TABLE OF CONTENTS

• Background Check Orders
• Searching
• Advanced Search - Creating a Filter
• Folder Color Indication
• Status
• ETA Tool
• Sorting
• Hiding
• Viewing Results
• Making Decisions
• Where to Upload a Document
• Finding an Authorization/Release Form
• Applicant Actions
• Secure Volunteer/Secure Applicant Actions

Background Check Orders

• To see the progress on current or past background check orders, use the left navigation panel.
• Click Orders>Background Check Orders.
• Depending on the services you have, you may not see all options shown.

Searching

• You can narrow down results shown in many ways.
• Note that the default date range is the last 90 days.  If you need results outside of this range, you can change the date range by clicking in the box.
• To search for results from All Time, choose “Clear.”
• Notice that you can also search by Status.
• Once you have all search parameters that you need, click Search to load the results.

Advanced Search - Creating a Filter

If you commonly use the same search parameters, you can save this as a filter, shown below.

Choose parameters you’d like - Click “Search.”

• In this example I have chosen to clear the date range, Status “Corp Review,” Package name “Standard,” Requestor “Mary Smith.”

Click “Save” to save your parameters.

• You may call this anything you’d like, and can even save it as your Default filter.

Folder Color Indication

• The color of the folder next to each applicant’s name indicates if there is a Hit or if there is No Record in the background check.

Status

• Corp Review/Needs Decision – The background check is complete and is awaiting your decision.
• Pending – The background check is currently being processed.
• Approved – Applicant was marked as “Meets Guidelines.”
• FCRA3/Not Approved – Applicant was marked as “Does Not Meet Guidelines.”

ETA Tool

• The ETA Date is shown in the third column under your Order List.
• This will be updated once we start processing the order.
• The ETA will appear red if it has gone past the expected completion time.
• More information about the ETA can be found by clicking the applicant’s name.

Sorting

• Simply click the Arrows as shown to sort that field in ascending order.
• Click again for descending order.
• By default this is listed by order date, from newest to oldest.
• The order list can be sorted by any of the fields listed:
  • Name
  • Order Date 
  • ETA Date 
  • Package
  • Requestor 
  • Product  
  • Status 

Hiding

• An Administrative user can choose to “hide” results of a background check if they would like to. 
• This can make it easier to find results as only ones that are not hidden will be shown.
• Click the checkbox next to the name, then click the Green Checkmark to hide, you can select multiple at a time.
• To find a “Hidden” result, be sure to choose “Include Hidden” when searching.
• Only completed Background Checks can be hidden.

Viewing Results

• There are two ways to view the results of a background check.
• If the status says “Complete”, "Needs Decision" or “Corp Review” – the result is complete and ready to be viewed.
• Click on the status to open in a new window.

You can also click on the name of the applicant, then choose Report.

Making Decisions

• If your account utilizes Policy Management then you will need to make a decision on completed background checks.
• Open the result and at the top you will find a list of choices.
• Choose if the applicant “Meets” your guidelines or “Does Not Meet” your guidelines, then click CHANGE.
• Only an Administrative user can make the decision.
• Decisions can only be made within 90 days after the background check is completed.  After this, the decision option will no longer be available.

Where to Upload a Document

• Sometimes a document is needed by our Research Team to complete a request.
• If you manually enter a background check order and you would like to keep a copy of the signed authorization form, you may want to save it to the applicant profile.
• Click the applicant’s name, then click “Documents,” then “Add Document.”
• This is the most secure way to provide us documents.   Please do not email any unsecured documents containing Personal Identifying Information (PII) such as Date of Birth, SSN etc.

Finding an Authorization/Release Form

• If you utilize an applicant entry feature such as Secure Volunteer, Secure Applicant, or Applicant Express, you may need access to their signed authorization form.
• To find this form, click on their name under Background Check Orders, look under Account Actions.
• Click View Release.
• In some cases this may also be found under Documents.

Applicant Actions

• A few helpful actions are available by clicking the applicant’s name.
• The Question Mark allows you to easily submit a support request regarding that applicant.
• The Envelope allows you to email the applicant.
• If the applicant has applied through Secure Volunteer/Secure Applicant, an Edit button will be available to allow you to update their email address, or mailing address.

Secure Volunteer/Secure Applicant Actions

You can view the expiration date, resend the approval, add/change a location, and Suspend the account.

Only an account Administrator can suspend a Volunteer and see the reason they were suspended – all other users will only see a notice of suspension.

All items can be found by clicking the name in Aegis.