Traditionally, global background checks were necessary for international organizations, businesses with offices in more than one country. Offices in each country needed to conduct background checks when hiring candidates for their local office. This is no longer the case. With the ease and appetite for travel rapidly increasing over the last two decades, it is common for individuals to live and work abroad, and sometimes return to their native country with a resume including years spent across different regions. Today global background check programs are frequently necessary for both international organizations as well as US organizations that hire a diverse set of candidates.

This can present a challenge for organizations not equipped to handle international background checks. When the situation presents itself, and a US-based organization needs to run a background check for a candidate that spent years outside the country, many are left scrambling to quickly identify a partner that can accommodate a global background check and develop a program that includes the requisite support.

Over the last ten years, we have worked with many companies to develop global programs. We’ve learned a lot from our customers, from our successes and from our mistakes. Today, leveraging our relationships and learnings we continue to build out world-class global programs for our clients. There are three components we have identified as critical to a successful global screening program.

1. Create A Single Center of Excellence with Representation from Every Region

Over the years, we’ve seen the pendulum swing in two vastly different directions. First, global programs were very US-centric. They were driven by the US region who determined the requirements, the programs and the process. Once defined, it was rolled out across all other regions.

Regions outside the United States really struggled to meet the requirements and implement a program that was defined with only the United States in mind. With major differences in every country from culture to local laws to languages, every region was struggling to adapt to the US defined program. There was a lot of resentment and regions pushed back.

This led to a geographic centric model, where every region defined their own requirements and their own process and programs. While this model provided autonomy in every region, with the ability of each region to develop a program that complied with their laws and requirements, this created its own set of challenges. Organizations did not have consistent policies across the globe and could not manage background checks at a global level.

Finally, we’ve settled on a hybrid, which has been very effective across the globe. While there needs to be a consistent set of requirements and standards supported across the organization, they need to be developed with an understanding of all the regions in which they will be implemented and supported.

Today Sterling works with clients to develop a single center of excellence, where the requirements are defined globally; however, while the center of excellence is physically in one location, it includes representatives from every region to ensure every region’s nuances are accounted for.

2. Develop One Framework with Flexibility in Execution

While there are many differences in background checks across regions, there are many aspects that can be consistent regardless of local laws or culture. It is important that an organization define a global program with a single framework by defining those attributes that remain the same and implement effectively across all regions while managing globally. This includes:

• Goals and objectives aligned with corporate values regardless of region or location
• Common set of defined terminology to enable organizations to have the same language and promote conversation globally across the organization
• Consistent client and candidate experience – regardless of country, every hiring manager is following the same process, and every candidate is leveraging the same software

Conversely, there are many differences across regions within the program execution. And so the program must support flexible execution of the framework across regions.

For example, a single platform can be selected and rolled out globally. While every region is leveraging the same provider, software, and user interface, the interface can include variability in the candidate questions in each region, and the interface language can vary as well based on region.

Another example is complying with General Data Protection Regulation (GDPR). GDPR is a regulation in European Union (EU) law covering data protection and privacy. While the US has sector-specific laws and state-level legislation around data protection, the GDPR was designed to harmonize data privacy across the whole of the European Union, allowing citizens to better control their data with a need for privacy by default and giving individuals the right to request the deletion of their data – with businesses facing significant fines if these obligations are not met.  However, regardless of the data collected, or the candidate questions asked, the experience remains consistent. The data (albeit different data) is presented in the same way, the same governance structures are defined around decision making, and the same terminology is used across teams.

The program, products, and technology need to be flexible and dynamic to account for the cultural and legal differences within the consistent framework and experience.

3. Regional Support

To successfully support our client’s global background check programs, Sterling mirrors client program models with client support. We look at the center of excellence which includes representation from the varying regions and develop a center of excellence in the same region while building ‘satellite’ support in each of the respective regions. The satellite support is critical, because by building out a team in every supported region we develop in-market expertise that we wouldn’t otherwise have access to. With this knowledge, not only is the team equipped to support the region in their language with an understanding of local laws and culture but can work to develop solutions and fulfillment that directly supports the regional market.

A Background Check Program Is Never ‘Set It and Forget It’

A global background check program is no different than a standard program in that it constantly requires tweaking. Legislation changes, technology advances, and new data becomes available. As a result, the Sterling Customer Success team partners closely with clients to provide regular guidance, best practices, and recommendations. We are continually learning and adapting, as well as adding new products to support our clients.

Are you ready to develop a global background check program, or review your existing program and see if it needs tweaking? Contact us for more information.

The information contained herein is for informational purposes only. Sterling is not a law firm, and none of the information contained in this notice is intended as legal advice. Clients are encouraged to consult with their legal counsel about the impacts of any requirements. This, and other important information can be found on the Sterling website at sterlingcheck.com.

Sterling is not a law firm. This publication is for informational purposes only and nothing contained in it should be construed as legal advice. We expressly disclaim any warranty or responsibility for damages arising out this information. We encourage you to consult with legal counsel regarding your specific needs. We do not undertake any duty to update previously posted materials.

Back in 2016, Sterling RISQ (formerly RISQ Group) was incorporated into Sterling, in recognition of its position as a key industry leader in employment background checks across the Asia-Pacific region. Widely known for high-quality background screening programs and its deep client-centric focus, Sterling RISQ operates out of six offices in the Asia-Pacific region, including Singapore, Australia, Malaysia, Hong Kong and Mainland China. Our team of people are devoted to delivering the best employment screening and verification available, and also committed to developing and executing next generation screening and verification technologies that will keep its clients protected and well ahead of the curve. We even won Best APAC background screening provider 3 years running.

In 2021, we join Sterling in celebrating 45 years of trust and expertise in the background and identification services since 1975 till today. As Sterling employees, we are proud and humbled to have helped thousands of organizations build strong work cultures founded on trust and safety.

See some of the great feedback that we’ve received from our clients, as well as our employees’ thoughts on working at Sterling, Diversity & Inclusion, and what makes them most proud.

As we reflect on a year that none of us are likely to forget, it’s clear that employers have had to adapt to an ever-evolving hiring landscape. In this post we look at what has led to these changes, how these elements have impacted hiring, and the compliance considerations hiring organisations must be aware of.

In a recent UK webinar ‘HR Compliance 2021: Are you ready?‘ Tim Stokes, Sterling’s Head of EMEA Sales, was joined by guest experts from Bird & Bird LLP, as they looked back on the key events and trends of the year, and into the future, helping you better prepare and navigate the way for 2021.

An Evolving Hiring Landscape

In what has been an eventful and challenging year for employers, we’ve seen the resumption of government supported initiatives such as the furlough schemes in the United Kingdom, helping to support organisations and employees through these trying times. A series of lockdown restrictions and tier systems have been implemented in order to further combat the spread of the Covid-19 virus. All of which, have been accompanied by economic peaks and troughs. Not only that, but Covid-19 also led to a seismic shift in remote work, with many organisations seemingly transitioning to a work from home approach overnight – perhaps accelerating and providing a glimpse into the future of work.

Even before 2020, a number of general trends and changes to the workforce were taking place, particularly in relation to an increase in the number of contract and gig workers, as employers continue to seek more flexible working arrangements. In addition, our screening trends research highlighted continued growth in the search for talent overseas, a trend which is likely to continue into the year ahead, as virtual-first, remote working environments are further adopted by many employers across the world – providing the flexibility to hire and access a global talent pool.  Employers should be aware that they’ll need to account for employment, immigration, and tax considerations.

As strange as 2020 may have been, there are still plenty of positive signs ahead, with multiple vaccines now approved and the rollout to priority cohorts underway. In addition, the global movement against racism has reopened the conversation on diversity, leading to businesses looking internally and developing more diverse hiring programmes.

Key Compliance Considerations for 2021

Here are some of the compliance considerations that employers are currently dealing with, and should continue to watch as we look ahead into 2021, particularly around Covid-19 and data.

When it comes to Covid-19, employers will need to tread with caution, particularly around the management of their staff and their data, as the impact of getting it wrong can be extremely costly. The ramifications of which can lead to rumours circulating amongst staff, and potential uninvited attention from the media. This can result in a rise of employee or consumer activism, which has the potential to damage employer brand and negatively impact recruiting new talent and retaining staff. Your organisation might want to consider what employee data is recorded and whether you have sufficient purpose to keep this information along with accuracy in line with data laws. For example, should you record temperature readings? Perhaps it may be better to send an individual home if they have a high reading, rather than retain this information. Alternatively, a business could record an employee’s Covid-19 status, but that has the potential to change in a matter of days, therefore limiting the purpose of recording the data.

It’s important your organisation is aware of what is legally permissible in the country in which it operates. Readers may wish to download Bird & Bird’s Covid-19 Data Protection Guidance to access country specific insights and learn more on this. For example, within the United Kingdom it is permitted to ask employees about their symptoms, however, in other countries such as France and the Netherlands it is not. In order to set expectations, it’s important your organisation has the relevant processes and procedures in place that take Covid-19 into account. In the transition to working from home, the HR team is best placed to notice any potential tensions between staff reintegrating as a result of a return from furlough or taking on additional duties. Bird & Bird noted an increase in these tensions and differences in employee responses. Some workers were reluctant to go back to work from furlough, whereas others were keen to return. Getting a sense of how the workforce feels, may help to understand and manage efficiencies as well helping to avoid any whistleblowing or bullying, which is important to stay on top of.

New Ways of Working

In this new world of remote working, employers are exploring new monitoring solutions to help them protect their intellectual property, data, and monitor employee productivity. This is a particular concern within the financial services sector. Whilst solutions for this exist, it’s important your organisation considers the compliance considerations around this, in addition to putting your employees mind at ease.

These forms of monitoring might come in the shape of tracking emails sent and received, keeping an eye on periods of inactivity on messaging tools such as Teams, or having periodic webcam shots to check someone is at their desk. Some organisations are even utilising health data and wearable devices to measure heart rate and employee health. Of course, it’s important to highlight that you must first consider the data protection obligations, such as whether it’s purposeful to have this data. It’s important before you opt to have a monitoring solution that you understand the underlying concerns and purpose – what exactly are you trying to achieve? Perhaps it’s to increase efficiencies or security concerns. Then consider how the monitoring solution will address those concerns. If there is a less intrusive way of achieving the objective that is lower risk, this may be the preferable option, particularly from an employment and privacy law perspective.

To put your employee’s minds at ease, you should be transparent, explain what you are doing, and have policies and procedures in place to reduce anxieties, therefore reducing the risk of complaints. From a compliance standpoint, consider conducting a risk assessment and having the necessary documentation in place, which in turn will help to reduce the risks.

2020 may have given us overwhelming food for thought when it comes to the shifting employment landscape, but our latest newsletter will help navigate the way.

This publication is for informational purposes only and nothing contained in it should be construed as legal advice. We expressly disclaim any warranty or responsibility for damages arising out this information. We encourage you to consult with legal counsel regarding your specific needs. We do not undertake any duty to update previously posted materials.

Now more than ever, getting people to work is critical. At Sterling RISQ, we are “all hands on deck” to get new employees onboarded with timely, accurate screening that gets them back into the workforce quickly and safely. We understand that companies should not have to choose between fast hiring and the safe cultures they have come to rely on. We are committed to delivering fast, accurate, reliable background screening and identity services under all circumstances.

We are witnessing urgent demand in certain industries as a result of our collective response of social distancing to win the battle against this pandemic:

• Healthcare companies need more staff to help sick people
• Online retailers need more distribution workers to ensure people can safely get supplies they need in their homes
• The gig economy needs more people, both to meet the demand created by consumers under lockdown who still need services while providing income sources for people who are out of work
• Staffing firms need to onboard people at unprecedented rates to help all of these industries

Unfortunately, we are hearing from those same companies that they are unable to fulfill basic screening. This puts critical industries in an untenable position of having to trade off safety for saving lives. At Sterling RISQ, we don’t believe companies should have to make this choice, especially at a time like this, and we don’t understand why they are being forced to make this trade off. We are already helping many companies avoid this impossible choice.
In fact, we are currently still fulfilling the majority of background screenings globally. This is thanks to our:

• Proprietary end-to-end automation that allows us to access court information
• Global partner network that supplies additional fulfillment capabilities

If you need to scale your workforce quickly and are having challenges completing background screenings, we’re here for you. We are offering flexible no-commitment contracts so you can onboard quickly during this crisis.

Now is the time to support people getting to work. Sterling RISQ is here to help.

Reach out to us today.

Take our quiz
See whether your business is fit to return to work.

The COVID-19 pandemic has affected many industries and companies in vastly different ways. But with the unemployment rate rising as high in some countries. E.g. 27.1% in India for May 2020, it’s vital to consider a return to offices to get workers back into their jobs to support families and communities.

Each company will invariably create their own tailored and specific return to work plan but a universal understanding is that there are many operational issues to consider and plan for in this ‘new normal’. It’s also imperative to turn your mind to whether your organisation and your employees are indeed ready for a return to the workplace.

One aspect that should be front of mind in your return to work plan is background screening. After their time away from the office, are your employees suitable to return to their roles? Have they had any incidents during their time away from the office that may affect their performance? Are they still fit to represent your business?

Implementing a tailored suite of background screening services helps you regain confidence and reassurance in your employees’ suitability for their roles at your company as we return to the office. Background screening can help you ensure that you are aware of any incidents during the time away from the office. This is particularly relevant for incidents that might affect an employee’s performance and behaviour back in the workplace or might negatively impact on your business and your other staff members.

As circumstances change, people and their personal circumstances will also change. Rescreening your staff before they head back to the office means minimising your workforce risk and ensuring that your organisation is investing in the right staff to return to the workplace.

Ongoing screening is now recognised as a best practice to ensure that your employee culture continues to be aligned with your company’s values. It also helps to ensure that your company’s return to work is smooth and safe for all.

One of the things that can help you with that is to take our quick quiz to see whether your business is fit to return to the office.