Although it may seem simple to endorse the concept of performing careful worker screening prior to hiring the worker, in practice there are many details to consider. This section sets forth a series of steps for an organization to consider in implementing screening practices. This does not establish a standard of practice, nor is it the only set of steps for screening that can be developed. Rather, these suggestions are intended to further the dialog on screening in a concrete and practical way. Thus, organizations are encouraged to consider these (and other) ideas in developing screening practices and comprehensive abuse prevention measures. In addition, States, coalitions, and associations whose members serve the many discrete types of persons working (or volunteering) with vulnerable populations are encouraged to develop screening practices or policies aimed at those particular settings.
- Designate a person(s) within the organization who is responsible for receiving, reviewing, and acting on background screening information. Typically, an individual in the human resources or personnel department has responsibility for receipt and review of background screening information. This person should thoroughly understand all staff positions and roles so as to adequately assess the relevance of background information obtained. This person would also be responsible for developing and adhering to a screening/hiring policy based on the three-step decisionmaking model discussed in the body of this report. Making one person responsible for overseeing the process ensures that a consistent approach is taken, the screening policy is used appropriately, and the confidentiality of employee/volunteer records is maintained. In smaller settings, the director or assistant director should assume the centralized role of "keeper" of confidential worker information.
Develop a comprehensive written application form that informs applicants of the organization's screening policies and facilitates the ensuing background screening process. Matters to consider in the initial application process include:
- An explanation of the hiring/selection process, including a written release giving consent to verify the information provided on the application (signed by the applicant) and to search criminal history and registry records (and conduct other checks), if appropriate.
An application form that includes a signed statement verifying the applicant's understanding that falsifying information is grounds for dismissal and/or other action.
Conduct personal interviews that probe for more indepth information that may not be available through other screening mechanisms. Interview questions should be tailored to the needs of the setting and the role of the worker or volunteer.
A standardized interview process would promote consistency among applicant interviews and help eliminate subjectivity associated with using multiple interviewers. Training on effective interview techniques, especially when delving into sensitive topic areas, would be of assistance. If possible, use of a team approach would increase objectivity, obtain different perspectives, and promote adequate documentation. Followup interviews may be needed as information surfaces through other background screening practices.
Conduct reference checks (and, if appropriate, educational status checks).
- When asking applicants for references, a verbal or written statement that references will be checked may deter unsuitable applicants and reduce fabrication.
Centralizing the reference-checking process and providing training would permit responsible staff to become persistent and deft in their inquiries. Fear of defamation or other lawsuits may limit the amount or detail of information a reference is initially willing to supply. Obtaining an applicant's written consent allowing for the release of information by previous employers may make for more effective reference checks. Some agencies ask references whether they know of any reason why the person should not be hired to work with the particular consumer population.
Draft organizational policies on the appropriate use of criminal history information or other registry information to the extent this information is available, and develop specific criteria for using this information for screening purposes.
| OJJDP Summary: Guidelines for the Screening of Persons Working with Children, the Elderly, and Individuals with Disabilities in Need of Support, April 1998 |