Managing candidates through pre-employment checks (vX)
The process for recruiters to review and record the progress of pre-employment checks in Civil Service Jobs vX.
Dashboard overview
Go to the dashboard and the Pre-employment checking tab. This tab shows action buttons and a chart showing the number of candidates at key statuses.
The Candidates at pre-employment checks button shows a table with all candidates at their current status, with their status for each check.
To access a candidate’s application summary, double-click the application record. Outstanding checks will appear as buttons at the top of the page.
In most cases, there are two possible outcomes for each check:
- Check passed
- Refer to risk assessment - this allows details to be reviewed on a case-by-case basis
Some checks have an additional option of Check failed.
Assigning candidates who are ready to check
Candidates can be assigned to team members, either individually or in bulk. This can be useful for moving a candidate through the different checking stages.
Assigning multiple candidates
- List applications, and select candidates to assign.
- Select Bulk Actions and Update Selected Rows.
- Select Candidate Assigned To.
- Select your team member from the list.
- Update Items.
Assigning individual candidates
- Find the candidate record and go to the Application Forms tab.
- Select the Flags form.
- Update the Candidate Assigned To field.
- Submit.
Right to work check
The right to work check is usually completed before starting other checks.
- Go to the candidate’s Application Summary. Their status should be Right to Work Check Available.
- Select the Right to work checks form button.
- Select Compare Another Form to display the interview form.
- Complete the Right to Work form based on your organisation’s ID requirements policy.
- Submit.
There are three possible outcomes:
- Pre-employment checks status - candidate has passed the right to work check.
- Right to work check - failed status - you can move the candidate to Right to work check failed - candidate informed, and the candidate will be emailed.
- Right to work checks - Awaiting Documentation status - sends automatic email saying they will be contacted by the vacancy holder to discuss ID requirements. You must contact the vacancy holder separately with details of the missing information.
Once any missing documentation has been provided, you can complete the check.
Remaining checks
After the right to work check is complete, you can proceed through the remaining checks. The combination of checks required will depend on how the vacancy is set up, whether a candidate is already a civil servant, and your departmental policies.
See Selecting pre-employment checks for vacancies and candidates for details of how to request checks.
Criminal record check
Basic Disclosure and Barring Service (DBS) checks
Where the candidate is required to complete a basic criminal record check for a job based in England or Wales, there will be a DBS Form button.
- Go to the candidate’s Application Summary. Their status should be Pre Employment Checks.
- Select the DBS Form button.
- Select Compare Another Form to display another form - such as interview form to check ID documents
- Complete the DBS form and Submit. This sends the candidate’s information to DBS for processing.
- Go to the Criminal Record Check form and record dates
You can review the DBS check status on the applications summary tab at any time. It will be updated as soon as results are returned from DBS.
All other criminal record checks
For checks with Disclosure Scotland, Access NI or Standard/Enhanced DBS checks, there is a Criminal Record Check button.
You can record how checks are progressing by adding notes in the form.
Employment history and references
Employment History Check (using PAYE)
If you have direct access to the HMRC PAYE system, or if you commission Government Recruitment Service to provide this service, you can use the Employment History checking form.
Where a PAYE check outcome is References required the system will automatically email referees the candidates has provided.
References
The following guidance is for vacancies from December 2023 onwards, where candidates will have completed a Verifying your history page in their pre-employment check form.
Emails will be automatically sent to referees, either after the PAYE check if references are required; or where the employment history check is not used, when the application reaches the pre-employment check status.
Candidates should have informed their referees prior to providing their details, so any of the referees can be contacted. For vacancies created before 13 December 2023, you should check the candidate’s pre-employment form to confirm whether the candidate has given consent for each referee to be contacted.
Referees can be reminded using the Issue/reissue reference buttons and the button will disappear if the referee has provided a response.
Once the referees have submitted their reference forms, they will be visible as Referee 1 form, Referee 2 form, and Referee 3 form in the Application forms tab of the candidate’s Application Summary.
The Review Returned References button lets you review references, track progress, and enter an outcome.
References for vacancies created before December 2023 will remain visible in the References tab.
Previous Civil Service employment
The Review previous Civil Service employment button allows you to review details of earlier employment, track any requests for further information, and enter an outcome.
If the outcome is Failed, the candidate will be automatically rejected.
Internal Fraud Check
The Internal Fraud Check button allows you to track progress and enter the outcome of an internal fraud in government check.
If the outcome is Failed, the candidate will be automatically rejected.
Overseas history
The Overseas history button allows you to review details of the candidate’s time overseas, track requests for further information, and enter an outcome.
If the outcome is Failed, the candidate will be automatically rejected.
National Insurance Number Check
This check is displayed if a candidate indicates they do not have a national insurance number. The National Insurance Number Check button allows you to track requests for further information and record the outcome of this check.
If the outcome is Failed, the candidate will be automatically rejected.
Self employment
The Self Employment form allows you to review details, record dates when further information was requested, and enter the outcome.
National Security Vetting (NSV)
The NSV form allows you to track dates and progress of National Security Vetting.
If the outcome is check failed, the candidate will be automatically rejected.
Bankruptcy
The Bankruptcy form allows you to review details and enter the outcome.
If the outcome is check failed, the candidate will be automatically rejected.
Health Referral
The Health Referral form will only appear if you need to refer the candidate to a health check provider. You can track the referral process on the form.
If your organisation uses a different health check form for candidates, you can choose to use the recruiter form only. This can be set on the vacancy.
Pensions
The Pensions form is not a check, but allows you to establish which pension scheme the candidate should have.
When details have been updated by a recruiter, the form is marked as Passed.
Civil Service Employee Transfer Process - Security check review
After accepting a provisional offer, Other Government Department (OGD) candidates will move to the Security Checks Decision Required status. The vacancy holder will be asked to confirm whether a Criminal Record Check and/or a National Security Vetting check is required at this point.
The vacancy holder should use the latest guidance on transferring staff across departments and agencies when making their decision.
If checks are required then:
- The candidate will be asked to complete their employment checking forms
- The recruiter will be able to manage the checking progress in the usual way
Additional non-standard check
This option allows recruiters to add a named non-standard check and use the dashboard to track the candidate’s progress alongside the standard checks. The outcomes are passed, failed, or refer to risk assessment.
Candidates are not provided with online forms for this check, so the recruiter will need to send them any relevant forms or information separately.
Once the check is underway, the candidate will see the name of the check in their application centre and their progress update emails.
Employment checking outcomes
Once all forms have been completed, the candidate will change status to either:
- Checks complete - decision required - when all checks have passed
- Reject - pre-employment checks - when an essential check was failed
- Review Risk Assessment - when one or more checks did not pass but circumstances can be reviewed
When all checks have passed
The candidate status will be Checks complete - Decision required.
- The Pass checks button will open an email template to the vacancy holder which you can edit and upload attachments.
- Select Send Correspondence.
- The candidate will be automatically informed that the checks are complete, and the vacancy holder will receive your detailed email.
If your vacancy is using an online New Entrant Notification (NEN) form, the candidate will move to Onboarding - complete NEN status.
If you are not using an online NEN, the candidate will move to the Agree Start Date status.
When one or more checks have failed
Some checks have a possible outcome of Check Failed. For the following checks, this will mean that the candidate is automatically rejected and will be sent an email:.
- Previous Civil Service employment (including internal fraud)
- Overseas
- Bankruptcy
- National Security Vetting (NSV)
The candidate will be at the Reject - Pre-employment checks status.
Risk assessment
If any checks have not passed, and the candidate has not been automatically rejected, their status will be Review risk assessment and an email will automatically go to the vacancy holder.
Select the Review Risk Assessment Form button to show each check’s outcome and any comments from the other forms.
The vacancy holder will review the comments and record their decision on how to proceed.
If they select Make an Offer, the candidate status will change to Risk Assessment - Ready to appoint.
Select the Pass Checks button, and edit the email to the vacancy holder. An automatic email will be sent to the candidate informing them that their checks have been completed.
If the vacancy holder selects Failed pre-employment checks, the candidate status will change to Risk assessment failed and the candidate will be notified automatically that their checks have failed.
Help and support
Contact the Product and Support Team if you have a technical problem: [email protected].
Updates to this page
Published 21 February 2020Last updated 15 December 2023 + show all updates
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Referee forms and an updated process apply to employment history check and references.
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Added details for Additional Check.
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Added new sections for National Insurance Number Check and Internal Fraud Check.
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Replaced guidance on the Transfer of Staff Data Form with details for Civil Service Employee Transfer Process.
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First published.