Enter Background Check Request

Transcription

1 DFPS Enter Background Check Request A step-by-step guide for Designated ABCS Representatives Department of Family and Protective Services 1/29/2015

2 Enter Background Check in ABCS This tip sheet will show you how to enter a Background Check in ABCS. All background checks for volunteers and staff alike must be entered online in the ABCS system. Additionally, a CASA staff member or volunteer must have a cleared and current background check before he or she can request access to the Case Connection application: Background Check Request Case Connection Access Obtain Access to Case Information Use Case Connection Roles This tip sheet is for the CASA local organization's Designated ABCS Representative, who enters the background check request into ABCS. Procedure 1. Obtain completed form from the person who needs a background check (i.e., the background check "subject"): - DFPS Background Check: Information Collection Form for CASA Employees / Volunteers 2. Open your browser and enter the website address of the ABCS login page: 3. The ABCS Provider Login screen appears: v 2.0 Page 1 of 15

3 4. Enter "User ID" and "Password", and then click the Login button. Field User ID Password Definition Enter your User ID Enter your password 5. The ABCS Main Page screen appears: v 2.0 Page 2 of 15

4 This screen displays information related to your local CASA organization and User ID information. This screen also displays the history of background checks that have already been requested. Field Resource Name Resource ID Contract ID Address User ID User Address Definition Auto-populated; "Casa Background Checks" Auto-populated; Identifying number CASA contracts Auto-populated; Identifying number for local CASA organization Auto-populated; address of the Designated ABCS Representative Auto-populated; User ID of the current user Auto-populated; address associated with local organization's ABCS account v 2.0 Page 3 of 15

5 Field Select an Action Background Check Online History Table Definition Click on the hyperlinks to perform the following actions: - Submit a CASA background check - Change your password - Manage account history After Background Checks requests have been submitted, the history is available on this table. This list can be sorted by any column in the table. 6. Click the Submit a CASA background check hyperlink. 7. The ABCS CASA Background Check Request screen appears: v 2.0 Page 4 of 15

6 Let's review the screen in sections. v 2.0 Page 5 of 15

7 Field Request Background Check Resource Name Resource ID Contract ID Address Definition General information about Background Check process. Also contains information about how to identify required and conditionally required fields Auto-populated; "Casa Background Checks" Auto-populated; Identifying number CASA contracts Auto-populated; Identifying number for local CASA organization Auto-populated; address of the Designated ABCS Representative v 2.0 Page 6 of 15

8 8. Enter the necessary information in the fields in each section of the screen. Field Type of Check Eligible for DFPS Case Connection First Name Middle Name Last Name Name Suffix Definition Auto-populated; FPS History checkbox is pre-checked. Click on the radio button for "Yes" or "No" to designate whether the subject of the background check is eligible for Case Connection access. Important: Click the "Yes" button only if the subject requires electronic access to DFPS client information. Enter the subject's first name Enter the subject's middle name Enter the subject's last name Select the name suffix from the drop-down list v 2.0 Page 7 of 15

9 Field Alternate Names Definition Click on the "+" sign to enter additional names used by the subject, if needed. The following input form will appear: SSN Date of Birth Gender Current Address Previous Addresses Enter the name fields and click the Add button to add the alternate name. (Multiple alternate names can be added in this way.) Enter the subject's social security number (no dashes) Enter the subject's birth date, using the following format: mm/dd/yyyy or m/d/yyyy Click on the radio button that corresponds to subject's gender Enter the values for the address fields in this section Click on the "+" sign to enter other addresses where the subject has lived within the last ten years. The following input form will appear: 1. Enter the information for the previous address and click the Add button to add the previous address. (Multiple previous addresses can be added in this way.) 2. After you have added previous addresses, you can edit or delete them in the list that appears below. (This functionality also exists for the Add Alternate Names option above.) v 2.0 Page 8 of 15

10 Field Phone fields Subject's Address External User Type Ethnicity Race Definition Enter the phone number information for Primary and Secondary phone lines Enter the subject's address and enter it again in the following field to confirm the address. Important: You must enter this address correctly. This address is the address that will be used to notify the subject about the background check results. If the background check clears, the subject will receive their PID (personal ID number), and, if eligible to access Case Connection will also receive notification of their system Access Code at this address. Auto-populated. External User Type = "CASA" Select the radio button for the subject's ethnicity Check the checkbox(es) for the subject's race (You can click on one or more options that apply) 9. After you have entered the fields on this screen, click the Submit Request button. 10. The screen re-appears with all the information you have entered and the following checkboxes at the bottom of the screen: v 2.0 Page 9 of 15

11 At this point you can: - Confirm your background check request - Edit request, i.e., make corrections to the data you've entered, or - Cancel your background check request 11. After you have confirmed the accuracy of the information you have entered, check the three authorization checkboxes and click the Confirm Request button. 12. The ABCS Main Page screen re-appears with the message that you have submitted your request: 13. After your request is submitted, depending on the outcome of the background check, you and the subject of the check will receive the following s: v 2.0 Page 10 of 15

12 If determination of background check is "cleared" Designated ABCS Representative will receive containing notification that check is cleared and Personal ID (PID) of the subject. (See example A.) Subject of background check will receive two s: - Notification that check is cleared with PID. (See example A.) - Notification containing Access Code (which will be needed to request access to Case Connection). (See example B.) If determination of background check is not "cleared" Designated ABCS Representative will receive notifying that results have been sent to subject. (See example C.) Subject of background check will receive one - Notification that check did not clear. (See example D.) v 2.0 Page 11 of 15

13 Example A sent both to ABCS Rep and to Subject notifying that background check has cleared and containing PID: v 2.0 Page 12 of 15

14 Example B sent to Subject containing Access Code: v 2.0 Page 13 of 15

15 Example C sent to ABCS Rep when background check does not clear: v 2.0 Page 14 of 15

16 Example D sent to Subject notifying that background check did not clear: v 2.0 Page 15 of 15