Working with Background Checks

Basics

  • Some staff or volunteer roles require a background check as a part of the application and screening process. MinistryPlatform allows you to store background check information on these individuals. 
  • The Background Checks page is found in the People Lists folder. Ensure only appropriate users have one of the background check or administrator roles to view this information.
  • A default Process can be turned on so that a Background Check that gets returned can get reviewed and determine if it is approved so an approval email can be sent to a staff member.
  • Different Background Check Types ("packages") might exist.
    • If you do not have an integration setup, or you added the Background Check manually from a workflow outside of MP, choose Manual.
    • Best practice is that only Background Checks should be in Background Checks table. However, if you have historical non-background "checks" records on this page, set their respective Background Check Type record to Is Background Check = False so that they are ignored by Background Check specific routines.
  • The latest Background Check details will display on the Participant record for easy searching and view creation while allowing limited Users to access the actual Background Check page.

Integrations

An integration can be set up with the following vendors:

Integration Notes
  • Churches with the integration setup can leverage the Background Check Request CloudTool and Background Check Request Portal page.
  • Churches with the integration setup will have Background Check results returned and updated in their respective Background Check Request records. Checks will come back All Clear = Undefined and require a human to review the report and set as All Clear = Yes/No (unless you integrated with PMM *and* setup adjudication rules with them. 
  • If you have the PORTAL,DownloadBGCheckReports Config Setting set to True, the completed Background Check will be downloaded and attached to the Background Check record. The completed Background Check can also be accessed via the Report URL. (Available October 2018. Retroactive download/attach is also available upon request).
  • If your package includes MVR details, these are not added to the Background Check record, but are available in the report linked (see Report URL) in the Background Check record. They can be recorded in a custom field or table manually, if desired.
  • If your package includes Credit Check details, these are not added to the Background Check record, but are available in the report linked (see Report URL) to the Background Check record. They can be recorded in a custom field or table manually, if desired.

Video Topics: Working with Background Checks

0:49 - Background Checks and Group Roles
1:28 - View - Background Check Needed 
1:53 - Security Roles Pertaining to Background Checks
2:46 - Ways to Add Background Checks
4:20 - Reports Related to Background Checks

Initial Setup

In order to use Background Checks, a SPoC should ensure a few items are setup properly.
  1. Provide Security Roles to appropriate users. To do so, go to Administration > Security Roles and add Users in the Users sub-page of the appropriate Security Roles. The following roles come with your instance of 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.
    • Staff Quick Add: by default, this Security Role does not include Quick Add rights to Background Checks, but you may wish to enable this feature so that staff can use Quick Add to manually create background check records.
    • NOTE: If you want to allow users to access the "Background Check Tool" add that tool to the appropriate security role via the "tools" sub-page.
  2. Set your expiration timeframe. For views to calculate correctly, you need to indicate the number of months background checks are valid before a renewal/re-check is needed. To do so, go to Administration > Configuration Settings and update the MonthsTillBackgroundCheckExpires record.
  3. Indicate which Group Roles require background checks. To do so, go to Church Structure > Group Roles and edit the desired Group Roles to be Background Check Required=True.
  4. Optional: Set up background integration with Secure Search or Protect My Ministry. See Integration Setup for more details.

Adding Background Checks

Depending on your Security Role, you have two options for manually adding Background Checks: either by clicking Quick Add or by going to People Lists > Background Checks > click New. Alternatively, a Background Check record can be created using the Background Check Request Tool.

In either case, here are the Background Check fields you encounter 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.
  • Notes:  Any notes related to this background check. Note: This field is not updated as part of the background check integration; it is only set manually.
  • Theft: If Yes, this type of infraction was reported on the background check. Note: This field is not updated as part of the background check integration; it is only set manually.
  • Drugs: If Yes, this type of infraction was reported on the background check. Note: This field is not updated as part of the background check integration; it is only set manually.
  • Sexual: If Yes, this type of infraction was reported on the background check. Note: This field is not updated as part of the background check integration; it is only set manually.
  • DUI: If Yes, this type of infraction was reported on the background check. Note: This field is not updated as part of the background check integration; it is only set manually.
  • Battery: If Yes, this type of infraction was reported on the background check. Note: This field is not updated as part of the background check integration; it is only set manually.
  • Traffic: If Yes, this type of infraction was reported on the background check. Note: This field is not updated as part of the background check integration; it is only set manually.
  • Other: If Yes, some other type of infraction was reported on the background check. Note: This field is not updated as part of the background check integration; it is only set manually.
  • Background Check Type: The type of Background Check required for this person 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: This section collects and stores the information submitted by the Contact when completing the Background Check request form (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:
    • Jurisdiction:

To see all of Background Checks related to a specific Background Check Type (and/or add multiple background checks into the system manually), go to the "Background Checks" sub-page on the Background Check Type page.

Background Check Views

The following views are available on the Background Checks page. Note that any view related to expiration calculates based on the expiration time frame indicated by a SPoC in Step #2 of Initial Setup.
  • About to Expire: These background checks are about to expire and there is not a more recent one on file for these individuals.  Their background check is within one month of expiration.* The individuals may or may not still be serving.
  • Clear: These background check records were returned without issue or the issue is so minor that the person is still clear to serve.
  • Expired Still Serving: These background checks are expired and the individuals are still serving in some capacity.
  • Not Clear: These background check records were returned with an issue that disqualifies the person from service.
  • Pending: These background checks have not been updated to indicate if the result was clear or not clear.
  • Required: About to Expire: These individuals are serving currently in a Group Role that requires a background check. Their background check is within one month of expiration.*
  • Required: Expired: These individuals are serving currently in a Group Role that requires a background check. Their background check has expired.
  • Required: Valid: These individuals are serving currently in a Group Role that requires a background check. Their background check is still valid.
  • Valid Still Serving: These individuals are currently serving in some capacity. Their current Group Roles may or may not require a background check, but this doesn't matter since they do have a valid background check on file.
  • Submitted Data Mismatch: Helps reconcile information from the Background Check to the Contact record.

*One month is the window provided in the standard system view. Your church may have edited the view for a different, custom window.

Background Check Reports

  • Selected Background Checks: This report is on over 30 pages in MinistryPlatform. Select individual records on any page where individuals are listed in MinistryPlatform. Launch this report to determine whether those selected individuals have a background check.
  • Selected contact reports: There are many reports that are commonly present on MinistryPlatform pages that reflect a direct or indirect link to the Contact record. These include labels, mail merge, directories, phone list and more. These reports are available on the Background Checks page and can be used with a selection of Background Check records.
  • Selected Contact Group Involvement: This report is available from over 30 pages. It can list every Group in which a selected person is currently participating.  The Group record under that person's name on the report is color coded if a background check is required for the role they are performing in the Group. There is a filter to locate individuals who serve in a background check required role and even those whose background check has expired.
Tags: Video

Last Modified: 7/3/2019

Did this article help?
× Thank You for the Feedback