WebASAP Training Created Exclusively for Cox Auction Vendors September 2015
Screening Progression Phase 1: MVR, Drug test Cost is $23.95* Drug test must be taken within 48 hours of notice Results will be assessed as Level 1, 2, or 3 Only Level 1 results will move to phase 2 Phase 2: NSSS, Criminal History, Federal Criminal History, Multi-State Criminal History/Sex Offender Cost is $23.95* Results will be assessed as Level 1, 2, or 3 Vendor will not be billed for Phase 2 if Phase 1 is not assessed at a Level 1
Process Flow
Initial Login You will be required to provide your UserID, password & account number each time you log in. Please note that the password is case sensitive and needs to be entered exactly as it was provided.
Certification 1 out of each 5 times you log in, you will be required to agree to a Certification of Permissible Purpose and Intent of Use. Generally speaking, this is where you are confirming that you will only be running background checks for the reasons you stated when signing up for an account. Click I Agree to continue.
Home Screen Password Change Upon logging in, please click on the Maint tab at the top of the home screen (or Preferences if Maint is not there) to change your password to something more personalized.
Password Change From the Maint tab, click on User ID Maintenance.
Password Change Cont. Type in your new password and confirm it below. The password should be at least 6 characters long, a combination of letters and numbers, and will need to feature 1 special character (something you need to hit shift to enter). Click update at the bottom of the page when finished. Click Home at the top of the page once the changes have saved.
Ordering a Background Check To begin the process of ordering a background check, click on the New tab at the top of the page.
Applicant Identifiers/Services Provide as much information as possible on the identifiers/services page. The highlighted identifiers are required and must be filled out each time. If your applicant has used a maiden name or has had a legal name change, please provide that info under AKA & Maiden Names. *please note that additional names will incur additional costs.
Applicant Identifiers/Services - Cont. Select a service package from the dropdown menu. You must select a package to continue.
Applicant Identifiers/Services - Cont. The appropriate services will automatically be selected once you have chosen a service package from the dropdown menu. Confirm that everything on this page is correct and click Next at the top of the page.
Current Address Provide your candidate s home address here before clicking Next to continue.
Criminal History To enter a jurisdiction, simply type in the zip code and press the tab key on your keyboard. The state, city and county will fill in for you and the appropriate searches will be added automatically. You would typically enter any jurisdictions the candidate self disclosed (usually on the disclosure & authorization for background check). The National Social Security Search will run during phase 2 of the background check (assuming phase 1 was level 1), and all jurisdictions uncovered in that search will also be checked as part of your order. This does not require any intervention on your part as it is included as part of the packages.
Driver Packages - MVR You will need to enter the applicant s driver s license information. Please be sure to enter this EXACTLY as it appears on the license. Once you have entered the information requested, click Next to continue.
Drug Testing FYI Applicants will have 48 hours from the time you schedule their drug test to complete the test. On the Drug Screening tab, indicate the type of test to be performed and the purpose. The Cox required test and purposes are shown above. All other areas can be left blank. When you have completed the steps above, click Finish to review your submission.
Confirmation Page This is the confirmation page where you can review the accuracy of all the information you have provided. If the system finds any errors, there will be a bright red Contains Errors! (Make Corrections) which you can click on to return to the page where the error occurred.
Making Corrections You will be brought to the page with the error and there will be a note in red explaining what needs to be corrected before you can submit the request. In the example above, the user did not confirm that the signed release (or consent/disclosure & authorization) was received, without which, we are not legally allowed to run the check. Click Finish when the error has been corrected.
Confirmation Page - Cont. Review the information one more time for accuracy before clicking Submit to send the request to InfoMart. The order will not be placed until you hit Submit.
Drug Scheduling FYI Applicants will have 48 hours from the time you schedule their drug test to complete the test. You will have the option to select whether you will schedule the drug test for the applicant or email the applicant to schedule their own drug test. If you select the E-mail option, the applicant will receive a link via email to schedule their drug test. If you elect to schedule it for the applicant, click Schedule Now and an additional screen will pop up for our vendor s portal where you can complete that process.
Drug Scheduling Cont. If you elect to schedule the drug test for the applicant, you will be taken to a screen like the one above. The applicant s name, SSN and DOB will be pre-populated for you. You will need to provide a phone number for the applicant, as well as their email address. Select the reason for the test (commonly pre-employment) and indicate the test type. Both type options are a 5-panel test and cost the same amount, but there may be fewer labs available for the instant test. Click Next to continue.
Drug Scheduling Cont. The applicant s home address will populate automatically, so you will just need to provide a range in miles around the address that you would like to search for a lab and then click Search. Before you click Search, the list will often provide a default lab that might be in a different state entirely, so be sure to go through the listings before selecting a lab. You can also change the Clinic Search Range to another address if you would prefer to look for a lab somewhere else (work or other address). Select the most convenient lab location by clicking Select on the left-hand side.
Drug Scheduling Cont. You are able to change some of the settings before submitting for the test, while others are defaulted. Cox policy dictates that an applicant must take their test within 2 days of being notified of the need to test. If you would like to be notified of different events during the testing period, select the appropriate boxes in the highlighted section. Click Confirmed Scheduled Event when you are done.
Drug Scheduling Cont. FYI Applicants will have 48 hours from the time you schedule their drug test to complete the test. Once you have completed the scheduling of the test, you will need to email the epassport. You can do so by adding the applicant s email address (default) and clicking Send, or you can send it to yourself and then provide to the applicant directly. When you click Send, a notification will appear that says Email sent to (email address), but you will remain on the same screen in case you would like to send to yourself, as well. If you want to see the epassport or prefer to print it directly from the escreen portal, you can select Click to view document at the bottom of the screen.
Drug Scheduling Cont. If you choose to view the document, the epassport will open as a pdf. This is the form that the applicant must bring with them to the lab they selected in order to get their drug test. It includes the lab name, phone #, and even a small map to help the applicant locate the lab. When the form is brought to the lab, the applicant will not be charged and the results will be sent back directly to InfoMart when ready so that we may report the results on your completed profile. Note: The applicant will need to bring proper identification to be tested.
Viewing Results As each phase of the screening process completes (2 in total) you will receive an emailed notification which contains a link directly to the page where you can view the report. The following slides will show you how to view results within WebASAP, as well as sort, review, and print results. From the home screen, click on the Status tab at the top.
Status Screen The status page can show you the full list of applicants from your account (if the Range is set to All) or can be limited to a shorter period of time (if the Range is defined). We changed it to 7 days for the following example.
Status Dates There are multiple columns at the top that can all be sorted by clicking on the blue lettering. The entire list will then be sorted by that column instead of the default SSN. If you click on the magnifying glass, you can search all results in that column. Some of the columns are self explanatory, but the meanings of the other columns follow: Create: The date the order was submitted (not affected by order time, weekends or holidays). Order: The date the order was officially received. If requests are submitted after 12:00pm local time or on a holiday or weekend, this will automatically default to the next business day. Complete: The date the order was completed.
Flag/Levels The Flag column is where the Cox-specific criteria will be shown. You can see the grade by hovering over the flag itself, or by opening the profile and looking at the top (example to follow). InfoMart will assign 1 of 3 grades to a profile using Cox criteria: Level 1 is indicated by a green flag, and Level 2 and Level 3 are indicated by a yellow telephone. A Level 4 grade (indicated by a red stop sign) can only be assigned by the Cox Vendor, or designated representative at Cox.
Level 1-2-3 Criteria Level 1: candidate can proceed to next step (Screening Phase 2 or placement) Level 2: results require review before proceeding to next step (Screening Phase 2 or placement) Level 3: results require close review before proceeding to next step (Screening Phase 2 or placement) Level 4: candidate cannot be placed at Cox (note: this Level can only be determined following an individualized assessment of Level 2 or 3 results)
Individualized Assessment Duties Vendor Conduct EEOC-compliant Individualized Assessment (IA). Determine if you still wish to place the candidate at Cox (Level 1) and send IA findings to tacompliance@coxautoinc.com Communicate Level 4 decision to InfoMart Cox Review vendor s IA findings Determine if vendor s IA findings are acceptable for security and risk purposes Communicate endorsement determination to vendor Click here for more information about the EEOC s guidance regarding individualized assessments.
Viewing Results To view a completed background check (indicated by the green check under Profile), click on the name and the entire row will turn red. The tabs at the top will turn blue (previously grayed out) and you can click where it says View Profile.
Reviewing Results If you click on the small double arrow in the top right corner, you will be able to view more of the profile on your screen, making it easier to review. Review the entire profile, paying special attention to any area that was called out as anything other than Level 1 (if applicable). Level 2 and Level 3 distinctions will list the service that prompted the grade below it as a Service to Review.
Printing Results To print a copy of the completed profile, return to the status screen and highlight the name in red by clicking on it. Then, select Print Profile/Letters.
Printing Results Cont. Check the box marked Applicant Profile and hit Print to create a.pdf that can be printed or saved. The pre-adverse and adverse action notification letters are handled for your account by InfoMart, so you will not need to print those yourself.
FAQ/Contact If you ever have questions about any part of the process with InfoMart, there is a dedicated team of Corporate Account Representatives trained to help Cox Vendors like your account. Their contact information is below. Cox requires that the drug tests be scheduled and taken within 48 business hours of the request being ordered. If a testing window expires, you will have to contact your InfoMart representative to have it rescheduled and approved. The Cox Vendor Team InfoMart 770-984-2727, ext. 2020 CoxVendor@infomart-usa.com