An Employer's Essential Guide to Rescreening

Is the First Background Check Enough? 

Background checks are a great place to start when it comes to reducing risk and ensuring employee suitability. However, in today’s dynamic and fast-paced working world, businesses cannot afford to think of employee background screening as a set and forget activity. 

Despite conducting a comprehensive initial pre-employment screening, naturally, some elements fall outside of the control or view of the employer.  What an employee does in their leisure time or how their habits or lifestyle changed months or years after being hired can be overlooked. In this case, any criminal activity or negative behaviours could tarnish an organisation's brand, culture, and people. 

From internal fraud, workplace violence or a criminal record gained during employment that may compromise an employee's position - the warning signs may already be there. If they’re identified early, it could make all the difference - and that’s where rescreening plays an essential role.  But what exactly is employee rescreening, and how can employers establish a strong rescreening guide? 

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What is Employee Rescreening? 

Rescreening is an ongoing and periodic check conducted throughout the employment of an individual.  The set period when rescreening takes place is determined by the organisation, the company's screening policy, and the industry/role in question depending on the level of risk. 

When Should Rescreening Take Place?

It’s common for employee rescreening to occur 2 to 3 years into the tenure of an employee, or in cycles such as every 6 months or every year. This provides organisations with the opportunity to refresh and update an employee's record during the defined period. 

However, there may be times when a situation warrants employee rescreening. Please see Rescreening Guide: Reasons to Consider Rescreening.   

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What Industries Commonly Conduct Employee Rescreening?

Rescreening is often observed among start-up and technology firms, as they work with confidential information and proprietary software, therefore protecting their intellectual property is of paramount importance.

While rescreening may be a new concept for some, it’s familiar and mandated within regulated sectors such as financial services, or healthcare.  And rightly so, as these are critical industries where people’s lives and financial well-being depend upon it - any negligence could have disastrous implications. 

As reported within our Guide ‘The Need for Periodically Screening and Re-screening Your Existing Employees with Background Checks’, in 2020, at the peak of the pandemic, a CXO of a renowned investment firm was found guilty of insider trading. Consequently, this resulted in checks for all employees at the organisation. 

Veremark’s 2022 State of Discrepancies Report reveals that within the financial services sector, there are an average of 7 checks per candidate, and the top 5 discrepancies identified include CV gaps, past employment falsifications, conflict of interest, criminal records and discrepancies in civil checks. 

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Why is Rescreening Important?

The primary reason for having a strong rescreening guide is to protect the company assets, brand, and clients. Rescreening is likewise crucial to:

Identify Red Flags 

Employee rescreening helps identify any new or emerging issues, such as criminal activities or substance abuse, allowing employers to address potential risks immediately and maintain a safer work environment.

Keep Records Up to Date 

It ensures that employee records remain accurate and current, reflecting any changes in qualifications, certifications, or legal status, which is crucial for compliance and organisational integrity.

Verify Initial Screening 

Employee rescreening provides an opportunity to validate the information obtained during the initial hiring process, ensuring that employees continue to meet the necessary criteria for the job.

Help Reduce Turnover Rate

By identifying issues early on, rescreening contributes to employee retention efforts, helping reduce turnover rates and maintain a stable and experienced workforce.

Rescreening Tips: Reasons to Consider Rescreening  

Where it’s not mandated, responsible employers are leveraging rescreening as a best practice approach to maximise their protection and minimise risk. Taking a proactive approach to the risks, can alert your organisation of any early threats that can occur, such as embezzlement, conflicts of interest, fraud, theft and violent behaviour. 

These are some of the main reasons organisations choose to rescreen:

• Breaks in employment or furlough - During the pandemic more than one in four workers were furloughed in the UK alone according to the BBC, employers may wish to account for these periods where there is an increased element of risk.

• Mergers or acquisitions - In this case existing employees are treated as ‘new’ and are subject to the same level of checks as a new starter.

• Promotions - For example, an employee may transfer to a new department e.g. from Customer Service to Finance, which may involve dealing with monetary transactions, or viewing sensitive information.
• Workplace accidents - may warrant employee rescreening to assess for potential changes in the employee, including the possibility of substance abuse, ensuring a safe and secure work environment.

• Checking for up-to-date qualifications - Competencies and credentials need to be kept up to date to ensure employees can carry out their duties, efficiently and lawfully.

• Employee Relocation - If your employee is moving to a new country you may wish to rescreen to comply with local laws and company policies in the new destination.

• Tendering for new contracts - During a project tendering process certain clients may require checks so that you’re considered for business.

Regardless of the industry you’re operating within, rescreening should be a serious consideration. It demonstrates your organisation is stringent, has robust processes in place to hire and attract the right person. 

How To Have a Strong Rescreening Guide - Tips for Employers

It’s critical for businesses to have a strong rescreening guide to clearly define the when, why, and hows of conducting the background check again. Here are some best practices for employers to establish a strong rescreening guide:

Be Consistent

Apply rescreening consistently across all levels and roles within the organisation (unless in the case of certain incidents, which should be explained by your policy). This ensures fairness and reduces the risk of overlooking potential issues based on job titles or hierarchical levels.

Stay Compliant with the Laws

Stay abreast of relevant laws and regulations to ensure that your rescreening processes comply with legal requirements. 

Clearly Communicate the Rescreening Guide with the Employees

Communicate openly with employees about the rescreening process. Be transparent about the reasons behind it, emphasising its role in maintaining a safe and secure work environment. Address any concerns employees may have and provide a platform for questions.

Clearly Define Situations That Warrant Rescreening

Clearly define red-flag indicators that may prompt rescreening, such as criminal activities, substance abuse issues, or changes in licensing or certifications. Having specific criteria in place helps in identifying potential risks swiftly and effectively.

Partner with a Reputable Background Screening Platform

Collaborate with reputable screening agencies that specialise in employee background checks. Ensure that they adhere to industry best practices and maintain the highest standards of accuracy and confidentiality.

State The Types of Checks You’ll Run

This tends to cover baseline screenings such as criminal record checks and more recently social media checks which have grown in popularity. These ensure that any questionable social media statements or remarks are flagged to the employer, for more informed hiring decisions.

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Get Your Rescreening Process Started with Veremark

Rescreening is critical to protecting your company and keeping you ahead. Trusted by the world’s best workplaces, Veremark offers an automated solution for your rescreening needs. You only need to provide us with employee details, order the checks you need, and receive the report from us. Our system seamlessly integrates into your current HR workflows, which means you can easily combine essential information to make informed decisions. Learn more about our background checks here. 

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