A clear checklist for the person running the checks, covering identity, references, driving and medical checks, with a review and authorisation step to close each screening off.

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The following document labelling is included in the footer:

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• Information-classification
• Version
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Further Reading

Further guidance on recruitment checks and data protection:

• Recruitment and Selection
• Induction of New Starters
• Personnel Records and Data Protection
• Managing Staff and Workers knowledge base

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To get access to this file please click on Add to Cart to purchase for immediate download. If you have an alphaZ Subscription just click on Download Files to view all the files available to download. This form is also included in the ISO 9001 Toolkit and the GDPR / Data Protection Toolkit, and in every alphaZ ISO toolkit that covers managing people, so the toolkit route gives you this file plus everything else you need in one download.

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Employee Screening Checklist Template

This employee screening checklist records the checks completed on a new employee and who completed them. It covers identity and right to work, third party screening and background checks, references and past employment, driver checks, medical checks and any additional checks, finishing with a review and authorisation of the outcome.

In a management system it is the record behind the screening control in ISO 27001 (Annex A 6.1), and the qualification and licence checks support competence under clause 7.2. The form is marked Confidential and its retention is set by the personal data register.

Built for Consistent Recruitment Checks

The checklist gives every new starter the same set of checks, recorded in one place.

• Marks the identity and right to work checks as mandatory, to be completed in full.
• Records which third party background checks are required and who completed them, with a reminder that only strictly necessary checks are carried out.
• Tracks references, employment history, driver checks and medical checks, with notes and any further action.
• Leaves space for additional checks specific to the role.
• Closes with a review and authorisation step recording who completed the review, the date and the outcome.

What's Included in this Employee Screening Checklist

Each section has columns for the check, its completion and notes, with space for further action.

• Checklist details - who completed the checks, date, employee name and position.
• 1. Identity and right to work - identity document, evidence of current address, payroll information, legal right to work, copies of qualifications and licences, and a confidentiality or non-disclosure agreement.
• 2. Screening / Background Checks - criminal record, credit and financial history, employment, education and right to work, and social media screening, each marked as required and by whom it was completed.
• 3. References / Past Employment Checks - personal, work and other references, and employment history or CV details.
• 4. Driver Checks - a copy of the driving licence, the driver declaration and any driving restrictions noted on the competency matrix.
• 5. Medical Checks - medical questionnaire, medical check-up, eye test, and alcohol and drug testing, each marked as required and by whom.
• 6. Additional Checks - blank rows for any other checks the role needs.
• Review and Authorisation - who completed the review, date, outcome and notes.
• Record Retention Summary - a table to record the protection and retention of each section.

Using the Screening Checklist

Work through the checklist as a new employee is recruited. The identity and right to work checks are mandatory, while third-party background checks are carried out only where they are strictly necessary and a consent form has been completed. Use the notes boxes to record any further action needed.

Who Needs an Employee Screening Checklist?

HR staff, office managers and directors in smaller businesses who run recruitment checks. It is worked through between the offer and the start date, and kept on file to show which checks were done and when.

Pairs with the Employee Screening Form

The checklist tracks the checks; the detail behind them is gathered on the F-HR17 Employee Screening Details form, so the two are designed to be used together.