You're using iCIMS for your hiring flows, and you face a key question: how does this platform handle job-related checks on people, and what legal rules come with it? This guide breaks down iCIMS's check features, walks through how the process works, and addresses the legal scene you can't afford to ignore. Whether you're starting checks from scratch or refining your current process, you'll find the hands-on insights and legal framework you need to move forward with confidence.

Does iCIMS Do Background Checks?

iCIMS does not conduct checks itself. Instead, the platform connects with outside vendors that perform the actual checks. In fact, these vendors must be Consumer Reporting Agencies (CRAs) as defined by the Fair Credit Reporting Act (FCRA), 15 U.S.C. § 1681a(f).

This approach allows iCIMS to focus on tracking job seekers while giving you freedom to choose expert check vendors that meet your legal and review needs.

The setup means you'll select a partner from iCIMS's market, connect it to your iCIMS account, and then, after getting proper approval from people, start check requests from their profiles. As a result, this setup creates a unified flow where hiring teams can manage the entire process, including checks, without moving between many systems.

Most iCIMS clients choose their check vendor based on factors like job-sector needs, budget, time goals, legal tools, and data quality. In addition, the platform supports links with many vendors at once, which is quite useful for groups with different needs across places or job types.

How Long Does an iCIMS Background Check Take?

The timeline for checks started through iCIMS depends on the vendor you're using, the type of review you've ordered, and legally required waiting times.

Report Delivery Times:

Most standard job-related checks take between two to five business days for the report to be done and sent, though this varies notably:

• Simple checks: Identity checks and multi-state database searches often return results within 24 to 48 hours
• Full checks: County court searches, job history reviews, school reviews, or license checks usually require three to seven business days
• Global checks: Can take much longer, sometimes extending to two or three weeks depending on the countries involved

Factors Affecting Timelines:

Several factors influence timeline changes beyond just the review type:

• Court response times vary by area; some counties provide online records quickly while others require manual access
• Schools and previous bosses may take several days to respond to requests
• If a job seeker disputes data in the report, the CRA must conduct a new review, which extends the timeline
• Database matching issues or common names may require extra steps

Adverse Action Waiting Periods:

If you intend to take adverse action based on results, federal law (and many state laws) requires a waiting period:

• FCRA rule: After giving pre-adverse action notice (which includes a copy of the report and Summary of Rights), you must allow the person a fair time to respond—typically a minimum of 5 business days
• State rules: Some states mandate specific waiting times that may be longer (e.g., California's fair chance laws, New York City's 5-business-day minimum for hiring choices)

Planning Tip: Build at least 7-10 business days into your hiring timeline when checks are needed, accounting for both report delivery time and any required adverse action waiting periods. For the same reason, for roles requiring global checks or in areas with extended fair chance steps, allow 3-4 weeks.

What Kind of Background Check Does iCIMS Do?

iCIMS makes possible whatever type of check your chosen vendor offers, since the platform itself doesn't control review scope. In other words, the specific checks you can access depend on which vendor you've linked with your iCIMS account.

Common Screening Options:

Most FCRA-compliant CRAs available through iCIMS offer these review options (subject to legal limits):

• Criminal history searches: County court searches, state searches, federal court searches, and multi-state database searches (note: no complete "national" criminal database exists for job checks; what vendors call "national searches" are grouped databases that are partial and should be paired with county-level searches)
• Job history review: Proof of work history, dates, titles, and sometimes reasons for leaving
• School review: Proof of degrees, licenses, and time spent
• License review: Proof of active licenses and papers
• Credit history reports: Only where legally allowed (see limits below)
• Motor vehicle records (MVR): For driving roles
• Drug test setup: Sample handling and results reporting
• Global sanctions and watchlist searches: OFAC, global sanctions lists
• Social Security number check and address history: Identity proof

How Thorough is iCIMS Background Check?

The depth of checks done through iCIMS depends on the vendor you select, the specific package or services you set up for each role, and the quality of the vendor's data sources and search methods.

Understanding "Thoroughness":

Screening depth involves several parts:

1. Scope: How many types of checks are included
2. Geographic coverage: How many areas are searched for criminal records
3. Data source quality: How current, accurate, and complete databases are
4. Check methods: Direct source proof vs. database-only searches
5. Search approach: Depth and backup of search processes

Common Screening Tiers:

Most vendors offer tiered packages:

Basic packages usually include:

• Multi-state database searches (grouped criminal records from many states, but not complete—these databases are partial and often contain old data)
• Social Security number check
• Identity proof
• Address history

Important note: Multi-state database searches (sometimes sold as "national" searches) are NOT complete. In fact, they group records from many sources but miss many county records, may contain old data, and are not updated in real-time. Moreover, the FBI's National Crime Information Center (NCIC) database is not available for most job checks. As a result, for higher-risk roles, database searches should be paired with direct county court searches in areas where the person has lived, worked, or attended school.

Mid-tier packages usually add:

• County-level criminal court searches (direct searches of court records in specific counties, more reliable and current than database searches)
• Job history review (direct contact with previous bosses)
• School review (direct contact with schools)

Full packages usually include:

• All mid-tier parts
• Federal court searches
• License proof
• Credit reports (where legally allowed and job-relevant)
• Global checks (where applicable)
• Reference checks

Provider Quality Factors:

The actual depth depends heavily on your vendor's:

• Data sources: Quality and coverage of database partners
• Court researcher networks: Access to local staff for county court searches
• Proof response rates: Ability to get timely responses from bosses and schools
• FCRA processes: Steps for ensuring accuracy and handling disputes
• Credentials: Professional Background Screening Association (PBSA) approval or similar badges

Accuracy and Error Rates:

All checks have limits:

• Public records may contain errors, old data, or mismatches (common names)
• Database searches have higher error rates than direct source proof
• The FTC estimates millions of credit reports contain errors; check reports also have accuracy issues
• People have rights under FCRA to dispute wrong data

Compliance Affects Thoroughness:

Legal rules may limit screening depth:

• Lookback limits restrict how far back searches can go
• Ban-the-box laws may delay when criminal searches can be done
• Certain records (sealed, expunged, arrests without charges) cannot be reported even if found
• Privacy laws limit what data can be obtained and reported

Selection Recommendation:

Evaluate vendors based on:

• Database coverage and source quality
• Methods for county court searches
• FCRA processes and tools
• Dispute handling steps
• Customer service and support
• Clear pricing and turnaround times
• Legal tools matching your area needs

In summary, the link with iCIMS doesn't affect screening quality or depth—that is set by your chosen vendor's abilities and methods.

Who Does iCIMS Use for Background Checks?

iCIMS maintains a market that includes numerous check vendors rather than picking a single official partner. This market approach allows you to select the vendor that best meets your specific needs.

Each vendor (see GCheck) offers different features, pricing models, packages, coverage areas, and legal tools.

Advantages of Integrated Background Check Workflow:

Using expert check services (see GCheck) through iCIMS offers several benefits:

1. Unified interface: Recruiters can order checks, receive results, and maintain legal records within the ATS they use daily
2. Reduced manual data entry: Data flows on its own between systems
3. Audit trail maintenance: Automatic records of when approvals were obtained, reports ordered, results received, and notices sent
4. Legal workflow support: Quality vendors offer tools to help manage legally required processes
5. Consistent processes: Standard steps across hiring teams

However, you remain ultimately responsible for legal rules. Automated tools assist with legal steps but do not replace understanding legal needs and ensuring proper steps are followed. Therefore, automated flows should be reviewed by legal counsel to ensure they meet current rules in all applicable areas.

LEGAL & COMPLIANCE

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31 Jan 2026 • by GCheck Editorial Team

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