Background Check FAQ

Q. If you do not keep up with the monthly VIRTUS training, will you be kicked out of the system?

A. Archdiocesan policy is that people will have their VIRTUS accounts suspended if they are three or more months behind in reading their monthly bulletins. This will become effective July 1, 2014. If your account is suspended, you will need to talk with your local Save Environment Coordinator to become unsuspended, provided you catch up on reading the monthly bulletins.

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Q. How about unpaid High School CYO coaches? Are only paid people required to be fingerprinted?

All high school coaches, paid OR volunteer, will need to be fingerprinted in addition to the on-line background check.

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Q. Who needs to be background checked through fingerprinting?

If you fall under any one of these categories, you must have your background check done through fingerprinting in addition to the on-line background check.

•     Clerics residing / serving within the Archdiocese of Cincinnati – This includes priests, seminarians, deacons, and religious women.

•     Day Care Center employee (Child Daycare Center Owner, Licenses or Administrator Type A Daycare Home Owner.

•     Maintenance staff, administrative staff, cafeteria staff, before- school care, after-school care, or any other non-licensed school employee.

•     Non-paid student teacher or non-paid teacher doing pre-service field experience.

•     Paid lunchroom monitor or paid playground monitor.

•     Paid school bus or van driver.

•     Paid substitute teacher.

•     Paid teacher, including non-tax supported school teacher.

•     Paid teacher aide or paid classroom aide.

•     Pupil Activity Supervisor or coach – THIS APPLIES TO ALL PAID / VOLUNTEER HIGH SCHOOL COACHES.

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Q. How about unpaid grade school or CYO coaches? Are they required to be fingerprinted?

No, only high school coaches, paid OR volunteer, will need to be fingerprinted in addition to the on-line background check. Grade school coaches will need to do the on-line background check.

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Q. What about parish staff?

Parish staff is not required by State law to be fingerprinted. However, under the Decree on Child Protection, if they have contact with children, they will need to have their fingerprints done every five years and the electronic background check done through SELECTION.COM.

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Q. Do current approved volunteers need to be re-screened retroactively come January 1, 2014?

Current volunteers will need either to have completed fingerprints in the last 5 years, or they will need to do an on-line background check.  This way, as we move forward, at any given point, all volunteers will have had a background check within the last 5 years.

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Q. Will teachers in the Archdiocese, rather than using the SELECTION.COM fingerprinting, be able to go to their more local county educational service center, as the public school system can do for the State of Ohio licensing?

In order that the Archdiocese can get the results of your fingerprints directly, we prefer you to use the SELECTiON.Com services.  Otherwise, we have no control over where the results are sent and how long it can take to get results back.

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Q. Will volunteers have to resubmit to SELECTION.COM every five years even if you are doing the quarterly checks?

No. Active volunteers will not have to resubmit a background check every 5 years.  Volunteers will only have to pay to have their on-line background done once- if they stay active as a volunteer.

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Q. How often do I need to complete background checks for Ohio educator licensure?

Ohio law requires that all individuals must have a baseline BCI and FBI criminal background check at the time they apply for their first Ohio educator license, certificate or permit, and those BCI and FBI background checks must be no older than one year (365 days) at the time they are used for initial licensure.

If an individual then resides continuously in Ohio, he or she does not need to update the BCI background check, but must obtain an updated FBI check once every five years.

If an individual lives outside Ohio at any time during the five years after obtaining a BCI check, then both background checks will need to be updated.

This applies to all individuals holding a state of Ohio educator license, certificate or permit, including a non-tax certificate (no expiration date), and a permanent certificate (no expiration date) and an 8-year professional certificate.

It is the responsibility of educators holding ODE licenses, certificates or permits, as well as their employers, to ensure that the law is followed with regard to obtaining required updated background checks within the five year timeframe prescribed by law, even if the expiration of a background check does not always coincide with the expiration of the license.

It is anticipated that, over time, the expiration of licenses and background checks would align, but in cases where they are not aligned, it is still the educator’s responsibility to meet the five year background check requirement in law, regardless of when the educator’s license is actually due to expire. Educators should not allow required criminal background checks to become expired (beyond five years) just because their license is not yet due for renewal.

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Q. What are the exceptional court fees?

If someone has lived outside of Ohio , we will be searching up to 3 county courthouses for criminal history.  In a small number of  counties around the country, the counties have decided to charge court fees as a revenue stream for their local government.  In the rare case that our searches take us to those counties, the volunteer or employee will be asked to cover the cost of those court fees in addition to the cost of the regular background check.

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Q. Can we just go to the Sheriff’s office?

In order to get the results of the fingerprints, and avoid delays, we are asking everyone to do their fingerprints directly through Selection.com.

SELECTION.COM and VIRTUS

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Q. The Archdiocesan approval can’t happen until after the Virtus class is taken. A person can sign up for the class but then not take it.

The background check process will be instant, whereas the VIRTUS training will need to take place before someone can volunteer.

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Q. Just to be clear, the Fastrax webpage will be incorporated into the VIRTUS registration process, correct? You mentioned we will only be sending them to one website, will that be the Virtus.org website because they have to go there to create a profile and register for a VIRTUS session?

For NEW volunteers, they will go to Virtus and the background check process will be seamless.  For volunteers already registered with Virtus, they will need to initiate the background check process.  That will happen from within Virtus.  (It will just be another “tab” for them to click on.)

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Q. If we already have an account in VIRTUS, how will the check be done?

Since you already have a VIRTUS account, you will see a link from within VIRTUS that allows you to complete the check on-line.

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Q. Is the site encrypted?

Yes, our site is encrypted.

We have:

  • Redundant backup systems
  • Backup generators
  • VeriSign 128-bit to 2048-bit encryption
  • Symantec encryption on all traffic
  • 3 firewalls to our servers
  • 2 levels of physical security on-site
  • All our data is stored internally and is not stored off-site

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Q. What assurances do volunteers have that the lists in Selections data base will not be sold or shared?

Here at Selection.com, our only business is criminal background checks.  We do not engage in any business direct to consumers.  We do not sell, rent, trade, give, or in any other way allow other entities to access the information about the individuals for whom we do background checks.  Neither do we analyze, aggregate, extrapolate, or data-mine the information about the individuals for whom we do background checks.

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Q. If someone decides to NOT volunteer anymore or becomes inactive will their personal information be purged from Selection.com’s database?
Q. What safeguards are in place to prevent using false information?

The first level of search that is performed is a verification of identity.  This will be based on the name, address, date of birth and social security number.  With this information, we will verify that all four pieces of information match, and we’ll be able to identify a complete history of residences.  Any social security number that does not match will be reviewed individually.  Maiden names and aliases will also be checked.  This level of security is much more secure than fingerprints which can be overcome with a fake I.D.

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Who needs to complete background checks?

The charts below should help explain who needs to complete online background checks as opposed to fingerprints.
BackgroundCheckChart

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A. Yes. Remember to follow the “knowledge and consent” issues of the Fair Credit Reporting Act and have the applicant sign a Release Form.

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Q. Why can’t we have walk-ins? What is the difference if they register before the class or after the class?

The reason web registration is required before attending a class is that there are too many people who start the class, but never register with VIRTUS.  Currently over 900 people have attended a class without registering.

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Q. Will peoples’ records be purged when they no longer volunteer?

Yes, volunteer records will be purged when people no longer volunteer. This will be done by the local Safe Environment Coordinator.

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Q. How will volunteers get the VIRTUS bulletins?

They will then get bulletins through VIRTUS at the email address registered with VIRTUS.

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Q. What about people who do not and will not have computer access?

The local Safe Environment Coordinator will print out copies of the monthly bulletin for the people to read.

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Q. Will I, as an employee of the parish or volunteer coordinator, be notified vie email that a volunteer has been approved by SELECTION.COM?

The local Safe Environment Coordinator will need to run a “Master Report” in VIRTUS in order to see who is “clear.”  At this time, though, you will not get email notices.

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Q. When do we notify volunteers that their approval is more than 5 years old and they now need to have this background check completed.

Volunteer coordinators will need to notify their volunteers that a background check is required.  Likewise, principals and pastors should notify their staff.  As of January 1, 2014, the background check will be required for anyone who has not had fingerprints or a background check done in the last 5 years.  Enforcement of this requirement and staying current with the VIRTUS bulletins will begin July 1, 2014.

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Q. Can you choose more than one location to volunteer when registering for a background check? What happens if you want to add or change locations at a later date?

Within VIRTUS, you can choose more than one location.  Changing or adding locations will not impact your requirements once you’ve completed a background check with SELECTION.COM.

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Q. If someone has attended VIRTUS but has not been fingerprinted, will they be able to do the on-line SELECTION.COM process in January? If so, how do they connect to it?

Yes, beginning January 1, volunteers in Virtus will be able to click on a tab within Virtus (like the existing “tools” or “training” tabs).  From there, the volunteer will be able to initiate the background check.

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Q. If someone has already taken the VIRTUS class and their fingerprints are over 5 years old and they are currently approved in VIRTUS to volunteer do they need to go through the SELECTION.COM to have a current check of fingerprints?

Volunteers will need to either have done fingerprints in the last 5 years, OR do an on-line background check with SELECTION.COM.

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Q. How will volunteers or employees pay for the background check?

Volunteers or employees can pay for the on-line background check through personal credit / debit card / PayPal for payment at the time of service, or they can use a Fastrax Token- which will be pre-paid by the parish or school. (Fastrax™ Tokens will not cover the cost of fingerprinting.)

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Q. If a parish/school decides to cover the cost of the on-line background check, how can we avoid having to reimburse our volunteers?

Parishes and schools will be able to purchase “Fastrax Tokens” to cover the cost of the on-line background checks for volunteers. (Fastrax™ Tokens will not cover the cost of fingerprinting.)

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Q. Will it be up to every parish to either reimburse volunteers/teachers/staff etc. for their out of pocket expense or decide that volunteers/teachers/staff etc. be responsible for the $25.00 cost?

The pre-pay option will be available to every parish, school or location. This will protect the parish from potential abuse, and make it easier for their volunteers as well.

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Q. How will a parish or school get tokens to give out to volunteers?

A parish or school can pre-purchase volunteer Fastrax Tokens from Selection.com. Please contact Stephanie Whalen at 513-522-8764 x3020 or by email.  Let her know how many tokens you want to purchase and she will issue you an invoice.

Payments can be made by check or ACH to:

Selection.com
attn: Stephanie Whalen
155 Tri-County Parkway, Suite 150
Cincinnati, OH 45246

Once you purchase a set of tokens (in any quantity), we’ll contact you and setup an on-line account where you can review which tokens have been used and which are still active.

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Q. What will the tokens look like?

The Fastrax Token will be a series of letters and numbers, much like a “coupon code” used in a shopping cart at an on-line retailer.

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Q. How can safe environment coordinators distribute the Fastrax Tokens?

Once a parish or school has purchased Fastrax Tokens, the safe environment coordinator can email the tokens to volunteers or print them and hand them out.  Tokens can also be given out in batches to coaches, teachers, etc.

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Q. What will prevent a volunteer from giving their Fastrax Token to other volunteers?

The Fastrax Tokens are each unique and cannot be re-used. Once someone uses a token, that token will not be active and cannot be re-used.

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Q. How will the parish/school know if the Fastrax Token has been used, or how many are active?

Parish or school representatives who purchase Fastrax Tokens will be given an account which will allow them to manage tokens, see which have been activated and which are still available. Unused tokens will be able to be re-assigned if they are not used by the volunteer to whom they were given.

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Q. How do you perform the criminal searches?

A. Criminal searches, both county and/or state, are performed through a physical search of the appropriate repository where the records are actually stored. No compiled databases are utilized.

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Q. Do I need to be concerned about privacy issues?

A. To a certain degree. The information contained in a background check does need to be protected from the general workforce population. Simply use common sense when requesting and reviewing information, treat it like it was information about you.

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A. The vast majority of crimes in the U.S. are processed and tried at the county level. All actions (charges, pleas, verdicts, sentences, etc.) involved in these cases are recorded directly into the file that is available to researchers. This makes the information regarding these actions available immediately when searched at the county level. Statewide repositories depend on county clerks to report the information to them after it is recorded. There are routinely time delays and the opportunity for miscommunication when the information is transferred. There may also be various level courts (township, area, district, etc.) that may not transmit information to the state repository. In theory, a statewide check may seem to be a better option but, in practicality, they are not as accurate or up-to-date as a search at the county level.

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Q. Why do I need to get the date of birth?

A. Most courts maintain records primarily by name, and the most common secondary identifier is date of birth. Many courts do not even include the Social Security Number on the record. Therefore, it is difficult to determine that the record matches your applicant without a date of birth – at the very least a month and day.

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Q. Isn’t it illegal to ask for the date of birth before you make a job offer?

A. It is illegal to include the date of birth on an employment application, but it is legal to ask for it as an identifier on an Inquiry Release Form. Our form specifically states that the applicant understands that this information is for identification purposes only and will not be a factor in consideration for employment.

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Q. Why are maiden names so important to have in verifying education?

A. Most degrees or diplomas are earned prior to marriage (especially high school) and, therefore, the maiden name is the one that will appear in the school’s records.

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Q. Can I do a background check on my sister’s boyfriend?
Q. If a date of birth is not available, what do I enter into that field on Fastrax Select?

A. Enter 01/01/1910. This is a default date of birth that is recognized as fictitious at Selection.com.

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Q. Can I run a background check without a Social Security Number (SSN)?

A. Yes, if you have the name and date of birth. But, the SSN always helps.

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Q. What is a Consumer Report?

A. As defined in the Fair Credit Reporting Act (Section 603.d), a Consumer Report is any communication of information that is collected and used for the purpose of determining an individual’s eligibility for employment purposes. A consumer report for employment purposes can include criminal history, driving records, credit history, education verification, etc.

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Q. Do I need a signed release form to run a criminal background check?

A. Yes. The Fair Credit Reporting Act stipulates that to procure a consumer report for employment purposes a “…clear and conspicuous disclosure has been made in writing…” and that “…the consumer (applicant) has authorized in writing the procurement of the report.”

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Q. Do I need a signed release form to run a background check on a current employee?

A. Employment purposes in the Fair Credit Reporting Act is defined as,”…a report used for the purpose of evaluating a consumer for employment, promotion, reassignment or retention as an employee.” Notification and consent requirements apply. However, a release form signed prior to employment can carry the verbiage that consent is given as long as the consumer (applicant / employee) is employed.

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Q. On a Social Security Number Trace Report, what do the “M” and the “U” represent in the Match field?

A. “M” represents Matched. This means the name entered on the request matched the last name and the first initial contained in the Trace Report file. The “U” represents Unmatched. These are listed under Exceptions and mean the name entered on the request did not match the last name and the first initial contained in the Trace Report file. This is especially common for female applicants due to maiden and married last names.

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Q. What is the “Control Code” for?

A. It is completely for your use. If used, this field gives you some extra search and sort options and will appear on your invoice. A department name or code, a location name or code or a position name or code (or anything else useful) can be entered here when the request is submitted. You can then use it later as a search and/or sort criteria. The Control Code field is open and will accept alpha and/or numeric entries.

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Q. What is the turnaround time on background checks?

A. Normal turnaround is 30 – 72 hours (this does not include weekends and holidays). The average criminal background check turnaround time is 34 hours.

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Q. Do you start processing my request immediately after submission?

A. Yes. Depending on the components involved in your request, you may be able to view results immediately.

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Q. How are your criminal searches performed?

A. We have researchers all across the country that can physically check courthouse records. Our researchers report all charges found as well as their dispositions. There are a few states, however, that have enacted legislation that limits what can be reported.

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Q. Can you run a motor vehicle records check for a previous state where an applicant held a driver’s license?

A. No, an applicant can only legally hold one driver’s license. When people apply for a new driver’s license in their state of residence, they must turn in their previous driver’s license. The Bureaus of Motor Vehicles from all states are linked to check a National Driver Registry (NDR) to make sure the person does not have any suspensions, pending violations, etc. before a new driver’s license is issued. The NDR is available only to the Bureaus of Motor Vehicles.

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Q. How far back do you search criminal records?

A. We will report a minimum of seven years, regardless of search method, but will go back as far as the courthouse has records available to our researchers through the public access system. All charges and dispositions found will be reported within the boundaries of federal and state regulations.

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Q. Can I run a credit report on myself through your company?

A. No, credit reports through Selection.com are only available for employment purposes.

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Q. Can I change your Inquiry Release Form?

A. Yes, you may alter it slightly, however the Fair Credit Reporting Act (FCRA) disclosure at the top of the form must be retained to keep you in compliance with FCRA regulations.

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Q. What do I need to do to stay in compliance with the Fair Credit Reporting Act (FCRA)?

A. You need to have each applicant sign a release form prior to requesting the background check. If you then decide not to hire the applicant due to background check results, you would need to send them a copy of the entire report and a copy of their Consumer Rights. A few days later, after the applicant has had time to receive and respond to the prior mailing, you would mail an Adverse Action letter that definitely states you will not be hiring the applicant and outlines their specific rights. Fastrax Online makes FCRA compliance very simple.

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Q. What if an applicant disputes what is found on his/her record?

A. The client or applicant may contact Selection.com. We will double check the records found at the courthouse. If the information returned is the same as previously reported, the report will stand as correct. If the applicant still disputes the results, he/she will need to physically go to the county courthouse and follow that courthouse’s procedures to correct any discrepancies. Selection.com is an information provider and cannot change or alter information contained in a courthouse file.

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Q. How can applicants obtain a copy of their report?

A. They must submit a request, in writing, to Selection.com. We will forward a full copy of the report to them within 7 days.

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Q. Can I give applicants a copy of their report?

A. Yes.

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Q. Do you do International searches?

A. Yes, some international information is available. Please understand, however, that the information may be limited, slow and expensive. Specific details can be obtained by contacting Selection.com directly.

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Q. Can I submit International searches online?

A. No, these requests will need to be faxed to Selection.com.

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Q. Can I run a Motor Vehicle Records check on an International Driver’s License?

A. No. Other than the 50 U.S. states, only Canada is available.

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Q. How often am I invoiced?

A. Selection.com invoices on the 1st and 16th (or the following business day) of every month.

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Q. What are your payment terms?

A. The payment terms are net 30 days.

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Q. Do you accept credit card payment?

A. Yes, we accept MasterCard, Visa, Discover and American Express.

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Q. How is this procedure different from what we’ve been doing before?

Up until now, volunteers, teachers, staff and clerics were required to be fingerprinted every five years.

Beginning January 1, 2014, volunteers will not have to be fingerprinted, but they will have to do a background check with Selection.com from within their VIRTUS account.

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Q. Where do I go?
Background Checks- On-line within your VIRTUS account.
Fingerprints- One of several locations (see below)

 

Fingerprint Locations

in Tri-County: 155 Tri County Pkwy
Cincinnati, OH 45246
513-522-8764
Monday- Friday: 8AM-5PM
or Middletown: 1707 Run Way
Middletown, OH 45042
Monday- Friday: 8AM-4PM

Alternatively, you can schedule a mobile fingerprinting unit to come to you by contacting LeAnn Bick by e-mail at: Customer Support or by telephone at: 513-522-8764. We ask that you have a minimum of twelve (12) people in order to schedule the mobile unit for its location. (You can coordinate with other local parishes or schools in order to meet the minimum requirement.)

For a calendar of our mobile fingerprinting unit, go to the Calendar.

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