Employer Verification: How Do They Check Your Employment History?

Evaluating a candidate's employment history is a critical step for organizations during the hiring process. Understanding the methods employers use to verify this information can help job seekers ensure their applications are accurate and reliable. In this article, we explore how employers typically check a candidate's employment history and the steps involved in the verification process.

Methods Employers Use to Verify Employment History

1. Checking Their Own ATS Applicant Tracking System

One of the simplest ways for employers to verify a candidate's employment history is to cross-reference the dates and salaries provided with the information stored in their Application Tracking System (ATS). This system allows them to see if the dates and details listed on a resume are consistent with information previously submitted by the candidate. If there are discrepancies, this could indicate the candidate is not being truthful.

2. Engaging in Backchannel Checks

Another method involves speaking to current and former employees to gather firsthand information. An employer may reach out to individuals listed as references or seek out additional sources to confirm the candidate's claims. These backchannel checks can provide valuable insights into a candidate's past role, performance, and any issues that may have arisen.

Verification Process When an Investigation Service is Used

When a professional investigation service is used, the process becomes more formal and detailed. Here’s what happens:

1. Employment Verification Form (INV-Form 41)

VERIFICATION FORM: The assigned Investigator sends out a INV-Form 41 to every current and former employer listed on the candidate's paperwork. This form is designed to gather detailed information about the candidate's tenure, including:

Start and End Dates of Employment Title of the Role Issues or Concerns During Employment Reason for Leaving the Position Any Corrections or Additional Information to be Made

Completed forms must be returned to the Investigator, signed and dated, indicating that the information provided is accurate.

2. Telephone Verification

After receiving the INV-Form 41, or failing to receive it, the Investigator may contact the employer via telephone. This allows for further clarification and confirmation of the information provided. The Investigator will make several attempts to speak with both current and former employers.

3. In-Person Visits

In some cases, the Investigator may visit the candidate's current and former work locations. This provides an opportunity to speak directly with supervisors and co-workers, gaining an insider's perspective on the candidate's performance and behavior.

After collecting all the data, the Investigator's findings are documented and reviewed by an assigned Adjudicator, who makes a final determination based on the available information.

Addressing Discrepancies in Employment History

When a discrepancy is identified, the candidate may be contacted to address and resolve the issue. If the candidate left an employer due to a supposed new job opportunity, but the employer reports firing, resigning, or leaving by mutual agreement, this discrepancy must be resolved.

The candidate must provide:

A signed and dated summary explanation of all events leading to no longer being with the employer. Copies of all communication and signed and dated documentation from the former employer regarding the reason for departure. Any additional supportive documentation to help resolve the matter.

Employer Policies and Recency

Organizations have different policies regarding the recency of a candidate's employment status. Some may require at least 12 months since termination before considering rehire, while others may consider candidates who have been terminated within the last year.

Performance and Misconduct in Employment

Performance evaluations are subjective and do not necessarily predict how a candidate will perform in a new role. Misconduct or negligence in a previous job role could adversely affect the candidate's chances of employment.

1. Misconduct

Misconduct refers to an employee intentionally or deliberately disregarding their employer's interests. An example would be stealing from the company, violating company policies, or engaging in harmful behavior.

2. Negligence

Negligence is when an employee fails to perform their duties properly. For example, a typist who misses deadlines or a programming team that fails to meet software development standards could be considered negligent.

Liabilities for Employees

Employees have various obligations within their workplace, including legal, financial, and ethical responsibilities. Common examples include compliance with laws, avoiding conflicts of interest, ensuring workplace safety, and adhering to contractual agreements.

Automatic and Presumptive Disqualification

Different organizations establish their own automatic and presumptive disqualifications for employment. These may be based on the candidate's past behavior, legal issues, or a lack of requisite experience.

Automatic Disqualification: Refers to situations where an organization cannot hire or retain a candidate due to laws, rules, or policies.

Presumptive Disqualification: Refers to situations where further action is required to clear or mitigate issues before the candidate can be considered for hire.

By understanding these verification processes and policies, job seekers can better prepare themselves for the scrutiny of their employment history and ensure a smoother hiring process.