The Ultimate Guide to Pre-Employment Screening in the UK
The hiring process is a critical journey that shapes the future of your organization. While that might sound a bit dramatic, the people in any business are responsible for its success. A vital stage of the recruitment journey is pre-employment screening.
This comprehensive guide aims to be your definitive resource for understanding the various background checks available, their importance, and how they fit into different industries.
Mandatory Checks
Right-to-Work Checks
Before you even think about onboarding, it's crucial to ensure that your potential hire has the legal right to work in the UK. This is more than just a formality; it's a legal requirement that carries significant penalties for non-compliance.
What it Involves: Verifying legal status through documents like passports or biometric residence permits.
Why It's Important: Legal requirement; failure to comply results in penalties.
Industries: Universal.
Disclosure and Barring Service (DBS) Checks
DBS Checks aren’t mandatory for everyone, but they are an essential part of the hiring process for roles that involve vulnerable individuals. There are three levels of DBS Check that can be done online; Basic, Standard and Enhanced.
Each level of DBS check provides a different level of information about an individual's criminal history.
Basic DBS Checks are the lowest level of criminal record check available. These will reveal any unspent convictions, cautions, reprimands or warnings on an individual's record.
Standard DBS Checks reveal any spent or unspent convictions, cautions, reprimands or warnings on an individual's record. This is the least common DBS Check carried out in the UK and is generally used for niche reasons, like certain licences.
Enhanced DBS Checks include all of the above but will also include any notes that the police have on record that they consider relevant to the role that has been applied for. This level of check can also include a search of one or both of the barred lists.
This information is compiled onto a certificate once the DBS Check is complete. This is then used to help employers make informed and safe recruitment decisions.
What it Involves: Criminal background checks at basic, standard, and enhanced levels.
Why It's Important: Mandatory for roles involving vulnerable population, or other types of regulated activity.
Industries: Healthcare, education, social work and many others.
Qualification Checks
In regulated industries, specific qualifications can be a legal requirement. This means it's crucial to verify the authenticity of the applicant's academic and professional credentials. Qualification checks can be carried out by screening companies or manually via a physical check and contacting the relevant awarding body.
What it Involves: Verifying academic and professional qualifications.
Why It's Important: Ensures the candidate has the necessary skills.
Industries: Healthcare, engineering, finance.
Driver License Checks
For jobs that involve driving, you must confirm the validity of the applicant's driving license. This is not just about legal compliance; it's also about ensuring the safety of your employees and the public.
What it Involves: Confirming the validity and type of driving license.
Why It's Important: Legal and safety reasons.
Industries: Logistics, transportation, field sales.
Optional but Highly Recommended Checks
Identity Checks
Identity fraud is a growing concern in the recruitment landscape. Using advanced technology, digital identity checks offer a confidence score, ensuring you're hiring who you think you are.
What it Involves: Advanced technology to provide a confidence score.
Why It's Important: Mitigates identity fraud risks.
Industries: Universal, especially finance and healthcare.
Employment History Verification
Understanding an applicant's employment history can provide valuable insights into their suitability for a role. This involves more than just a quick glance at their CV; it requires a detailed verification process.
This can be an arduous manual process, which is why many opt to outsource occupational history checks. These checks generally cover 3, 5 or 10 years of an individual's employment history.
What it Involves: Reviewing previous employment, roles, and responsibilities.
Why It's Important: Assesses experience, skills, and reliability.
Industries: Universal.
Medical Checks
While not legally required for most roles, medical checks can be crucial for jobs that demand high levels of physical or mental fitness. These checks can range from general health assessments to specific tests like drug and alcohol screening.
What it Involves: Health assessments or specific tests.
Why It's Important: Vital for roles requiring high levels of fitness.
Industries: Construction, transportation, healthcare.
Reference Checks
References can offer a well-rounded view of an applicant's reliability, skills, and work ethic. While it's common practice to request references, the depth of the verification process can vary. Unfortunately, these days obtaining a character reference can be difficult, but references checks are still worth pursuing.
What it Involves: Obtaining character and employment references.
Why It's Important: Provides a well-rounded view of the applicant.
Industries: Universal.
Credit Checks
For roles that involve financial responsibilities, a credit check can offer an additional layer of assurance. This is particularly relevant in industries where fiscal responsibility is paramount.
What it Involves: Assessing credit history.
Why It's Important: Relevant for roles involving financial responsibilities.
Industries: Banking, finance, accounting.
Adverse Credit Checks
Financial integrity is crucial for roles involving fiscal responsibilities. Adverse Credit Checks delve into an individual's financial history, revealing CCJs, bankruptcies, and more.
What it Involves: Public data search for financial red flags.
Why It's Important: Assesses financial responsibility.
Industries: Finance, real estate, senior management.
FCA Checks
For roles regulated by the Financial Conduct Authority, FCA Checks are indispensable. They provide a detailed view of an individual's status, previous employers, and any disciplinary actions.
What it Involves: FCA database search for compliance and disciplinary history.
Why It's Important: Regulatory compliance in financial sectors.
Industries: Finance, banking, insurance.
Sanctions Checks
For roles that require a high level of integrity, Sanctions Checks can be invaluable. These checks search for affiliations with illegal activities or Politically Exposed Persons.
What it Involves: Searches for sanctions, enforcements, and warnings.
Why It's Important: Risk mitigation in sensitive roles.
Industries: Government, finance, international business.
Media Checks
In our digital age, a candidate's online presence can be as telling as their CV. Media Checks scan online search engines and media feeds for any publicly reported negative information.
What it Involves: Online search for negative publicity.
Why It's Important: Reputation management.
Industries: Public relations, media, high-profile roles.
Directorship Checks
When hiring for senior management or director roles, Directorship Checks can provide insights into any current or previous directorships or disqualifications.
What it Involves: Checks for current or previous directorships.
Why It's Important: Assesses potential conflicts of interest.
Industries: Corporate, non-profit organizations.
Additional Checks
Baseline Personnel Security Standard (BPSS)
Although commonly referred to as a background check, BPSS is actually a collection of different background checks combined.
The BPSS is a government standard used when recruiting individuals who will have access to sensitive information as a normal part of their role. Their definition of this is:
“Individuals with any access to government assets. This means all civil servants, members of the armed forces, temporary staff in departments, and government contractors generally.
allow access to UK OFFICIAL assets and occasional access to UK SECRET assets.
required to work in areas where SECRET and TOP SECRET information may be overheard.
individuals who require access to Public Services Network (PSN).”
Checks needed to meet the BPSS are:
identity
employment history (past 3 years)
national and immigration (right to work) status
unspent criminal record.
A ‘reasonable account ‘of any significant periods (a total of 6 months or more in the past 3 years) of time spent abroad.
BPSS underpins the wider National Security Vetting that UK Government has in place. You read more about the different levels of security clearance in their guide here.
Although officially this is a government standard, it is widely used in the private sector as a minimum level of vetting.
What it Involves: Basic screening including identity and employment history.
Why It's Important: For roles requiring access to sensitive information.
Industries: Government, IT, security.
BS7858 Screening
Similarly to BPSS, BS7858 screening is a collection of different background checks that are commonly referred to as ‘BS7858 Checks’.
BS7858 screening is a mandatory type of vetting for people wanting to join the Security Industry Association’s (SIA) Approved Contractor Scheme. Whilst it is not a legal requirement, it is a regulatory requirement for anyone wanting to join the SIAs Approved Contractor Scheme.
BS7858 screening must include:
ID Verification Checks
Right to Work Checks
5- or 10-year Occupational History Check – This should include an analysis of any periods of self-employment and employment gaps of more than 31 days.
Financial Checks – These should cover bankruptcy, IVA and insolvency, CCJ’s and any other relevant adverse financial information.
Politically Exposed Persons (PEPs) & Sanctions Checks. These should search for the individual's name(s) against various national and international sanctions, watchlists and fraud databases.
The comprehensive nature of the checks means that many businesses choose to adopt the collection of checks as a minimum screening standard.
What it Involves: ID and financial checks, employment history, and more.
Why It's Important: Ensures high security and ethical standards.
Industries: Security, Facilities Management, Human Resources, Retail, Sports/Entertainment, Local Government.
Conclusion
Pre-employment screening is not just a checkbox in the hiring process; it's a critical exercise that can have long-lasting impacts on your organization. Whether you're looking for quick insights or a deep dive into each type of check, this guide aims to be your go-to resource for all things related to pre-employment screening.
For more insights and updates on pre-employment screening, keep an eye on our blog and sign up for our mailing list at the bottom of the page.
Disclaimer
While this guide aims to be a valuable resource for understanding various types of pre-employment screening checks, it is not exhaustive and should not be considered as legal advice. Laws and regulations surrounding employment checks can change, and different industries may have specific requirements. For tailored guidance, consult with legal professionals or experts in the field of employment screening.