How to Order Background Checks

We offer two methods to order Background Checks: QuickApp and Longform.

The QuickApp sends a secure email to the User allowing him or her to enter personal information and digitally sign the disclosure form. SSAs are notified when the Background Check process is complete.

The Longform enables administrators to enter User information on the User’s behalf. This option is appropriate for users without an email address or those who are not comfortable with technology. Administrators may collect user information through a printed copy of the Disclosure form available in the Document Library.

To order a Background Check via QuickApp:

1. Click the ‘Background Checks’ tab in the left-hand toolbar.
2. Click ‘Order Background Checks’ in the top left corner.
3. Check the box to the left of the User(s) for whom you want to order a Background Check.
4. Click ‘Select Level’ and choose the Background Check level desired. (Learn more about Background Check Levels here.)
5. Click the blue ‘Order QuickApp’ button. (A pop-up certificate will appear that must be read and accepted before ordering. For more information about this pop-up, click here.)
6. Please see steps 7-12 below.

Users have 14 days to complete the Background Check request before the link expires. A fee is incurred only when the User completes the Background Check request.

Before ordering a Background Check via Longform:

1. Access the ‘Documents’ tab to view the Summary of Forms by clicking ‘Documents’ in the left-hand menu, then ‘Sample Documents’ in the top tab bar. This Summary will list all required documents necessary for the Longform.
2. Print the relevant documents from the Document Library and have the applicant complete them. Once you receive the completed documents, you are ready to order.

To order a Background Check via Longform:

1. Click the ‘Background Checks’ tab in the left-hand toolbar.
2. Click ‘Order Background Checks’ in the top left-hand corner.

3. Check the box to the left of the User for whom you want to order a Background Check.
4. Click ‘Select Level’ and choose the Background Check level desired. (Learn more about Background Check levels here.)
5. Click ‘Longform’ and enter the information from the Disclosure form. (A pop-up certificate will appear that must be read and accepted before ordering. For more information about this pop-up, click here.)
6. Click ‘Submit.’
7. Please see steps 7-12 below.

7. A pop-up will appear with various categories of information to be selected. Each question must be answered to place the order. 

8. Select if the User is an ‘Employee/Volunteer.’ This column will default to the User’s status as listed in the Control Panel. If this status is changed, so is the setting in the User's profile. This status determines the verbiage of the Background Check email and form: either ‘Employee’ or ‘Volunteer.’ 

9. Select whether the User will be ‘Serving Children or Vulnerable Population.’ Please select ‘YES’ if the Applicant is or will be working with or around children (individuals under age 18), individuals with disabilities of any age, or elderly persons. 

10. Select whether the applicant is ‘over 13 years of age.’ 

11. Select if the ‘Applicant Self-Disclosed.’ Check this box only if the Applicant has disclosed information about past (or current) criminal history, or if you are currently aware of any offense committed by the applicant. Do not check this box if no information has been disclosed. 

12. Click the blue ‘Order QuickApp’ button once completed. 

When a Background Check has been completed, the Safety System Administrator must view and take action on the completed Background Check. More information about how to accept or reject a Background Check may be found here. 

Please Note:

It’s extremely important to correctly identify each User as an Employee or Volunteer, as the disclosure form will correspond to the User status.

Once a confirmation message appears, you have successfully ordered the requested Background Check(s).