Checkr Canada: Reviewing Reports

 This article describes how to:

• Search for candidates
• Search for reports
• Review files
• Process Files

The Checkr Dashboard provides an easy means to manage and process your background checks. You may search by report, or by candidate, understand status, complete file reviews, and manage your Canadian background screening needs all from our Dashboard.

Search for candidates

Log into your Dashboard and click Files to search for candidates. Use the Filters to search for candidates across both the In Progress and Complete tabs.

Click on any file to see the expanded view and the status of the report.

Search for reports

The Dashboard groups background checks under two tabs: In Progress, and Complete. Click In Progress to view a list of candidates with background checks still in progress. Click Complete for a list whose reports have been completed, and are ready for review.

In Progress

The In Progress tab provides three subgroups for reports: With Candidate, Awaiting Action, and Attention Required.

• With Candidate: Awaiting consent from the candidate to initiate the screening.
• Awaiting Action: Canada Operations team is collecting information (credential check, driver abstract collection, or other similar information).
• Attention required: Awaiting input from you.

Complete

The Complete tab provides four subgroups for completed reports: Complete, Reviewed, Closed, and Archived.

• Complete: The report is complete, and awaiting review.
• Reviewed: The report has been reviewed, but the process is not yet complete. Someone has clicked into the report and started reviewing the file, but did not “close” the file.  
• Closed: The report has been reviewed, and the candidate may or may not have been carried forward in your hiring process (within your internal systems). No further review is required by the adjudication team.
• Archived: The report has been reviewed, closed, and archived.

Click the Unassigned button in the top right of the page to assign the File to a reviewer.

Click the ellipses (...) to re-send the original invite email to the Candidate, close the file, or archive the file.

Review files

Use the Dashboard’s Files > Complete tab to manage completed background reports.

Click the Complete section for a list of Files which have been completed, but not yet reviewed. Click the candidate’s name to open a quick view of the File, listing the searches completed, and their status.

Click the File Number or Review to open a window with the complete information for the File, including the candidate’s personal information and the returned search results.

File sections

Reports are divided into several sections, to present the information in a more organized format:

• Overview: lists the candidate’s personal information.
• ID Verification: provides details on how the identity of the user was verified. (The RCMP requires that the identity of the candidate be verified before a background screen can be run.)
• Report Details: lists the file number, and dates on which the various steps in the report process were completed.
• Canadian Criminal Search - Enhanced: displays the PII data used to run the background screen.
• Consent: displays the candidate’s signature used to consent to the screening, and provides a link to view the completed consent form.
• Declaration: lists any criminal convictions declared by the candidate.
• Criminal Record Verification: highlights the results returned by the police providers.
• Additional Documentation: allows you to upload any related documents you wish to attach to the file.

Search Status

Once complete, Checkr summarizes the results of the search with a status bar indicating one of two statuses: Clear, or Consider.

• Clear indicates that no records have been found to report.
• Consider indicates that records have been found which you should consider in the hiring process.

Status: Clear

Status: Consider

Criminal Record Verification

The Criminal Record Verification pane returns results from two searches:

• Standard searches the National Canadian Police Information Centre (CPIC) Database for records that match the candidate's disclosures.
• Enhanced searches local police indices and the Police Information Portal (PIP) for records which may not be available in the National CPIC database to determine if any are found that match the candidate's disclosures.

Possible Results for each search

Standard CPIC

• Clear / Negative: Based solely on the name(s) and date of birth provided and the criminal record information declared by the candidate, a search of the RCMP National Repository of Criminal Records did not identify any records with the name(s) and date of birth of the candidate. Positive identification that a criminal record does or does not exist at the RCMP National Repository of Criminal Records can only be confirmed by fingerprint comparison. Delays do exist between a conviction being rendered in court, and the details being accessible on the RCMP National Repository of Criminal Records. Not all offenses are reported to the RCMP National Repository of Criminal Records.
• Unclear / Incomplete: Based solely on the name(s) and date of birth provided and the criminal record information declared by the candidate, a search of the RCMP National Repository of Criminal Records could not be completed. Positive identification that a criminal record does or does not exist requires the candidate to submit fingerprints to the RCMP National Repository of Criminal Records by an authorized police service or accredited private fingerprinting company. Delays do exist between a conviction being rendered in court, and the details being accessible on the RCMP National Repository of Criminal Records. Not all offenses are reported to the RCMP National Repository of Criminal Records
• Confirmed: Based solely on the name(s) and date of birth provided and the criminal record information declared by the candidate, a search of the RCMP National Repository of Criminal Records has resulted in a possible match to a registered criminal record. Positive identification that a criminal record does or does not exist at the RCMP National Repository of Criminal Records can only be confirmed by fingerprint comparison. As such, the criminal record information declared by the candidate does not constitute a Certified Criminal Record by the RCMP. Delays do exist between a conviction being rendered in court, and the details being accessible on the RCMP National Repository of Criminal Records. Not all offenses are reported to the RCMP National Repository of Criminal Records.

RCMP National Repository of Criminal Records has resulted in a possible match to a registered criminal record.

Enhanced PIP

• Clear / Negative: Based solely on name(s) and date of birth provided, NO information was found.
• Unclear / Additional Check Recommended: Based solely on name(s) and date of birth provided it is recommended that the candidate obtain a Police Information Check at their local police service.

Any error returned will refer to an error which blocks police services from running a screen. (For example: The candidate is under 18.)

Checkr Canada will return Clear or Consider, depending on the results of these two searches. Work with your legal counsel to determine how to proceed based on these results: 

If records are found which lead to a Consider status, you may consider requiring the candidate to re-disclose their criminal history, or visit their local police department for fingerprinting.

Process Files

Once reports are completed and ready for your review, click into them to make your hiring decision, and close or archive the file.

In the top right of the report click the ellipses (...) and select Close to indicate you have reviewed and completed this file.  

Note: Clicking Reset Candidate Access will resend the candidate an email with their profile link OR a password reset if they have already set a password.