How do employers use background checks for employment in Canada?

Canada offers a lot of opportunities for people at all levels. If you wish to apply for a coveted job or volunteer in an organization with a cause close to your heart, you will need a background check that your employer asks for. It is valid to ask how and why employers ask for a background check in Canada. Understanding how employers use these checks and the types they request can help job seekers prepare for the hiring process and ensure compliance with legal expectations.

There are a lot of reasons why employers may ask you to perform a background check in Canada. Some of these have been explained as follows:  

Verify Candidate information: Prospective candidates provide a lot of information in their applications, and employers need to verify the truth before hiring these people to handle sensitive company information. In other words, it is a way to build trust before you hire your employees. 

Assess Risk: Identifying potential red flags, such as criminal records affecting workplace safety or brand reputation. It makes sense to know the employee before you hire them to ensure that they do not falter on the finances or information that you share with them, like they may have done in the past. 

Employers use various types of checks to ensure that they are making an informed decision. Some of these commonly used checks have been explained as follows:

Criminal Record Checks:

This type of check is used to determine if the person has been convicted of any crime in the past. There are various types of sub-checks available for the criminal record checks. These have been explained as follows

• Name-based criminal record check: This check uses the candidate's name and date of birth to check the CPIC record for any possible matches. It is commonly used for employment in areas not involving working with the vulnerable sector. The local police, detachment centres, provincial police, or third-party companies that have signed an MOU with the police can conduct this type of check.
• CRJMC: Criminal record and judicial matters check includes the details mentioned in a name-based check, along with outstanding charges, warrants, and judicial orders. It is mainly conducted for candidates who apply for positions of trust, including those in the finance and security sectors. The local police, provincial police, detachment centers, or third-party businesses that have an MOU with the police can all perform this kind of check.
• Vulnerable Sector Check: Those who work with vulnerable groups, such as children, the elderly, or people with disabilities, ought to undergo this check. It includes local police information and a search for sexual offenses that have been pardoned. This check is done for positions like teachers, healthcare workers, and childcare providers, to name a few.
• Fingerprint-based checks: This check is demanded if a name-based check is inconclusive or when a higher level of accuracy is required for scrutinizing the candidates, such as for immigration or adoption purposes. The most enhanced check level requires fingerprints to identify candidates and acquire records. The leading authority for conducting fingerprint-based checks is the RCMP ( Royal Canadian Mounted Police). For fingerprint-based checks, the candidates must give their prints at the local police station, RCMP detachments centres, or third-party accredited centres. Companies authorised to take your information on behalf of the RCMP for a faster, solution-oriented process.

The result of a criminal record check can be a bit daunting for first-timers. In case you want to understand the results in detail, you can check out this blog. 

Education Verification: 

Also known as educational credential assessment, this type of verification is mostly done for candidates who have taken a certificate outside Canada and need to check the equivalency of foreign credentials to Canadian standards. It is often required for immigration, employment, or further studies.

Employment History Verification: 

Employers can ask for employment history verification because people tend to embellish their CVs to include more things in their profiles than is the case. This check confirms previous job titles, responsibilities, dates of employment, and sometimes reasons for leaving.

Reference checks: 

Most employers ask for references from the previous organization to check the candidate's ability and job profile. They may also talk to references from the previous employer or colleagues to get to know the candidate better.

Credit Checks:

This role is relevant for roles involving financial decision-making. Employers assess how responsibly an individual manages credit, and those with a better credit score get more brownie points as it shows a good sense of financial management.

Social Media Screening:

A social media screening has become the new favorite check with employers owing to the opinions that people showcase on various platforms. Employers seek to understand more about the nature of the candidate and how they react to various situations, and a social media screening is the best way to go.

Once the initial stages of the interview are over and the client shortlists a few candidates who seem a good fit for the job, they ask for the written consent of these potential candidates to conduct a background check on the employees. Background checks are mandatory in some sectors, like law enforcement or healthcare, before extending an offer. 

It is the employer's and organization's duty to inform the candidate about the background check and obtain written consent. The candidates are first given access to the result, and thereafter, it is their decision whether to share it with the employers or not. If negative information is found, candidates often have the opportunity to provide context or appeal. It is clearly stated in the privacy laws that the candidate can refute the background check result if they feel that it is not adequate. 

Before conducting background checks, employers must comply with federal and provincial privacy laws:

• PIPEDA (Personal Information Protection and Electronic Documents Act): Applies to private-sector organizations in most provinces. It requires employers to obtain informed, written consent before collecting personal information.
• Human Rights Laws: Employers must avoid discriminatory practices and cannot refuse employment based solely on a criminal record unless it directly relates to job responsibilities.
• Provincial Variations: Ontario, British Columbia, and Alberta have specific rules that may apply in addition to PIPEDA.

If you have a criminal record that is shown in the certificate, it does not mean that you are automatically disqualified. The decision to hire or not rests with the organization, and they can decide based on the job they are willing to offer. They should also give the candidates a fair chance to explain their record. A criminal record for a minor offense, especially if dated, may not impact hiring. Falsifying information (e.g., fake degrees or job titles) is a bigger red flag than an honest disclosure.

In Canada, background checks are a common component of the recruiting procedure. Both parties can make better judgments if they know how they operate and what employers seek. Partnering with a reputable source like Globeia can guarantee transparency, safety, and compliance throughout the hiring process for both employers and applicants.