How to initiate a background check from an e-invite
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SEND THE E-INVITE TO YOUR CANDIDATE • Enter the candidate’s email address in the E-Mail Address field and click Invite to send an electronic consent form.
• The system automatically populates your name and email address. Enter in the applicant’s first and last name and confirm the email address. (applicant will receive the email from ‘
[email protected]’) • Choose bill to if you have multiple locations. • Choose Work Force Direct Work Flow (WFD). Consent Plus (default)– most commonly used, it will collect all required Personal and Verification information along with the consent. Consent Basic – collects the basic consent with SSN, DOB and address history. • Choose job position and screening package. Charge type only will default to client being invoiced for the background check and you may also choose a bill code if desired. • If a product needs to be ordered that is not part of the package, choose the product from the a la carte drop down menu. • Optional Check the Collect Form SSA-89 box to send the SSA-89 form required for clients who use SterlingBackcheck’ SSN Verification product. Please note: the system is set up to automatically send out the consent form and application form together. You will only need to check these boxes if you only need to send the applicant only ONE of the forms if there is a special circumstance. • Optional If your applicant does not have a SSN you can click on Insert PIN. www.sterlingbackcheck.com This document is the property of SterlingBackcheck and is for internal distribution only. It has been developed and distributed solely for the use of SterlingBackcheck employees.
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• Select a document from your system or one uploaded in our Documents library to attach it to the e-invite. • Enter comments to be included in the email to the candidate using the Enter any comments or additional instructions for the applicant. Enter private notes for your view only in the Enter any comments or notes for yourself box.
CANDIDATE’S E-INVITE PROCESS • The applicant will receive the e-invite via email. They will click on Click here to Begin in blue to start the e-invite process.
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• The candidate will be taken to a portal where they will Create Account and put in their email address that the invitation was sent (alternate email address cannot be used). The applicant can then create a password and click on create account.
• The applicant is prompted to complete the fields below. Once completed, they will choose Next to move forward to the next screen and complete the rest of the form.
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• Example of Electronic Signature page for Disclosure and Authorization
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INITIATING THE BACKGROUND CHECK • For manual order submittal, The user who sent the e-invite is notified via email when the consent form is ready and a background check can be initiated. • If your account is set to ‘auto-order’ when completed, you will receive an email confirming order submission. Please disregard below steps.
• Locate the applicant name in the Ready section under E-Invites. Click on the number or Ready link.
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• Select the candidate’s name from the list.
• Click Create to initiate the check.
STEP 1 OF 3 • Bill To, Job Postion, Screening Profile, and Bill Code(if required) fields will be auto populated based on the selection in the e-invite. You may change if needed. • The system will default to send email notifications to the user submitting the order in the SterlingBackcheck system. If you would like to send the completed report, ETA (Estimated Time of Arrival) emails, or orders with the status of consider to another authorized user in your organization, please provide their email addresses in the space provided. • Click Next to continue.
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STEP 2 OF 3 • The information from the e-invite will pre-populate on the Applicant Information page. • Click Next to proceed or Back to edit the previous screen.
STEP 3 OF 3 • The Address History page will display all addresses located through the SSN Trace. If the applicant has lived in a city/county which does not appear in this list, you may add it by entering the zip code or city and state and clicking Add Address. You have the option to Remove an address when the source is multi-county-zip or user provided. If the source is SSN, you will not have the option to remove the address on this step since the address is received from the SSN Trace. PLEASE NOTE: You will have the option to delete any searches after you draft the order on the Screening Order Editor page. • The Alias Names section will display possible alias names associated with the applicant. Check the box to order additional searches using selected name(s). If the same name appears multiple times, it should be selected only once. PLEASE NOTE: If you choose to run alias searches, additional charges may be incurred. • Click Draft Order to proceed or Back to edit the previous page. www.sterlingbackcheck.com This document is the property of SterlingBackcheck and is for internal distribution only. It has been developed and distributed solely for the use of SterlingBackcheck employees.
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SCREENING ORDER EDITOR / SUBMIT THE ORDER • Review the applicant information and confirm that all the information is accurate. If anything is inaccurate click Edit Order Info to return to the applicant information page and make any necessary changes. • Add additional information for our Client Service teams in the Order Notes section. • The applicant’s disclosure & authorization form and other documents supplied by the applicant electronically will be uploaded to the attachment section. You may optionally upload any other pertinent documents to the order. PLEASE NOTE: You can only upload a .tiff or .pdf file. To upload additional documents (such as a degree or pay stubs), click Action next to the Attachments heading.
• All searches should show Ready to Submit. If a search is showing a status of Needs Data, you will need to click on the blue Edit button to the left of the search to provide the information that you would like verified.
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• If you see criminal searches stating Needs Data, this message could mean the date of birth in the system is not a valid date.
• After reviewing the applicant information and the searches requested, click the Submit button to submit the order.
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SCREENING HOMEPAGE • On the SCREENING home page, you can locate orders in your account by the applicant’s last name, SSN, Billcode, Profile, or a-la-carte, located in the Look in drop-down list. You can also search orders by selecting “Completed,” “Created,” or “Ordered” in the Order drop-down list, then entering the applicable date range. • Click on status folder hyperlinks to view orders in a particular status.
COMPLETED REPORT • After clicking on an applicant name, choose View Detail to review the background check report • When a search is completed, we score the searches automatically. Below is a breakdown of what each status means. • Clear: Negative information was not found. • Consider: A match or discrepancy was found. • Unperformable: We were unable to process your request. A reason will be provided in the notes. • Pass: The result meets your hiring criteria. • Adverse Action: The result does not meet your hiring criteria. (For clients that have chosen to pay us to apply their scoring matrix to the results) • Hold: The result is placed on hold for client review and the pass/ adverse action decision based on the information in the search. (For clients that have chosen to pay us to apply their scoring matrix to the results)
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• If a completed background check includes supporting documentation attached to the report, you can click on the blue link under the verified information to open the PDF document.
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ADVERSE ACTION The FCRA (Fair Credit Reporting Act) indicates that before taking adverse action, the consumer must be given a “pre-adverse action disclosure”. If the candidate believes any information on the consumer report is incomplete or inaccurate, they may contact SterlingBackcheck within five business days and dispute the information. SterlingBackcheck has a dedicated Dispute Resolution team on-site and the contact information is provided on the letter.
The Adverse Action process includes: 1. Decision to not hire/promote the candidate based off of the consumer report. 2. Send out the Pre-Adverse Action Disclosure. If they do not dispute the information within five days, send out the Final Adverse Action Notice.
The Pre-adverse Action Disclosure includes the following items: 1. The Pre-adverse Action letter 2. A copy of the background check (consumer’s report) 3. A copy of the Summary of Rights under the Fair Credit Reporting Act 4. If appropriate, a copy of the State Summary of Rights”
The Adverse Action Notice includes the following items: 1. The Final Adverse Action letter 2. A copy of the Summary of Rights 3. If appropriate, a copy of the State Summary of Rights
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• After reviewing the report and deciding whether or not to continue with the hiring process, you have the option to Pass, Adverse Action or Archive the background check. PLEASE NOTE: A Pass selection does not imply a requirement to hire. It will simply change the background check order score within your system, indicating the background check has passed your hiring criteria.
VERY IMPORTANT The Fair Credit Reporting Act requires that you initiate Adverse Action on any applicant or current employee who will not be hired based on the results of a consumer report.
• A selection of Adverse Action will take you to the Adverse Action screen. • Select the Reason for Disqualification from the list of order components and input any additional comments (if necessary) • Click Managed to have the process managed by SterlingBackcheck. The process is date stamped within the order. • Click Do-It-Yourself to manage the process yourself. The SterlingBackcheck system will email the Adverse Action instructions and template letters to you. You will be responsible for mailing them to the applicant and the process will not be tracked in the SterlingBackcheck system.
www.sterlingbackcheck.com This document is the property of SterlingBackcheck and is for internal distribution only. It has been developed and distributed solely for the use of SterlingBackcheck employees.
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