“Ban the box” will make it unlawful for California employers with at least five employees to:
- Include on any application for employment any question that seeks the disclosure of an applicant’s
- Inquire into or consider the conviction history of an applicant before the applicant receives a conditional
offer of employment; and
- Consider, distribute, or disseminate information about any of the following while conducting a criminal
history background check in connection with any application for employment: (1) an arrest that did not
result in a conviction, subject to the exceptions in Labor Code § 432.7(a)(1) and (f); (2) referral to or
participation in a pretrial or post trial diversion program; and (3) convictions that have been sealed,
dismissed, expunged or statutorily eradicated pursuant to law.
Under the new law, consideration of an applicant’s criminal history will be permissible only after the
employer has made a conditional offer of employment. Once that offer has been made and the criminal history obtained, it further provides that the employer cannot deny an applicant a position solely or in part because of conviction history until the employer performs an individualized assessment. This assessment must justify denying the applicant the position by linking relevant conviction history with specific job duties of the position sought. In particular, the assessment would have to consider:
- The nature and gravity of the offense and conduct;
- The time that has passed since the offense or conduct and completion of the sentence; and
- The nature of the job held or sought.
The law provides that the employer “may, but is not required to, commit the results of this individualized
assessment to writing.” Once the employer makes a preliminary decision that the applicant’s conviction
history is disqualifying, the employer must notify the applicant of this preliminary decision in writing.
However, the employer is not required to justify or explain to the applicant its reasoning for making the
preliminary decision. But, the employer must:
- Provide the written notice of the disqualifying conviction or convictions that are the basis for the
preliminary decision to rescind the offer;
- Include a copy of the conviction history report, if any;
- Provide an explanation that the applicant has the right to respond to the notice within at least five (5)
business days, and that the response may include submission of evidence challenging the accuracy of the
conviction record, or evidence of rehabilitation or mitigating circumstances or both.
The employer cannot make any final determination based on conviction history during this five (5)
business day period. If the applicant timely notifies the employer in writing that he or she is disputing the
conviction history and is taking steps to obtain evidence to support this, the employer must provide five
(5) additional business days to respond to the notice. The employer must also consider any additional
evidence or documents the applicant provides in response to the notice before making a final decision.
And if the employer ultimately decides to deny an applicant based on the conviction history, the employer
must notify the applicant of this in writing, and include notification of any existing procedure the
employer has to challenge the decision, as well as notification of the applicant’s right to file a complaint
with the Department of Fair Employment and Housing.
Also, recently accepted into legislation is a state-wide ban on employer inquiries to an individual’s salary history.
Your YPP HR team is always working for our clients to refine recruiting processes to ensure compliance with the new laws
prior to their implementation date.