Employment gaps can present challenges during the BS7858 vetting process, as they may raise concerns about a candidate’s reliability or background. However, with a structured approach, these gaps can be effectively addressed, ensuring compliance with BS7858 standards while maintaining a fair and efficient recruitment process. This guide offers an in-depth look at managing employment gaps when conducting a BS7858 vetting check on a potential security hire.
Why Employment Gaps Matter in BS7858 Vetting
BS7858 compliance demands a thorough assessment of an individual’s background to mitigate security risks. Employment gaps, if unexplained or unverified, can raise red flags about a candidate’s reliability or suitability for secure environments. Unverified gaps also:
- Indicate potential issues with the candidate’s integrity.
- Hide adverse activities or legal problems.
- Lead to non-compliance with BS7858 screening standards.
Recommended Reading: Learn how to hire trustworthy security personnel by following the five best practices for security vetting.
Step-by-Step Process to Address Employment Gaps
Addressing employment gaps during the BS7858 vetting process requires a systematic approach to ensure both thoroughness and fairness. Here’s a deeper look into the steps:
1. Identify Employment Gaps Early
During the initial review of a candidate’s CV or application, carefully examine their employment timeline for any periods of inactivity lasting 31 days or more. Highlight these periods as critical points for further investigation. Early identification helps streamline the process and prevents delays during later stages of screening.
2. Request Clarifications Directly from the Candidate
Communication is key in understanding employment gaps. When you notice a gap:
- Initial Inquiry: Ask the candidate to explain the gap during the initial interview or screening process. They may provide a legitimate reason such as caregiving, further education, or travel.
- Supporting Evidence: Supporting documents can help validate a candidate’s claims. This ensures transparency and compliance with BS7858 vetting requirements. Examples of relevant documents to support their claims include:
- Bank statements indicating location and activity.
- Travel itineraries or visa stamps for extended travel.
- Certificates of education or training.
- Affidavits from community leaders or referees.
3. Use Statutory Declarations
If a candidate cannot produce sufficient evidence, request a statutory declaration. This serves as a formal, legally recognised explanation of the gap. The declaration must:
- Be signed by the candidate in front of a solicitor, commissioner for oaths, or notary public.
- Clearly outline the reasons for the gap.
- Affirm the accuracy of the information provided.
4. Cross-Verify All Claims
Wherever possible, verify the explanation through independent sources. This step of the process may involve:
- Contacting previous employers or referees mentioned by the candidate in their documents.
- Reviewing credit records for activity during the gap. For this, you can use credit records or public databases to corroborate their statements.
Thorough cross-verification reduces the risk of hiring individuals who may pose a security threat and ensures you don’t overlook any inaccurate information provided by the candidate.
5. Evaluate the Risk
If the evidence is inconclusive, the screening controller should:
- Assess the level of risk posed by the gap.
- Consult with top management for a final decision if the risk is significant.
Examples of Acceptable Evidence
During the BS7858 screening process, providing verifiable evidence for employment gaps is crucial. Acceptable evidence includes:
- Career Breaks:
- Letters or references from professional networks or freelance clients.
- Receipts or certifications from online courses or training programs.
- Parental Leave:
- Government-issued parental leave records.
- Documentation from community services or childcare providers.
- Extended Travel:
- Passport stamps, visa records, airline tickets, or detailed travel itineraries.
- Proof of residence abroad, such as rental agreements or utility bills.
- Unemployment:
- Correspondence from job centers or unemployment agencies.
- Proof of job search activities, such as applications or recruitment communications.
- Medical Leave:
- Documentation from healthcare providers, if shared voluntarily by the candidate.
Using these examples helps ensure gaps are investigated and documented in alignment with BS7858 vetting compliance standards.
Best Practices for Managing Gaps
- Set Expectations Early: Inform candidates during recruitment that all employment gaps must be verified.
- Maintain Detailed Records: Document all communications, evidence, and verification attempts in the candidate’s screening file.
- Use Technology: Employ digital tools to track and flag gaps for efficient follow-up.
Efficient Vetting with GuardCheck
Handling employment gaps effectively is essential for BS7858 compliance. By following a structured process and maintaining detailed documentation, organizations can minimize risks and ensure transparency while giving candidates a fair opportunity to explain their circumstances.
But navigating the BS7858 vetting process can be challenging, particularly when managing employment gaps. This is where GuardCheck steps in to offer unparalleled support.
GuardCheck is designed to streamline BS7858 security vetting, ensuring compliance with minimal manual effort. With features like automated workflows, real-time progress tracking, and SIA licence checking, GuardCheck simplifies the process and accelerates hiring.Try GuardCheck today and get complete BS7858 vetting reports in 48 hours.