Instruction Guide. General Information Services (GIS) equest+ Ordering and Viewing Process. Client Name Here. Account Manager s Info:

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1 Instructin Guide General Infrmatin Services (GIS) equest+ Ordering and Viewing Prcess Client Name Here Accunt Manager s Inf: Every applicant n which yu are running a backgrund must fill ut an authrizatin. This is a requirement BEFORE yu run any type f backgrund reprt. The signed authrizatin must be kept n file with yur rganizatin. GIS will cntact yu directly if we are in need f a cpy f the signed authrizatin. If needed, the authrizatin can be sent via fax t PASSWORDS: Each user has a unique User ID and Passwrd Immediately upn receipt f yur passwrd, please change it within the equest+ system Passwrds must be at least 6 alpha-numeric characters and is case sensitive Fr security reasns, never give yur passwrd t anyne Passwrds will expire every 90 days SECURITY: Fr security reasns, the website times ut after 20 minutes Please d NOT use the back arrw n yur brwser bar If an invalid User ID r Passwrd is prvided, equest+ will prvide the fllwing errr message User ID/Passwrd des nt match. Please re-enter. After 3 invalid attempts, equest+ will lck the User ID. Please cntact yur accunt manager t have yur User ID and Passwrd reset. T Order a Backgrund Reprt 1. G t website address: 2. At the equest+ SIGN ON Screen: Enter yur USER ID and PASSWORD and click GO. General Infrmatin Services (GIS) Instructin Guide inf@geninf.cm p g 1

2 Instructin Guide 3. At the NOTIFICATION AND ACCESS SECURITY REQUIREMENTS screen: Yu will nly see this screen ne time per day when yu first lg int equest+. Click AGREE. General Infrmatin Services (GIS) Instructin Guide p g 2

3 Instructin Guide 4. At the BULLETIN screen: Will alert yu t any ptential impacts t yur backgrund screening prgram Click NEXT. At the MAIN NAVIGATION: Click ORDER REPORTS TO SUBMIT ELINK ( ) FOR APPLICANT ENTRY OF BACKGROUND 5. At the JOB CLASSIFICATION SCREEN chse the apprpriate package/jb class and click NEXT. 6. At the ORDER REPORTS: SERVICE MENU Select Submit elink in upper right crner Click n + befre SCREENING SERVICES t see the prducts rdered fr this applicant. Click Next 7. At the IDENTIFICATION INFORMATION screen enter all infrmatin requested. General Infrmatin Services (GIS) Instructin Guide inf@geninf.cm p g 3

4 Instructin Guide Type the FIRST NAME, MIDDLE (if prvided), LAST NAME. Enter applicant s address 8. At the ORDER CONFIRMATION screen, review the infrmatin n this screen carefully. If changes need t be made t a particular screen click EDIT make the changes and click n RETURN TO CONFIRM. Once yu click PROCESS ORDER yu cannt g back t crrect any infrmatin. If an errr is detected after yu have mved n t the next screen cntact yur Accunt Manager fr assistance. 9. Once a request has been accepted, yu will see ORDER SUCCESSFULLY SUBMITTED FOR: Recrd the WORK ORDER n the applicatin frm fr future reference. Click VIEW REPORT RESULTS t see the details f the reprt that have been cmpleted. Click REQUEST NEW ORDER t enter anther request. Click RETURN TO MENU t return t the main EQuest+ screen. OR TO SUBMIT MANUALLY 10. At the JOB CLASSIFICATION SCREEN chse the apprpriate package/jb class and click NEXT. 11. At the ORDER REPORTS screen Enter the SUBJECT S SSN. REQUESTED BY shuld cntain yur apprpriate User ID. Admitted t a criminal recrd, if Yes is selected, the entry fields will be brught up n a subsequent screen. Please prvide as much detail as the candidate prvided t yu. Date f Crime (MM/DD/YYYY) Arresting Agency / Jurisdictin State Descriptin f Charge SPECIAL INSTRUCTIONS. If we are searching a criminal histry in Puert Ric, please prvide the applicant s mther s maiden name here. Click n + befre SCREENING SERVICES t chse the prducts yu will need fr this applicant. Click NEXT if the subject s SSN is either invalid r n the Death Master Index yu will be brught t an errr message screen, and yu can cntinue if yu chse t d s. If yu see SSN validatin errr, verify the number with the applicant; if the applicant indicates that is their crrect number, d NOT cmplete the rder fr the backgrund reprt. Instead Direct applicant t the lcal Scial Security Administratin (SSA) ffice t get cnfirmatin the number prvided is their number have applicant return with written cnfirmatin f their number frm the SSA. When the applicant returns with written cnfirmatin, rder the backgrund. General Infrmatin Services (GIS) Instructin Guide inf@geninf.cm p g 4

5 Instructin Guide If yu enter a scial security number that has been previusly entered within the last 400 days, yu will be prmpted yu are attempting t rder a duplicate. If yu click next yu will ver-ride the duplicate prmpt and incur expenses fr an additinal backgrund. If yu see a duplicate, click n the case number and yu will have a cpy frward pp-up bx display. Click Cpy Frward the screen will disappear and yu will be back at the duplicate screen. At the bttm f the screen, yu shuld see a nte that indicates case t cpy frward: and a case number. When yu click next the infrmatin that was previusly keyed in (n the previus case number) will cpy frward s that yu dn t have t re-key all f the infrmatin again. 12. At the IDENTIFICATION INFORMATION screen enter all infrmatin requested. At the bttm f the screen, yu will see RETRIEVING NAME AND ADDRESS. INFORMATION CLICK REFRESH TO LOAD AVAILABLE RESULTS. Click REFRESH. Once the NAME AND ADDRESS INFORMATION appears, yu may chse any f these that may apply t the applicant regarding their name r date f birth. The infrmatin chsen will fill in bxes f infrmatin r yu may type the FIRST NAME, MIDDLE, LAST NAME. DATE OF BIRTH: mmddyyyy (n slashes the system will add thse autmatically) REFERENCE 1 Open and Available fr Yur Use REFERENCE 2 - Open and Available fr Yur Use When rdering an MVR, please prvide DRIVERS LICENSE # and State f Issuance. The fllwing states require MVR authrizatins t be cmpleted and n file at GIS. PA must have specific PA authrizatin cmpleted until PENDOT has yu setup electrnically. AK must always have specific AK authrizatin NH must always have specific NH authrizatin WA the standard authrizatin the applicant is currently signing is acceptable Once yu have cmpleted the data entry fr applicants with DL numbers in these states, please recrd yur case number, and fax the authrizatin t Click n ADD. The infrmatin will ppulate belw. Yu may add as many states as necessary. ALSO KNOWN AS (AKA: E.G., ALIAS, MAIDEN) - t be used fr criminal histry searches. Enter any ther names that the applicant may have been knwn as. Criminal searches will be cnducted under each name. Click NEXT. 13. At the ADDRESS INFORMATION screen --- GIS will search each jurisdictin yu prvide at the level chsen (cunty, federal, statewide). Please prvide and/r select all addresses the applicant has used in the last 7 years. COUNTRY: United States is pre-selected. If anther applies, click n the drp dwn area fr selectin. General Infrmatin Services (GIS) Instructin Guide inf@geninf.cm p g 5

6 Instructin Guide ADDRESS: enter the applicant s address infrmatin as prvided n the applicatin frm r yu may select an address frm the ADDRESS DATABASE SEARCH RESULTS t fill in this infrmatin. CITY, STATE, ZIP: enter the apprpriate infrmatin in the required fields. PREVIOUS ADDRESS(ES): t be used fr criminal histry searches. Enter any additinal addresses the applicant has prvided r yu may select address frm the ADDRESS DATABASE SEARCH RESULTS t fill in the infrmatin. Click NEXT. 14. At the EMPLOYMENT HISTORY screen (if applicable) enter all infrmatin requested belw. Please prvide all emplyment histry fr the last 7 years. EMPLOYER NAME: enter the same infrmatin that is prvided n the applicatin frm. CONTACT: check YES r NO as indicated n the applicatin frm. EMPLOYMENT DATES: Frm - enter beginning date f emplyment as MMYYYY (n slashes the system will add thse autmatically) T - ending date f emplyment. ADDRESS: enter the same infrmatin that is prvided n the applicatin frm. CITY, STATE, ZIP: enter the same infrmatin that is prvided n the applicatin frm. SUPERVISOR S NAME & TITLE: enter any infrmatin prvided n the applicatin frm. PHONE: enter the same infrmatin that is prvided n the applicatin frm ALTERNATE PHONE: enter the same infrmatin that is prvided n the applicatin frm EMPLOYEE ID: the applicant s emplyee ID number, please prvide if yu have the infrmatin. DEPARTMENT ASSIGNED: the department the applicant was assigned t, please prvide if yu have the infrmatin. COMPANY WEBSITE: the website f the cmpany the applicant wrked fr, please prvide if yu have the infrmatin. JOB TITLE: enter the applicant s jb title that is prvided n the applicatin frm PAY RATE: enter the same infrmatin that is prvided n the applicatin frm (select hur, annual r mnth). REASON FOR LEAVING: enter any additinal infrmatin t be verified r leave blank. COMMENTS: enter any additinal infrmatin. Click ADD ADDITIONAL EMPLOYER buttn t add additinal emplyment histry Click NEXT t prceed t the next step in the rdering prcess. Once yu have cmpleted the data entry fr applicants where yu are rdering emplyment, please recrd yur case number, and fax the authrizatin t At the EDUCATION HISTORY screen (if applicable) enter all infrmatin requested. Please prvide all schls yu wuld like t have the applicant s attendance and/r graduatin verified. EDUCATIONAL INSTITUTION NAME: enter the infrmatin prvided n the applicatin. General Infrmatin Services (GIS) Instructin Guide inf@geninf.cm p g 6

7 Instructin Guide TYPE: select the level that applies t the institutin. ATTENDANCE DATES: please enter the date f attendance. NAME ATTENDED UNDER: enter FIRST NAME and LAST NAME as it is prvided n the applicatin frm. The system will default t the primary name as prvided during data entry, yu may chse t change that name if yu knw the name under which the applicant attended. If yu are unaware f the name the applicant utilized, please leave as it defaults. EDUCATIONAL INSTITUTION LOCATION: CITY/STATE: enter the same infrmatin that is prvided n the applicatin frm. DEGREE RECEIVED: check YES r NO as indicated n the applicatin frm COMMENTS: enter any additinal infrmatin. Click ADD ADDITIONAL EDUCATIONAL INSTITUTE buttn t add additinal institute infrmatin. Click NEXT t prceed t the next step in the rdering prcess. Once yu have cmpleted the data entry fr applicants where yu are rdering educatin, please recrd yur case number, and fax the authrizatin t At the PROFESSIONAL CREDENTIALS screen (if applicable) enter all infrmatin requested: TYPE OF CREDENTIAL TO CONFIRM: please select the apprpriate credential. If nne are applicable, please chse ther. Please define which type f credential yu wuld like t have searched in the pen text bx next t ther. STATE: please select the state in which yu wuld like t have the credential cnfirmed. If there is mre than ne state, please click add additinal credentials at the bttm f the screen and prvide the additinal infrmatin. LICENSE NUMBER: please enter the applicant s license number. ADDITIONAL INFORMATION: please enter any additinal infrmatin regarding this verificatin. Click ADD ADDITIONAL PROFESSIONAL CREDENTIALS buttn t add an additinal credentials. Click NEXT t prceed t the next step in the rdering prcess. 17. At the REFERENCES screen (if applicable) enter all infrmatin requested: FIRST NAME, MIDDLE, and LAST NAME: please enter the reference s persnal infrmatin ADDRESS: enter the reference s address infrmatin. CITY, STATE, ZIP: enter the reference s address infrmatin. RELATIONSHIP: please enter whether it was a business r persnal reference this will direct GIS as t what type f questins t ask the reference. KNOWN FOR HOW LONG: please indicate hw lng the applicant has knwn the reference. HOME PHONE / WORK PHONE: prvide the cntact number fr the reference. ADDRESS: prvide the address fr the reference. Click ADD ADDITIONAL REFERENCE buttn t add an additinal reference. General Infrmatin Services (GIS) Instructin Guide inf@geninf.cm p g 7

8 Instructin Guide Click NEXT t prceed t the next step in the rdering prcess. 18. At the ORDER CONFIRMATION screen, review the infrmatin n this screen carefully. If changes need t be made t a particular screen click EDIT make the changes and click n RETURN TO CONFIRM. Once yu click PROCESS ORDER yu cannt g back t crrect any infrmatin. If an errr is detected after yu have mved n t the next screen cntact yur Accunt Manager fr assistance. If the applicant s current address was selected as CA, OK, r MN, there will be a COPY APPLICANT check bx n this screen. When selected, this signals GIS t send a cpy f the reprt t the applicant regardless f the utcme. ***Please keep in mind GIS will search criminal recrds in all f the residential lcatins yu prvide under all f the name(s) yu prvide during data entry. Yu are charged per jurisdictin, per name.**** 19. Once a request has been accepted, yu will see ORDER STATUS Order Successfully Submitted fr: Recrd the WORK ORDER n the applicatin frm fr future reference. Click VIEW REPORT RESULTS t see the details f the reprt that have been cmpleted. Click REQUEST NEW ORDER t enter anther request. Click RETURN TO MENU t return t the main EQuest+ screen. Once yu have cmpleted the data entry fr applicants where yu are rdering emplyment r educatin, please recrd yur case number n the authrizatin frm, and fax the authrizatin frm t Prir t the cmpletin f the reprt yu can view the status f the reprt by fllwing the T View a Backgrund Reprt instructins belw. WORK IN PROGRESS Saving an Incmplete Order (fr prcessing at a later time) 1. T save while in prcess At the bttm f each screen, there will be ADD TO INCOMPLETE LIST buttn. Selecting this ptin will allw the user t save the infrmatin frm previus screens up t and including the screen they are currently wrking n. 2. T return at a later time t the infrmatin yu previusly saved Chse INCOMPLETE ORDERS LIST frm the MAIN NAVIGATION. This will bring yu t the INCOMPLETE ORDER QUEUE. This list will include nly the requests yu specifically rdered and saved as incmplete (it will nt bring back incmplete requests placed by ther users). General Infrmatin Services (GIS) Instructin Guide inf@geninf.cm p g 8

9 Instructin Guide The user will be prvided with 2 ptins SELECT - Yu can chse select t cmplete the request. The system will autmatically bring back the screen(s) nt previusly cmpleted. In additin, yu will still be able t make changes t previusly cmpleted screens. REMOVE - If yu n lnger need t cmplete the request, click remve. BE CAREFUL, it will nt prmpt yu fr a cnfirmatin. Once yu click remve, it is remved. Reprts will be held in the GIS system fr 14 days (10 business days) befre being autmatically deleted. TO VIEW A BACKGROUND REPORT 1. G t website address: 2. At the EQUEST+ MAIN MENU Screen: Enter yur USER ID and PASSWORD and click GO. 3. At the NOTIFICATION AND ACCESS SECURITY REQUIREMENTS screen: Yu will nly see this screen ne time per day when yu first lg int E+. Click Agree. 4. At the BULLETIN screen: Will alert yu t any ptential impacts t yur backgrund screening prgram. Click Next. 5. At the MAIN NAVIGATION menu: Click VIEW Reprts. 6. T view a single reprt, select ne f the fllwing criteria: Enter the WORK ORDER, the LAST NAME, r the SSN in the apprpriate field. Click GO. Last Name will pull any backgrund rdered within the last 30 days with that name. Wrk Order and SSN will pull any backgrund rdered with that wrk rder number r with that scial security number n matter when it was rdered. 7. T view a list f reprts, yu can srt by: REQUESTED BY - enter User ID r leave blank t view all reprts yu have access t view. REFERENCE 1 - Open and Available fr Yur Use REFERENCE 2 - Open and Available fr Yur Use DATE(S) REQUESTED r DATE(S) COMPLETED enter date ranges in the apprpriate fields. General Infrmatin Services (GIS) Instructin Guide inf@geninf.cm p g 9

10 Instructin Guide VIEW REPORTS PENDING A FINAL DECISION allws a list t be pulled f all backgrunds that are graded as a Review and need t have a final grade f PASS r FAIL attached t them. VIEW REPORTS PENDING A PROGESSIVE ORDERING DECISION allws a list t be pulled f all backgrunds that have been suspended and are awaiting a decisin f prceeding t the next tier r stpping the backgrund. VIEW UNVIEWED COMPLETED BACKGROUND REPORTS allws a list t be pulled f all cmpleted backgrunds that have nt yet been viewed. REPORT STATUS - select a categry frm the pull-dwn menu. REPORT DISPOSITION select a categry frm the pull-dwn menu. SORT LIST BY - select a categry frm the pull-dwn menu. Click GO. BATCH VIEW PRINT allws yu t print in a batch s that yu d nt have t g int each case individually t print. This will allw printing fr up t 50 cases n 1 screen. If yu pull mre than 50 cases, please chse the next ptin in the bttm right hand crner f the screen t pull the next 50. Once the backgrunds pull up, please allw the system t fully generate the reprt(s) prir t clicking the print ptin. 8. T view details f the reprt (if yu are authrized t d s): A list f names matching yur criteria will display. Click n the name f the candidate whse infrmatin yu wish t see. Yu will be able t view the details f the reprt. In the event yu see the ppup windw belw, it means the backgrund reprt cmpleted mre than 120 days ag. By clicking Certify and Cntinue, yu are indicating yu will NOT take adverse actin against the individual withut first either speaking with yur accunt manager r rdering a new backgrund reprt. Selecting An Actin 9. Open Attachments: Any paperwrk that is supplied t GIS frm the applicant (ie W-2s, Paystubs, etc) will be available t be viewed in the E+ system. General Infrmatin Services (GIS) Instructin Guide inf@geninf.cm p g 10

11 Instructin Guide Click n the specific attachment yu wish t pen and the attachment shuld display. 10. Hire / N Hire -- Hw t let GIS knw t release the On Hld and cntact the current emplyer (if yu are authrized t d s): GIS will put the current emplyer n hld when the emplyer is marked as current and GIS is asked nt t cntact. When thse tw cnditins are in place, GIS will mark the current emplyer as n hld and will nt cntact until instructed t d s. A dialg bx will appear, prviding the belw ptins. By clicking HIRE yu are indicating t GIS t verify the current emplyer. When DO NOT HIRE is selected, GIS will clse the backgrund and will NOT verify the current emplyer. Yu will nly be prmpted fr the Hire / D Nt Hire ptin when the backgrund is clsed and is graded as a Pass r as Review / Pass. 11. Cmments: Yu may make any cmments yu wuld like fr this reprt bth while the reprt is n-ging and when the reprt is cmplete. Nte these cmments are fr yur reference nly. GIS will nt review these cmments. They will nt be sent t the applicant in the event f adverse actin. Hwever, shuld this backgrund g t curt, the reprt in its entirety including these cmments will be made available. 12. Custmer Grade: Yu may change the grade t Pass, Fail, r N Grade Yu will be prmpted fr cmments where yu may chse t make a nte f the actin yu tk and why. These ntes will nt be sent t the candidate in the event f adverse actin. Hwever, if the backgrund is subpenaed, the cmments yu made will be included. If GIS is handling the adverse actin letters n yur cmpany s behalf: By chsing fail, yu are signaling GIS t begin the adverse actin prcess. The packet cntains: A cpy f their cmpleted backgrund. A summary f their rights under federal law A dispute frm t cntact GIS. If the candidate chses t dispute the accuracy f the reprt, please refer the individual t GIS. The cntact infrmatin is lcated within the packet f infrmatin the candidate received in the mail frm GIS. General Infrmatin Services (GIS) Instructin Guide inf@geninf.cm p g 11