Appendix 4

Model Corporate Policy

Sample 1:

https://www.workrights.org/nwi_criminalRecords_ModelCorpPolicy.html

Objective

The company recognizes that many people have made mistakes that result in a criminal record and that people with a criminal record are often capable of becoming valuable employees.

We consider criminal records as only one factor in the hiring decision process. A criminal
record is not a disqualification for employment unless:

 

  • The record consists of a conviction or pending prosecution
  • There is a connection between the nature of the offense and the nature of the job
  • The offense is recent enough to be of concern
  • There is insufficient evidence of rehabilitation
  • The risk posed by the criminal record outweighs the applicant’s qualifications

Policy – Timing of Criminal Record Check

There will be no questions about criminal records on employment application forms or during the initial interview.

A criminal records check will be conducted after the initial interview if the applicant is considered a strong candidate for the position.

    Qualified Suppliers

    All contracts to conduct criminal record checks will be awarded to highly qualified suppliers that maintain strict quality standards, including:

    • Confirming all information from databases with the original criminal record
    • Reporting a record only when the full name and at least one additional identifier match
    • Reporting current disposition of all charges
    • Reporting all charges from a single incident as a single entry
    • Strict quality control standards including human review
    • Certification of reliability from most reputable certifying organization
    • Suppliers will not be selected on the basis of price

    Contents of Criminal Record Reports

    An applicant’s criminal record will be considered only when:

     

    • An arrest resulted in conviction or is a pending prosecution
    • The nature of the prior offense has a direct relation to the risk associated with the position sought
    • The offense is recent enough to indicate a significant present risk

     

    Risk analysis will be performed by trained professionals, taking into consideration data about risk reduction as the number of years since an offense has been committed increases.

      Relevance Matrices

      To ensure that only relevant criminal record information is considered, a relevance matrix will be created for each open position listing the specific convictions that are relevant for that position and the period of time during which it is relevant.

      Background checking suppliers will be provided with the appropriate matrix and instructed to report only convictions that meet the matrix criteria.

        Notice of Criminal Record Check

        Prior to conducting a criminal record check, the applicant will be informed that he/she
        is considered a serious candidate for the position, that the criminal record check will be
        performed, and the relevance matrix that will be used.

        The candidate will be offered the opportunity to provide information about his/her criminal
        record that fits the relevance matrix.

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