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Background Checks
WHAT IS IT?
Reviewing and submitting background checks allows you to provide a background screening by Background Investigative Bureau (BIB) for your volunteer applicants. If background checks have a Pending or Received status for an extended amount of time action will need to be taken by BIB.
I WOULD LIKE TO...
HOW TO REVIEW AND SUBMIT A BACKGROUND CHECK
1. Choose your Parent Association page from the drop down in the upper left-hand side of the page
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2. Click the Risk Management tile
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3. Click on the Background Checks tab
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4. On the Background Checks tab, you will be able to submit an applicant to BIB to process a background check. Select the check box next to the applicant's name
5. Click the Review Submission button
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6. Select the Background Check Package (BC_Package)
7. Then click the Transmit These Checks button
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8. View the programs the applicant is currently assigned to by click the View button
9. Use the dropdown to filter the table to show All Applicants, Approved Applicants, Failed/Error Checks, or those that are Pending Approval
10. View Expiration Date
11. View the Status of the background check. Status options include:
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Received – BIB has received the background check application
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Review – The background check is ready to be reviewed by RiskMGT admin (if you need admin permissions please contact BIB at clientservices@bib.com )
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Depending on account set-up in BIB some background checks will need to be reviewed before they can be considered as approved.
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In order to review and approve/deny the background check you will need permissions set in BIB
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Pending – The application is still being submitted (if this status shows for more than 5 business days contact BIB support at clientservices@bib.com to confirm they have received the check)
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Exception – This is a duplicate application (contact clientservices@bib.com to ensure this check goes through along with the original)
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Error – There was an error on the application that returned incorrect information to BIB. These can be edited within RiskMGT by selecting edit next to the applicant’s name
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ASSIGN COACHES TO A PROGRAM
1. From the Parent Association page, click the Risk Management tile
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2. Select the check box next to the CLEARED volunteers name (Step 1: Select Applicants)
3. Then select the associated program(s) for that volunteer (Step 2: Select one or more programs to assign your selected applicants)
4. Click the Assign Coaches & Volunteers button. Coaches and Volunteers will now be assigned to the programs you selected in Step 3 above
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REQUESTS
1. Choose your Parent Association page from the drop down in the upper left-hand side of the page
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2. Click the navigation icon
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3. Click Requests
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4. To invite coaches and volunteers, first click the Open/Close button
5. From the dropdown, select how many invites you wish to send
6. Click the Continue button
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7. Enter the contact information for the coach/volunteer
8. From the dropdown, select whether you want the coach/volunteer to be on the preapproved list
Note: If you select "Yes" from the dropdown, the coach will be added to the Preapprovals tab with a date last cleared of today and will be immediately available for assignment to a program
9. Select the background check questionnaire from the dropdown for the coach/volunteer to complete
10. Click the Send Invites button
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11. To manage requests, click the check box next to the coach/volunteers' names
12. Choose the action from the dropdown
Note: If you select the Invite Selected To Take Questionnaires option, the selected individuals will appear in the "Invite Coaches & Volunteers" menu and will complete steps 7-10 above.
If you select the Add To Pre-Approved List option, the selected individuals will be available for immediate assignment to a program.
If you select the Deny Request option, the individuals will be removed from the list and will not be eligible for assignment to a program.
13. Click the Process Selected button
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MISSING CHECKS
1. Choose your Parent Association page from the drop down in the upper left-hand side of the page
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2. Click the navigation icon
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3. Click Missing Checks
Note: Missing checks are any users that were previously assigned as coaches/volunteers that are missing an active background check.
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4. To send a reminder to coaches/volunteers to complete their background checks, click the check box next to their names
5. Click the Send Reminders button
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BACKGROUND CHECK EXPIRATIONS
1. Choose your Parent Association page from the drop down in the upper left-hand side of the page
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2. Click the navigation icon
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3. Click Expirations
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4. To view the Background Check Questionnaire Expiration Status report, click the Open/Close button
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5. To notify coaches/volunteers of their pending background check expirations, click the check box next to their names
Note: These individuals will be notified automatically, but you can use this tool if you wish to notify them now.
6. Click the Process Reminders button
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PREAPPROVALS
Note: Preapprovals are coaches/volunteers who have previously completed a background check. This process will require you to upload a spreadsheet with the last cleared background check date for those individuals.
1. Choose your Parent Association page from the drop down in the upper left-hand side of the page
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2. Click the navigation icon
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3. Click Preapprovals
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4. To add coaches/volunteers to the preapproved list, click the Open/Close button
5. Follow the instructions on the page to format your spreadsheet and use the Choose File button to upload. Click here to download a spreadsheet template with the appropriate headers.
6. Click the Upload Spreadsheet button
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7. To remove preapprovals or renew expired preapprovals, start by clicking the check box next to the coaches'/volunteers' names
Note: Removed preapprovals will have all of their assignments cleared.
Renewed preapprovals will have a cleared date of today's date.
8. Select Remove Pre-Approvals or Renew Pre-Approvals from the dropdown
9. Click the Submit button
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