• Help me understand what each report status means

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    The Candidates tab of the Dashboard has the status options below for candidates who have already begun the background check process.

    Invitation Sent ReportStatusInvitationSent.png

    The invitation link was sent, but the candidate hasn't responded yet and the report hasn't begun. 

    Pending  ReportStatusPending.png

    The report is processing. Most reports take 2-3 days to finalize, but some can take longer, often for a reason below: 

    • Checkr is waiting for the candidate to submit information: Checkr required a form of documentation from the candidate to continue the report. Checkr contacts candidates for exceptions like these so that your background check process works smoothly.
    • Research is in progress: Some screenings take significantly longer than others, usually because the county manually processes search requests. 

    Related article:

    Complete  Complete_Status.png

    The report finished processing and is ready for you to review. 

    Clear  ReportStatusClear.png

    The report completed with no records found.

    Consider  ReportStatusConsider.png

    The complete report has information for you to consider. This information might include criminal records, motor vehicle record (MVR) violations that don't meet your MVR criteria, employment or education verifications that weren't an exact match, or other records for your adjudicators to review.

    Dispute  ReportStatusDispute.png

    The report is complete, and the candidate contacted Checkr to dispute information in the complete report. Adjudication is blocked during the Dispute report status.

    The reinvestigation timeframe for disputed reports is a maximum of 30 days. The compliance contact on your Checkr account receives an email after the reinvestigation.

    Suspended  ReportStatusSuspended.png

    The report stopped processing because of missing information or incomplete searches. Checkr contacted the candidate to submit additional documents, after which the report will continue. After a period of time, the report status automatically changes to Complete or Canceled. If you want the report to complete in its current state, you can use the Complete Now feature.

    Some screenings have Suspended status indefinitely.

    Related article:

    Canceled  canceled.png

    All screenings in the report were canceled. If at least one screening completed, the report has the Complete status and indicates some canceled screenings.

    Invitation Expired ReportStatusExpired.png

    The invitation link was sent, and the candidate didn't complete it in the allotted time. To continue with the candidate, you must send a new invitation. By default, invitation links expire after 7 days. Work with your Checkr Customer Success Manager to change the number of days your candidates have to respond to an invitation.


    Assess

    The Assess feature has the options below: 

    Clear  mceclip0.png

    The report returned no records.

    Eligible  mceclip1.png

    The report returned no records that would make the candidate ineligible for the position.

    Review  mceclip2.png

    The report returned at least one record that needs evaluation based on your rules.

    Escalated  mceclip3.png

    The report returned at least one record flagged based on your rues.


    Related articles: 

  • How do I find the lookback period used on a specific report?

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    A report's lookback period appears on the report order summary PDF. You can download this PDF from the Reports page in the Checkr Dashboard.

    Related articles: 

  • How do I obtain a Pennsylvania Child Abuse History Clearance for employment purposes?

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    Note

    For questions regarding your account setup, login, or technical assistance, please contact the Pennsylvania Child Welfare Support Center at 1-877-343-0494.

    To obtain a Pennsylvania Child Abuse History Clearance, follow the steps outlined below: 

         1. Go to compass.state.pa.us/cwis/public/home.  

         2. Click “Create Individual Account.”

         3. Click “Next.” 

         4. Create your user account. The Keystone ID is a username that you create and is unique to yourself. Click “Finish.”   

    mceclip0.png

         5. You will be emailed a temporary password. Retrieve the password from your email and revisit compass.state.pa.us/cwis/public/home

         6. Click “Individual Log In.”   

         7. Click “Access my Clearances.”  

         8. Scroll down and click “Continue.”   

         9. Enter your Keystone ID and temporary password. 

         10. Verify your account and select your device for authorization purposes.  

         11. Change your password and click “Submit.”

         12. You will now have to log in again with your new password.    

         13. Scroll down, select “I have read, fully understand and agree to the My Child Welfare Account Terms and Conditions” and click “Next.” 

         14. Scroll down and click “Continue.”

         15. Click “Create Clearance Application.”   

         16. Scroll down and click “Begin.”

         17. For Application Purpose, select the fifth option for “School Employee Governed by Public School Code.” Scroll down and click “Next.”

    mceclip1.png

         18. Complete the Applicant Information section and click “Next.”  

         19. Complete the Current Address section and click “Next.” You do not need to have a paper copy delivered to you.  

         20. Complete the Previous Address section and click “Next.”  

         21. Complete the Household Members section and click “Next.”   

         22. Review the Application Summary section and click “Next.”   

         23. Check the box, type your full name, and click “Next.”    

         24. Answer YES to the question “Did the organization provide a code for your application?” Enter your prepaid code from Checkr. (Check your email sent from Checkr, Inc.) and click “Submit.” If you cannot find an email from Checkr, please don’t hesitate to contact Customer Support.

         25. Your screen should look like the example below:

    mceclip2.png

         26. At this point, you will wait for your results. They can take anywhere from one minute to several days. Once you receive an email from noreply@pa.gov that your results are available, you will need to go back to compass.state.pa.us/cwis/public/home. If you never receive this email, don’t hesitate to contact Customer Support

         27. Click on “Individual Log In,” then “Access my Clearances,” then “Continue” and enter your Keystone ID and password.    

         28. Click on “To view the result, click here.”    

    This will download a PDF that will look like one of the following depending on the results.

    mceclip3.png

    Note

    This clearance may be used for employment or volunteering purposes.

         29. Please reply to Checkr’s email to provide your E-Clearance ID. No further action is needed as Checkr now has access to your certificate.

    The following is an example of what candidates are emailed from Checkr, Inc.’s Candidate Experience department:

    mceclip4.png

  • Can I change what I see on my fair chance dashboard?

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    No, you cannot change the information displayed on your fair chance dashboard; however, the information you see is catered to your company based on metrics including, but not limited to:

    • The number of background reports you run per year, and
    • Your company’s Adverse Action rate (“Adverse action rate” = total candidates that your organization has initiated adverse action for / total reports with a status of “Consider”)
  • What are the definitions of the charges I see on our fair chance dashboard?

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    The list below explains the charge categories you see on your fair chance dashboard.  Understanding these categories can help you review records on your candidates’ reports. The Equal Employment Opportunity Commission’s (EEOC) guidance on reviewing  records encourages considering contextual factors, such as the disposition of the record (e.g. pending, dismissed), the severity of the charge (e.g. misdemeanor vs felony), and the time that has passed since the conviction. 

    Pending charges: A pending charge means that nothing has been officially decided (i.e. there has not been a guilty or not-guilty finding) and the case is still ongoing.

    Petty charges: Petty charges are the lowest level in severity, meaning the charge may not be serious in nature and may not be as relevant to your business or job type.

    Charges over 7 years old: The more time that has passed, the less likely an individual is to commit another offense. Charges that are older than 7 years old have surpassed the statistical reoffense rate.

    Charges from when the candidates were younger than 25 years old: The EEOC encourages employers to consider factors such as age at the time of offense when determining eligibility for candidates with records. Emerging science about brain maturation suggests that adolescent brains continue to mature well into the 20s. Additionally, according to many world organizations, like the United Nations, “youth” is defined as people younger than 25 years old. This means that candidates who were younger than 25 could be considered a “youth” at the time of the offense.

  • Who can see the data presented on our fair chance dashboard?

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    The data within your fair chance dashboard is visible only to users in your organization that have permission to view analytics. This includes admin users and any other roles that have been given explicit permission to view analytics in the Checkr dashboard. 

    Related article: 

  • How can I tell how the report was ordered (report source)?

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    Within the Checkr Dashboard, open a candidate report. Navigate to the Report Information section. The report source is displayed within the Source row.

    Here is a breakdown of the various sources:

    • API: Report was created from the Checkr API.
    • Continuous check: Report was created automatically from a Continuous Check return.
    • Form: Report was created from the Checkr Hosted Invite/Apply flow.
    • Manual Order: Report was created from a manual order (customer enters candidate's PII) originating in the Checkr Dashboard. 
    • Recurrence: Report was created from a Subscription.
    • Web: Report was created from a report ordered from the Checkr Dashboard.
  • What is the standard reporting period for Checkr background checks?

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    The reporting period for both misdemeanor and felony records is at least 7 years. In some cases, Checkr will report older records if they are reportable according to state and federal law, easily accessible at the court houses, or if the record is deemed highly severe.

    With the Positive Adjudication Matrix, you have the ability to limit the reporting period for all, or certain types, of criminal records. 

    Motor Vehicle Reports return data from at least 3 years back, though some states report older violations.

    Employment verifications include verification of past employment for a maximum of 7 years, whereas education verifications only target the highest degree obtained.

    Some states have their own laws limiting reportability, and others have exceptions based on the candidate's salary, or for certain industries (like transportation network companies).

  • What does it mean to "Engage" a candidate?

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    The Engage feature is a way to track the candidates you have decided to move forward with after their report is complete. When you engage the candidate, no communication will be sent to them. “Engaged” is added to the status of the report.

    For more information, also see: Review a completed Report 

  • Help me understand the difference between a Clear vs. Complete status

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    Question

    Why does the status of some screenings show as Complete instead of Clear or Consider.

    Answer

    Checkr uses pointer searches operationally to generate other screenings. Some types of pointer searches, such as the SSN Trace and National Search, will result in a Complete status vs. a Clear or Consider status because they contain no actionable or reportable information for the customer. 

    Credit checks, like pointer searches, will also result in a Complete status when the information provided is successfully validated. 

    See What does the status of a report indicate? for more information. 

  • How do candidates dispute the accuracy of their report?

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    If a candidate believes their report is inaccurate or incomplete, they can:

    • Visit the Candidate Portal to log a dispute
    • Email or call our Candidate Support Team
    • Mail in their dispute with any supporting documents.

    Visit the Candidate Portal to log a dispute

    From the Candidate Portal, they can click the following link:

    mceclip0.png

    Disputes are conducted in a process called a reinvestigation. During this process, Checkr reviews and verifies the contested information at the source to ensure maximum possible accuracy. During the reinvestigation process, the report is set to dispute status in the Checkr Dashboard and may not be adjudicated. (In other words, you can't Engage or Adverse Action until the reinvestigation is complete.)

    In compliance with the FCRA, Checkr has 30 days to complete a reinvestigation. Checkr strives to complete reinvestigations as quickly as possible.

    Once a reinvestigation is concluded, the report is taken out of dispute status and Checkr sends the candidate and the end-user (the Checkr customer) an email notification that includes the updated report and relevant information about the dispute process. Any user with the email preference for "Notify on report disputed" will receive this notification. Once a report is out of dispute status, the report can be adjudicated by the end-user. 

  • Lookback periods and reportability: How far back are criminal records searched, and what records will appear?

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    This article will help you:

    • Recognize what is included in the scope of a lookback period for criminal searches
    • Understand why you might see a longer or shorter time period for certain records

    One challenge of interpreting a background check is understanding the “lookback period” for the scope of a search versus what is reported on the criminal history section of the report. In other words, the question you may ask is, “How far back are records searched during a background check, and why would or wouldn’t I see certain information on the report?”

    The answer to this question depends on the process used to search for records in multiple jurisdictions (such as county and federal jurisdictions), as well as the applicable legal requirements for that jurisdiction.

    What’s included in the scope of a county criminal search?

    Most of the United States’ 3,000+ counties make their records publicly accessible dating back at least seven years. Here “publicly accessible” means the records are available to be searched through a digital Public Access Terminal (PAT), a year-by-year index, or with assistance from a court clerk.

    A common lookback period for county criminal court searches is to search for possible records that date back the last seven years, although in most states, a company may request searches that look for records beyond seven years.   

    What’s included in the scope of a federal criminal search?

    Federal records are searched using the Federal Judiciary’s Public Access to Court Electronic Records (PACER) system. Records are typically available dating back indefinitely, depending on the electronic-record keeping practices of a particular jurisdiction. 

    Why might the records that appear on the report be different from the lookback period?

    There can be limitations in the age of the publicly available records. Each court jurisdiction maintains (and makes available) their records based on their own procedures, so the records that are available can vary depending on the court. For example, some county courts might only provide only 7-10 years of record information, while other county courts provide much older records. 

    There are also rules that affect what records can be reported on a background check. For example, there are rules for reporting convictions vs. dismissed records, or records that were ultimately expunged or sealed. 

    Some states limit the searching or reporting of criminal record information to seven years depending on the candidate, job, or employer/partner location. That means that even if the search looks for records going back indefinitely, only records from the last seven years can appear on a report. States that generally have a seven-year limitation include:

    • California
    • Kansas
    • Maryland
    • Massachusetts
    • Montana
    • New Hampshire
    • New Mexico
    • New York
    • Washington

    For these states limiting the scope of how far back records can be searched or reported, the question of “what defines X years” can be complex to answer. For example, "seven years" could be defined as:

    • Seven years from the date of disposition (like the conviction date); or 
    • Seven years from when the person was released from incarceration.

    Depending on the availability of information, the seven-year counting period often begins on the later of these occurrences.

    Can the lookback of a search or what is reportable change based on industry?

    Certain regulated industries, such as Transportation Network Companies (TNCs), may be  required to enhance their search scope to the adult lifetime of an individual and may be exempt from state rules limiting the searching or reporting of information to seven years. These searches are referred to as “indefinite lookback” searches. Indefinite lookback searches can vary from county to county with respect to what can be retrieved.

    We recommend that you consult with your counsel to review your policies, procedures and compliance requirements as it pertains to industry-specific lookback requirements of criminal record searches.





  • Why don't I see a certain record on a background report?

    Read More

    This article will help you:

    • Understand which reporting restrictions prevent you from seeing records
    • Determine why you may not see all possible criminal records reported
    • Determine why you may or may not see dismissed records reported

    If you don't see a certain criminal record on a background report, you may question whether the report is accurate. We recommend that you refrain from comparing our results against unvetted sources (like a mugshot database). Many of these unvetted sources and websites do not follow existing laws that pertain to background screening.

    Consumer Reporting Agencies (CRAs) like Checkr must adhere to strict federal, state, and municipal regulations concerning what information we can report. These restrictions limit what can be reported in a pre-employment background check.

    At the federal level, the FCRA restricts CRAs from reporting non-convictions (such as dismissals) that are over seven years old. Some states further restrict CRAs from reporting both conviction and non-conviction information.

    Checkr automates reporting in line with each state’s requirements using our Compliance Engine to help you avoid seeing information that is not reportable. Keep in mind, however, that just because a particular record is reportable, that doesn’t mean you can legally consider the information. States and municipalities have specific laws (like Ban the Box laws and individualized assessment) regarding how end-users and employers use and consider criminal records during an employment pre-screening process.  

    We recommend you consult with your legal counsel on the specifics of the localities where you hire candidates. For more information on the scope of a search and reporting guidelines, see the following articles:   

    If you have additional information about a specific record that did not appear on one of your candidate’s report, please contact Checkr Customer Support with the case details along with the location of the record, nature of the record, and any other important details. We will be happy to take a look.

  • How do I receive more information regarding a criminal record?

    Read More

    Checkr receives criminal record information from multiple sources, such as:

    • National criminal record databases
    • State sex offender registries
    • Global watchlists and sanction lists
    • Federal offense databases
    • County courthouse records

    Different screening packages will include different sources. For more information on these sources, see "What is the difference between federal, national, and county checks?"

    The information in a criminal record can vary from source to source, based on the type of offense, and the level of detail available on the court record. 

    The following information is typically included:

    • Case number
    • File date
    • Court jurisdiction
    • County
    • State
    • Name on record
    • Charge
    • Charge type
    • Arrest date
    • Offense date
    • Charge date
    • Disposition
    • Disposition date
    • Sentencing information

    Each county courthouse may define and classify charge types and dispositions differently, so if you come across a charge or disposition that you don't understand, the best practice is to research the name of the charge or disposition along with the county where it was found.

    If your research isn't turning up any answers, or you're struggling with a tricky charge type or disposition, you can always contact us.

     

     

  • Can I print the results of a background check?

    Read More

    Question

    Can I print the results of a background check?

    Answer

    To print the results of a report:

    1. Open the background check you’d like to print in the Checkr dashboard
    2. From the toolbar of your web browser, select File > Print
  • Can I create custom drug-specific rules using the adjudication matrix?

    Read More

    Question

    How do I create custom rules for charges specifically related to possession and/or use of meth and/or heroin? Is it possible to write custom rules that are drug-specific?

    Answer

    Custom rules specific to heroin or meth charges are not currently available. Custom rules can be set for:

    • Drugs-Possession/Use
    • Drugs-Sale & Manufacture
    • Alcohol & Tobacco
    • Drugs-Marijuana Possession/Use
    • Driving under the influence (DUI)

    To create custom rules for any of the above categories:

    See Screenings settings for further details.

  • Disposition classifications

    Read More

    A disposition is the final resolution of a criminal case, for example, a conviction or dismissal.

    The following table illustrates the most common disposition categories, with examples of the most common dispositions returned in each respective category.

    Categories

    Disposition returned

    Deferrals and Alternative Adjudications
    • adjudication withheld
    • pre trial diversion
    • prepaid
    • prayer for judgement
    • deferred
    Convictions
    • guilty
    • convicted
    • no contest
    • paid fine
    • nolo contendere
    Dismissals
    • dismissed
    • nolle prosequi
    • nolle prosse
    • withdrawn
    • no file/information
    Pending or Open Cases
    • pending
    • failure to appear
    • waive preliminary hearing
    • held to answer
    • unserved
    Warrants
    • warrant
    • fugitive file
    • fta warrant
    • out of county warrant
    • capias warrant
    Legal Disclaimer

    These sample dispositions are provided for educational purposes only and should NOT be construed as legal advice, guidance or counsel. Please consult with your legal counsel about your responsibilities under the FCRA and applicable state law. Checkr, Inc., expressly disclaims any warranties or responsibility or damages associated with or arising out of the information provided.