By Dr. Charles W. Russo | 09/23/2024
In the past, I have served as the background investigator for a county sheriff’s department and a municipal police department. Part of my work involved conducting a police background investigation for each candidate applying for jobs in corrections and law enforcement.
Frequently, job seekers repeatedly asked me the same questions about the investigation process. I determined that clearly, no one had taken the time to explain what is involved in background investigations. While each department may conduct a background investigation a bit differently, there are many common steps that apply to the hiring process for all criminal justice agencies.
Step 1: The Application Process
First, you must decide to submit a complete application for a sworn position with an agency such as a police department. It's also wise to double-check your application for any accidental mistakes.
If an application is incomplete, you may receive a letter saying so, along with another application packet to complete. Within some agencies, the application is logged as incomplete. As a result, you will never hear from that agency again.
If the application is complete when it comes into the office, it is frequently logged into a background investigations spreadsheet. The investigator then starts a folder for your application.
Step 2: Background Investigator Initial Screening Process
The background investigator now gets to work, starting by gathering all your records. If an agency is only considering people who have completed academy training or are enrolled in the law enforcement academy for sworn positions or for civilian roles like traffic control specialists, the investigator will access the state’s law enforcement or corrections record management system.
In Florida, this system is called the Automated Training Management System (ATMS). These databases are utilized to review your employment history and verify state certification.
These records show the background investigator all the agencies that you have worked for in the state (if any) and the reason for separation. The reasons might include voluntary separation, termination, or another reason that is under investigation.
If a record shows “terminated” or “under investigation” the investigator will often contact the agency to determine the cause of separation.
If you are a male, the background investigator will check to see if you registered for the Selective Service. The investigator will then run your name through the National Crime Information Center (NCIC) as well as the state database (e.g. FCIC in Florida) to see if you have any criminal record.
The investigator will also pull your driver license history to check for any violations. If your history runs to more than one page, that is not good. It often indicates a driving under the influence (DUI), suspension, or insurance problems.
The background investigator may track down a background information report. This report includes everything from your property ownership and credit history to relatives and areas where you lived. That information is then compared to your application.
If you’ve served in the military, the investigator will request service records.
If there is a disqualification, the investigator will typically stop the background investigation process and send a “thanks, but no thanks” letter. Disqualifications during background investigations can occur for several reasons:
- You are not certified as an officer.
- You were terminated for cause or are facing termination.
- You failed to register for Selective Service when required.
- You have a criminal history.
- There are problems with your driver’s license history.
- Your report contains discrepancies when it’s compared to your job application.
Step 3: In-Person Interviews with Department Officers
If you pass the screening process, you will move on to the next step of the hiring process. The investigator may start with an oral interview. Typically, the investigator does not participate in the oral interview but may escort you into a room and remain there during the interview.
You will then be asked a series of questions by your interviewers, and they will gauge your communication skills and responses. Your interviewers may consist of several people:
- A line employee such as a police officer or deputy
- A supervisor like a corporal or sergeant
- A manager such as a lieutenant or captain
- Some variation of these ranks/individuals
For the answers you provide, the interviewers will issue a score and a “yes” or “no” response. A “no” means that you’ll gets a “thanks, but no thanks letter.”
A good score and a “yes” means the investigator has more work to do. Afterward, the next step in the background investigation process begins.
Step 4: Reference Checking
A comprehensive background investigation includes checking your references. The investigator will conduct this part of the process by contacting your references, checking your former places of employment, and even reaching out to your neighbors.
The goal at this phase is to confirm the information you self-reported and find out more about you and your character, including work ethics, positive attitude, and reputation.
The investigator will contact the law enforcement agencies where you lived and ask them to check their records for any contacts with you. That investigator will contact all agencies you have worked for – either by phone or in person – and pull your employment records.
This stage requires a lot of work and takes time to complete. The investigator plays a lot of phone tag with people — leaving messages back and forth — and does some driving in some cases. During this phase, the investigator may also drop by and see you without warning to verify how you live.
The investigator may also contact your academy instructors and even your former professors. If the investigator discovers any differences between your application and reality – such as poor employment history – or if the investigator is unable to contact any of your references, then you will receive a “thanks, but no thanks” letter.
Sometimes, investigators may feel that something isn’t right but has not turned up any evidence. When this situation occurs, investigators will dig deeper and deeper until whatever has given them that uneasy feeling is discovered or discounted.
Step 5: Psychological, Medical, and Polygraph Exams
If you have made it this far in the hiring process, consider yourself in really good shape as a job candidate, because the vast majority of applicants do not get to this phase. Now begins the next phase of the process: your psychological exam, drug and medical screening, and polygraph test.
Your psychological exam may be a paper-and-pencil 150+ question test and an interpretation session with a doctor, who will generate a report to the agency. The information provided in the report may vary from a matrix that ranks you in one of three categories (low-risk, medium-risk, and high-risk) to a paragraph that states you are deemed “fit” or “unfit” for the duties, stress, and responsibilities of the position.
Law enforcement agencies want low-risk candidates and will often take a good look at medium-risk scores. They definitely don’t want high-risk candidates.
High-risk individuals have a probability of finding themselves on the front page of the newspaper and not for good reasons. Medium-risk individuals may get on that front page, while low-risk individuals have a probability of being on the front page but for good reasons.
The medical and drug screens are pretty cut and dried; they want to verify that there are no drugs in your system and you will not drop dead tomorrow. The question to be answered is, “Are you able to physically perform the tasks associated with being a sworn officer?”
The polygraph consists of an extensive interview followed by the attachment of sensors to the body. The interviewer asks you a series of questions and observes the results of the polygraph.
If no deception is reported and no new information emerges from this process, you are good to be hired for a position. If the agency has more successful applicants than openings, then a decision is made about who to hire full-time and who may receive offers for reserve/part-time positions.
The Importance of the Lengthy Background Process
You may be wondering why there are such a lengthy and robust background investigations into candidates.
Making informed hiring decisions is very important when selecting qualified candidates for law enforcement roles. It's because anyone entrusted with enforcing the law – such as a police officer or corrections guard – must be held to the highest standards of integrity and professionalism.
That's why law enforcement agencies use various tools to learn as much about their applicants as possible. Evaluating every aspect of an applicant’s background is necessary and a vital step in the selection process.
Surviving the Law Enforcement Application Process
Going through the application process for a law enforcement job is a rigorous and time-consuming process. While each agency handles their hiring a bit differently, the process is generally the same.
Every time a background investigator picks up or handles your application, you run the risk of getting a “thanks, but no thanks” letter. It is very easy to get one of those letters – much easier than it is to successfully make it through the process.
Criminal Justice Degrees at American Military University
The criminal justice programs at American Military University (AMU) provide students with the essential knowledge and skills necessary to pursue a variety of careers in the criminal justice field. Whether you're interested in law enforcement, corrections, forensic science, or criminal investigations, AMU offers a range of degree options developed to meet different professional goals and education needs.
Online Associate of Arts in Criminal Justice
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Online Bachelor of Arts in Criminal Justice
The online bachelor of arts in criminal justice is tailored for students interested in the broader social and theoretical aspects of criminal justice. This degree is suitable for adult learners who aim to understand the societal impacts of crime and the justice system. The curriculum includes courses on criminal behavior, law enforcement, and justice administration, emphasizing the social sciences.
Online Bachelor of Science in Criminal Justice
Our online bachelor of science in criminal justice is designed for students seeking a more technical and scientific approach to criminal justice. This program is ideal for adult learners with a keen interest in topics such as forensic science, digital forensics, law enforcement, and criminal investigations. The curriculum includes courses on criminology, criminal investigations, digital forensics, and forensic science.
Online Master of Arts in Criminal Justice
The master of arts in criminal justice is for professionals who already have a foundational understanding of the field and wish to seek leadership, research, or specialized roles. This degree is best suited for individuals aiming to pursue more senior positions within law enforcement agencies, corrections, or criminal justice administration. The program delves into advanced topics such as criminal justice theory, organizational leadership, and policy analysis, preparing students for strategic and high-level decision-making roles.
For more information about these degrees, visit our criminal justice program page.
NOTE: These degree programs are not designed to meet the educational requirements for professional licensure or certification in any country, state, province, or other jurisdiction. These programs have not been approved by any state professional licensing body and do not lead to any state-issued professional licensure.
Dr. Chuck Russo is the Department Chair of Human Justice/Criminal Justice at American Military University. He holds an associate degree, a bachelor’s degree in criminal justice, a master’s degree in education/instructional technology, and a master’s degree in criminal justice, all from the University of Central Florida. Dr. Russo also earned a doctoral degree in public affairs from the University of Central Florida.
Dr. Russo also serves as the United Nations liaison representing the International Police Executive Symposium. He began his career in law enforcement in 1987 in Central Florida and was involved in all areas of patrol, training, special operations, and investigations before retiring from law enforcement in 2013. Dr. Russo continues to design and instruct courses, as well as act as a consultant for education, government, and industry throughout the world. His recent research and presentations focus on emerging technology and law enforcement applications, officer hiring and retention, post-traumatic stress, agency response to officer suicide, human trafficking, nongovernment intelligence actors, and online learning.
