Background Check Policy

Policy Brief & Purpose

Our Background Check company policy outlines how Sord conducts background checks on all final candidates and all employees who are promoted, as deemed necessary.

Scope

This policy applies to all final candidates and employees.

Policy Detail

All offers of employment at Sord are contingent upon clear results of a thorough background check. Background checks will be conducted on all final candidates and on all employees who are promoted, as deemed necessary.

Background checks will include:

• Social Security Verification: validates the applicant's Social Security number, date of birth and former addresses.

• Prior Employment Verification: confirms applicant's employment with the listed companies, including dates of employment, position held and additional information available pertaining to performance rating, reason for departure and eligibility for rehire. This verification will be run on the past two employers or the previous five years, whichever comes first.

• Personal and Professional References: calls will be placed to individuals listed as references by the applicant.

• Educational Verification: confirms the applicant's claimed educational institution, including the years attended and the degree/diploma received.

• Criminal History: includes review of criminal convictions and probation. The following factors will be considered for applicants with a criminal history:

  • The nature of the crime and its relationship to the position.

  • The time since the conviction.

  • The number (if more than one) of convictions.

• Exclusion Screening: checks the applicant against the Office of Inspector General (OIG) and General Services Administration (GSA) exclusion lists.

• Whether hiring, transferring or promoting the applicant would pose an unreasonable risk to the business, its employees or its customers and vendors.

The following additional background searches will be required if applicable to the position:

• Motor Vehicle Records: provides a report on an individual's driving history in the state requested. This search will be run when driving is an essential requirement of the position.

• Credit History: confirms candidate's credit history. This search will be run for positions that involve management of Sord funds and/or handling of cash or credit cards.

Procedure

Final candidates must complete a background check authorization form and return it to Human Resources or Security Manager.

Human Resources or the Security Manager will order the background check upon receipt of the signed release form, and either internal HR or Security staff or an employment screening service will conduct the checks. A designated HR or Security representative will review all results.

The HR or Security representative will notify the hiring manager regarding the results of the check. In instances where negative or incomplete information is obtained, the appropriate management and the director of Human Resources or Security will assess the potential risks and liabilities related to the job's requirements and determine whether the individual should be hired. If a decision not to hire or promote a candidate is made based on the results of a background check, there may be certain additional Fair Credit Reporting Act (FCRA) requirements that will be handled by Human Resources or Security in conjunction with the employment screening service (if applicable).

Background check information will be maintained in a file separate from employees' personnel files for a minimum of five years.

Exceptions

Sord business needs, local situations, laws and regulations may occasionally call for an exception to this policy or any other Sord policy. If an exception is needed, Sord management will determine an acceptable alternative approach.

Enforcement

Any violation of this policy or any other Sord policy or procedure may result in disciplinary action, up to and including termination of employment. Sord reserves the right to notify the appropriate law enforcement authorities of any unlawful activity and to cooperate in any investigation of such activity. Sord does not consider conduct in violation of this policy to be within an employee’s or contractor’s course and scope of work.

Any personnel who is requested to undertake an activity that he or she believes is in violation of this policy must provide a written or verbal complaint to his or her manager or any other manager of Sord as soon as possible.

The disciplinary process should also be used as a deterrent to prevent employees and contractors in violating organizational security policies and procedures, and any other security breaches.

Responsibility, Review, and Audit

Sord reviews and updates its security policies and plans to maintain organizational security objectives and meet regulatory requirements at least annually. The results are shared with appropriate parties internally and findings are tracked to resolution. Any changes are communicated across the organization.

This document is maintained by Jonathan Gautsch.

This document was last updated on 03/27/2024.