Definition, Purpose, and Timing in the Recruitment Process
What is a pre-employment Screening?
An applicant screening, background check, or candidate verification refers to the systematic review of applicant-provided information during a company’s recruitment process. The screening typically takes place before or after an interview, but always prior to the signing of the employment contract.
Overview of Common Procedures and Legal Requirements
What does the screening process include?
Anyone applying for a new position may come across the term “screening phase” at some point. This refers to the part of the recruitment process where an applicant’s information is checked for accuracy, plausibility, and suitability. Under the GDPR, companies are only permitted to carry out such checks with the prior consent of the applicant.
During the screening phase, the data provided in the application or interview is reviewed for completeness and accuracy. Additionally, if relevant for the position, the applicant’s general suitability is assessed. This may include public profiles on social media, credit records, or reasons for leaving previous employers.
Timing of the Screening in the Application Process
When does applicant screening take place?
The screening phase must always be completed before signing the employment contract. Some individual steps, such as reference checks, may occur even before the first interview. However, for most positions, a comprehensive background investigation or screening makes the most sense after the initial meeting.
Typical Measures for Verification and Risk Assessment
What exactly is done during an applicant screening?
As part of of the screening, companies may choose from a range of legally permissible measures:
- Verification of qualifications: Verifying school, vocational training, or university certificates
- Employment history tracking: Contacting previous employers to confirm duration of employment and job roles
- Collecting references: Speaking with former supervisors or listed referees
- Matching job requirements: Assessing whether the applicant meets the required qualifications and competencies
These steps help detect potential misrepresentations in résumés and support well-informed hiring decisions.
Legal Boundaries and Prohibited Practices
What is not allowed during an applicant screening?
Applicant screenings in Germany are subject to strict legal requirements, particularly those laid out in the GDPR and the general personal rights of applicants. The following practices are not permitted:
- Researching private information online that has no direct relevance to the advertised position
- Asking about prior convictions, unless relevant to the job in question (e.g. in finance or security roles)
- Investigating political views, sexual orientation, or other specially protected personal attributes
In general: All measures must be proportionate, purpose-driven, and must respect the applicant’s right to privacy.
Recommendations for Use and High-Risk Positions
When should companies consider applicant screening?
Applicant screenings are particularly recommended for:
- Trusted positions with access to sensitive data or financial assets
- Leadership roles where hiring mistakes can have significant consequences
- Industries with high security or compliance requirements, e.g. financial services, pharmaceuticals, or aviation
- International applications, where qualifications may be difficult to assess or compare
A professional pre-employment screening helps avoid costly hiring mistakes, ensures compliance with legal requirements, and protects corporate culture. The goal is to verify the accuracy of the information provided and to identify potential risks for the company at an early stage.
