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Background Checks

Adding Background Checks

Depending on your Security Role, you have two options for adding Background Checks.

You can go to People Lists > Background Checks, and click New to add a record and enter the information. Or, use the Background Check Request Tool.

To see all of the Background Checks related to a specific Background Check Type or manually add multiple background checks, go to Lookup Values > Background Check Types, and click the Background Checks tab.

Background Check Fields

Here are the Background Check fields you may see when adding a Background Check.

  • Background Check For: The person the background check is for.
  • Requesting Ministry: The Ministry that requested the background check.
  • Background Check Started: The date the background check record was created.
  • Background Check Submitted: The date the background check is submitted to be processed.
  • Background Check Returned: The date the background check is returned, thus signifying that the background check is fully processed.
  • All Clear: If Yes, the person is cleared to serve. Note: This field typically is set by a person reviewing the returned background check. If you have a background check integration configured, in some cases, it might be set automatically by "adjudication" rules you configured with your background check provider.
  • Reference Number: A reference number generated by your Background Check vendor to identify this request.
  • Background Check Url: The URL of the returned and completed response from your Background Check vendor. Navigate to this URL to view the Contact's background check results. The Ordered By person listed in the report will be the User that initiated the request via the Background Check Request Tool.
  • Background Check Type: The type of Background Check required for this person is based on your state and ministry position.
  • Background Check GUID: A system-generated GUID that can be used to direct a Contact to complete the Background Check request form on the Portal.
  • Background Submission (Protect My Ministry/Secure Search Integration only): This section collects and stores the information submitted by the Contact when completing the Background Check request for (except for SSN) in the event that your state requires you to reproduce a version of the electronic form. Fields might include: First Name, Middle Name, Last Name, Maiden Name, Date Of Birth, Gender, Race, Address Line 1, City, State, Postal Code, Digital Signature, DL Number, DL State, and Jurisdiction, etc.
  • Background Check Expires: Explicit date the Background Check expires. Set night by a routine based on Background Check Types, but can be set manually.

The following fields are not updated as part of the background check integration; they are only set manually.

  • Notes: Any notes related to this background check.
  • Theft: If Yes, this type of infraction was reported on the background check.
  • Drugs: If Yes, this type of infraction was reported on the background check.
  • Sexual: If Yes, this type of infraction was reported on the background check.
  • DUI: If Yes, this type of infraction was reported on the background check.
  • Battery: If Yes, this type of infraction was reported on the background check.
  • Traffic: If Yes, this type of infraction was reported on the background check.
  • Other: If Yes, some other type of infraction was reported on the background check.
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Last updated: July 12, 2024