T81 Pre-start clearance checklist
Pre-start clearance checklist
The six items Varden Pay requires before anyone starts, tracked for the two Copperline placements accepted for October 13, 2026, so nobody starts with an item missing. Prepared by Rafael Delaney, senior recruiter at Copperline Talent, for the Varden Pay onboarding lead and for Beatrix Ferraro, delivery director. Copperline collects the items and chases the gaps. The Varden onboarding lead validates each item and authorizes clearance. Item status as of Tuesday, September 29.
Sample template: the firm, people, clients and figures are fictional.
Where the 12 items stand
Each start needs the same six items, so the two starts hold 12 in all. Ten are in and two are missing. Candidate names and personal details stay in the secure placement record. This page shows item status only, and identifies each start by role.
Live example from the Dashboards app, shown with Varden Pay's demo data. Block dates move forward each week, so they can differ from the sample dates on this page.
The six required items
| Item | What Varden accepts | Start A, backend engineer, ledger services | Start B, cloud platform engineer |
|---|---|---|---|
| Background check result | Vendor result, run on a consent form with correct personal details | ||
| Right to work | Document check completed and recorded | ||
| Information security policy | Signed acknowledgment | ||
| Data handling policy | Signed acknowledgment | ||
| Signed contract | Placement agreement signed by the candidate and Copperline | ||
| Certification copy | Copy of the certification named in the role requirements |
The two starts side by side
Role. Backend engineer, ledger services, at Varden Pay. Items are collected by Rafael Delaney.
- Background check result. Received Sep 22. Owner: Rafael Delaney.
- Right to work. Received Sep 21. Owner: Rafael Delaney.
- Information security policy acknowledgment. Received Sep 23. Owner: Varden onboarding lead.
- Data handling policy acknowledgment. Received Sep 23. Owner: Varden onboarding lead.
- Signed contract. Received Sep 24. Owner: Beatrix Ferraro.
- Certification copy. Received Sep 25. Owner: Rafael Delaney.
Next. Nothing is outstanding. The Varden onboarding lead validates the six items and authorizes clearance by Thursday, October 8.
Role. Cloud platform engineer, at Varden Pay. Items are collected by Rafael Delaney. Beatrix Ferraro owns the start-date risk.
- Right to work. Received Sep 22. Owner: Rafael Delaney.
- Information security policy acknowledgment. Received Sep 24. Owner: Varden onboarding lead.
- Data handling policy acknowledgment. Received Sep 24. Owner: Varden onboarding lead.
- Signed contract. Received Sep 25. Owner: Beatrix Ferraro.
- Background check result. Missing: the vendor cannot finish until the date of birth on the consent form is corrected. Owner: Rafael Delaney, with the candidate.
- Certification copy. Missing, not yet sent. Owner: Rafael Delaney, with the candidate.
Next. Corrected consent form back by Fri Oct 2, certification copy by Mon Oct 5, then validation before the Oct 8 decision.
Start B is missing the background check result and the certification copy
The background check vendor needs a corrected date of birth on the consent form before it can finish. Rafael Delaney has asked the candidate to correct the form, and the certification copy has not arrived. Beatrix Ferraro owns the start-date risk. Consequence: Varden requires all six items, so if both are not in and validated by Thursday, October 8, Start B cannot begin on Tuesday, October 13, and Beatrix agrees a new start date with Anders Sundqvist.
How one clearance item moves
An item counts as received once it is in, and as cleared only after the Varden onboarding lead has validated it. The Start B background check sits in Returned: the form came back with a wrong date and must be corrected before the vendor can run it again. Missing means an item is still in Requested or Returned.
stateDiagram-v2
[*] --> Requested
Requested --> Received: Candidate supplies the item
Received --> Returned: Item has an error
Returned --> Requested: Candidate corrects and resubmits
Received --> Validated: Varden onboarding lead accepts it
Validated --> Cleared: Counted toward the six
Cleared --> [*]
Start-date decision
Varden's rule is that nobody starts with an item missing. The decision is taken at the Thursday hiring sync on October 8: clear both starts, or agree a new start date with Anders Sundqvist for any start that is not clear.
The gates below show the approvals this hiring program depends on. Clearance for the two next starts stays at waiting until both starts are authorized.
Live example from the Dashboards app, shown with Varden Pay's demo data.
How to use this template
Keep one checklist for each group of starts. List the items the client requires, record the date and owner of every item, and decide each start date before the day it falls due.
| Variable | Meaning | Required |
|---|---|---|
{{client.name}} | Client organization the placements start at | Required |
{{start.rows}} | Each start with role and start date | Required |
{{clearance.item_list}} | The items the client requires, in order | Required |
{{clearance.received_rows}} | Each item with received date and owner, by start | Required |
{{clearance.missing_list}} | Items still missing, with owner, cause and consequence | Required |
{{start.risk_owner}} | Person who owns the start-date risk | Required |
{{decision.date}} | Date the start-date decision is taken | Optional |
If a required value is missing, show Needs review in its place and hold the checklist; never fill it with a guess. If the placement record cannot be read, show Unavailable instead of the item status. Keep candidate names, dates of birth and document numbers out of the page.
The live Dashboards blocks on this page show the Varden Pay demo profile. Point each block at your own client's profile, or remove it, before you share the page.