As you likely know, courts across a number of California counties are now redacting date of birth from court cases reported via public indexes (online and public access terminals). Additionally—as we are now seeing in Los Angeles County—court clerks are facing restrictions against providing assistance to verify full dates of birth during criminal record checks. This negatively impacts a court researcher’s ability to quickly and accurately verify name/case matches—resulting in A-Check clients experiencing significant delays in county court searches throughout the state of California.
So, why the delay? In May, 2021, a case decision in All of Us or None vs. Hamrick provided direction for the removal of critical personal information—date of birth and/or driver license number—from public facing criminal court records. This case alleged that Riverside County allowed users of the Riverside Superior Court’s public website to search for criminal records by inputting a defendant’s date of birth, directly compromising the privacy of those involved in criminal proceedings. While this lawsuit was brought only against the Riverside Superior Court, it ultimately impacted most California state courts.
In September 2021, the California Supreme Court denied review in the matter, allowing—for now—the continuation of this information redaction. This denial by the California Supreme Court means that criminal record checks in California will continue to become more difficult, and in some cases impossible.
At A-Check Global, we know and understand this is extremely challenging for our valued clients. We will continue to work toward any and all potential opportunities for resolution—while also having full awareness that a solution may not be available in the near future. Furthermore, we anticipate that while this is limited to a select number of California counties, it is likely additional counties will adopt similar action.
We will continue to serve our clients by taking all possible steps to accurately match candidates to criminal records. For now, files with a possible match (as a combination of name and year or month/year of birth) will be noted with an extended turnaround time (TAT) and A-Check will continue to serve you to the best of our ability.
Additionally, there is activity within the background screening industry to find a viable solution to this situation. The Professional Background Screening Association (PBSA) Government Relations Date-of-Birth Redaction Task Force is currently executing two potential alternative paths to resolution:
- Work with the California Judicial Council to modify the rule.
- Create a legislative campaign to introduce statutory changes that requires the Judicial Council to modify the rule.
We’re here to help answer any questions you may have. Please don’t hesitate to contact us.
Checklist of FCRA Requirements
We’ve included this information before, but it’s worth a repeat visit. When an employer uses a third party (like A-Check) to conduct background checks, there are FCRA compliance requirements that must be followed. For your convenience, here’s a short checklist of key requirements:
- Ensure there is a permissible purpose for performing a background check on an applicant/employee, based on their role and responsibilities.
- Provide clear written notice in a stand-alone document to the applicant/employee that a background check will be conducted, and the resulting information will be used to make an employment decision.
- Obtain the applicant/employee’s written consent to perform a background check and/or investigative report.
- If the background check information results in an adverse action decision, a notice of pre-adverse action, along with a copy of the background check results and a copy of the Summary of Your Rights Under the Fair Credit Reporting Act, must be presented to the individual.
- Allow the individual at least five business days to dispute the information in the background check.
- If adverse action is taken upon final decision, provide the individual with a final notice of adverse action.
We’re focused on helping you remain compliant, and always welcome your questions.
Ongoing Extension: Form I-9 Requirements in response to COVID-19
The Department of Homeland Security (DHS) and U.S. Immigration and Customs Enforcement (ICE) announced an extension of the flexibility in complying with requirements related to Form I-9, Employment Eligibility Verification, due to COVID-19. The general rule is that an employer must undertake a physical inspection of the document(s) presented by the employee for section 2 purposes.
UPDATE: Because of ongoing COVID-19 precautions, remote I-9 document review has been extended; the expiration date for these accommodations is now December 31, 2021.
The government has suspended the in-person and physical inspection of the document(s) presented by the employee when completing the Form I-9. During this time, an employer can view the document(s) presented by the employee via Zoom or Skype, for example.
SUBSTANCE ABUSE TESTING
The Connecticut Governor signed Senate Bill 1201—effective in 2022—making CT the 19th state to legalize recreational marijuana for adults 21 years and older, but will allow employers to continue implementing drug-free employment policies. This new law will require expungement of certain existing marijuana convictions, but also creates employment protections for recreational marijuana users. That said, employers are permitted to continue prohibiting employees from engaging in the recreational use of marijuana, subject to certain statutory requirements.
A U.S. District Court in California held that an employer can condition an offer of employment on passing pre-employment drug screening, including a test for marijuana. In this case, a new employee was terminated for a positive marijuana test. The judge ruled that the employee failed to establish he suffered from a disability given the lack of detail or documentation submitted to the employer—and the employer had established a legitimate, nondiscriminatory reason for the employee’s termination.
New Jersey’s Cannabis Regulatory Commission released regulations on August 19, governing recreational cannabis use. However, these rules do not yet include standards for employers prior to conducting marijuana drug testing. Marijuana was legalized for recreational purposes in New Jersey in February 2021, including certain protections with regard to off-duty use by employees. Legislation now imposes a new requirement that work-related marijuana testing include a physical examination conducted by an expert—a Workplace Impairment Recognition Expert (“WIRE”)—trained to recognize drug impairment. That said, the Commission did not indicate how long it will take to develop the certification standards or when employers can expect regulations addressing marijuana testing.
AS A REMINDER: At A-Check, we’re happy to help implement a drug screening program that meets your evolving needs—or make adjustments to the program you’re already running with us. Just give us a call at 877-345-2021 and ask to speak with someone on your Client Relations team.
CRIMINAL HISTORY REPORTING
Effective August 1, 2021, Act No. 406 impacts employers conducting background screening prior to a job offer by prohibiting the request or consideration of an arrest record or charge that did not result in a conviction when a background check reveals that information. This legislation also requires employers to individually assess a candidate’s criminal history and determine if the outcome is directly or adversely related to specific duties of potential employment.
Taking effect October 18, 2021, Maine joins the growing number of states with new Ban the Box legislation to prohibit employers from requesting criminal history information on initial employment applications. While there are exceptions, new law prohibits employers from requesting criminal history information on applications or stating that a person with a criminal history may not apply or will not be considered for a position. Employers are also prohibited from stating—prior to determining a person’s qualifications—that candidates with criminal history will not be considered.
Questions? We’re here to help!
If it’s worth saying, it’s worth repeating . . .
and then backing that up with a link to a great article we found!
Performing compliant, accurate background screening helps minimize risk to your company and your employees by confirming candidates are who they say they are, while at the same time maximizing your ability to hire and retain strong, capable employees for the long run.
But keep in mind that above all, when you perform background screening through a company that is in the business of gathering and reporting background records and verification information (like A-Check Global), you as the employer must ALSO do your part to comply with the Fair Credit Reporting Act (FCRA).
Why such focus on the compliance of background screening?
We can’t make it any clearer than to say failure to comply with FCRA requirements will surely expose you to the risk of expensive and ongoing litigation. It’s important to regularly review your program for:
- Adherence to FCRA requirements for Disclosure and Authorization forms
- Compliance with permissible purpose and to what extent information can be used
- Non-discriminatory consideration for all candidates
- And confirmation that the Consumer Reporting Agency you use (like A-Check Global) also maintains compliance with applicable laws and regulations.
Got a minute? Here’s a great read:
We found an excellent article detailing compliance requirements and the utilization of background checks by employers.
We are here to help!
If you have questions about your current screening program, please don’t hesitate to reach out to us. Contact A-Check Global here to get started.
View a recording of the presentation here
Enter 2016 armed with the knowledge you need to keep your employment screening process compliant with federal, state and local laws. You are cordially invited to join A-Check Global for a one hour webinar providing a regulatory overview of the highly scrutinized consumer reporting process.
This webinar qualifies for (1) one hour of HR Certificate Institute (HRCI) Credits for those who attend. Continue reading “Resist The Power Of The Dark Side: Compliance Best Practices For A Highly Scrutinized Background Check Process”
Should I continue to test my applicants for marijuana?
Across the nation marijuana laws are changing rapidly. Since California became the first state to legalize medical marijuana in 1996, public perception of the drug for recreational and compassionate use has also been shifting quickly.
Since California’s legalization vote, voters and legislatures in twenty-two additional states and the District of Columbia have legalized marijuana for compassionate use. Four of these states have also decriminalized marijuana for recreational use.
Questions concerning the efficacy of marijuana for medical purposes, or the economic impact of legalizing the drug for recreational purposes could be raised in regards to legalization, but in the world of human resources and talent acquisition only one question really matters: Should I continue to test my applicants for marijuana?
Continue reading “Drug Screening and Marijuana Legalization”