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Background Checks

Initial Setup for Background Checks

A guide for SPoCs on what to set up to use Background Checks.

  • Add Users to the appropriate Security Roles. The following roles come with MinistryPlatform. You may want to copy and edit them as appropriate for your environment:
    • Administrators: Full rights to Background Checks.
    • Full Rights No Stewardship: Full rights to Background Checks.
    • Background Checks Full Rights: Full rights to Background Checks.
    • Background Checks Read Rights: Read-only rights to Background Checks.
    Note: To allow Users to use the Background Check Request Tool, add the tool to the appropriate Security Role on the Tools tab.
  • Set your expiration time frame. This ensures your Views calculate properly.
  • Indicate which Group Roles require Background Checks. If you require Background Checks for certain Group Roles, Users added to those roles must submit a Background Check.
  • Optionally, set up a Background Check integration with Active Screening Faith, Protect My Ministry, or BIS.

Add Users to Security Roles

Grant specific Users certain permissions using Security Roles.

  • You must be a SPoC to do this.
  1. Go to Administration > Security Roles.
  2. Click the Security Role you want to add Users to.
  3. Click the Users tab.
  4. Click the Actions button and select Add Users.
  5. Select the User(s) you want to add to this Security Role.
  6. Click Add.

The User(s) you selected display on the Security Role's User tab. These Users now have the permissions this Security Role grants.

Set Background Check Expiration

Enter the number of months a Background Check is valid before you require individuals to submit a renewal or re-check.

  • You must be a SPoC to do this.

Make sure your Users have updated Background Checks to protect your members, comply with reporting laws, mitigate liability risks, and ensure they have necessary qualifications to succeed in their roles. In this example, we want our Background Checks to expire after three years, so 36 months.

  1. In the Advanced menu, go to Administration > Configuration Settings.
  2. Click the COMMON, MonthsTillBackgroundCheckExpires configuration setting.
  3. Click Edit Record.
  4. In the Value field, enter the number of months a Background Check is valid.
    36
  5. Click Save.

Any Background Checks that exceed the value you entered will expire, and your Users must renew or submit a new Background Check.

Require Background Checks for Group Roles

Establish which Group Roles must submit Background Checks.

  • You must be a SPoC to do this.

You may want to require certain Group Roles to submit Background Checks, such as children's ministry teachers, while you may not need other Group Roles to submit Background Checks, like children's class members.

  1. In the Advanced menu, go to Church Structure > Group Roles.
  2. Click the Group Role.
  3. In the General tab, click Edit Record.
  4. Under Background Check Required, establish whether the Group Role requires a Background Check.
    • To require a Background Check for this Group Role, select Yes.
    • To not require a Background Check for this Group Role, select No.
  5. Click Save.

If you required a Background Check for the Group Role you selected, Users added to that Group Role must submit a Background Check.

MinistryPlatform

Last updated: September 12, 2024