Background Check Requirements by Industry: A Guide for HR Professionals

Ever feel like you're just guessing what background checks to run for each new hire? Hiring should be about finding the perfect fit for your team, not navigating a maze of background check requirements. The screening required for a driver versus an accountant is vastly different, and a one-size-fits-all approach can expose your organization to risk and legal trouble. 

Understanding specific background check requirements by industry and role is critical. We created a free, interactive Employment Screening Calculator to help you cut through the confusion and easily determine relevant screens and best practices for your industry and the position being hired.

In this guide, we'll walk you through the core principles of tailoring a screening program to your specific needs, and then show you how our calculator can provide a customized checklist for your new hires. 

Disclaimer: This information is meant to serve as educational. It is not legal advice. Always consult your legal counsel to determine the right background checks for your business. 

Why a Tailored Screening Approach is Essential for Every Role

The most efficient and effective screening programs are designed to match the specific responsibilities and risks of a new position. You wouldn’t run the same checks for an entry-level intern as you would for a senior manager handling sensitive financial data.

Knowing the background check requirements by industry best practices and by role type are the foundation of a successful hiring strategy. Beyond creating a stronger compliance framework, here's what a tailored program helps you achieve:

• Public Safety: For roles in healthcare, transportation, and some nonprofits, a tailored background check is a legal and ethical responsibility to protect vulnerable populations.
• Financial Integrity: A robust employment screening program helps mitigate fraud and secure your business's assets, particularly for positions with access to sensitive data. 
• A Secure Workplace: Making confident, informed hiring decisions helps prevent negligent hiring lawsuits and ensures you're building a trustworthy team.

Understanding Types of Background Checks

It's important to know the options available to you when building an effective employment screening program. While many people think a standard background check is enough, a comprehensive program utilizes different types of screens tailored to the specific job.

Here are some common types of background screens:

• Criminal History: The most common check, providing a look into a candidate's criminal record. This search can be run at the county, state, or federal level.
• Employment & Education Verifications: Ensure a candidate’s resume is accurate by confirming past employment dates, job titles, and educational credentials.
• Motor Vehicle Records (MVR): A must-have check for any position that involves driving. This report details a person's driving history, license status, and violations.
• Drug & Health Screening: Often required for safety-sensitive roles in transportation or healthcare to protect both the employee and the public.
• Professional License Verification: Confirms that a candidate holds a valid license for their role, such as for a nurse or financial advisor.

Assembling the right pre-employment screening program requires a thoughtful approach. It’s a combination of these and other checks that ultimately determines the comprehensiveness of your plan, but it’s easy to get lost in the details.

Common Background Check Requirements: Industries and Role Types

Knowing the different types of background checks is just the first step. The real art of effective screening is understanding which checks apply to a specific role. Here are a few examples that show how the position and its responsibilities influence the kinds of background checks you should conduct.

Best Practices for High Risk and Regulated Industries

Healthcare: For roles with direct patient contact, a criminal history search is just a starting point. Healthcare hiring best practices often include (or even require) professional license verifications, an OIG (Office of Inspector General) exclusion list check, and state-specific searches of abuse and neglect registries. 

Transportation: To comply with strict federal and state regulations, positions like commercial drivers require a specific screening package. This typically includes a robust MVR check and mandatory drug and alcohol testing. Many positions require a comprehensive criminal history search and an FMCSA Safety Performance History to meet Department of Transportation (DOT) standards. Transportation industry best practices suggest continuous checks, such as MVR Monitoring. 

Financial Services: When a role involves handling company or client finances, financial integrity is a top concern. Screening best practices for positions in the financial industry often includes a credit history report, professional license verification, and financial sanctions checks.

Best Practices For Varying Role Types in Any Industry

The need for tailored screening isn't limited to regulated industries. For any business, some roles carry a higher level of risk and responsibility that should influence your screening program. 

Management vs. Entry-Level: A standard criminal history and identity verification might be sufficient for an entry-level position with limited access to sensitive information. However, for a manager who will have access to confidential company data, financial information, or keys to the building, a more comprehensive check is a best practice. A tailored plan might include a federal criminal search, a search for any civil litigation history, and detailed employment verification. 

Customer-Facing vs. Internal: Consider the level of interaction a role has with your customers or clients. A customer service representative may require a different type of screen than an IT technician who works behind the scenes. 

Your location plays a significant role in what you can and can't check. Many states have specific laws that determine the types of screens you can run and how far back you can look. It’s best practice to consult your legal counsel to determine the right background screening program for your business. 

Your Free Employment Screening Calculator

After reading this guide on the complexities of background check requirements by industry and role, you might be thinking, "Where do I start?" Trying to research every necessary screen for every position is confusing and time-consuming.

That’s where our Employment Screening Calculator comes in.

This interactive tool is designed to cut through the confusion and help you build a smarter, more compliant screening program. All you have to do is select your industry and the position you're hiring for. In an instant, you'll receive a tailored list of screens to consider that align with industry best practices. 

Ready to give it a try?

Check It Out