44+ essential background screening terms explained in plain language. From FCRA compliance to AI-powered screening — everything you need to know.
A decision by an employer not to hire, promote, or retain an individual based in whole or in part on the results of a background check. Under the FCRA, employers must follow a specific adverse action process including pre-adverse action notice, waiting period, and final adverse action notice.
Software used by employers to manage the recruitment and hiring process. Modern ATS platforms integrate with background screening providers like VerifAI to streamline the screening workflow.
A comprehensive investigation into an individual's history, typically including criminal records, employment verification, education verification, and identity confirmation. Used by employers to make informed hiring decisions.
Laws that prohibit employers from asking about criminal history on job applications. These laws require employers to delay criminal history inquiries until later in the hiring process, typically after an initial interview or conditional offer.
An organization that collects and provides consumer information, including background check data, to third parties. Background screening companies like VerifAI operate as CRAs and must comply with FCRA regulations.
Ongoing surveillance of an employee's criminal records, driving records, licenses, and other relevant databases after the initial pre-employment screening. Alerts employers to new risks in real-time rather than relying on periodic re-screening.
A search of criminal court records at the county level. County courts handle the majority of criminal cases in the United States, making county searches a critical component of comprehensive criminal background checks.
A modified credit report used for employment purposes that shows credit accounts, payment history, and public records but does not include credit scores. Regulated by state laws that restrict use to specific job categories.
A search of an individual's criminal history records at the federal, state, and county levels. Reveals felony and misdemeanor convictions, pending charges, and in some jurisdictions, arrest records.
FCRA-required documents that inform a candidate that a background check will be conducted (disclosure) and obtain their written permission to proceed (authorization). Must be provided as standalone documents.
Federally mandated drug testing for safety-sensitive transportation employees regulated by the Department of Transportation. Follows strict protocols under 49 CFR Part 40.
Screening for the presence of illegal substances or prescription drug misuse. Common panels include 5-panel (standard), 10-panel (expanded), and 12-panel (comprehensive). Methods include urine, hair follicle, oral fluid, and blood testing.
A web-based system operated by the Department of Homeland Security that allows employers to confirm the eligibility of their employees to work in the United States. Required for federal contractors and in some states.
The process of confirming a candidate's educational credentials, including degrees, diplomas, dates of attendance, and field of study. Conducted through the National Student Clearinghouse or direct institution contact.
The Equal Employment Opportunity Commission — a federal agency that enforces laws prohibiting employment discrimination. The EEOC provides guidance on the use of criminal records in employment decisions, requiring individualized assessments.
Confirmation of a candidate's work history, including previous employers, job titles, dates of employment, salary, and eligibility for rehire. Conducted through direct employer contact or payroll databases.
A court-ordered process that seals or destroys criminal records. Expunged records should not appear on background checks. VerifAI's AI automatically filters expunged records in compliance with state laws.
Employment practices that give individuals with criminal records a fair opportunity to compete for jobs. Includes ban-the-box policies, individualized assessments, and considering the nature and relevance of offenses.
The federal law that regulates the collection, dissemination, and use of consumer information, including background checks for employment. Requires disclosure, authorization, accuracy, dispute resolution, and adverse action procedures.
A background check result that incorrectly matches a record to the wrong person, typically due to common names or similar identifying information. VerifAI's AI-powered matching reduces false positives by up to 85%.
A search of criminal records in the federal court system, covering offenses prosecuted at the federal level including fraud, embezzlement, drug trafficking, and immigration violations. Covers all 94 federal judicial districts.
A background check that uses fingerprint identification to search criminal databases. More accurate than name-based searches but requires in-person fingerprint collection. Required for certain government and regulated positions.
Human Resource Information System — software that manages HR data including employee records, payroll, benefits, and compliance. Often integrates with background screening providers for seamless hiring workflows.
The process of verifying an employee's identity and authorization to work in the United States, as required by federal law. All U.S. employers must complete Form I-9 for every new hire.
The process of confirming that a person is who they claim to be. Methods include SSN trace, government ID verification, biometric matching, and address history analysis.
An EEOC-recommended process for evaluating criminal records in employment decisions. Considers the nature and gravity of the offense, time elapsed, and the nature of the job to determine relevance.
Identity verification processes used primarily in financial services to confirm customer identities and assess risk. Increasingly applied in employment screening for financial and regulated positions.
A report from a state's Department of Motor Vehicles showing an individual's driving history, including license status, violations, accidents, and suspensions. Essential for any position involving driving.
The process of matching a person's name against database records during a background check. Advanced AI-powered matching considers name variations, aliases, and common name patterns to reduce false positives.
A search of aggregated criminal records from multiple sources across the United States. Provides broad coverage but should be supplemented with county-level searches for comprehensive screening.
A legal claim against an employer for failing to exercise reasonable care in the hiring process, resulting in harm caused by an employee. Background checks are a key defense against negligent hiring claims.
The Professional Background Screening Association — the industry trade association for background screening companies. PBSA accreditation demonstrates adherence to industry best practices and standards.
A notice that must be sent to a candidate before taking adverse action based on background check results. Must include a copy of the background check report and a summary of FCRA rights.
The process of contacting a candidate's professional references to verify work performance, skills, and character. Can be conducted via phone, email, or automated digital surveys.
The Substance Abuse and Mental Health Services Administration — the federal agency that certifies laboratories for workplace drug testing. SAMHSA-certified labs meet strict quality and accuracy standards.
Criminal records that have been sealed by court order and are not available to the general public. Sealed records should not appear on background checks. Different from expungement in that records still exist but are restricted.
A database maintained by each state containing information about individuals convicted of sex offenses. National sex offender registry searches are a standard component of criminal background checks.
A security compliance framework that verifies an organization's controls for security, availability, processing integrity, confidentiality, and privacy. SOC 2 Type II certification requires ongoing audit of these controls.
The review of a candidate's publicly available social media profiles and online presence to identify potential workplace risks. Must be conducted in compliance with FCRA and EEOC guidelines to avoid discrimination.
A search using a Social Security Number to verify identity and retrieve associated names, addresses, and date of birth. Used as the foundation for comprehensive background checks by identifying jurisdictions to search.
A search of criminal records maintained at the state level, typically through a state's central repository or administrative office of the courts. Coverage and availability vary significantly by state.
A database operated by Equifax that contains employment and income records contributed by employers. Used for instant employment and income verification without requiring direct employer contact.
The time between ordering a background check and receiving completed results. VerifAI's AI-powered platform delivers 85% of results within 1 hour, compared to industry averages of 2-5 business days.
Searching an individual against government watchlists, sanctions lists, and denied party lists. Includes OFAC SDN list, FBI Most Wanted, Interpol, and other global sanctions databases.