If your crews work ExxonMobil sites, the background check process follows a specific grading system that determines site access. This guide explains how it works and what you need to stay compliant.
Understanding Compliance in the Petrochemical Industry
Non-compliance can lead to severe repercussions, including project delays, fines, and potential legal issues. Refineries, like those operated by ExxonMobil, require compliance partner services, such as background checks and drug testing, to confirm that only verified, trustworthy individuals have access to sensitive areas, safeguarding both personnel and operations.
ExxonMobil and similar energy giants demand that service professionals undergo thorough screenings, including comprehensive pre-employment background checks and ongoing evaluations, delivering continued compliance throughout projects. These measures verify that only the most qualified and trustworthy individuals are granted access to their site and facilities, minimizing potential risks.
Rather than viewing these requirements as a barrier to entry, businesses should see them as an opportunity to demonstrate their commitment to safety, honesty, and integrity, all of which are critically important in the petrochemical industry.
ExxonMobil Background Check Requirements
Grading System
What is it? This process takes into account the results of pre-employment background checks and applies “grades” (from 00 to 09) to each individual’s report. These grades are then used to either grant or deny access to refinery property or specific areas within those properties, depending on each refinery’s specific regulations.
Why does it matter? The grades serve as an objective measure to efficiently decide which individuals are permitted access and to what extent, thereby maintaining high safety and security standards across facilities.
For instance, higher-grade individuals are typically those who have undergone more stringent checks and are deemed suitable for roles with higher security clearance. These may include positions such as supervisors, engineers, or project managers. On the other hand, lower-grade individuals may be restricted to specific areas and tasks due to their level of access.
This systematic approach not only enables effective management of human resources but also underscores ExxonMobil’s commitment to operational excellence and risk management. The grading system is not uniform across all refineries, but they generally follow a similar pattern.
How to stay compliant:
- Confirm all hired personnel have completed the required background screening and received their respective grades before starting work.
- Check for any updates or changes in ExxonMobil’s requirements, as the grading system may be revised.
- Keep precise records of each employee’s background screening results and determined grades within your business.
- Make sure all employee personal data is safely stored and only accessible to authorized individuals.
- Make sure that employees with access to sensitive areas or information have the appropriate grade and clearance level in your organization.
- Regularly review and update policies and procedures in your organization to align with ExxonMobil’s standards. This may include conducting periodic audits and training sessions for employees.
Re-screening Employees
What is it? Re-screening is the process of periodically conducting background checks on employees after they have been hired, usually annually or bi-annually. This process ensures that individuals continue to meet the standards set by ExxonMobil.
Why does it matter? This practice ensures that all personnel comply with the evolving standards throughout their engagement in long-term projects. Continuous monitoring helps identify any changes in an individual’s status that could affect their eligibility to work within refinery properties. Staying ahead with ongoing background checks not only keeps your workforce compliant but also prevents potential interruptions to project timelines.
In addition to re-screening, you’ll need to maintain accurate and up-to-date records for all employees in your business. This includes keeping track of background check results, training certifications, and other relevant documents. These records not only demonstrate compliance but also serve as valuable documentation in case of any audits or inspections.
How to stay compliant:
- Establish a clear policy for re-screening and communicate it to all employees. This should include the frequency of re-screening, what criteria will be evaluated, and the consequences of failing a background check.
- Keep accurate records of all checks conducted and ensure that they are easily accessible in case of an audit or inspection.
- Use reliable screening services that follow industry best practices and comply with applicable laws.
Breathalyzer Testing
What is it? Some refineries ask for a Breathalyzer test along with the usual urine test, using precise standards from recognized labs. Breathalyzer tests check blood alcohol content (BAC) to make sure personnel aren’t impaired on the job.
Why does it matter? Refinery employees must be sober and alert at all times while working in a potentially hazardous environment. Implementing Breathalyzer testing helps ensure that employees are not under the influence of alcohol, which may impair their judgment and performance on the job. This not only promotes a safe work environment but also protects the wellbeing of employees and prevents potential accidents or incidents.
How to stay compliant:
- Have a clear substance abuse testing policy in place and communicate it to all employees.
- Educate employees on the importance of sobriety in the workplace and the consequences of failing a drug test.
- Use reliable testing services and maintain precise records that are easily accessible in case of an audit or inspection.
Verifying Five-Year Employment History
What is it? Verifying an employee’s five-year history of employment without gaps is a non-negotiable aspect of compliance for refineries.
Why does it matter? Thorough employment verification serves several purposes: identifying potential security risks and insider threats, ensuring candidates have the claimed qualifications and experience, and spotting red flags like unexplained gaps or frequent job changes indicating reliability issues.
How to stay compliant:
- Have a standardized process to verify the employment background of an employee.
- Consider using third-party background check services.
- Keep detailed records of the verification process, including any discrepancies or red flags that may have been identified.
Exhibit N and Attachment A
What is it? If a refinery works specifically with National Compliance Management Companies, they will require exhibits and attachments to be processed accurately by the background screening company, which must meet compliance and auditing standards. Exhibit N and Attachment A are two important documents that outline the specific requirements for these companies.
Why does it matter? Adherence to these standards is a strict requirement for refineries working with National Compliance Management Companies, as any discrepancies or non-compliance can result in penalties or even termination of the contract. These documents also ensure that background screening companies are following industry best practices and legal requirements.
How to stay compliant:
- Familiarize yourself with the content and requirements outlined in Exhibit N and Attachment A.
- Partner with a reputable background screening company that has experience working with National Compliance Management Companies and is well-versed in these standards.
- Regularly review your processes and procedures to ensure ongoing compliance.
Why Choose KRESS?
Trusted by Energy Giants
ExxonMobil and numerous other energy industry leaders, KRESS understands that each refinery has its own unique set of requirements. For over 30 years, we have dedicated ourselves to meeting these varying needs with precision and expertise. Our extensive experience has established us as authorities in the field, ensuring that our clients receive services that consistently surpass expectations.
With a steadfast commitment to accuracy and efficiency, we are ideally positioned to streamline your processes. Whether your projects involve BP, ExxonMobil, Marathon, Shell, Chevron, BASF, Dow, or DuPont, our team of specialists is ready to help.
For more on screening in this sector, see our oil and gas screening services, plus our guides to oil and gas background checks and oil and gas drug testing compliance.
Running ExxonMobil or refinery compliance screening? KRESS has handled it for over 30 years. Get started or give us a call.