SSCI Background Check Interface RecTrac 10.3

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1 RecTrac 10.3 SSCI BACKGROUND CHECK INTERFACE...1 LICENSE MAINTENANCE AGREEMENT...1 WHO IS SSCI?...1 HOW IT WORKS...1 BEFORE YOU BEGIN...2 Background Check Permissions...2 Social Security Number Permissions...3 USING THE SSCI BACKGROUND CHECK INTERFACE...5 CREATE AN ACCOUNT WITH SSCI...5 GATHER VOLUNTEER AND/OR INSTRUCTOR DATA FOR UPLOAD TO SSCI...5 Track Volunteers Through Registration into a 'Volunteers' Activity...5 Instructor Maintenance...6 UPLOAD VOLUNTEER DATA TO SSCI...7 DOWNLOAD BACKGROUND CHECK RESULTS FROM SSCI...9 When the Import is Complete USE THE INTERFACE TO TRACK BACKGROUND CHECKS DUE TO EXPIRE REPORTING TOOLS SSCI Background Check Request Journal Sample SSCI Background Check Retrieval Journal Sample SSCI Background Check Report RECTRAC/SSCI BACKGROUND CHECK INTERFACE WORKFLOW DIAGRAM Vermont Systems Inc. 03/07/2013 i

2 RecTrac by Vermont Systems, Inc. This document is the property of Vermont Systems, Inc. and is provided in conjunction with software by means of a licensed contract agreement between the customer and VSI. The document(s) and software referred to in this publication may not be copied, distributed, electronically transmitted, posted on the web or altered in any way without the express written consent of Vermont Systems, Incorporated. The information contained in this document is subject to change without notice. Vermont Systems, Inc. 12 Market Place Essex Junction, VT ii 03/07/2013 Vermont Systems, Inc.

3 RecTrac 10.3 The program is the culmination of a partnership between Vermont Systems, Inc. and Southeastern Security Consultants, Inc. (SSCI) that allows you to submit, receive, update, and track state-mandated background check information for volunteers and instructors who work with children at your organization to ensure they (the volunteers and instructors) meet the requirements. The automates the process of entering a volunteer's or instructor's personal data (Name, Date of Birth, and Social Security Number) into a Security vendor's site and thus eliminates a tedious manual entry process. When background check information is returned from SSCI, the pass/fail status for your volunteer and instructor records in RecTrac are updated automatically. VSI provides the SSCI Interface as a program within the Activity Module. You must be running RecTrac 10.3m or greater to utilize this functionality. Using the interface requires a user account with SSCI. You must contract with Southeastern Security Consultants, Inc. to obtain an account. To create an account with SSCI, contact Chris Goodman at or via at cgoodman@ssci2000.com. License Maintenance Agreement VSI provides the SSCI Interface as a program within the Activity Module. To use the program in RecTrac, you must have a valid VSI license and annual maintenance agreement for the Activity module. Prior to implementing any process outlined in this document, please contact the Vermont Systems Sales department at to verify that you are authorized to use this interface and if not, to obtain a quote and/or approval. Who Is SSCI? Southeastern Security Consultants, Inc. is an industry leader for training, education, and consulting in all matters relating to volunteer background checks and is the background screening provider for the National Recreation and Park Association (NRPA), whose background screening initiative has effectively set the standard for the national volunteer workforce. SSCI employs a wide variety of checks and searches (i.e. social security verification, local and national criminal records searches, national sex offender registry, etc...) to ensure comprehensive background screening. Their advertised turn-around time for background checks is approximately three (3) business days. For more information, call them at or visit their website ( How It Works Completing background screenings for volunteers at your organization is highly automated using the SSCI Background Check Interface program. A basic workflow diagram appears here. To use the : 1 Contact SSCI to create an account. 2 Gather Volunteer data for upload to SSCI. There are two (2) preferred methods for this: Set up an Activity into which your volunteers will register (For example: Activity /02 - Volunteers - Summer Programs). The program allows you to upload roster data. Registration can be completed via GUI (RecTrac) and/or patron selfregistration via WebTrac, if desired. Use Instructor Maintenance (File Maintenance Activity Instructor Maintenance). The SSCI Background Check Interface program allows you to upload Instructor data. 3 Send the data to SSCI. When the volunteer registration period ends, run the SSCI Background Check Interface program using the Send Background Check Requests to SSCI option. Select the desired Activity/Activities and your range of Instructors. Sending the data to SSCI updates the "Last Processed Date" field with the date on which you run the interface. The Last Processed Date field is stored in RecTrac (ARMEMBER table), but it is NOT displayed. 4 Wait for SSCI to process your background screenings. SSCI typically returns background screens in three or four business days. They will inform you when the checks are complete. 5 Retrieve the results from SSCI. Run the Interface again using the Retrieve Background Check Requests from SSCI option. RecTrac will provide a report detailing the check status (Pass/Fail) and Vermont Systems Inc. 03/07/2013 1

4 RecTrac 10.3 the system will update Family Member and/or Instructor Records appropriately. Background check information fields are located on the Core 1 Info screen of Family Member Maintenance and on the Qualifications screen in Instructor Maintenance. When you run the retrieval, the system will update the check Status (pass or fail), the Last Background Check and Background Check Expires fields on your Volunteer rosters and Instructors (if applicable) automatically. The Last Background Check date will be "today" (i.e. the date on which you ran the interface). The Background Check Expires date is "today" + <x> days as determined by your settings on the Details screen of the program. By default, the expiration date is one year from "today." See Background Check Permissions below for examples of the background check fields. 6 Background checks are typically valid for one (1) year. You will repeat these steps on a cyclical schedule, as determined by the operation requirements of your organization, to renew expired checks for returning Volunteers and/or Instructors OR to process new screenings for new Volunteers/Instructors. Before You Begin The use of the program requires access to potentially sensitive personal information, such as Social Security Numbers and Dates of Birth. The individual(s) in your organization who will run the interface program will need access to the following areas in RecTrac: Permission to see Background Check Information Permission to see Social Security Numbers Household/Family Member Maint. Instructor Maintenance Background Check Permissions Background Check information in RecTrac consists of fields for Last Background Check, Background Check Expiration, and Background Check Status (Pass, Fail, N/A) on the Family Member record in Family Member Maintenance; and fields for Last Background Check and Background Check Expiration, and a logical toggle for Completed Background Check on the Qualifications screen in Instructor Maintenance. Family Member background check fields on Family Member Maintenance Core Info Instructor background check fields on Instructor Maintenance Core Info To view these fields, a RecTrac user must have the Allow Clerk to See Background Check? toggle enabled on his/her Permissions device (File Maintenance System Device Maintenance Printer/Device Maintenance Permissions device). The toggle is located on the left-hand panel of the Level 1 Core Permissions (i.e. "first") screen of the device. Set this toggle appropriately for all users. Users linked to a permissions device that is modified must exit RecTrac and log back in for changes to take effect. 2 03/07/2013 Vermont Systems, Inc.

5 RecTrac 10.3 Allow Clerks to See Background Check Info toggle on the Permissions device Social Security Number Permissions SSCI requires a patron's Social Security Number in order to complete a background screening. Social Security Number fields exist on the Family Member Maintenance Core information screen and on the Core Information screen in Instructor Maintenance. VSI understands this is sensitive data. Social Security Numbers are encrypted throughout the RecTrac database. You can also mask those fields for users who do not need access to them by means of the Hide Household IDs toggle in Security File Maintenance (File Maintenance System Users/Menus Maintenance Security Maintenance). For employees who do NOT need access to a patrons Social Security Number, access their Security File Maintenance record and enable the Hide Household IDs toggle. Those users will be able to enter Social Security Numbers to Family Member records, but they will not be able to see (or report on) the Social Security Number field in Family Member Maintenance; it will be masked. The change will take effect at the user's next login to RecTrac. Note: The Social Security Number field in Instructor Maintenance is not impacted by the Hide Household IDs toggle. The Social Security Number field in Instructor Maintenance is accessible to all users regardless of how this toggle is set. Additionally, the program provides an option to Purge Social Security Information after Successful Background Check. When run with this option, Family Member and Instructor Social Security Number information will be deleted from your RecTrac database when you import completed background screenings from SSCI. Note: IF you find yourself running checks for the same individuals on a recurring basis, you may opt to leave this toggle de-selected. Vermont Systems Inc. 03/07/13 3

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7 RecTrac 10.3 Using the Create an Account with SSCI VSI provides the SSCI Interface program as a component of the Activity Module. You must be running RecTrac 10.3m or greater to utilize this functionality. In order to use the interface, you must contract with Southeastern Security Consultants, Inc. to obtain an account. To create an account with SSCI, contact Chris Goodman at or via at cgoodman@ssci2000.com. Gather Volunteer Information. Gather Volunteer and/or Instructor Data for Upload to SSCI In order to utilize the SSCI Background Interface, your volunteers must exist in your RecTrac database, either as Family Members in a Household or as Instructors in Activity Instructor Maintenance. SSCI requires the following personal information to complete the background screening: Volunteer's/Instructor's First and Last Name) Social Security Number Date of Birth Gender Address, City, State, and Zip Code There are two (2) preferred methods to gather/store/track volunteer data: Set up an Activity into which your volunteers will register (For example: Activity /02 - Volunteers - Summer Programs). The program allows you to upload roster data. Registration can be completed via GUI (RecTrac) and/or patron selfregistration via WebTrac, if desired. Use Instructor Maintenance (File Maintenance Activity Instructor Maintenance). The SSCI Background Check Interface program allows you to upload Instructor data. Track Volunteers Through Registration into a 'Volunteers' Activity Set up an Activity and Sections into which your volunteers will register (For example: Activity Volunteers, Section 02: Summer Programs). Volunteers can register in GUI (RecTrac) or online via WebTrac, if you use WebTrac and wish to allow volunteers to register online. Patrons who register must provide a name, Social Security Number and Date of Birth. While address and gender information is passed to SSCI when the interface is run, that information is not required. Note: Social Security Number and Date of Birth information can be added to a Family Member record after registration. The scope of this document is written with assumption that your organization understands the Activity Module and knows how to create a program. Step-by-step instruction is not provided. There is no "one right way" to setup an Activity for your volunteers. However, VSI offers the following considerations when doing so: 1 Use reminders to help you and clerks gather the required information. Add a Comment/Comment Code and/or Tickler/Tickler Code to the Section(s) of your Activity (File Maintenance Activity Activity Section Maintenance Comments). Activity comments appear as notes during the Sales process and also print on a patrons' receipt. (For example: "Volunteers are required to provide their social security number and date of birth for mandatory background check screening. Obtain that information from the patron, then go to their Household/Family Member screen and update the record accordingly.") Add a Web Comment and/or Web Tickler if you opt to allow registration via WebTrac. Web Comments and Ticklers provide the same information as AR Comments and Ticklers for patrons who register via WebTrac. (For example: "Volunteers are required to provide their social security number and date of birth for mandatory background check screening. Please update your family member personal information. Contact our office if you have any questions.") Utilize the options on the Additional Info screen of the Activity, itself. Opt to Send on all Registrations and include those staff members who might be responsible for ensuring you have your volunteer's Social Security Number and Date of Birth Information. Vermont Systems Inc. 03/07/13 5

8 RecTrac Determine how you wish to track your volunteer registrations. The program allows you upload roster data using the Range and Browser and/or Browser only functionality common to all RecTrac reports. The background check data that is uploaded is dependant upon that selection, but the program also offers options to send check information based on date ranges as well as an option to send Only Records NOT Already Processed or All Records. These options are explained in detail below. When setting up your activity, you may opt to: Create a single activity and single section for all volunteers regardless of the programs/seasons, etc... to which they wish to be associated. Create a single activity with multiple sections set up for various seasons and/or programs, etc... Create separate activities for each program type, season, etc... 3 Determine whether you wish to charge for volunteer enrollments. Like all background screening vendors, SSCI charges a fee for an account and a fee for each background check they process. If you wish to pass this fee along to the patron, consider charging for enrollment. By default, background checks are valid for a year, though you actually determine the length of time. In the event you set up your activity to track volunteers for different seasons, or activities, or etc..., you will want to safeguard against charging the same volunteer(s) for enrollments into multiple activities/sections within the same calendar year (i.e. you don't want to charge a patron twice in one year for one background check). Run options for Expiration Date on the interface program will help you do this. Run the program only for those checks due to expire in the coming weeks or months. Patrons with a valid check and an expiration date outside your date range will be excluded from having their data uploaded again. Household ticklers can be used for this event as well, if applicable. Family Member Maintenance Social Security Number and Date of Birth information can be added to a Family Member record after registration into the Volunteer activity. Social Security Number and Date of Birth information is stored on the Core Information screen in Family Member Maintenance (File Maintenance Activity Household Maintenance Select the Household Click Members Select the applicable Family Member Click Change). VSI understands Social Security Number information is sensitive data. Refer to Social Security Number Permissions above. Instructor Maintenance The program allows you upload instructor data using the Range and Browser and/or Browser only functionality common to all RecTrac reports. The background check data that is uploaded is dependant up that selection but the program also offers options to send check information based on a date range as well as an option to send Only Records NOT Already Processed or All Records. These options are explained in detail below. Social Security Number and Date of Birth information must be added to an Instructor record prior to running the in upload mode. 6 03/07/2013 Vermont Systems, Inc.

9 RecTrac 10.3 Social Security Number and Date of Birth information is stored on the Core Information screen in Instructor Maintenance (File Maintenance Activity Instructor Maintenance Select the Instructor Click Change). Upload Volunteer Data to SSCI When your volunteer registration period is complete, run the to upload background check data to SSCI. 1 Go to Utilities Activity. 2 IF you are using activity rosters to track your volunteers, select your Volunteer activity/activities and section/sections, using either the Browser Only feature or the Range and Browser as necessary. 3 IF you are using activity rosters to track your volunteers, enable the Include Roster Records Linked to Activities toggle. Then determine whether you wish to include only family members on those rosters with an 'Active' status in Family Member Maintenance. These toggles are enabled by defualt. 4 Determine your Expire Option. These fields allow you to upload data for records checks regardless of their expiration date (or whether one exists), OR it allows you to upload only those checks that are expired (or will expire) within the date range you enter. The first (1st) time you run this program, you will select All Records in Range, since no data has been uploaded previously to SSCI. In subsequent seasons/years, etc... (as determined by your operational requirements), you may opt to upload Expired Records Only. IF using this option, your beginning Expiration date typically will be a date years in the past (i.e. 01/01/1990), and your ending expiration date will be a date in Vermont Systems Inc. 03/07/13 7

10 RecTrac 10.3 the near future (i.e day from "today"). This allows for all possible members/instructors whose checks have expired to be included.. 4 Determine your Process Option. These fields allow you to upload data for new record checks only (Only Records NOT Already Processed) OR it allows you to upload all data for all record checks. When you run the SSCI Background Interface to upload data, RecTrac updates the "Last Processed Date" for any Family Member/Instructor whose data gets uploaded. This field is stored in the RecTrac database but is not visible. When sending data to SSCI (i.e. uploading background check data), you will typically use the all Records option. However, certain circumstances may require you to limit the data you send. The first time you run this program, select the All Records option, since no data has been updated previously to SSCI. In subsequent seasons/years (as determined by your operational requirements), you may opt to use Only Records NOT Already Processed and enter a Processed Date Range. This is a good option in the event you ran the upload and : Certain checks were skipped due to missing data. This will allow you to send those checks again only. Certain volunteers registered late and you wish to include them without sending all records again. For Example: On 16 April, you register 10 volunteers into your Volunteer program. These are new volunteers, so none of them have previous dates linked to their record. You run the upload on 18 April and enter a Process Date range of April. As a byproduct of the upload, the 10 volunteers who registered have their Process Date updated in the database. On 19 April, two more volunteers register. You run the upload again using the same Processing dates. As a result, the original 10 volunteers get skipped but the two new ones get processed (and their Process Date is updated). 5 Send/Receive Option. When uploading data to SSCI, you will always choose Send Background Check Requests to SSCI. 6 Print/Post Option. Determine whether you wish to print a journal only, run the interface only or do both, When uploading data to SSCI, VSI recommends using the Print Journal Only option prior to running the actual interface. The Print Journal Only option allows you to: Proof the records that will be uploaded to ensure only the proper volunteers/instructors are included Ensure all applicable records will be included and that no records will be skipped due to missing information. 7 Click Details>> to continue to the next screen and make additional selections. 8 03/07/2013 Vermont Systems, Inc.

11 RecTrac IF you are using Instructors, select your Instructor(s) using either the Browser Only feature or the Range and Browser as necessary. 9 IF you are using Instructors, enable the Include Instructor Records toggle. Then determine whether you wish to run the interface for Active instructors only. Disable the Only Include Active Instructors toggle to run the interface for instructors with any status (Active, Inactive, Pending, Quit and/or Fired). 10 Skip the Background Check 'Good For' Day Count at when running the export. You will address this field when running the import. 11 Determine your mask options (lower left) and print options (middle right). Press F1 for field descriptions, if needed. 12 The Purge Soc Sec Info? and Create XML Docs During Retrieval? toggles are used when importing data from SSCI. 13 Enter your SSCI Account information in the fields provided. The information you enter in these fields will be provided by SSCI when you create your account. 14 Click Process and answer Yes to the challenge message. Depending on your Print/Journal selection, you will receive a report detailing the member/instructor information you will upload to SSCI. If using the Journal option (recommended), you will continue to the Output selection screen where you may opt to print, preview or the resulting report. This report may be output to.pdf or.csv file types..csv files will open in most spreadsheet programs, such as MS Excel. Click here to see a sample Request Journal. Note: In the event a member's/instructor's record is skipped, you may opt to postpone running the interface until such time as you collect the data, or you may run the upload. You can run the upload again at a later date when you have gathered any missing information. Download Background Check Results from SSCI SSCI typically offers a three or four business day turn around on background screenings. When your checks have been completed, SSCI will your organization. Once you receive that , you may download the background screening check results. 1 Go to Utilities Activity. The program will have your previous settings memorized, so no additional selections for Activities should be necessary, unless you ran a subsequent upload in the interim three or four day period. 2 Select All Records in Range for your Expire Option. 3 Select All Records for your Process Option, and enter a date range inclusive of the date(s) on which you last uploaded data to SSCI. 4 Select the Retrieve Background Check Results from SSCI Send/Rec Option. 5 VSI recommends using the Both Update Background Checks and Print Journal Print/Post Opt. 6 Click Details>>. The program will have your previous settings memorized, so no additional selections should be necessary, unless you ran a subsequent upload in the interim three or four day period. 7 Accept the default (365) Background Check 'Good For' Day Count value or overwrite with another value, if desired. The value you enter here determines the length of time for which your background checks are valid. When the import is run, RecTrac accepts the download date as the effective date of the check then adds the value you enter here to determine the expiration date. For example: You enter 365 in the field. You run the import on 04/20/2012. The Expiration date on your background checks will be 04/20/ Determine whether you wish to Purge Soc Sec Info After Successful Background Check. With this toggle enabled, RecTrac will purge the SSN field for your members and/or instructors as a by-product of the import. IF you find yourself running checks for the same individuals on a recurring basis, you may opt to leave this toggle de-selected. Note: Social Security Numbers are encrypted throughout the RecTrac database. 9 The Create XML Docs During Retrieval toggle is a troubleshooting option designed to help with imports that do not arrive as expected. You would enable this toggle in the event you do not get updates/retrievals from SSCI. This toggle creates a document that contains the core XML files that get streamed through the system when performing a retrieval. The document created will be stored in your session temp directory Vermont Systems Inc. 03/07/13 9

12 RecTrac Ensure your SSCI Account information is accurate. Click Process and answer Yes to the challenge message to run the import. If using the Journal option (recommended), you will continue to the Output selection screen where you may opt to print, preview or the resulting report. This report may be output to.pdf or.csv file types..csv files will open in most spreadsheet programs, such as MS Excel. Click here to see a sample Retrieval Journal When the Import is Complete When the import is complete, RecTrac will update the Background Check fields for all impacted family members and/or instructors automatically. Background Check information in RecTrac consists of fields for Last Background Check, Background Check Expiration, and Background Check Status (Pass, Fail, N/A) on the Family Member record in Family Member Maintenance; and fields for Last Background Check and Background Check Expiration, and a logical toggle for Completed Background Check on the Qualifications screen in Instructor Maintenance The Last Background Check date is the date on which you ran the import. The Background Check Expires date is determined by the value you entered in the Background Check 'Good For' Day Count field on the Details screen of the program. Family Member background check fields on Family Member Maintenance Core Info Instructor background check fields on Instructor Maintenance Core Info Note: These fields are NOT protected. Anyone with access to them may overwrite the data within them, if desired. If using the SSCI interface, advise your clerks NOT to update this information manually, as it may invalidate the results of your background screening program. Remember: you can suppress these fields, if needed, by removing the Allow Clerk to See Background Check? toggle on the Permissions device. Use the Interface to Track Background Checks Due to Expire You can use the program to report on background checks that have expired or are due to expire in a selected date range. This is a good option to keep checks current for volunteers and/or instructors who consistently work with children in your organization and need their information updated regularly. 1 Go to Utilities Activity. The program will have your previous settings memorized, so no additional selections for Activities and/or Instructors should be necessary, unless you run this program for other purposes. 2 Select the Expired Records Only option and enter a date range. Any background check with an expiration date within the range will be included in the report output. Typically, your beginning Expiration date will be a date years in the past (i.e. 01/01/1990). and your ending expiration date will be a date in the near future (i.e day from "today"). This allows for all possible members/instructors whose checks have expired to be included on the report output. 3 Choose the All Records Process Option. 4 Choose the Print Journal Only Print/Post Option. 5 Click Details>>. The program will have your previous settings memorized, so additional selections for Instructors should not be necessary, unless you ran a subsequent upload in the interim. 6 For Print Options, select only Print 'Passed' Records and Print 'Failed' Records (optional). Do not select Print Missing Info Only or Print 'Not Proc' Records, as those will skew your results /07/2013 Vermont Systems, Inc.

13 RecTrac Click Process and answer Yes to the challenge message. You will continue to the Output selection screen where you may opt to print, preview or the resulting report. This report may be output to.pdf or.csv file types..csv files will open in most spreadsheet programs, such as MS Excel. Reporting Tools SSCI Background Check Request Journal Sample The following presents a Request Journal. This is the journal that will be created when sending/uploading data TO SSCI. Field descriptions appear below. VSI recommends processing the upload in Journal Only mode at least one prior to each data upload to SSCI, as it allows you to: Proof the records that will be uploaded to ensure only the proper volunteers/instructors are included Ensure all applicable records will be included and that no records will be skipped due to missing information. Field descriptions. Member/Instructor Name. This information is drawn from the Family Member/Instructor name fields in File Maintenance. This information is passed to SSCI during the upload but will not result in "MISSING INFO - SKIPPED" if it is not present. Additionally, the use of nicknames is allowed (i.e. using "Machine Gun Kelly" as opposed to "George Kelly.") Address: This information is drawn from the Primary Guardian record for Volunteers in your activity or from the Instructor record, as appropriate. This information is passed to SSCI during the upload but will result in "MISSING INFO - SKIPPED" if it is not present, as detailed with John Dillinger above. Key: This is the 9-digit RecTrac household number and the two-digit number of the family member enrolled in your Volunteer program OR the Instructor ID. Source: This determines whether the individual is a family member enrolled in your Volunteer program or an Instructor. Birthday: This is the member's or Instructor's birthday as detailed on the File Maintenance record. This information is passed to SSCI during the upload and will result in "MISSING INFO - SKIPPED" if it is not present, as detailed with Jules Verne. Social Security: This is the member's or Instructor's social security number as detailed on the File Maintenance record. This information is passed to SSCI during the upload and will result in "MISSING INFO - SKIPPED" if it is not present, as detailed with Lizzie Borden and Bob Fosse. Note: Social Security Numbers are encrypted throughout the RecTrac database. Status: This is the check status. That will be Requested if all data is present for the family member/instructor and the information has been sent to SSCI. Family members or instructor's records that are missing either an address, a date of birth or a social security number will result in a MISSING INFO - SKIPPED status. The information was NOT/will NOT be sent to SSCI. Vermont Systems Inc. 03/07/13 11

14 RecTrac 10.3 Note: In the event a member's/instructor's record is skipped, you may opt to postpone running the interface until such time as you collect the data, or you may run the upload. You can run the upload again at a later date when you have gathered any missing information. See Upload Volunteer Data to SSCI above. Family members who have never had a check performed will be listed as Not Yet Processed, as there is no processing date linked to their record. SSCI Background Check Retrieval Journal Sample The following presents a Retrieval Journal. This is the journal that will be created when importing/downloading data from SSCI. Note that check results are printed in the Status column. See SSCI Background Check Request Journal Sample above for field descriptions. SSCI Background Check Report The SSCI Background Check Report (RecTrac 10.3q and greater - Reports Activity Instructor Reports) allows you report on results of background checks garnered from the program. The report can be run for activities and/or instructors, any record type, and any processing date range. The report lists the member's/instructor's Last Name, First Name, Address, Key (Household-Family Member Number or Instructor ID), Source (Family Member or Instructor), partial Birthday data, partial Social Security Number data, Check Status, and Last Processed or Expiration Date /07/2013 Vermont Systems, Inc.

15 RecTrac 10.3 RecTrac/ Workflow Diagram RecTrac/ Workflow Diagram Customer (You) signs contract with SSCI to provide background checks. The cost for this service is between you and SSCI. VSI is not involved in this contract. Customer readies their RecTrac database. This includes but is not limited to: creating Volunteer/ Coach s Activities and giving selected staff Permission to see Background Check Information for patrons.* Customer informs their patrons of the background check requirement and provides How To instruction for their patrons to register, either online via WebTrac or in RecTrac.** Three (3) to five (5) business days later, the customer runs the SSIC Background Check Interface to import completed background checks from SSCI. At the conclusion of the registration period, the customer runs the SSCI Background Check Interface (Utilities > Activity) to export new registrations to SSCI*** Customer holds a registration period in WebTrac and RecTrac to allow patrons the opportunity to enroll in the Volunteer/Coach s Activities. Customer informs the patrons of their Pass/Fail status regarding the check. Customer remits to SSCI per their contractual agreement for the checks performed. * The Volunteer/Coach s activity(ies) should be set up like a normal activity in RecTrac. If you intend to pass along the cost of background checks to your patrons, consider creating and linking a new Bill Code for this purpose, as doing so will allow you to track income for remittal to SSCI. ** How to instructions should include the name of the program, fee information (if any), links to WebTrac (if applicable) and information regarding how patrons should add themselves as households in WebTrac to obtain a login and register into the program as well as a list of the required background check information (i.e. social security number, birthdate, etc ) needed on the household record. *** The Background Check Interface program can be run multiple times through the course of your registration period, if desired (including after it ends). Date Range and Process Options in the GUI interface allow you to send only those records that have NOT been processed. Vermont Systems Inc. 03/07/

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