Building a great staff team is vital for a great sports business, as your staff are the ones who interact with your clients every day. Choosing the right people to represent your business isn’t easy, but a necessary start is conducting a background check.

Many employers conduct background checks to comply with legal requirements, limit liability, protect vulnerable populations, and avoid loss of business, among other things. When it comes to ensuring that your athletes are in the best hands, covering your bases by implementing and maintaining a thorough background screening process for your coaches and staff is critical to prevent predators and violent offenders from working with your clients.

Steps to running staff background checks

Follow these steps to create a safe environment for your current staff and clients.

1. Implement a thorough and consistent background check process

Review your policy and template with legal counsel before fully implementing it into your business. Between the Fair Credit Reporting Act (FCRA), Equal Employment Opportunity Commission (EEOC) guidance, and your state and local regulations, particular guidelines will vary from business to business.

The EEOC enforces laws against workplace discrimination. EEOC guidelines emphasize that employers should conduct background checks in a manner that does not discriminate based on race, color, national origin, sex, or religion, and are also careful concerning age and disability.

Local laws may have additional requirements or restrictions on conducting background checks. For example, some states have “Ban the Box” laws that prohibit employers from asking about criminal history on job applications. Legal counsel can provide guidance specific to the laws in your area.

Make sure to apply the same criteria and process for all candidates to maintain fairness and comply with legal standards. This prevents any claims of discrimination or bias in hiring practices.

2. Consider hiring a background check company

When choosing a background check partner for your business, ensure the company is FCRA compliant. This act sets the standards for employment screening, ensuring that background checks are conducted fairly and that candidates’ privacy rights are respected.

Determine whether you’ll be running local, state, or federal background checks, as different costs are associated with each process and business.

Local and state background checks are useful for identifying criminal records at the county and state levels, including misdemeanors and felonies within specific jurisdictions. They are generally faster and less expensive than federal checks. State checks can be crucial for positions where local law compliance and community interaction are key aspects of the job.

Federal background checks search records from U.S. district courts and look for crimes charged at the federal level, such as embezzlement, federal tax evasion, and other federal statute violations. These checks are essential for positions that require high security or involve national regulations.

3. Inform candidates and collect information

Under FCRA rights, you must first notify candidates/staff of your intent to run a background check and get their permission in writing. Ensure that you have all the information (it’s all included here in this template) necessary to complete your screening.

It is important to maintain records of how each background check is processed and how decisions are made, as they can be vital in the event of a legal challenge. Having the proper documentation provides evidence that your hiring practices are fair and compliant with the law.

4. Allow applicants to file disputes, if applicable

Allowing applicants to file disputes over their background check results is a critical component of a transparent hiring process. If you consider not hiring someone based on their background check, federal law requires that you first give them a chance to see and dispute the results.

Once a dispute is filed, the background check company must investigate and correct any errors. The employer must then notify the applicant of the outcome. If inaccuracies are found and corrected, the employer provides an updated report. If the employer still decides not to hire, they must send a final notice explaining the decision. This process not only ensures compliance with legal standards like the Fair Credit Reporting Act but also builds trust with potential hires by upholding fairness and transparency.