SSCIBackgroundCheck Help
Get the information you need to understand the SSCIbackgroundCheck process and ensure a successful result.
The Southeastern Security Consultants, Inc (SSCI) Background Check program allows you to submit, receive, update, and track state-mandated background check information for instructors and/or volunteers who work with children at your organization to ensure they (the volunteers and instructors) meet your employment requirements.
The SSCI Background Check Interface automates the process of entering personal data (Name, Date of Birth, and Social Security Number) into a Security vendor's site and thus eliminates a tedious manual entry process. When background check information is returned from SSCI, the pass/fail status for your volunteer and instructor records in RecTrac are updated automatically.
VSI provides the SSCI interface at no charge. However, in order for background checks to be processed using the interface, you must contract with Southeastern Security Consultants, Inc. to obtain an account. To create an account with SSCI, contact Chris Goodman at 866-966-7412 or via email at cgoodman@ssci2000.com .
See Also: Topic Doc - SSCI Background Check Interface for an overview of the interface and step-by-step instructions for its use..
How the SSCI Background Check Interface Program Works
- Contact SSCI to create an account.
- Collect Instrucor/Volunteer data for upload to SSCI. There are two (2) preferred methods for this:
- Create an Activity and register your Volunteers into it. The SSCI Background Check Interface program allows you to upload Background Check data for names on an Activity Roster. Registration can be completed via GUI (RecTrac) and/or patron self-registration via WebTrac, if desired. (For Example: You might create an Activity for 'Volunteers' with four (4) sections, one for each Season, such as Activity 200001 02: Volunteers - Summer Programs).
- Use Staff Management. The SSCI Background Check Interface program allows you to upload Instructor Background Check data from Staff file management records.
- Send the data to SSCI. When the volunteer registration period ends, run the SSCI Background Check Interface program using the Send Background Check Requests to SSCI option. Select the desired Activity/Activities and your range of Instructors (if applicable).
- Wait for SSCI to process your background screenings. SSCI typically returns background screens in three or four business days. They will inform you when the checks are complete.
- Retrieve the results from SSCI. Run the Interface again using the Retrieve Background Check Requests from SSCI option. RecTrac will provide a report detailing the check status (Pass/Fail) and the system will update Family Member Member Details • Background Check Information group)and/or Staff Records Staff Update • Background Check Information group)appropriately.
When you run the retrieval, RecTrac runs checks for the Pass/Fail Status, the Last Background Check and Background Expiration Date fields on your Volunteers and Instructors automatically and updates those fields with the data received from SSCI. - Upon completion, the Last Background Check date will be "today" (i.e. the date on which you ran the interface). The Background Check Expiration Date will be "today" 43; the value you enter in the Background Check 'Good For' Day Count on the Interface.
- Background checks are typically valid for one (1) year. You will repeat these steps on a cyclical schedule, as determined by the operational requirements of your organization, to renew expired checks for returning Volunteers and/or Instructors OR to process new screenings for new Volunteers/Instructors.
From the bottom of the screen…
Click Process to run the SSCI interface and make selections on the Output Options screen. The process runs on the AppServer. You will be notified when it completes.
The process creates a byproduct report. Click Here to See a Sample Report
To exit this program, click 'X' on the title bar. You will be returned to the Main Menu or the previous program.
SSCIBackgroundCheck_Tab1
Include Rosters (SSCIBackgroundCheck_IncludeRosters)
Select this option to include members on Activity Rosters in your background check data upload/download
THEN
Enter the range of Activity Sections you wish to include.
If you are using the activities to upload Background Check data, you must select this option.
De-select this option to skip/omit Activity Rosters from your background check data upload/download. De-selecting this option presupposes you wish to run the interface for Staff Members only using settings on the Staff Options group.
See Also: Topic Doc - SSCI Background Check Interface for an overview of the interface and step-by-step instructions for its use..
DeleteFamily Member Statuses To Include (SSCIBackgroundCheck_FamilyMemberStatus)
This field is applicable only if you are opting to Include Rosters.
Accept the default entry or click the Combo Box icon to select Family Members Statuses you wish to use as a filter for the Section upload/download if desired.
DeleteBegin Section (SSCIBackgroundCheck_SectionBegin)
This field is applicable only if you are opting to Include Rosters.
Enter a Beginning and Ending Section Range. Enrollees in the Section(s) selected will have their background check information included in the SSCI Background Check upload/download.
DeleteEnd Section (SSCIBackgroundCheck_SectionEnd)
This field is applicable only if you are opting to Include Staff.
Enter a Beginning and Ending Range of Staff Members.
DeleteSection Categories (SSCIBackgroundCheck_SectionCategoryList)
This field is applicable only if you are opting to Include Rosters.
Click the Combo Box icon to select any Category Codes you wish to use as a filter for the Section upload/download if desired. Rosters for Sections with a matching Code will be used.
Leave this field blank to skip this check and include all Category codes.
Category Codes are maintained in System Code Management
DeleteSection Types (SSCIBackgroundCheck_SectionTypeCodeList)
This field is applicable only if you are opting to Include Rosters.
Click the Combo Box icon to select any Type Codes you wish to use as a filter for the Section upload/download if desired. Rosters for Sections with a matching Code will be used.
Leave this field blank to skip this check and include all Types codes.
Type Codes are maintained in System Code Management
DeleteInclude Staff (SSCIBackgroundCheck_IncludeInstructors)
Select this option to include Staff Members in your background check data upload/download
THEN
Enter the range of Staff Members you wish to include.
If you are using Staff Members to upload Background Check data, you must select this option.
De-select this option to skip/omit Staff Members from your background check data upload/download. De-selecting this option presupposes you wish to run the interface for Activity rosters only using settings on the Activity Section Options group.
See Also: Topic Doc - SSCI Background Check Interface for an overview of the interface and step-by-step instructions for its use..
DeleteStaff Statuses To Include (SSCIBackgroundCheck_InstructorStatus)
This field is applicable only if you are opting to Include Staff.
Accept the default entry or click the Combo Box icon to select Staff Member Status(es) you wish to use as a filter for the Staff upload/download if desired.
DeleteBegin Staff (SSCIBackgroundCheck_BeginInstructor)
This field is applicable only if you are opting to Include Staff.
Enter a Beginning and Ending Range of Staff Members.
DeleteEnd Staff (SSCIBackgroundCheck_EndInstructor)
This field is applicable only if you are opting to Include Staff.
Enter a Beginning and Ending Range of Staff Members.
DeleteStaff Categories (SSCIBackgroundCheck_StaffCategoryList)
This field is applicable only if you are opting to Include Staff.
Click the Combo Box icon to select any Category Codes you wish to use as a filter for the Staff upload/download if desired. Staff members with a matching Code will be included.
Leave this field blank to skip this check and include all Category codes.
Category Codes are maintained in System Code Management
DeleteStaff Types (SSCIBackgroundCheck_StaffTypeCodeList)
This field is applicable only if you are opting to Include Staff.
Click the Combo Box icon to select any Type Codes you wish to use as a filter for the Staff upload/download if desired. Staff members with a matching Code will be included.
Leave this field blank to skip this check and include all Category codes.
Type Codes are maintained in System Code Management
DeleteExpire Option (SSCIBackgroundCheck_ExpireOption)
Expand the Drop-down list and select your Expire Option
THEN
Enter an Expiration Date range.
- Expired Records Only - The upload/download will include only those Background Check records with an Expiration Date that falls within the date range entered. For Example: Today" is 3/22/20xx. The Expiration Date range you enter is 01/01/1990 - 04/30/20xx. Any Background check that is already expired plus any Background checks that will expired through April will be included.
- All Records - The upload/download will include all records regardless of their Expiration Date OR regardless of whether an expiration date exists. This is a good option if running checks for the first time as "first timers" will not have an expiration date on their Background Check.
Note: IF using the Expired Records Only option VSI recommends using Beginning Date that is years in the past (i.e. as shown in the example above) and an Ending Date that is a few weeks in the future. This allows for all possible members/instructors whose checks have expired to be included and will also include those members/instructors whose checks are coming due shortly.
Begin Expiration Date (SSCIBackgroundCheck_ExpireDateBegin)
Expand the Drop-down list and select your Expire Option
THEN
Enter an Expiration Date range.
THEN
Take appropriate action in the right-hand column to specify the date you wish to select
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
Note: IF using the Expired Records Only option VSI recommends using Beginning Date that is years in the past (i.e. as shown in the example above) and an Ending Date that is a few weeks in the future. This allows for all possible members/instructors whose checks have expired to be included and will also include those members/instructors whose checks are coming due shortly.
End Expiration Date (SSCIBackgroundCheck_ExpireDateEnd)
Expand the Drop-down list and select your Expire Option
THEN
Enter an Expiration Date range.
THEN
Take appropriate action in the right-hand column to specify the date you wish to select
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
Note: IF using the Expired Records Only option VSI recommends using Beginning Date that is years in the past (i.e. as shown in the example above) and an Ending Date that is a few weeks in the future. This allows for all possible members/instructors whose checks have expired to be included and will also include those members/instructors whose checks are coming due shortly.
Interface URL (SSCIBackgroundCheck_InterfaceURL)
Enter the URL for SSCI's File Transfer Protocol (FTP) site. SSCI will provide this information.
For Example: https://t2947hrp.secure-screening.net/
Note: In the event the FTP Site requires and/or accepts passive transport add " passive" to the end of your URL. For Example: ftp://www.vermontsystems.com/reports/ passive
Ask the FTP Site's owner if you are unsure whether or not passive transport is required/accepted.
User ID (SSCIBackgroundCheck_UserID)
Enter your SSCI User ID. SSCI will provide this information.
DeletePassword (SSCIBackgroundCheck_Password)
Enter your SSCI Password. SSCI will provide this information.
DeleteAccount Code (SSCIBackgroundCheck_AccountCode)
Enter your SSCI Account Code. SSCI will provide this information.
DeleteSource Site Identifier (SSCIBackgroundCheck_SourceSiteIdentifier)
Enter your Source Site Identifier. SSCI will provide this information.
DeleteDestination Site Identifier (SSCIBackgroundCheck_DestinationSiteIdentifier)
Enter your Destination Site Identifier. SSCI will provide this information.
DeleteProcess Option (SSCIBackgroundCheck_ProcessOption)
Expand the Drop-down list and select your Process Option
THEN
Enter a Processing Date range.
- Only Records Not Already Processed - The upload/download will include only new records (i.e. first timers").
- All Records - The upload will include all records regardless of whether the system has a "last processed date" for them.
When you run the SSCI Background Interface to upload data RecTrac updates the "Last Processed Date" for any Family Member/Instructor whose data gets uploaded. This field is stored in the RecTrac database but is not visible. The date range you enter here looks for "Last Processed Date" record. If found within the date range entered the record is included based on your process option.
When sending data to SSCI (i.e. uploading background check data) you will typically use the All Records option.
DeleteBegin Processing Date (SSCIBackgroundCheck_ProcessDateBegin)
Expand the Drop-down list and select your Process Option
THEN
Enter a Processing Option Date range.
THEN
Take appropriate action in the right-hand column to specify the date you wish to select
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
DeleteEnd Processing Date (SSCIBackgroundCheck_ProcessDateEnd)
Expand the Drop-down list and select your Process Option
THEN
Enter a Processing Option Date range.
THEN
Take appropriate action in the right-hand column to specify the date you wish to select
Refer to RecTrac Date/Time Select Fields for a listing of selection definitions and examples.
DeleteSend/Receive Option (SSCIBackgroundCheck_SendOption)
Expand the Drop-down list and select your Send/Receive Option.
- Send Background Check Requests to SSCI
- Retrieve Background Check Results from SSCI
Post Option (SSCIBackgroundCheck_PostOption)
Expand the Drop-down list and select your Post Option.
- Print Journal Only - No processing will take place; rather you will receive a preview report detailing the members/instructors whose information will be uploaded . This is a good option if you wish to proof" the data before you send it.
- Update Background Checks/Print Journal - This will send/retrieve the data to/from SSCI. The report will print as a byproduct.
Click Here to See a Sample Report
DeletePrint Missing Information Only (SSCIBackgroundCheck_PrintMissingInfoOnly)
Select this option to have the output report list only those Family Members/Staff Members who do NOT a Social Security Number and/or Birth Date associated with their file maintenance record.
Running a preview report using this option is a good idea, as members that do NOT have birth date and social security number information will be skipped when you run the upload process.
DeleteBackground Check Current Statuses To Include In Send (SSCIBackgroundCheck_SendIncludeOptions)
Click the Combo Box icon to select the Background Check Status Types you wish to include in the process.
- Background Check Not On Record - Will list individuals who have never had a background check recorded in RecTrac.
- Fail- Will list individuals whose check came back as 'Failed.'
- Pass - Will list individuals whose check came back as 'Passed.'
Generally speaking, you always will want to select all types unless you are running this for a specific purpose only, such as generating a preview report for all Background Check failures.
DeletePurge Social Security Information (SSCIBackgroundCheck_PurgeSocSecInfo)
Select this option to have the system purge social security information from Family Member/Staff Member records once their data has been retrieved from SSCI. When this option is selected, the system will delete any data in the Social Security Number field for Family Members and Staff Members once the background check process is complete.
De-select this option to leave Social Security Number information on your member records. IF you find yourself running checks for the same individuals on a recurring basis, you may opt to leave this option de-selected.
Note: Social Security Numbers are encrypted throughout the RecTrac database.
Create XML Docs During Retrieval (SSCIBackgroundCheck_CreateXML)
Select this option to create a document that contains the core XML files that get streamed through the system when performing a retrieval. This is a troubleshooting option designed to help with imports that do not arrive as expected. You would select this option in the event you do not get updates/retrievals from SSCI. The document can be accessed via the Document Center.
De-select this option to skip the creation of the XML documents.
DeleteMask Social Security Number on Interface Journal (SSCIBackgroundCheck_MaskSocial)
Select this option to have the last four (4) digits only of Social Security Numbers appear on the report output for this program.
De-select this option to have the entire Social Security Number appear on the report output.
DeleteMask Birthday on Interface Journal (SSCIBackgroundCheck_MaskBirthday)
Select this option to have birth date month and day information only appear on the report output for this program. With this option selected, the year of birth is masked.
De-select this option to have the a member's entire birth date appear on the report output.
DeleteBackground Check 'Good For' Day Count (SSCIBackgroundCheck_GoodForDays)
Enter a value in this field, such as 365. The value you enter determines the length of time for which your background checks are valid. When the import is run, RecTrac accepts the download date as the effective date of the check then adds the value you enter here to determine the expiration date.
For Example: You enter 365 in the field. You run the import on 04/20/20xx. The Expiration date on your background checks will be 04/20/20xy.
Note: This field is applicable when retrieving/downloading records from SSCI only. You do not need to input a value when sending/uploading background information to SSCI.
Report Output Option (SSCIBackgroundCheck_ReportOutput)
Accept the default setting (.pdf) or expand the Drop-down list to select your report output option
- CSV - .CSV files can be opened in any number of spreadsheet programs, such as MS Excel.