Background Screening Policy
Policy Purpose
Our employee background check policy refers to our guidelines for investigating our job candidates’ backgrounds as part of our hiring process.
Background checks help us:
- Get insight into candidates’ backgrounds.
- Ensure we hire reliable employees.
- Verify candidates’ information for truthfulness and accuracy.
- Screen candidates convicted of serious criminal behavior.
- Align access decisions with risk levels and contractual obligations.
Scope
This policy applies to external candidates undergoing hiring processes, as well as internal candidates considered for transfer or promotion. It also extends to contractors and third-party personnel if they are granted access to sensitive systems, data, or client environments.
Background checks are not mandatory for all roles. They may be omitted unless required by internal risk assessment, client contracts, or regulatory obligations.
Background checks may include:
- Criminal records
- Credit reports
- Drug testing
- Verification reports (e.g. identity, previous employment, education, SSN)
- Driving records
- Reference checks
Checks will be conducted only when appropriate, depending on the nature of the position and associated data access. Local laws may prohibit or restrict certain checks, and we will always comply.
Criminal record checks are especially relevant for roles involving:
- Representation of our company to clients or partners
- Access to sensitive/confidential data or systems (including Microsoft Personal Data)
- Financial or fiduciary responsibilities
When should you conduct a background check?
Due to cost and administrative effort, checks are typically reserved for the final round of shortlisted candidates or post-offer, where permitted by law. The decision to conduct a background check is guided by risk, role sensitivity, and legal requirements.
NEO’s responsibilities
People Success team must:
- State in job ads if a background check may be required for a role.
- Obtain written consent prior to initiating any background check.
- Use reputable, compliant third-party providers with consideration for confidentiality, legality, and turnaround time.
- Share results with candidates and provide a chance to dispute inaccurate findings.
- Document rationale when checks are waived for specific roles.
What to make of negative findings
Findings will be considered in context. A conviction does not automatically disqualify a candidate unless the offense is serious and relevant to the role (e.g., sexual assault, fraud in finance roles).
