What is Employee Screening & How it should be done

What is Employee Screening

The purpose of employee screening is to minimize the risk to the organization arising from accidental or deliberate malpractice in the role. The organization has a duty to perform due care and due diligence when hiring new permanent or contractual employees, particularly those that will operate in positions of trust.

This screening procedure and associated checklist should be used once a recruitment decision has been made in principle, but before the final job offer has been made. It is not supposed to be done after the employee has started work as that would be subject to a separate legal, regulatory and moral framework.

This control applies to all prospective employees of the organization, particularly those who will have access to Companies IT systems.

The following policies and procedures are relevant to this document:

  • HR Security Policy
  • Segregation of Duties Guidelines
  • Employee Screening Checklist
  • New Starter Checklist

How to do Employee Screening

This applies to the recruitment of all people including in permanent full-time or part-time roles, consultants and temporary contractors. For personnel provided through contracts with external third parties, it is expected that an acceptable level of screening is undertaken by the supplier and that evidence of this will be available.

The recruitment process will have provided relevant job descriptions and person specifications and advertising and interviewing will have taken place in a manner appropriate to the role. The preferred candidate will have provided information both written and verbal in support of their application. The purpose of this screening procedure is to ensure that as much as possible of the information provided can be verified before employment.

In accordance with HR Security Policy, the specific screening activities that should be applied in any case will depend on a number of factors in line with the level of risk associated with the role.

The answers to the following questions must be considered:

  • Will the employee have access to classified information?
  • Will the role have access to financial assets?
  • Does the role have the potential to cause significant harm to the organization?
  • Is there significant involvement in technology inherent in the role?
  • Does the role involve driving a motor vehicle?
  • Is the employee likely to come into contact with minors as a routine part of the role?

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