Hiring the right candidates is key to building a reliable and successful team. Even a simple background check can help prevent costly hiring mistakes.
It confirms qualifications, verifies key details, and ensures candidates match the role well.
At iprospectcheck, we provide fast, accurate, and fully compliant background checks for employers in Providence and across Rhode Island.
This guide outlines the most important laws and best practices to help you stay compliant and make confident hiring decisions.
Key Takeaways
- Pre-employment background checks help Providence employers validate resume information, review qualifications, and select the right candidate.
- Most background screenings include criminal history, past employment, education verification, professional license verification, and identity confirmation.
- To remain compliant and avoid legal issues, employers must follow local Providence ordinances, Rhode Island laws, and federal regulations.
What is a Providence Employment Background Check?
A Providence background check reviews a candidate’s criminal record, academic history, employment background, licenses, and other essential information to determine job suitability.
Rhode Island employers use these checks to ensure the accuracy of a candidate’s claims and base decisions on verified information rather than assumptions.
Why Do Employers in Providence Conduct Background Checks?
Employers in Providence conduct background checks for several key reasons:
1. Promote Workplace Safety
Background checks help identify any history that could pose a safety concern for coworkers, clients, or the public. This helps create a safe workplace.
2. Support Fair Hiring Practices
Using the same screening process for all applicants promotes fairness and reduces the risk of bias during hiring.
3. Comply with Regulations
Many industries in Providence must follow state and federal laws requiring background checks.
For example, employers regulated by the U.S. Department of Transportation (DOT) must complete DOT background checks and DOT drug tests for safety-sensitive positions.
Industries like education, healthcare, and public services often require fingerprinting, criminal history checks, or additional screenings.
The Rhode Island Department of Human Services requires background checks for individuals working with children, seniors, or people with disabilities, including employees, volunteers, and contractors.
Also, if you’re applying to work for a City of Providence office—as an employee, intern, fellow, or volunteer—you’ll need to pass a criminal background check, and serious convictions like murder, sexual assault, or robbery can disqualify you, especially for roles involving children or vulnerable populations.
4. Minimize Negligent Hiring Risks
Skipping a background check can expose a company to legal risk if an employee causes harm.
Conducting thorough screening helps demonstrate due diligence and protects against negligent hiring claims.
5. Build Trust with Clients
Roles that involve sensitive data, personal information, or financial access require a high level of trust.
Background checks help verify candidate reliability and reduce the likelihood of data breaches or misconduct.
6. Protect Corporate Reputation
Employees represent your organization, especially in public-facing roles.
Background checks help prevent the hiring of individuals whose past behavior could damage your brand or customer relationships.
What Information Appears on a Providence Background Check?
The information included in a Providence employment background check depends on the specific searches requested.
However, most checks typically include the following:
Criminal History
A criminal background check may show whether a candidate has any convictions or open criminal cases.
Common information may include:
- Criminal case number
- Jurisdiction
- Date of the offense
- Type of charges
- Offense classification (misdemeanor or felony)
- Case outcome and disposition date
- Sentencing information (if applicable)
Employers should avoid making automatic hiring decisions based solely on past convictions.
Each case should be reviewed to determine its relevance to the role and any workplace safety concerns.
Also, under Rhode Island law, employers may not ask about or consider expunged, sealed, or pardoned records during the hiring process.
Employment Verification
Employment verification confirms the applicant’s work history, such as:
- Previous employers’ names and addresses
- Dates of employment
- Job titles or roles held
This helps validate work experience and may uncover gaps in the candidate’s job history.
Education Verification
Education verification ensures that applicants meet the job’s educational requirements and may include:
- School or institution names and locations
- Enrollment dates
- Degrees or certifications earned
Professional License Verification
For regulated industries, confirming the validity of a professional license is important. These checks generally include:
- License number and current status
- Issue and expiration dates
- Issuing authority
- Any disciplinary actions on record
Identity Verification
Identity verification helps confirm that the report matches the correct individual.
This may include:
- Full legal name and any known aliases
- Previous addresses
- Date of birth
This step may also reveal additional locations to search for criminal or employment history.
Motor Vehicle Records (MVR) Check
For positions that require driving, MVR checks provide valuable insight. These typically include:
- Driver’s license number and license class
- Issue and expiration dates
- Legal name and current address
- Driving violations or traffic offenses
- License suspensions or revocations
MVR reports help confirm that the candidate is eligible and safe to drive for work-related responsibilities.
Know Before You Hire
Laws and Regulations
Federal Laws
Fair Credit Reporting Act (FCRA)
The Fair Credit Reporting Act (FCRA) is a federal law that protects the privacy rights of consumers, including people applying for jobs.
This law governs how consumer information can be collected, used, and shared, including by background check companies that share information with employers.
For positions paying less than $75,000 annually, certain types of information can’t be included in a background report if they are older than seven years:
- Arrests that didn’t lead to a conviction
- Paid tax liens
- Civil judgments or lawsuits
- Chapter 13 bankruptcies (Chapter 7 can still be reported for up to 10 years)
- Accounts sent to collections
Employers must provide job applicants with a clear, standalone disclosure form before conducting a background check.
They are also required to get written consent from the applicant before initiating the screening.
When an employer wants to deny employment based on information in a background check, they must follow the FCRA’s adverse action process.
This process includes notifying the applicant and giving them a chance to respond before making a final decision.
Fair Chance to Compete for Jobs Act
The Fair Chance to Compete for Jobs Act (FCA) applies to federal employers and contractors.
It prohibits them from asking about an applicant’s criminal history until after a conditional job offer has been made.
If an organization violates this law by asking about criminal records too early, it can lose its federal contracts.
Federal agencies are prohibited from contracting with companies that inquire about criminal history before making a conditional employment offer.
The law ensures that applicants are first evaluated on their qualifications rather than their criminal background.
Title VII of the Civil Rights Act of 1964
Title VII makes it illegal to discriminate in hiring based on race, sex, color, national origin, or religion.
The Equal Employment Opportunity Commission (EEOC) enforces this law and provides guidelines on how to use background checks fairly.
Before denying employment based on a criminal conviction, employers must consider the nature of the offense, its relevance to the job, and how much time has passed.
Employers are directed to consider convictions in relation to the specific job duties and workplace safety before basing an adverse hiring decision on that information.
State Laws
Ban-the-Box Law for Private and Public Employers
According to 28 R.I. Gen. Laws § 28-5-7, employers are not allowed to ask applicants about previous arrests or convictions on job applications or before an interview has taken place.
That said, employers in specific fields—such as law enforcement or those regulated by state or federal laws with automatic disqualifiers—may ask about criminal history on their applications.
Cannot Ask About Arrests
Under the same statute (28 R.I. Gen. Laws § 28-5-7), employers are barred from asking applicants about arrests that didn’t lead to convictions, whether on the job application or during or after an interview.
However, employers are permitted to ask about convictions, but only during or after an interview.
Use of Credit Reports
As outlined in 6 R.I. Gen. Laws § 6-13.1-21, employers must notify applicants before requesting a credit report for employment purposes.
If a credit report leads to the applicant being denied a job, the employer must issue an adverse action notice and provide the name and address of the credit reporting agency used.
Social Media Passwords and Access
Under 28 R.I. § 28-56-2, employers may not ask or pressure applicants or employees to share their social media passwords or to log into their accounts in front of the employer.
They also cannot ask for social media account details unless it’s deemed reasonably necessary for an internal investigation.
However, in that situation, the information used must be solely relevant to the investigation.
Expunged Records
Rhode Island law (12 R.I. Gen. Laws § 12-1.3-4) allows individuals who have had their criminal records expunged to legally withhold that information from prospective employers.
However, if the individual is applying for a job in law enforcement, teaching, coaching, early childhood care, or as an attorney, they must disclose the expunged conviction.
Consumer reporting agencies and record keepers are not allowed to release expunged criminal records.
Wage History Inquiries Prohibited
Under R.I. Gen. Laws § 28-6-22, employers are prohibited from inquiring about an applicant’s wage history or using it to determine employment terms.
This law aims to promote pay equity and prevent wage discrimination.
How to Conduct Employment Background Checks in Providence
1. Set a Clear Background Check Policy
Before starting any screenings, create a background check policy that aligns with federal, Rhode Island, and Providence-specific laws.
Your policy should outline which roles require screening, what types of checks will be conducted, and how your HR team will handle each step.
2. Train Your HR Team
Ensure your HR staff understands how to conduct background checks properly.
Provide training on your policy and cover legal requirements, including when checks should be run and how to stay compliant.
3. Give Proper Disclosure and Get Consent
Always provide a standalone disclosure that explains the background screening process.
Then, obtain written authorization from the applicant before starting the check, as required under the FCRA.
4. Choose a Trusted Screening Partner
Work with a reliable background check provider like iprospectcheck to ensure your results are accurate and compliant with all applicable laws.
5. Time Your Checks Correctly
Public-sector employers in Providence must follow the state’s ban-the-box rules.
This means criminal history cannot be requested until after an interview or conditional job offer.
Following this timeline keeps your process compliant and avoids unnecessary checks early on.
6. Match the Screening to the Job
Not all roles require the same level of screening. Customize the background check based on the job’s responsibilities to keep the process efficient and cost-effective.
7. Review Results and Keep Candidates in the Loop
Stay transparent with applicants. Once the results are in, review them carefully.
If you’re moving forward, let the candidate know about the next steps, such as onboarding or a start date.
8. Consider the Context of Convictions
If a background check reveals a conviction, evaluate whether it is related to the job or could impact safety.
Rhode Island encourages employers to use an individualized approach and not automatically reject candidates based on past offenses.
9. Follow the FCRA’s Adverse Action Process
If you decide not to hire someone because of their background check results, you must follow the FCRA’s adverse action process:
- Send a Pre-Adverse Action Notice: Include a copy of the report and let the applicant know what was found.
- Allow Time for a Response: Give the applicant a chance to explain or correct the information.
- Send a Final Adverse Action Notice: If the decision remains, issue a final notice and include a summary of the applicant’s rights under the FCRA.
Get a Providence Background Check with iprospectcheck
Providence is home to a wide range of industries—including healthcare, education, government, and finance—each with its own hiring standards and compliance needs.
At iprospectcheck, we offer accurate, fully compliant background check solutions customized to your company’s specific requirements.
Our experienced team provides thorough, legally sound reports so you can make hiring decisions with confidence.
For more information or a free quote, call us today: 888-509-1979.
DISCLAIMER: The resources provided here are for educational purposes only and do not constitute legal advice. Consult your counsel if you have legal questions related to your specific practices and compliance with applicable laws.
FAQs
How long do background checks take in Providence?
Most background checks are completed within 1–3 business days, though more detailed screenings may take longer, depending on the type of check and the jurisdictions involved.
Can background check results impact a hiring decision?
Yes. Employers may choose not to move forward with a candidate based on the findings of a background check, but they must follow the Fair Credit Reporting Act (FCRA) and complete the required adverse action steps.
How much does a Providence background check cost?
Pricing varies based on the screening package selected and the volume of checks needed. Contact us to receive a custom quote tailored to your organization’s needs.
