Employment Verification Dilemma: When and How to Handle It Ethically?

When should we conduct employment verification? If we do it before employing him, his employer or his boss will come to know that his subordinate is leaving the company. If we do it later, closer to his joining, it will all be futile. I would like to know how ethical it is to conduct verification?

Regards,
Vishwanath

Every organization would like to have employees with a high standard of integrity. Therefore, they use various processes to ensure this.

Verification and Background Checks

At the stage of employment, verification of employee claims and background checks are methods used by most organizations. All information sought is from the public domain for verification of employee claims, and it is completely ethical.

The responsibility of every person seeking employment is to truthfully declare the employment requirements, while the organization should share employment terms and information transparently.

The company is obliged to maintain the confidentiality of the candidate before their joining the organization and should speak to his/her current organization only after obtaining permission.

It is only by exception that you will find people fudging information to get the job. Therefore, it is not 'futile' to do verification after the person is on board or just before they join.

Regards,
HREmpRel

Practical Approach to Hiring Genuine Talent

This is a very practical approach for hiring genuine talent. However, I have a few doubts regarding the same. I am an HR professional in an IT company, and I receive many employment verification cases from agencies for our ex-employees. Additionally, I often receive pleas from ex-employees who have provided incorrect information to protect their jobs by withholding factual details.

Handling Employment Verification and Falsification

The question arises: Should we consistently provide factual information, or should we take into account the severity of false information? On humanitarian grounds, if the falsification is not significant, can we overlook it?

The fact that our present employees are still in contact with our ex-employees can tarnish HR's image, making it appear unpopular or harsh. Is it appropriate to discuss such cases with current employees to set an example?

Please guide me as I am torn between my duty and the risk of losing the trust of our existing employees.

Regards,
Rashee

Dear Vishwanath,

Greetings!

Most of the companies with well-defined HR processes conduct employment verification before confirming an employee, i.e., when the probation period is about to end.

Regards,
Team GroupHR

Is Employee Verification Ethical?
This is a very valid question; however, answers will be conflicting. The reason for conflicting answers is the lack of clearly defining the purpose for employee background verification. Two years ago, I read a news item in the Economic Times about a CEO of a big IT company who was sacked because of resume padding. Many employees embellish their CVs with exaggerated claims just to switch jobs, secure a salary increase, receive a new assignment, or relocate to their hometown. These claims may not be a concern if the individual is performing well in their current role. However, falsifying documents should be addressed appropriately as it is unethical. This pertains to the question of 'how far' in reference to ethical practices. If an organization clearly outlines what is ethical and what is not, any dilemma surrounding this issue dissipates. The uncertainty arises from the lack of defining the extent of verification, i.e., 'HOW FAR.' The answer lies within the question itself.

Regards,
M Rama Krishna
TQM & Business Excellence Professional

Well, there is nothing wrong in conducting BGC on your prospective employees, as it will lead to a safe and right hiring. The candidate will have to undergo the verification process for:

* Employment Verification - HR & Supervisor

Usually, the last two or last five years of employment tenure are verified. The feedback regarding his/her employment details like salary, tenure, outstanding, etc., will be gathered from the HR records, and the supervisor will be contacted to confirm the performance, expertise, attendance, integrity, etc.

* Education Verification - Highest Degree (usually)

This would be one from either the college or university; the academic department will be contacted for the same.

It was found that in India, we came across one-third of discrepancies in education verification, as it is so easy here to generate a fake degree/certificate and use the same without being caught in previous companies.

* Criminal Record - The police station at his present address will confirm these details.

* Address Verification - At permanent & current addresses to confirm his family details, social status, duration of stay, etc.

* Date of Birth Verification
* Driving License Verification
* Neighbor Check

All of the above-mentioned checks only help the organizations ensure that the candidate is genuine, fit to hire, and efficient enough for the project/department.

Moreover, after incidents like 9/11 and the Hotel Taj Attack, it is our duty to ensure that the staff we hire is safe, that we are not hiring someone with any sort of criminal/unethical records. This also ensures that no one is utilizing our resources for the loss of the nation/country/state/citizens.

Regards,
Neeru Singh
Business Manager
Voyage Incorporation
New Delhi
[Email Removed For Privacy Reasons]

Dear Friends,

Employment verification is not only done at the time of their joining or before the probation period ends. You can even base it on that particular employee's behavior with HR, which will reveal his true character, and everything will automatically be exposed to us.

Verification from Ex-Employer

First of all, if you have to verify the employment of your new hire with their ex-employer, it proves the genuineness of their previous work experience. This is surely one of the factors for which you have selected them. This verification covers their education, experience, and criminal background. The ex-employer certainly wouldn't have engaged them for, say, one year or more otherwise. As far as remuneration is concerned, what if they were paid more than what you are offering?

Concerns About Verification Process

All this verification process suggested, like writing to universities, speaking to neighbors, or getting their bank statement by posing as a loan agent, is quite intrusive and underhanded. Unless it is for crucial positions involving perhaps the security of the nation :-)

In a private sector firm, you need a performer, and that's the bottom line. Why take on the detective role? Talent, as it is, is scarce.