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如果候选人对其背景调查结果提出异议,应采取 7 个步骤

候选人完成招聘前背景调查的披露和授权流程后,您很快就会获得结果,帮助您推动候选人完成招聘流程。但是,有时背景调查结果会显示候选人想要提出争议的信息。 

为了保持法律合规性并提供积极的候选人体验,以下是您在管理与背景调查结果相关的争议时需要采取的关键考虑因素和步骤。

候选人对其背景调查结果提出异议的原因

毫不奇怪,当候选人意识到背景调查报告中的某些内容可能会影响他们被聘用某个职位的能力时,他们通常希望对结果提出异议。考虑到候选人在寻找和面试工作机会方面投入的时间和精力,他们不希望因为背景调查结果而失去它是可以理解的,特别是如果他们认为结果包含错误。

有时背景调查结果会显示候选人试图隐藏的信息,但并非总是如此。事实上,涉及结果有争议的案件往往不是候选人或筛选公司的“过错”。候选人背景调查报告的不准确信息可能是教育机构、前雇主或其他来源提供的错误信息的结果。

候选人可能对其背景调查结果提出异议的一些可能原因包括:

  • 候选人认为就业或教育参考提供的信息不准确,例如毕业状态或就业日期。

  • 结果可以追溯到很久以前,候选人认为它们不再相关。

  • 犯罪记录结果有错误的判断,例如错误地报告定罪或结果。

  • 犯罪记录结果是针对候选人以外的其他人,例如,另一位 John W. Smith。

  • 结果包括被封存、删除或不应该报告的法庭案件或指控。

鉴于候选人可能会对他们的背景调查结果提出异议的许多可能情况,重要的是要做好准备并制定明确的政策来说明您的组织将如何应对。

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管理有争议的背景调查结果的步骤

考虑到背景调查报告的许多信息来源——学校、前雇主、犯罪记录数据库和专业许可机构——你可能会遇到候选人对他们的背景调查结果提出异议的情况。当它发生时,您需要了解您的法律义务和指导个人完成争议过程的最佳实践。

采取以下步骤成功管理争议:

1. 记录招聘实践并遵守您的政策。

候选人的每一次背景调查争议都需要您的关注、响应能力以及对法律和内部政策的遵守。为避免跳过任何必需的步骤,您需要记录您将遵循的流程,从候选人对背景调查结果提出异议的那一刻到您做出最终决定和招聘决定的那一刻。

制定管理争议的政策有助于提高一致性和合规性,并使您的招聘过程保持公平和公正。基于适用就业法的政策也将帮助您的组织避免诉讼和违规处罚。

2. 遵循公平信用报告法 (FCRA) 的不利行动流程。 

根据公平信用报告法 (FCRA),所有个人都有权对其背景调查报告中的信息提出异议。FCRA 还要求雇主采取具体措施包括向对其背景调查结果有争议的候选人提供以下信息:

  • 通知候选人有权对自己的结果提出异议的不利诉讼前信函

  • 背景调查报告副本

  • 《公平信用报告法下您的权利摘要副本

3. 在您给候选人时间做出回应的同时,保持职位空缺。

在收到不利行动前通知后,候选人可以决定如何回应并收集信息以支持争议。在某些情况下,候选人甚至可能不知道他们的背景中有任何可能影响他们就业的事情。即使他们是,他们也需要有机会查看结果、了解他们的权利并准备回应。

在此期间,建议您保持职位空缺,并且在您完成不利行动流程之前不要采取任何行动来填补另一位候选人。您还需要确保您的政策概述了在不利行动过程中您将给候选人多少时间做出回应。许多组织提供五天,但您可以选择提供更多。

4. 将争议通知您的背景调查提供商。

在候选人考虑可用选项并收集新信息以支持争议的同时,您应该联系您的背景调查提供者。收到通知后,提供商需要重新调查有争议的信息。尽管此过程通常只需要几天时间,但可能需要更长时间,具体取决于有争议的信息,因此及时通知是关键。

作为您的背景筛查提供者的调查结果,可能出现三种结果:

  • 有争议的信息在源头重新确认。

  • 例如,来源提供了更正的信息。以前没有记录毕业信息的学校确认候选人确实毕业了。

  • 任何无法重新确认的有争议的信息,例如来自就业参考的信息,将从个人的背景调查报告中删除。

5. 仔细考虑所有新信息。 

候选人或您的筛选提供者可能会在争议过程中提供新信息供您考虑。示例可能包括以下内容:

  • 更新的就业和教育信息,例如就业日期、毕业日期或来自推荐人的新反馈

  • 显示已从候选人记录中删除或删除的定罪或指控的新信息

当新提供的信息导致候选人的背景调查结果发生变化时,您的筛选公司将为您提供最新且准确的报告。从那里开始,您需要在决定采取不利行动之前仔细考虑更新报告中的信息。

6. 在采取不利行动之前咨询法律顾问和您的政策。

来自候选人或您的筛选提供者的新信息可能会支持继续雇用候选人的决定。或者,如果您决定采取不利行动,您应该咨询法律顾问和您的政策,以确保您已涵盖所有必需的步骤。 

在传达不利行动后,您需要向候选人提供 FCRA 要求的不利行动通知,其中包括以下信息:

  • 运行报告的背景调查公司的名称

  • 通知由您、雇主而非背景调查公司或信用报告机构 (CRA) 做出决定

  • 候选人在 FCRA 下的消费者权利副本

  • 背景调查报告副本

  • 通知候选人在 60 天内要求提供另一份报告副本的权利

7. 始终与知识渊博且忠诚的背景审查合作伙伴合作。

经验丰富的背景调查提供者认识到来自数据库、学校或前雇主等来源的错误信息的可能性,并且提供者应在报告之前制定流程以获取和验证最新的背景数据。此外,信誉良好的提供商更有可能具有较低的争议率,并且可以提供指标来证明报告的准确性。

当您与致力于提供高标准背景调查报告准确性的供应商合作时,您不仅可以减少争议,还可以获得解决争议的可靠指导。

改善您的整体背景筛选过程

通过遵循 FCRA 对不利行为的要求并与值得信赖的背景审查合作伙伴合作,您可以合法且公平地成功管理招聘风险。制定高效且合规的不利行动流程只是改善整体背景筛选流程的众多方法之一。 


To stay in legal compliance and offer a positive candidate experience, here are the key considerations and steps you need to take to manage disputes related to background check results.

Reasons Candidates Dispute Their Background Check Results

Not surprisingly, candidates typically want to dispute results when they become aware of something in their background check report which could impact their ability to be hired for a position. Given the time and effort candidates invest in finding and interviewing for a job opportunity, they understandably don’t want to lose it over background check results, particularly if they believe the results contain errors.

Sometimes background check results reveal information a candidate tried to hide, but not always. In fact, cases involving disputed results are often not the “fault” of the candidate or the screening company. Inaccurate information reported on a candidate’s background check can be the result of erroneous information provided by an educational institution, former employer, or some other source.

Some of the possible reasons a candidate may dispute their background check results include:

  • The candidate believes the information provided by employment or education references is inaccurate, for example, graduation status or dates of employment.

  • The results go far back in time, and the candidate argues they are no longer relevant.

  • Criminal records results have an incorrect judgment, for example, an incorrectly reported conviction or outcome.

  • Criminal records results are for a different person other than the candidate, for example, another John W. Smith.

  • The results include court cases or charges which were sealed, expunged, or should never have been reported.

Given the many possible scenarios in which candidates may dispute their background check results, it’s important to be prepared and have a clear policy for how your organization will respond.

Is your background screening program set up to help you conduct remote hiring for favorable results? Take this interactive assessment to find out >>

Steps for Managing Disputed Background Check Results

Considering the many sources of information for a background check report—schools, former employers, criminal record databases, and professional licensing agencies—you’re likely to have situations where candidates dispute their background check results. When it does happen, you’ll need to understand your legal obligations and the best practices for guiding individuals through the dispute process.

Take these steps for success in managing disputes:

1. Document hiring practices and follow your policy.

Every background check dispute from a candidate requires your attention, responsiveness, and compliance with the law and your internal policies. To avoid skipping any required steps, you’ll need to document the process you will follow, from the moment a candidate disputes background check results to the point where you make a final determination and hiring decision.

Having a policy for managing disputes supports greater consistency and compliance, and it keeps your hiring process fair and unbiased. A policy grounded in applicable employment law will also help your organization avoid lawsuits and non-compliance penalties.

2. Follow the Fair Credit Reporting Act (FCRA) adverse action process. 

Per the Fair Credit Reporting Act (FCRA), all individuals have the right to dispute information on their background check report. The FCRA also requires employers to take specific steps, including providing the following information to candidates who dispute their background check results:

3. Keep the position open while you give the candidate time to respond.

After receiving the pre-adverse action notification, a candidate can determine how to respond and gather information to support the dispute. In some cases, candidates may not even be aware of anything in their background that could impact their employment. Even if they are, they need an opportunity to view the results, understand their rights, and prepare a response.

During this time, it’s advisable to keep the position open and not take any action to fill it with another candidate until you have completed the adverse action process. You’ll also need to make sure your policy outlines how much time you will give candidates to respond during the adverse action process. Many organizations provide five days, but you may choose to provide more.

4. Notify your background screening provider of the dispute.

At the same time a candidate is considering available options and gathering new information to support the dispute, you should contact your background screening provider. Upon receiving notification, the provider is required to re-investigate the disputed information. Though this process typically takes just a couple of days, it can take longer depending on the information being disputed, so prompt notification is key.

As a result of your background screening provider’s investigation, there are three possible outcomes:

  • The disputed information is re-confirmed at the source.

  • The source provides corrected information, for example. a school previously recording no graduation information confirms that the candidate did indeed graduate.

  • Any disputed information that can’t be re-confirmed, for example, information from an employment reference, will be removed from the individual’s background check report.

5. Carefully consider all new information. 

Either the candidate or your screening provider may provide new information for your consideration during the dispute process. Examples may include the following:

  • Updated employment and education information such as employment dates, graduation dates, or new feedback from references

  • New information showing convictions or charges as expunged or removed from the candidate’s record

When newly provided information results in a change to the candidate’s background check results, your screening company will provide you with an up-to-date and accurate report. From there, you’ll need to carefully consider the information on the updated report before deciding to take adverse action.

6. Consult legal counsel and your policy before taking adverse action.

New information from the candidate or your screening provider may support the decision to move forward with hiring the candidate. Alternatively, if you decide to take adverse action, you should consult legal counsel and your policies to be sure you have covered all required steps. 

Upon communication of adverse action, you’ll need to provide the candidate with an FCRA-required adverse action notice, which includes the following information:

  • The name of the background check company running the report

  • Notification that the decision was made by you, the employer, and not the background check company or credit reporting agency (CRA)

  • A copy of the candidate’s consumer rights under the FCRA

  • A copy of the background check report

  • Notification of the candidate's right to request another copy of their report within 60 days

7. Always work with a knowledgeable and committed background screening partner.

An experienced background screening provider recognizes the possibility of erroneous information from sources such as databases, schools, or former employers, and the provider should have processes in place to obtain and verify the most up-to-date background data before reporting it. Also, a reputable provider is more likely to have a low dispute rate and can provide metrics to demonstrate accuracy in reporting.

When you partner with a provider committed to a high standard of accuracy in background check reporting, you can not only experience fewer disputes, but you can also expect reliable guidance for resolving them.

Improve Your Overall Background Screening Process

By following FCRA requirements for adverse action and working with a trusted background screening partner, you can successfully manage hiring risks legally and fairly. Developing an efficient and compliant adverse action process is just one of the many ways to improve your overall background screening process.


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