Employee Background Screening Policy

Version: 1.00Issue Date: 10/15/2014

1.0 Overview

In order to properly protect the organization and those who do business with the organization, all employees and contractors must have a background check consistent with the security needs of the position and sensitivity of information and systems the individual is exposed to.

2.0 Purpose

This Employee Background Screening Policy is designed to prevent the employment of or allow access by an inelegible person who may be a security risk. The purpose of this Employee Background Screening Policy is to prevent or discontinue employment of an ineligible person.

3.0 Scope

This Employee Background Screening Policy applies to all employees and personnel that have any type of physical access to equipment in the organization or accounts in the organization. Personnel includes contractors, consultants, and temporary employees. The employee shall be screened for both criminal activity and fiscal responsibility. This policy is effective as of the issue date and does not expire unless superceded by another policy.

4.0 Screening Types

  • Criminal history check using fingerprint screening.
  • Credit check - A standard credit check through a reputable credit clearing house shall be obtained.
  • Drug Test.
  • Personal history background check. There may be various levels of the background check depending on the sensitivity of the job position. In depth background checks take more time and cost more so the cost and time must be weighed relative to the needs of the position.

5.0 Screening Situations

Personnel shall be screened in any of the following situations:

  • When being hired.
  • When changing job roles where sensitive access is required.
  • Periodically or annually depending on the level of access.

All personnel in sensitive positions shall be screened before being placed in the position. A personal history background check shall be done for more sensitive positions depending on the position description requirements.

A record of personnel who have cleared the security review procedures is maintained by the Human Resources Department. These records are kept current with any changes. The record is used when existing staff member is required to perform a new role where they are exposed to confidential information.

6.0 New Hire Policy

A criminal history check, credit check, and drug test must be a requirement for all prospective employees or contractors. A personal history background check may also be required depending on the job requirements the prospective employee will be placed in. These requirements must be part of any signed letter of employment.

The criminal history check, credit check, and drug test must be complete before the prospective employee or contractor begins their first day of work.

All contractors that have any access to organizational equipment or data must also sign a non-disclosure agreement and an agreement to comply with organizational policies.

7.0 Enforcement

If the subject of the screening fails to pass, the individual may not be employed by the organization. If the failure is a background screening failure and all other tests have been passed, the management, at their discretion may employ the individual in a less sensitive position. If the screening was done for a current employee and the individual failed, the person may be reassigned, or disciplinary action may be taken up to and including denial of access, legal penalties, and/or dismissal. Any employee aware of any violation of this policy is required to report it to their supervisor or other authorized representative.


Approved by:__________________________ Signature:_____________________ Date:_______________