§ 2-379. Background checks.

1.

Purpose. To ensure reference and background checks have been conducted in an appropriate, consistent, manner on all applicants selected for hire. It is not intended to revise, amend, or supersede policies, regulations, and procedures pertaining to departmentally specific personnel hiring processes.

2.

Scope. This policy applies to all departments with the City of Effingham and to all reference and background checks conducted.

3.

Definitions.

Reference Check: An inquiry about job performance, usually from people identified by an applicant's work history, in order to verify the facts of his/her resume and/or application and any job-related information, including that provided in the interview.

Background Check: The act of reviewing both confidential and public information to investigate a person's history.

4.

Policy. It is the policy of the city to complete employment reference checks and background checks on all considered applicants. The process of gathering job-related background information and/or conducting employment reference checks supports the city's commitment to maintaining a safe and effective workforce.

5.

Employee reference guidelines.

A.

Requesting reference information. Obtain a signed Applicant Authorization for Reference Check form (Form #15) from the applicant authorizing the city to contact previous and current employers. If an applicant refuses to sign the authorization form, they may be eliminated from further consideration for employment.

Misleading or deceptive information provided on resumes, applications, employment references, during an interview, or via other information supplied, may immediately eliminate a candidate from further consideration and may result in termination for an existing employee seeking a promotion.

If available, at least two (2) job-related employment reference checks should be completed before an employment offer is made to an applicant. In cases where the applicant has been employed by the same employer for a lengthy period of time, verification of a 10-year employment history is sufficient in lieu of obtaining two (2) references from different employers. If the applicant has no work history, two (2) personal references should be obtained. It should be noted that personal references are often not helpful in determining an applicant's true, historical work performance.

Information regarding medical history shall not be requested from any source.

Internal applications being considered for promotion shall be kept confidential, and contact with the employee's current department should not be made until the employee is considered a finalist and/or references are being checked. A review of the applicant's past two (2) years of performance evaluations should be completed.

References may be obtained by a variety of formats including face-to-face, telephone, e-mails, faxes, etc.

Once hired, the applicant should sign an Authorization for Release of Employment Information form (Form #16). This form will be kept on file authorizing the member to provide full-disclosure information for future requests.

B.

Providing reference information.

General Policy-(Limited Disclosure).

All external employment verification requests should be referred to the appropriate department head for verification.

No employment information will be released without written authorization and release signed by the individual who is the subject of the inquiry.

Verification of the individual requesting a reference check must be obtained before releasing information. If there is any question as to the validity of the request, consider verifying the information by return phone call or receipt of written verification.

Only share job related information and avoid defamation of the previous employee.

It is accepted general policy to release only the following types of information:

• Dates of employment

• Job titles during employment

• Promotions and demotions

• Verify salary only

Do not answer the question "Would you rehire this person?" As this can be construed as defamatory if a "no" reply is given.

Keep in mind that one cannot ask a reference any questions that an employer is prohibited from asking an applicant. Restrict the inquiry to job-related issues.

6.

Employee background check guidelines. A background check will apply to new hire and/or current employees being considered for promotions. Confidentiality will be maintained for all applicants.

Background checks may include, but are not limited to the following:

• Motor Vehicle Records

• Criminal Records, Sex offender list

• Legal search websites

• Employment, Education, and License Verification

• Credit Verification (limited only to applicants for positions in which the employee would have direct access to City funds)

• Drug/Alcohol Screening

(Ord. No. 72-2011, § I(Exh. A), 12-20-2011)