Candidates
Once a candidate signs into their Trac account, they will be able to view their dashboard which provides a full overview of any outstanding tasks, upcoming appointments, and recently updated applications.
Employment check tracking
When an application is moved by HR Shared Services (HRSS) into Offer: Conditional and the pre-employment checks are commenced, the candidate will be able to track the progress of the following checks:
- Identity (ID) check
- Convictions
- Occupational Health (OH) check
- Reference check(s)
Each check will display the Status and the date and time the check was Last updated. Reference check(s) will also display the name of the referee so that the candidate will know which referee may need chasing.
Each check will display a status colour to indicate its progress:
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Status Colour |
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Who is responsible for the check progression? |
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When an employment check has the orange colour, the status on display will indicate that the employment check is with the candidate to complete an action. |
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When an employment check has the teal colour, the status on display will indicate that the employment check is with a third party. For example, you (the employer). |
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When an employment check has reached an end state in the admin system, the check will be marked as complete in the candidate area, designated by the green status colour.
The candidate will need to refer to their pre-employment check update emails for any actions required. |
Recruiting Managers
Throughout the recruitment process, the Recruiting Manager (RM) can view the status of their candidate’s pre-employment checks, 24 hours a day, on Trac.
Within the pre-employment check stage, the Business Services Authority (BSA) HR Shared Service (HRSS) will complete chases and the RM will be copied into these emails to ensure they are aware what pre-employment checks are outstanding for their candidate. The chases will take place.
- Four days after the offer letter was sent. This is classed as the 1st weekly pre-employment check chase.
- Eight days after the offer letter was sent. This is classed as the 2nd weekly pre-employment check chase.
If pre-employment checks are not received after 12 days from sending the Offer letter, HRSS will then escalate this to the RM and further discussions regarding how to proceed will take place between the RM and the local HR Advisory team.
HR Administrator Guidance
To ensure Key Performance Indicators (KPIs) are met, HRSS must issue the pre-employment chaser email to the RM even if they are aware that documentation/checks are being arranged to be completed. For example, the candidate’s proof of address is in the post and will be with our team shortly.
When a candidate queries how their checks are progressing, you should ensure that you complete a full check of the outstanding information rather than the status with the “employment checks” section within the application form in Trac. This is because, on occasion, the checks may appear as “success” indicating all required information has been provided however this is yet to be checked by the HR Administrator dealing with the recruitment of the vacancy.
You will need to check the following prior to providing the candidate with any update.
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All required ID – double check the expiration dates on documents as per the NHS Identity (ID) and Right to Work (RTW) guidance
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References - ensure that the dates provided in the referee’s section of their application match those in their work history of the application
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Professional Regs & Quals – check if this is a requirement of the role and if so that all evidence has been received. If not, has the appropriate waiver been authorised?
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Occupational Health and DBS – These documents should not be uploaded to Trac
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Salary approval – ensure that salary approval has been granted for the vacancy as this should have been done prior to any pre-employment checks carried out