For many employers, background checks feel like a box to check during the hiring process. Once a candidate passes their pre-employment screening, the assumption is that the risks have been mitigated.
But the reality is far more complex.
Employees’ circumstances can change over time, creating unseen vulnerabilities within your workforce. This is where post-hire background checks come into play. "You don’t just stop assessing risks after an employee starts. It’s an ongoing process," says Chandra Kill, CEO of KRESS Employment Screening. "The real question isn’t if you should monitor post-hire, but why you wouldn’t."
This article explores the gaps left by pre-employment background checks, the key moments when post-hire checks are necessary, and why many employers are turning to ongoing background checks to manage these risks effectively.
The Role of Pre-Employment Background Checks
The pre-employment background check is an essential part of the hiring process, verifying credentials, criminal history, and employment history. But these checks are static. They tell you everything you need to know at a specific point in time; a snapshot of the candidate's background. What they don't tell you is what happens after the hire.
The Risks Employers Overlook
Once employees join your team, new risks can emerge:
Criminal Activity
At the time of hire, an employee may have a spotless record passing their criminal background checks without issue, but circumstances can change. Arrests for theft, assault, or other offenses can occur post-hire, putting your organization at risk. If your workplace lacks a system for post-hire background checks, you’re operating blind, relying on employees to voluntarily disclose potentially career-ending situations. Concealing criminal behavior becomes impossible when a robust post hire screening process is in place.
Implementing regularly scheduled screenings makes it harder for employees to conceal any criminal behavior.
"When employees know regular checks are part of company policy, it’s not just about catching misconduct—it’s about fostering honesty and accountability," says Chandra Kill, CEO of KRESS Employment Screening. Regular screening creates an environment where employees are more likely to come forward, knowing that transparency is not just encouraged—it’s expected.
Expired Certifications
In fields like healthcare and transportation, maintaining certifications and licenses isn’t optional—it’s non-negotiable. Yet the reality is that lapsed credentials often go unnoticed until it’s too late. For instance, an RN working without a valid license can jeopardize patient care, violate federal and state mandates, and lead to hefty fines for the organization.
Without structured post-hire background checks, these lapses may only come to light during audits or, worse, during a crisis. Regularly verifying certifications ensures employees remain qualified and reassures clients and regulators that your workforce meets the highest professional standards.
New Financial Stressors
Even the most trusted employees can find themselves in unexpected financial trouble—medical bills, personal debts, or other stressors that spiral out of control. For employees in financial roles, this can present more than just a personal challenge—it becomes a workplace risk.
"Unchecked financial stress can lead to poor decisions in roles that demand trust and accountability," Kill adds. When employees are promoted into roles with oversight of sensitive accounts, a post-employment background check that includes a targeted review of their financial circumstances can provide peace of mind. The goal isn’t to punish but to identify potential vulnerabilities and address them before they become liabilities.
These gaps are not hypothetical. Consider the numbers:
1 in 4 adults in the U.S. has a criminal record.
Only 48% of employers perform post hire background checks.
31% of workers believe their workplace is not adequately protected from physical threats.
Failing to monitor these risks doesn’t just expose a company to theft or misconduct—it can result in serious damage to a company’s reputation. Post employment screening services can help mitigate these risks and protect a company’s assets.
When Are Post-Hire Background Checks Necessary?
Post-hire screenings are not a blanket solution applied at random. Instead, they serve as targeted tools, deployed during critical moments in an employee’s tenure.
Promotions and Role Changes
When employees move into roles involving greater trust, such as financial oversight or access to sensitive client data, they also bring potential risks. A post-employment background check at this stage can help confirm that they remain qualified and suitable for their new responsibilities.
In some cases, these checks reveal surprising developments. An employee who was reliable in their previous role might now have financial challenges or unresolved legal issues that could compromise their ability to manage their new position.
Industry-Specific Compliance
Certain industries, like healthcare, transportation, and childcare, require regularly scheduled screening events to meet licensing and regulatory requirements. For example, healthcare organizations must confirm that employees maintain active certifications. Failing to catch lapsed credentials can lead to fines or even jeopardize patient safety.
Similarly, transportation companies often conduct periodic motor vehicle record checks to identify drivers with suspended licenses or new infractions. This type of proactive driving records monitoring has prevented accidents and costly litigation in countless cases.
Investigating Employee Misconduct
Sometimes, an employee’s behavior at work raises red flags. Perhaps there’s a theft incident, repeated absences, or allegations of harassment. Conducting a targeted post-hire background check can provide clarity on whether there’s a larger pattern of behavior, such as recent criminal charges or prior incidents in other workplaces.
External Demands
Government contracts and high-value partnerships often come with stipulations for ongoing employment background checks. These checks aren’t just about meeting contractual obligations; they serve as an added layer of protection, ensuring your workforce meets the highest standards.
"Post-hire checks aren’t just about the individual. They’re about safeguarding the entire organization and everyone it serves," Kill adds.
Legal Guidelines for Post-Hire Screening
Employers can legally conduct post-hire checks under the Fair Credit Reporting Act (FCRA), provided they adhere to specific requirements:
Consent: Written consent is required before conducting any background check. While a consent form signed during the hiring process may cover future screenings, some employers choose to obtain updated consent to foster transparency.
Legal Compliance with State Law: Some states restrict the use of certain information, such as credit reports, in employment decisions. It’s crucial to understand how federal and state mandates intersect.
Adverse Action Protocols: If a check reveals concerning findings, the FCRA requires employers to provide a pre-adverse action notice, allowing employees to dispute the information before any decisions are made.
It can be overwhelming for employers to maintain regulatory compliance, especially for large organizations working in various locations and industries. This is where partnering with experts like KRESS Employment Screening makes a difference.
"Every industry has its own compliance challenges," says Chandra. "Our role is to demystify those requirements and provide employers with actionable solutions that align with both federal laws and local regulations."
Pre vs. Post-Employment Background Checks: A Comparison
The background check process for new hires and current employees serves different purposes, each addressing unique challenges in workforce management. A pre-employment check focuses on assessing a candidate’s ability and suitability, verifying criminal records, and identifying risks before they join the team.
In contrast, post-hire screening evaluates whether employees continue to meet the expectations of their role, especially as their circumstances or job responsibilities change. The comparison highlights how both approaches work together to reduce potential legal liability, maintain compliance with state laws, and uphold company values across an employee’s tenure.
Aspect | Pre-Employment Screening | Post-Hire Background Checks |
|---|---|---|
Purpose and Timing | Conducted before hiring, typically after a conditional job offer. Evaluates candidate suitability and mitigates hiring risks. A one-time event during the hiring process. | Conducted on existing employees at specific intervals, before promotions, or randomly. Assesses ongoing compliance and maintains workplace safety. Can be continuous, annual, or triggered by specific events. |
Focus Areas | Employment history, criminal record, education, and reference checks. Includes drug screening and credit history for relevant positions. | Ongoing criminal activity, license renewals, motor vehicle records, and sanctions checks. May involve credit checks for financial roles and monitoring of social media activity. |
Legal Framework | Governed by FCRA, EEOC guidelines, and state law. Requires avoidance of discriminatory hiring practices. | Fair treatment and opportunity for explanation are necessary if adverse findings occur. |
Consent Requirements | One-time written consent required before conducting checks. | Initial consent may cover ongoing checks; best practice is to inform employees and obtain new consent. |
Scope | Comprehensive, covering various aspects of a candidate's background. | Targeted, focusing on specific areas relevant to the current role or promotion. |
Benefits | Helps make informed hiring decisions, reducing the risk of negligent hiring. | Maintains workplace safety and reduces the risk of negligent retention. |
Ensures initial compliance with industry standards. | Identifies changes in circumstances that may impact job performance. | |
Challenges | May not predict future behavior or changes in circumstances. Can delay the hiring process, although this is unusual if working with a screening provider. | Raises privacy concerns if not handled transparently and can impact morale. Requires clear communication and policies to address employee concerns. |
Best Practices | Develop a consistent screening policy and ensure compliance with relevant laws. Provide candidates with clear communication about the process. | Create a post-hire screening policy and conduct checks at regular intervals. Inform employees about the possibility and purpose of future screenings. |
Industry Applications | Widely used across all industries. | Common in regulated industries like healthcare, education, transportation, and finance. |
Best Practices for Implementing Continuous Monitoring
Continuous monitoring isn’t just about checking boxes—it’s about creating a workplace that values accountability and safety. But introducing these practices requires more than policies on paper; it demands a thoughtful approach that aligns with your company’s values and respects your team.
Set the Standard with Clear Policies
Monitoring works best when it’s transparent. Employees need to know what’s being checked, how often, and why. Whether it’s drug testing for high-risk roles or periodic credit report reviews for financial oversight positions, clarity reduces uncertainty and builds trust.
"When employees understand the purpose behind the process, they’re more likely to engage in a culture of accountability," says Chandra Kill, CEO of KRESS Employment Screening.
Prioritize Role-Specific Risks
Not every position carries the same risks. Financial roles might demand periodic checks for criminal convictions or financial vulnerabilities, while healthcare roles could require real-time monitoring of certifications. Tailoring checks ensures the screening process addresses real-world concerns without intruding unnecessarily.
Stay Compliant with Expert Guidance
Navigating the regulations surrounding background checks—whether it’s adhering to the Fair Credit Reporting Act (FCRA) or aligning with specific state regulations—can be complex. Seeking advice from legal counsel or professionals in the background screening industry can make all the difference. These experts can provide clarity on evolving regulations, help design policies that meet legal standards, and guide businesses in addressing specific issues, such as criminal convictions or drug testing, without overstepping boundaries. Having access to knowledgeable advice ensures your entire ongoing screening process remains both effective and compliant.
Balance Fairness and Accountability
Continuous monitoring must be consistent across comparable roles. If one team is subject to drug testing, so should other employees in similar positions. This fairness reinforces the integrity of the process while minimizing potential challenges.
FAQs About Post-Hire Screening
Do employers need new consent for a post hire background check?
Not always. Consent obtained during the hiring process often applies, but confirming this in advance ensures clarity. Updated consent forms are a best practice for promoting transparency.
How often should you perform a post hire background check?
The timing depends on the role and industry. For example, healthcare organizations may conduct checks every five years, while promotions or contract requirements might trigger checks in other sectors.
What happens if an employee fails a post-hire screening?
Employers must follow the FCRA’s adverse action process, starting with a pre-adverse action notice. Decisions must be consistent, non-discriminatory, and based on the relevance of findings to the employee’s role.
How KRESS SHIELD Reinvents Post-Employment Background Checks
Static background checks are limited to a snapshot in time. KRESS SHIELD, however, offers a dynamic solution: continuous post-employment screening that monitors risks in real time.
What Makes KRESS SHIELD Different?
Real-Time Alerts: Notifications for arrests, license changes, and adjudications help you act before issues escalate.
Credential Monitoring: Stay ahead of compliance issues by tracking certifications and credentials.
Workplace Trust: Transparent monitoring fosters confidence among employees while maintaining safety for everyone.
"When risks are evolving, your response needs to evolve too," says Kill. "That’s where KRESS SHIELD changes the game."
Conclusion: A Safer, Smarter Approach
Post-hire background checks aren’t about mistrust—they’re about preparation and accountability. They allow businesses to address risks before they escalate, reinforcing workplace safety, compliance, and trust. When employees feel secure and valued, they’re more likely to thrive, contributing to a culture that aligns with your company’s values.
For businesses ready to bridge the gaps in their background checking practices, tools like KRESS SHIELD offer an opportunity to stay ahead. With real-time insights and expert guidance, continuous monitoring ensures your workforce remains both protected and compliant. Contact KRESS Inc. today to learn how proactive screening can redefine your approach to workforce management.