Basics

• Requires a background check integration with Active Screening Faith, Protect My Ministry, BIS, or Verified First.
• The Background Check Request Tool works with the Platform and a background check provider to facilitate and automate the creation, completion, and execution of Background Checks.
• With the Background Check Request Tool, you can:
  • Create Background Check records.
  • View the status of background check records, which include:
    • No Previous Background Check
    • Waiting on Background Check (BC record created, waiting to be submitted)
    • Submitted (BC submitted for processing)
    • Waiting on Review (BC results returned, but could not be auto-cleared either because adjudication is not configured or there is a problem that requires human review/intervention)
    • All Clear (BC on record with All Clear = Yes)
  • Complete a Background Check request form on behalf of a Contact (e.g. from a paper form).
  • Email Contacts a link to the Background Check request form to complete.
• You can launch the Background Check Request Tool from an open record or from a selection of records on the Contacts, Participants, or Background Check pages.
• If a Contact has a Background Check with the same Background Check Type that is already "Processing" or in "Current Checks", you'll see a warning message when you click Create Background Requests. This helps prevent duplicate checks. However, you can bypass this if there is a valid reason for requesting a new check.
• If a Contact appears on a tab multiple times, it is not a duplicate. This indicates that they have multiple Background Checks of different Background Check Types that fall into that category.
• Read the article on Background Checks to ensure that you know how MinistryPlatform handles background check records.
• All Background Check Types are currently available in the drop-down regardless of if "Is Background Check" is set to Yes or No.
• The data in the Background Check Request form is transmitted to the background check provider, and the Background Check record is updated accordingly.
• After the background check has been processed, the results are automatically returned to MinistryPlatform and the Background Check record is updated accordingly. A PDF of the completed Background Check is attached to the Background Check record.
• You can track Background Check Errors using one of two views on the Background Checks page:
  • Fix: All Errors
  • Fix: Errors Last 7 Days
• The Background Check Request Tool is a great way to allow ministry staff to review the status of Background Checks without giving them access to the Background Check record (and all the details therein).

Initial Setup

SPoCs should review and configure the following Configuration Settings:

• COMMON BackgroundCheckUrl: The URL for your Background Check vendor.
• COMMON BackgroundCheckProvider: Your church's Background Check vendor. If NULL, background checks cannot be completed and you will see an error indicating that no provider is configured.
• COMMON BackgroundCheckUsername: The username of your account with your Background Check vendor.
• COMMON BackgroundCheckPassword: The password of your account with your Background Check vendor.
• COMMON MonthsTillBackgroundCheckExpires: An integer value representing the number of months after which a servant needs a new background check. The starting default value is 12 months.
• COMMON BackgroundCheckTestMode: Specifies whether or not background check is to be sent in 'Test' mode. This value should always be set to 'false' unless requested by support.
• COMMON BackgroundCheckTemplateID: The ID of the Message template to be used when sending Contacts a link and details requesting they complete the Background Check request form on the Portal. Available merge fields are based on the Background Check page and normal Contact Fields. Do not modify the link included in this email.

SPoCs can grant access to this tool via the normal process.

Use the Background Check Request Tool for BIS, Active Screening Faith, or Protect My Ministry

1. From the Contacts, Participant, or Donor page, launch the tool on its own, from an open record, or from a selection of records. Click Tools > Background Check Request Tool.
2. Review the Contacts in your selection including their Background Check Status (displayed by status):
   • No Checks: Contacts who don't have any Background Check records.
   • Processing: Contacts who have a Background Check record in progress that is not complete.
   • Current & Expired Checks: Contacts who have a completed Background Check record.
3. Create a new Background Check record from the No Checks tab or the Current & Expired Checks tab:
   1. Select Contacts.
   2. Choose the Background Check Type.
   3. Choose the requesting Ministry (optional).
   4. If a county Background Check Type was chosen, select the appropriate State and County.
   5. Click Create Background Requests.
      Note: You are only charged for a background check once the record is sent (or filled out on behalf of the Contact) and the "Submit" button is clicked. There is no charge for creating a background check record.
4. Complete your Background Checks using one of the following methods:
   1. Fill out the form on behalf of the Contact (for example, they filled out a paper form with the required information and consent).
      1. Find the Contact you're filling the form out for on the Processing tab.
      2. Choose Fill Out Form, and fill out the form with the provided information.
      3. Submit the form.
   2. Send an email to the Contact asking them to complete the Background Check request form. (If you use BIS, an email is sent automatically, so don't worry about this step. If needed, you can log in to BIS to resend an email.)
      1. Select the Contacts to email on the Processing tab. Can't find the Contact you're looking for? Confirm you've created the Background Check on the No Checks or Current & Expired tabs. If the Contact is still not showing up, confirm you have an email on record for the Contact.
      2. Click Send Email(s).
      3. An email with a link using the template defined in the COMMON BackgroundCheckTemplateID Configuration Setting will be sent to the Contacts. (No login or password is required for the recipient to use this link. All known information will be auto-filled.)
5. To view submitted or complete forms, click Review/Print Form to open the form attached to the related Background Check record.
6. Close the Background Check Request Tool.

Use the Background Check Request Tool for Verified First

1. From the Contacts, Participant, or Donor page, launch the tool on its own, from an open record, or from a selection of records. Click Tools > Background Check Request Tool.
2. Choose the desired options (Background Check Type and Requesting Ministry).
3. Select Submit Request. The Submit button will be greyed out until a selection has been made.
4. Read and acknowledge the Certification of Use message. The background check requests will be automatically created in the Platform.
5. Close the Background Check Request Tool.

Outside of the Platform:

• Verified First receives information from the Platform and sends an email with a Background Check Request form to the individuals selected in the Tool.
• Participants receive the email, sign the disclosure agreement, sign authorization, and submit the form.
• After receiving the authorization, Verified First runs the background check.
• Once the background check is run, go into your Verified First client portal and acknowledge the background check results.
• Verified First returns the results to the Platform, and the Background Check and Participant records are updated.
• The Background Check routine runs that night to:
  • Set the Background Check Submitted field (if it's empty and All Clear = 1) to the Background Check Started Date.
  • Set the Background Check Returned field (if it's empty and All Clear = 1) to the Background Check Submitted Date.
  • Update the Background Check Expires field using either the Months Till Expires value from the Background Check Type record OR the Months Till Expires value from the COMMON MonthsTillBackgroundCheckExpires configuration setting (if the value from the Background Check Type is empty). This value is added to either the Background Check Returned date OR the Background Check Submitted date (if the value from the Background Check Returned is empty) to set the Background Check Expires date.
    

Video Topics

0:08 - Initial Setup
0:52 - Launching the Tool
1:47 - Filling out the Form Online
2:10 - Background Checks Page