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How to Streamline Remote Employee Onboarding

The shift to  remote work has changed how many businesses keep employees engaged, informed, and connected to company culture. Creating a sense of connection can be particularly difficult for new employees who only know you through their computer screen. Through the pandemic and beyond, businesses must be able to adapt their onboarding process to sufficiently meet the demands of virtual work. HR teams can develop processes and experiences that allow new, virtual employees to feel welcome, while keeping virtual hiring organized. Here are some remote employee onboarding tips to creating a straightforward, engaging process your HR team.

Automate the Paperwork

So many parts of the hiring and onboarding process involve stacks of paperwork for both HR and the new hire. You can streamline this entire process for your HR team and new hire by automating the processes for background checks, I-9s, employee handbooks and other onboarding information. One Source’s online portal offers simplicity and organization that will align with your HR team’s workflow. This also gives them time to acquaint prospective hires with your company.

Other kinds of HR software can allow applicants to complete onboarding documents like direct deposit forms and Form I-9s. Form I-9s must be completed within three days of a new hire date. However, your team can start the process sooner . This can streamline the remote employee onboarding process and take some pressure off new employees. Your newest team members will be overwhelmed enough by learning about their new job remotely, so take any chance to automate paperwork and free time to focus on building a connection.

Keep Communicating

Just because face-to-face interviews are rare these days doesn’t mean your hiring mindset should shift much. You’re still trying to win over the best candidates. Maintain proper communication about scheduling and operations so your applicants and new hires. This lets them know they’re not out of sight, out of mind. Setting clear expectations about onboarding processes and being communicative makes new employees feel involved and valued.

To keep communication flowing between you and your new hires, you can seek feedback with surveys and quick meetings. The insight you gather from those who experience remote onboarding can help you improve your process and shine a light on ways you can make all new employees feel more welcome.

Remote hiring and onboarding require creativity, proactive communication and care. At One Source, we work to help you seamlessly navigate the changing hiring environment to make your applicants and newcomers feel welcome while supporting your HR team. Check out our screening solutions to see how One Source can help you build the screening process that fits your needs.

Motor Vehicle Record FAQs for Employers

In any organization, each employee has a unique set of tasks that require a unique set of skills. Some skills, such as driving, require a great deal of trust on the part of the employer. Executing that skill perfectly is essential to the well-being of the organization and the public. When a position requires a specific and important skill like driving, it makes sense to ensure the person you choose for the position has a consistent history of responsible driving. You can ensure that through a motor vehicle record check.

Hiring teams use motor vehicle record (MVR) reports to identify whether or not a candidate has a responsible driving record. Many jobs don’t require operating a car or machinery on behalf of the organization.  This means you don’t have to run a MVR check on everyone. Still, it’s in your best interest to check the driving records of anyone who might operate a vehicle while on the job. Here are some common questions about MVR reports.

What does a Motor Vehicle Record report tell me?

The information in a report might vary depending on your state and the Department of Motor Vehicles (DMV) that compiles the report, but generally you can expect the following  in a MVR:

  • Current license status (suspended, revoked, cancelled)
  • Past license statuses
  • License class
  • Accident reports
  • DUI convictions
  • Vehicular crimes
  • Traffic violations
  • Insurance lapses

Altogether, each of these pieces of information can help you decide whether or not any candidate is a responsible driver.

Should I check an employee’s MVR more than once?

Most places have rules that require you to check MVRs on a regular basis. The Occupational Safety & Health Administration (OSHA) suggests that any employee who has to drive a vehicle for work, regardless of if the employer owns the vehicle, should have an MVR report completed at regular intervals.

For employers who fall under the Federal Motor Carrier Safety Administration, they must review each driving employee’s MVR every 12 months. They must also keep the MVR on file for three years. This ensures employees keep their clean driving record throughout their time working with you.

How do I get a MVR report and how long does it take?

One Source can take care of MVR reports for you as an extension of our TotalCheck package. TotalCheck includes all the criminal history and identity checks you expect of any background report, and you can add a DMV driver’s history check or a Department of Transportation screening. You can also run a standalone driving history search on a recurring basis, or ad it as an extension of your TC package. We can help you decide what kinds of checks make the most sense for you depending on your job requirements.

At One Source, we take a lot of pride in producing thorough, accurate background reports quickly and efficiently. We strive for a turnaround time of 24-48 hours. The speed at which we can compile an MVR depends on the rules and operating schedules of your local DMV, but we generally get MVRs back in a less than a couple of hours.

To start hiring drivers with confidence, contact the One Source Client Relations Team and build your MVR process today.

How to navigate the changing contractor hiring market.

Over the past few months on this blog, we’ve covered several aspects of how the COVID-19 pandemic has impacted hiring. One perspective we have yet to cover is the influx of companies turning to contractor hiring and contingent workers.

Some industries are utilizing contractors through the pandemic because they might not know how many of their jobs will be truly permanent. Some industries are using contingent workers to complete tasks that arose suddenly during the pandemic and won’t be necessary later. Regardless of why your company might be hiring more contractors, it’s important to have a consistent screening process in place for temporary workers.

Contractors can deal with the same sensitive, proprietary information and have the same client interactions as full-time employees. To make your investment in contractors pay off, follow these tips for choosing contractors you can trust.

Set Consistent Expectations to help navigate contractor hiring

Despite the constraints of a crisis like the pandemic, you shouldn’t abandon your usual hiring practices. Maintaining consistency in screening expectations and hiring are key to avoiding unnecessary risk from a poor hire.

Apply the same screening standards to contingent workers as you would to any other employee. If you run drug tests or driving record checks on your full-time team, perform the same checks for temporary hires. Consistency will prevent headaches for your HR team and streamline your hiring so you can get the best contractors to work as quickly as possible.

Add a Few Contractor-Specific Guidelines

While your base screening process should be the same for contractors as it is for any other potential employee, you can add some screenings specific to contingent workers to amplify your background reports.

For one-off, temporary or contingent workers, you’ll follow approximately the same screening process you would follow for any other employee. You can include a few additional screenings such as drug screenings or driving records checks.

If you’re hiring a contractor, be aware that their staffing company will run their own background checks. You can let their staffing company know if you want any screenings or specific searches beyond their background checks. For vendors, construction workers or other workers who need access to your property, you can use One Source Certified Contractors (OSCC) checks to allow them access to your site. A school, for example, would use OSCC to find a contractor to fix their plumbing or renovate the school.

You can source contractors from staffing agencies who will run their own background checks for you. If you decide to hire any of the contractors full-time, you can then use your own screening process to vet them thoroughly before they become a full employee.

Whether you need several contingent workers quickly or want to spend some time finding the right person to handle a task for you, be sure to complete a proper screening before you give anyone access to your organization. One Source can help you screen all potential contractors so you can move forward. Contact our Client Relations Team to learn more about contractor screening.

One Source Background Check Resources Review: April-July 2020

At One Source, we provide comprehensive, transparent and useful background check education and resources on a weekly basis. We are experts in the screening industry, and we want everyone to have access to a categorized review of One Source’s background check resources to determine their security needs.

We will continue to curate blog posts and include them in this quarterly review of our blog. We’ll organize the blogs by topic to make it easier to find the information you need and utilize our knowledge when you need it. With that said, let’s dive into the One Source Background Check Resources Review.

Background Check Resources Review : General Background Check Information

Should social media checks be included in screenings?

A job candidate’s social media accounts can provide a clear picture of their true behaviors and personality—and social media screenings can absolutely have a place in the hiring process. However, that screening should not be as simple as letting your hiring manager quickly scroll through a candidate’s profile(s). In this blog, we explain how you can ethically and seamlessly integrate social media checks into your hiring process.

How to maximize your investment in quality background checks

When done right, background checks drive success. But when done insufficiently, poor background checks can lead to serious difficulties. That’s why background checks should be considered as investments in the future of your organization. Here we’ll talk about how making the most of your investment in background checks strengthens your company and how you can avoid the hidden costs of inadequate screenings.

The state of the screening industry during the pandemic

This blog is from the first week of May, and we do have more current COVID-19 information on our site. However, this blog sets the baseline of the screening industry’s response to the pandemic and how the pandemic has impacted screening turnaround times and protocols.

Compliance and Ethics

Answering all of your Fair Credit Reporting Act and adverse action FAQs

The Fair Credit Reporting Act (FCRA) guides the background check process for employers and offers privileges and rights to the candidates who undergo screenings. Complying with the FCRA is essential to hiring teams, and One Source can answer all your compliance questions and guide you through an ethical hiring process.

Can I ever run a background check without permission?

Technically, if you have someone’s full name, you could run a background check on them without their knowledge. However, that doesn’t mean you should. Ethically—and often legally—you should always obtain permission before screening anyone. In this blog, we dive into the rules, expectations and potential consequences of running background checks in different contexts.

New Compliance Laws You Should Know in 2020

Regardless of whether your company is hiring right now, new compliance laws will likely affect you down the road. So it’s best to stay one step ahead and be prepared when your business is ready to hire again. Here are some of the most important state and federal regulations about screening and hiring that have been passed in recent months.

Protesting and background screenings: Is your business prepared?

Thousands of people have been arrested in recent months due to petty infractions from protests. Many of these arrests are released without charges. It’s up to each organization to decide how to manage protest arrests in their hiring, but we have some guidelines to help you develop a process.

Employers & Hiring Departments

How a background check company can enhance your hiring process

Hiring is already complicated enough—you have to write the perfect job description, filter through resumes, organize interview times and screen your candidates. Background check companies like One Source can help streamline and enhance your hiring to take some weight off you and help you find the right candidate.

Recognizing and minimizing hiring bias with background checks

First impressions are important in the hiring process, but unconscious biases can incorrectly shape those initial meetings. Background checks and smart hiring practices are effective ways to minimize biases. Here, we discuss a few screening methods you can implement to make your hiring unbiased and successful.

How employers can safely bring employees back to the office

As offices slowly start to reopen and employees begin to return, employers are busy planning how to keep everyone safe once they’re back under one roof. Not only are employers tasked with safely bringing employees back, but also creating a secure environment for customers and clients. We have some insights from the Equal Employment Opportunity Commission to guide your reopening plans.

Managing the challenges and changes of remote hiring

Remote recruiting is tricky new territory for recruiters and job seekers alike. But sometimes in hiring, adaptability is the name of the game. Meeting applicants where they are and adjusting accordingly can help bring out the best candidates. That being said, remote hiring isn’t easy—here we explore a few challenges you may encounter and how One Source can help.

Should I screen my furloughed or laid off employees if they come back?

Whether employees were furloughed, laid off or worked from home, you will need to take a look at your new employee processes. With One Source’s help, businesses can determine whether it is necessary for them to screen furloughed employees.

Volunteer Organizations

Volunteer Screening Best Practices

If you’re considering volunteer screenings for the first time or increasing screening measures, you can follow One Source’s best practices. With a strong background check procedure, you can get your volunteers out to serve others quickly and safely.

One Source has an entire library of blogs, FAQs and more—covering every aspect of background checks. Review our other Background Check Resources Reviews on our blog for more useful tips and information. If you have any further questions about background screening or how One Source can assist you, contact our Client Relations team.

How COVID-19 impacts tenant screenings

There isn’t much about our daily lives the pandemic hasn’t impacted. And the housing industry is no exception. Property managers face potential for delinquent payments and apartment turnover as their tenants manage their own difficulties. The challenges become an endless cycle of waiting for the financial crisis to evolve to a more stable environment. What can potentially be lost in the shuffle is processes, or changes to them, for prospective tenants. Tenant screenings should certainly still remain a priority for property managers and owners.

Amending the FCRA During the Pandemic

As property managers screen potential tenants, it’s necessary to stay informed of changes impacting credit reports. The Coronavirus Aid, Relief, and Economic Security Act (CARES Act) in particular brings change to tenant screenings. When the CARES Act became law, federal and state government encouraged financial services companies to offer payment relief to consumers impacted by COVID-19.

However, the CARES act also triggered an amendment to the Fair Credit Reporting Act (FCRA). If a consumer accepted assistance from their financial services companies, their account status is required to adjust accordingly. The assistance could range from deferring payments, making partial payments, modifying a loan or others. If a consumer participated, regardless of the aid, their account would be required to be adjusted from “delinquent” to “current” status. For consumers with delinquent accounts who elect not to accept the assistance, their status would remain.

How Does the Amended FCRA Impact Tenant Screenings?

Property managers have the opportunity to adjust how they screen a potential tenant. However, credit reports are imperative to gaining a better understanding about whether or not the tenant will consistently afford rent. Having a clear understanding of what information is provided can help property managers fill vacancies with greater confidence.

Consider the amended FCRA and how it could impact how you approve or disapprove tenant applicants. If an applicant accepted CARES assistance, consider their financial stability prior to the pandemic and now. While the current status is important, thinking long-term could paint a clearer picture of whether or not the tenant is a right fit. We can help identify the information needed to fully understand the financial information provided and its potential impact on your decisions.

One Source provides customizable tenant screening packages that, regardless of the depth of information gathered, can be turned around in 48 hours. As a leading background check solutions provider, we believe it’s our responsibility to know and understand current state and federal regulations, and help businesses determine what information is most valuable to their decision making. 

Managing the challenges and changes of remote hiring

Remote recruiting is tricky. It’s relatively new territory for recruiters and job seekers and it comes with different expectations, restrictions and rules. While not every company is hiring right now, those who are must adjust their processes.

But sometimes in hiring, adaptability is the name of the game. Meeting applicants where they are and adjusting accordingly can help bring out the best candidates, no matter how strange the hiring circumstances. The being said, remote hiring isn’t easy—here are a few challenges you may encounter and how One Source can help.

Hiring without meeting in person

Face to face interaction with candidates has been an essential part of the hiring process. By getting an applicant in your work environment and seeing how they interact with your team, you can tell a lot about how they’ll fit in to your staff. However, remote recruiting and hiring does not offer the luxury of in-person interviews. So how do we adapt?

One way to customize the hiring process for an online space is to lean on the technologies that you’re already using. Zoom, Google Meet and other video conferencing services are an easy way to connect face to face at any time. Generally through the hiring process, you may only speak with candidates a few times before you make a decision. These video chat apps make it easy to have more frequent conversations with applicants. You can invite them to chat with your whole team and develop a sense of their personality through shorter, more frequent conversations.

You can also lean on other hiring resources like background checks and work samples to better understand what a candidate is like. One Source’s online portal makes it easy to keep reports in one place and refer to them whenever necessary. So, despite the lack of in-person communication, online resources allow you to compile a relatively complete picture of who you’re interviewing.

Notice and address gaps in your hiring process

While unconventional, turning your hiring process on its head by moving it online can be a good way to identify gaps and issues in your typical hiring process. Remote hiring may intensify underlying inefficiencies and frustrations. Do you need to revise your application review process? Should you ask different questions and measure different skills? Does your screening process align with your objectives? You may find yourself asking any of these questions and more as you continue remote hiring.

Don’t be afraid to think on your feet as you navigate new hiring methods. While your team should always be aligned and intentional, there has never been a better time to try new things and solve problems in creative ways. Patching up inefficiencies in your hiring will make your staff stronger in the long run.

If you feel like your background check process isn’t working toward your goals, contact us at One Source and we’ll help you build a screening process tailored to your needs. Everyone is managing change right now, so we’re here to make your hiring that much easier.

How employers can safely bring employees back to the office

As offices slowly start to reopen and employees begin to return, employers are likely busy planning how to keep everyone safe once they’re back under one roof. Not only are employers tasked with safely bringing employees back, but also creating a secure environment for customers and clients.

You might be trying to find the right way to screen your employees for illness as you start bringing employees back to the office. In issues of health, however, there are several compliance laws and regulations you must follow to protect their privacy. Screening your employees is possible. Though there is a lot of planning and considerations you need to take into account first.

Compliance with medical regulations

You can ask your employees whether they have experienced symptoms of COVID-19 and if they have been diagnosed with COVID-19. However, once you gather any medical information from your employees, it’s your responsibility to keep that information confidential. If any of your employees test positive for COVID-19, you can alert the rest of your staff, but you must not disclose the identity of the sick employee.

If you’re hiring new employees or re-screening current employees, some background screenings may include medical information including drug testing, physicals and more. First, you need to receive consent to screen anyone. This can easily be done with One Source’s contact-free release forms. As always, the content of a screening report is between you, the employee and the reporting agency. Essentially, do everything in your power to keep your team informed about the health of your company while protecting the privacy of individual employees.

Planning for a healthy work environment

Part of your plan for reopening your office should focus on the Occupational Safety and Health Administration’s (OSHA) guidelines. This will allow you to provide a risk-free work place. This may require you to move desks apart, enforce social distancing measures and more. The Centers for Disease Control (CDC) offers a comprehensive guide to maintaining a safe work environment as the pandemic continues.

Your strategy for returning to the office may include some new hires. You may feel the need to screen new employees or applicants for COVID-19 before they can enter the office. The Equal Employment Opportunity Commission (EEOC) recently released guidelines on how to fairly screen new hires. You can request that new hires get screened for COVID-19 after you make a conditional job offer and before they start working. If you want to screen all qualified applicants for COVID-19, you must also screen all new employees in the same role.

You can also require temperature checks as employees enter the office. Some thermometers simply say whether or not you have a fever, keeping the exact temperature of your employees private.

Many employers right now are juggling their plans to return to the office safely while managing screenings and information privacy. One Source can help you manage screenings efficiently and let you focus on keeping your team safe. Learn more by contacting our Client Relations team today.

Volunteer Screening Best Practices

As the COVID-19 pandemic alters our lives every day, nonprofits and other volunteer organizations are using their volunteer base to bring community support. Some volunteers fill essential needs like food delivery and medical care—and the demand for quality volunteers continues to rise. Volunteers bring valuable care and necessary resources to communities through this pandemic. This means it’s extremely important for volunteer organizations to make sure they’re recruiting the best volunteers. The way your organization’s volunteers act through the pandemic will reflect on your organization for years to come. One of the best ways to ensure you recruit excellent helpers is to run volunteer screenings for each applicant. It may take some time to screen each applicant, but the clarity and security of a screening report is well worth it.

If you’re considering volunteer screenings for the first time or increasing your screening measures, you can follow these best practices to create an efficient screening process. With a strong background check procedure, you can get your volunteers out to serve others quickly and safely.

Find a screening partner you trust.

Your time is best spent running your organization and selecting volunteers. It should not be spent digging up background information on volunteer applicants. Regardless of how many background checks your organization may need to run, you will save time and resources by outsourcing your background checks.

Quality screening agencies like One Source are well-versed in volunteer screenings and can assist you in deciphering what screening reports really mean. When you partner with a screening agency, you  get the most accurate and complete reports. Furthermore, you get help clarifying what the screenings truly represent. At One Source, we can turn around screenings in 48 hours. Then, the results are presented on a user friendly platform. You can save valuable time and focus on finding the best volunteers to fulfill your mission.

Know when to screen potential volunteers.

Background checks are one of many tools you can use to build a strong, dedicated volunteer base. It doesn’t always make sense to base all of your volunteer decisions on screening reports alone, but they should be an important point of consideration. To create an efficient screening process, time background checks strategically in your vetting process.

You can start your vetting process with a thorough application followed by reference checks. After evaluating applications and references, you can determine which applicants would be good volunteer fits for your organization. Those applicants can then move on to the next round of vetting: background checks and interviews. Interview your applicants to get a deeper insight into their personality and strengths. Then, you can run background checks on your top candidates. Pair the background report with the information you gained from the references and interview to decide whether someone should volunteer for your cause.

Volunteers are providing essential services to thousands of people throughout our communities and their impact cannot be understated. If your organization is sending volunteers out into the world right now, it is in your best interest to be certain they are the best representatives of your mission. Contact One Sources’ Client Relations team today to learn how we can make your volunteer screening process thorough, streamlined and effective.

Recognizing and minimizing hiring bias with background checks

Despite advances in equitable hiring practices over the past several years, unconscious biases still cloud otherwise impartial judgement. Unconscious biases—the automatic, unintentional, learned stereotypes we use to form impressions of new people and environments—are not always benign. However, everyone has them and everyone can learn to recognize them. We’re here to help you recognize and reduce hiring bias at your company.

First impressions are important in the hiring process, but unconscious biases can incorrectly shape those initial meetings by recognizing your biases and taking measures to promote neutrality in your hiring, you can create an equitable system that ensures you’ll find the best candidate. Background checks and smart hiring practices are effective ways to minimize biases. Let’s dive into a few screening methods you can implement to make your hiring unbiased and successful.

Partner with a screening agency.

Sometimes it can be tricky to decipher what the information in a background report means. Your interpretation of a report might not be completely correct, leaving you with an impression of a candidate that doesn’t reflect who they are.

Professional background check agencies have years of expertise to help you understand what background reports really mean. When you partner with a company like One Source, you get help interpreting reports and developing a consistent approach to all background checks. Working with professionals removes misinterpretation and error that could skew your view of a candidate and harm your hiring.

Thoroughly write job descriptions.

Clear and thorough job descriptions aren’t only helpful for attracting the best candidates, they allow your hiring managers to make choices based on facts instead of assumptions. Include a full list of skills, job expectations, professional background needs and other elements of the position.

Be sure your description is clear of any words that could be associated with a gender, race, age, group or any other identifier. Run your description by your human resources team before you post the job to ensure it meets all expectations.

Customize your screening scope

After you have a job description and employment policy in place, make sure that you are screening the correct scope. The depth and width of the package you are screening with are two things to consider when creating your process.

How many years of names and addresses do you wish to search? The Federal Government typically searches seven years, making it the industry standard, however you can customize to five or even ten years.

How far back you want to search in each location? Many jurisdictions allow you to search at minimum seven years from the final disposition. Other jurisdictions have information back indefinitely. Do you only wat to see a certain scope? If so, work with your screening partner to customize you scope to fit your organization and industry.

At One Source, we want to help you make the best hiring decisions for your company. We’ll work with you to help you navigate background checks fairly and accurately. Contact One Source Client Relations team today to learn more about our screening services.

New Compliance Laws You Should Know in 2020

If you haven’t been staying up to date on new compliance laws over the past few months, we can’t blame you. Every aspect of life has been altered by the pandemic, and your top priority should be the health and safety of your family, employees and customers.

One Source is here to support you through difficult times and update you on new compliance laws that may impact your organization. Regardless of whether your company is hiring right now, these new compliance laws will likely affect you down the road.  So it’s best to stay one step ahead and be prepared when your business is ready to hire again. Here are some of the most important state and federal regulations about screening and hiring that have been passed in recent months.

The Fair Chance to Compete for Jobs Act

This federal law goes into effect in December 2021. It declares federal agencies (all departments and offices within the federal government) cannot request a criminal background check until a conditional job offer has been extended to an applicant.

Law enforcement agencies and positions with access to classified national security information are exempt from this law. This law only applies to government agencies, not private businesses. It is a version of a “ban the box” law that delays a criminal background check until much later in the hiring process.

Updated Form I-9

Every employer in the U.S. must complete a Form I-9 for each person they hire. Form I-9, used to verify an employee’s identity and employment authorization, is an important, routine part of the hiring process. 

The U.S. Citizen & Immigration Services agency released an update to the I-9 in October 2019, and the updated version became mandatory on May 1, 2020. You can visit the UCIS website to learn more about the changes to the I-9.

Drug Screening in New York City and Nevada

A new law went into effect in New York City on May 10, 2020, banning marijuana testing from pre-employment drug tests. Some jobs are excluded from this rule, especially jobs with safety requirements. If an employer screens a candidate for marijuana against this new law, the employer will be charged with discrimination.

Additionally, a new law went into effect January 1, 2020 in Nevada. This law prohibits employers from taking adverse action against applicants who test positive for marijuana. Employers can still test applicants for marijuana, but they cannot take adverse action based on a positive test result alone.

New Jersey Salary History Ban

Private employers in New Jersey can no longer inquire about their applicants’ salary history, past benefits or any other past compensation. This law was enacted January 1, 2020. The Salary History Ban is meant to encourage employers to pay new employees what they think their position is worth without context from an employee’s previous positions. Salary history bans attempt to address gender pay gaps by putting all applicants on an even playing field. Employers in New Jersey should work with their credit reporting agency to make sure salary history is not part of their employment verification reports.

Regulations and expectations in the hiring world continue to evolve. As the landscape of hiring changes, One Source stays on the cutting edge to help you make your best hiring choices. Contact One Source Client Relations today to learn how we can assist your hiring team.