How to Detect Resume Fraud
By TorontoJobs.ca

Recruiting, hiring and training employees is a significant expenditure for an organization and, as a result, employers need to be aware of the issues surrounding resume fraud prior to hiring a candidate.

This article covers ways that candidates might commit resume fraud and tips to help spot it.

DEFINITION

Resume fraud refers to any act involving fictitious, exaggerated, or misleading information provided on a job application for the purpose of securing a position. Knowingly providing inaccurate information on a resume is fraudulent and cause for dismissal. Dishonesty such as this can have negative, long-term consequences for a person’s present and future career opportunities.

GENERAL TIPS

Fact-check resume
From the beginning of the recruiting process, assume there will be inaccuracies within the resume(s) or job application(s) and set out to verify that information provided by the applicant is accurate beyond a reasonable doubt for any candidate you plan to hire.

Stretched resume dates
Be aware of situations where a candidate who was terminated from a company may extend the length of the employment date on their resume. This gives the impression that they worked for the organization longer than they actually did.

Education
Candidates provide information on schools or universities they are currently attending or, if graduated, the degree obtained. If still attending, ask what level they are at as well as their member or student number. Confirm their membership with the educational institution and whether the individual is in good standing. Ensure that the exact name and address on record with the institution is the same as what appears on the candidate’s resume and enquire about any discrepancies.

Obtain copies of transcripts of completed courses directly from the candidate and match them with the educational institution’s records. Check to ensure the transcripts have not been tampered with.

Reason(s) for leaving
Be especially alert to the reason(s) why the person left their last position. An example such as “It was a mutual decision” is cause for further probing. Ask who called the final meeting and make sure their answer coincides with what the reference tells you.

Consistent experience
Doing work that is either much below or above what their experience is (i.e. years) indicates may be a red flag. Ask their references probing questions to determine the exact nature of the applicant’s responsibilities to ensure experience is accurate.

Compensation confirmation
Compensation can’t always be confirmed by speaking to references since they may not have the information or are reluctant to provide it for privacy reasons. In this situation, request a copy of the applicant’s latest pay slip and/or their most recent T4. If the candidate is not forthcoming with this information, it may be a red flag.

Employment history gaps
Ask questions about gaps in employment or periods of self-employment. Did the candidate deliberately exclude a position from their resume, and if so, why? It could mean they were with the organization for a very short time or they were terminated. If this is the case, you may gain insight into the person’s character or work ethic if you find out why.

Contract positions
When a candidate has worked at a significant number of contracts, it may be difficult for references to verify the dates of employment as contracts may have extended on a part-time basis. Ask the candidate and references questions to clarify.

How did the candidate hear about the position?
If the candidate heard about your position from someone else, try to make contact with that person to see what they know about the applicant and the reasons they were referred to your organization.

Take notes during the interview
Taking notes will help you keep track of what the candidate tells you verbally and can later help identify any inconsistencies in information that you receive from references or others in your organization who interview the candidate(s).

Interview availability
Generally, applicants who are working are limited in their availability for interviews (i.e., early morning, or later in the day). It’s a red flag if candidates say they’re still working but are available any time you want to meet them.

Who knows the candidate?
Check out the candidate’s network on a social networking site such as www.LinkedIn.com (if applicable) to find out if there’s anyone you know and trust in their network that might be able to give you an honest reference.

Keep a copy of the resume
After you’ve hired an employee, keep a copy of their resume, application form and your interview notes in their personnel file for easy reference at a later date if necessary. There may be a fact that comes out after hiring that requires a review of the information previously provided.

Get a copy of ID
Ask for and retain a copy of the employee’s identification (e.g., driver’s license and SIN card) in their personnel file. Ensure that the name and address on the ID matches what is on their resume. This may also help resolve any issues later where a candidate is using a different name on their resume.

REFERENCE CHECKING TIPS

Speak with direct managers
A candidate who has something to hide might not give you the name/phone number of their direct manager which will require you to dig a little deeper for this information.

To get the reference you need, ask the candidate for the direct managers’ names and their most recent positions. You may be able to track them down through a Google or LinkedIn.com search, or directly from the company’s receptionist at their last known workplace.

It’s important not to settle for references who were only peers of the candidate. While peers can give a unique perspective of the candidate’s work, more often these are friends and as a reference source they may provide limited value.

Third parties
Using a third party to do background checks and/or references can save you time and provide objectivity to your reference checking.

Take your time
Don’t rush the reference and fact-checking process. This is one of the most important parts of the hiring process, so a thorough check is important to ensure you are on the right track to hiring the best candidate.

Sign-off from candidate
Ask the candidate to complete an application form with employment information as well as a release stating that you can do any reference, credit, criminal or other background checks as required. Also, make it clear in the application form that any information that is false can be cause for dismissal. Look for concern, hesitation or qualification by the candidate on signing off or any references the candidate asks you not to contact. This process should be adhered to regardless of the person’s title, experience or seniority. When there is sign-off, there is greater assurance that the candidate has provided accurate information.

Check references thoroughly
Ask references thorough questions including: dates of employment, position title, reason(s) why the candidate left the position, attendance, punctuality, and written/oral communication. Look for any inconsistencies in what the candidate has told you in comparison to what the reference says.

Contact their current employer
To verify the candidate is still working at their current employer, phone the company and ask for them. Phone from a private name/blocked call if necessary, or spell their name on the telephone directory to ensure they are still employed by the organization.

Outdated Reference Letters
Be cautious of candidates who only provide outdated reference letters (e.g. more than 10 years old) and nothing more recent.

CONCLUSION

Being skeptical from the start will help you stay alert to the possibility of resume fraud. As much as you want to trust everyone you meet, there are too many examples of people not being forthright on their resume. It is good business sense for an organization to err on the side of caution rather going through the costly practice of hiring someone and finding out down the road that they are unqualified or unsuitable for the position for which they’ve been hired.

Although the suggestions above are not completely fool-proof, they should give you some direction on how to identify resume fraud and save yourself issues later on.

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