Topic Doc: SSCI Background Check Interface
RecTrac 3.1
Table of Contents
Document Summary
The SSCI Background Check Interface program is the culmination of a partnership between Vermont Systems and Southeastern Security Consultants, Inc. (SSCI) that allows you to submit, receive, update, and track state-mandated background check information for volunteers and staff members who work with children at your organization to ensure they (the volunteers and staff members) meet the requirements.
The SSCI Background Check Interface automates the process of entering a volunteer's or staff member's 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 staff member records in RecTrac are updated automatically.
The SSCI Interface is a free program within the application. You must be running RecTrac 3.1.05.09 or greater to utilize this functionality.
Using the interface requires a user account with SSCI. 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 .
License – Maintenance Agreement
The SSCI Interface is free. Use of the interface requires a VSI license and annual maintenance agreement for RecTrac and the component modules discussed in this document. Prior to implementing any process outlined in this document, please contact the Vermont Systems Sales department at 1-877-883-8757 to verify that you are authorized to use the modules discussed in this document and if not, to obtain a quote and/or approval.
Who is SSCI?
Southeastern Security Consultants, Inc. is an industry leader for training, education, and consulting in all matters relating to volunteer background checks and is the background screening provider for the National Recreation and Park Association (NRPA), whose background screening initiative has effectively set the standard for the national volunteer workforce.
SSCI employs a wide variety of checks and searches (i.e. social security verification, local and national criminal records searches, national sex offender registry, etc…) to ensure comprehensive background screening. Their advertised turn-around time for background checks is approximately three (3) business days. For more information, call them at 866-996-7414 or visit their website https://solutions.ncsisafe.com/.
How the Interface Works
Completing background screenings for volunteers at your organization is highly automated using the SSCI Background Check Interface program.
How the SSCI Background Check Interface Program Works
- Contact SSCI to create an account.
- Collect Staff Member/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 Staff Member 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 Staff Members (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 Staff Members 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 Staff Members OR to process new screenings for new Volunteers/Staff Members.
Setup Steps
This document provides the basic processing steps required to run the SSCI Interface to upload member data to SSCI, retrieve member data from SSCI and generate a preview/byproduct reports. If you have additional questions about the SSCI Background Check Interface after reading this document, please contact Vermont Systems Customer Service by phone at 887-883-8757 or generate a Support Case through the Customer portal of the Vermont Systems web site using your Customer ID and password.
Before You Begin
This document is written with the following assumptions. If any of the items listed below is NOT true, contact Vermont Systems Support prior to continuing, as the steps in this document may prove difficult to complete and unexpected results may occur.
- Your organization is running RecTrac 3.1.05.09 or greater.
- You have established an account with SSCI.
- IF using the Activity Module to upload and retrieve member data when running the Interface, you have:
- Created the requisite Activities and Sections in RecTrac and enrolled your members into them.
- Obtained each enrolled Family Member's Social Security Number and birth date and have input the information on the member's file maintenance record in Household Update.
- IF using the Staff Module to upload and retrieve member data when running the Interface, you have:
- Created the Staff Member records in Staff Management.
- Obtained each Staff Member's Social Security Number and birth date and have input the information on the Staff Member's file maintenance record.
File Maintenance Setup
Note: All file paths and screen/tab locations in this document refer to file paths and screen/tab locations as they appear in the standard, default VSI Design. Your setup and Design may vary.
Create an Account with SSCI
VSI provides the SSCI Interface as a program within the application. You must be running RecTrac 3.1.05.09 or greater to utilize this functionality.
Using the interface requires a user account with SSCI. 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 .
Enter Social Security Number and Birth Date Information
In order to utilize the SSCI Background Interface, the individuals for whom the checks will be run must exist in your RecTrac database, either as Family Members in a Household or as Staff Members in Staff Management.
SSCI requires the following personal information to complete the background screening:
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There are two (2) preferred methods to gather/track this data:
- 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 Staff Member Background Check data from Staff file management records.
Track Volunteers through Registration into a 'Volunteer' Activity
If you opt to use the Activity Module to upload volunteer data for Background Checks, you will need an Activity. Set up an Activity and Sections into which your volunteers will register (For example: Activity 200001 - Volunteers, Section 02: Summer Programs). Volunteers can be registered at the office using RecTrac or you can opt to allow online registration via WebTrac, if applicable.
Family Members who register will have to provide their name, Social Security Number and Date of Birth. While address and gender information is passed to SSCI when the interface is run, that information is not required.
Note: Social Security Number and Date of Birth information can be added to a Family Member record at any time, including after registration, provided it is on the family member record prior to running the upload to SSCI.
The scope of this document does not include step-by-step instruction for setting up Activities in RecTrac, as there is no "one right way" to setup an Activity for your volunteers. However, VSI offers the following considerations when doing so:
- Use reminders to help you and your clerks gather the required information.
- Add a Comment/Comment Code and/or Tickler/Tickler Code to the Section(s) of your Activity. Activity comments appear as notes during the Sales process and also print on receipts. (For example: "Volunteers are required to provide their social security number and date of birth for mandatory background check screening. Obtain that information from the patron, then go to their Household/Family Member screen and update the record accordingly.").
- Add a Web Comment and/or Web Tickler if you opt to allow registration via WebTrac. Web Comments and Ticklers provide the same information as Activity Comments and Ticklers for patrons who register via WebTrac. (For example: "Volunteers are required to provide their social security number and date of birth for a mandatory background check screening. Please update your family member personal information. Contact our office if you have any questions.").
- Utilize the Email Features on the Activity, itself. Opt to send on Enrollment Type transactions and include those staff members who might be responsible for ensuring you have your volunteer's Social Security Number and Date of Birth Information.
- Determine how you wish to track your volunteer registrations. The SSCI Background Check Interface program allows you upload roster data using an Activity Range only. The background check data that is uploaded is dependent upon that selection, but the program also offers options to send check information based on date ranges as well as an option to send Only Records NOT Already Processed or All Records. These options are explained in detail below.
When setting up your activity, you may opt to:- Create a single activity and single section for all volunteers regardless of the programs/seasons, etc… to which they wish to be associated.
- Create a single activity with multiple sections set up for various seasons and/or programs, etc…
- Create separate activities for each program type, season, etc…
- Determine whether you wish to charge for volunteer enrollments. Like all background screening vendors, SSCI charges a fee for an account and a fee for each background check they process. If you wish to pass this fee along to the patron, consider charging for enrollment.
- VSI recommends a "days good for" value of 365, though you actually determine the length of time. In the event you set up your activity to track volunteers for different seasons, or activities, or etc…, you will want to safeguard against charging the same volunteer(s) for enrollments into multiple activities/sections within the same calendar year (i.e. you don't want to charge a patron twice in one year for one background check).
- Run options for Expiration Date on the interface program will help you do this. Run the program only for those checks due to expire in the coming weeks or months. Patrons with a valid check and an expiration date outside your date range will be excluded from having their data uploaded again.
- Household ticklers can be used for this event as well, if applicable.
Social Security Number and Age Fields for Family Members
Social Security Number and Date of Birth information can be added to a Family Member record at any time, including after registration, provided it is on the family member record prior to running the upload to SSCI.
The Birthday field is on the Core screen for each Family Member in Household Update.
To access the Social Security Number field for a Family Member:
- From Household Update, find the person whose Social Security Number you wish to enter.
- Click Member Details. You will continue to the Person Update screen.
- Expand the Background Check Information group.
- Enter the Family Member's Social Security Number in its field and Save the record.
Social Security Number and Age Fields for Staff Members
The SSCI Background Check Interface program allows you upload staff member data using Range functionality. The background check data that is uploaded depends on that selection but the program also offers options to send check information based on a date range as well as an option to send Only Records NOT Already Processed or All Records. These options are explained in detail below.
Social Security Number and Date of Birth information can be added to a staff member's record at any time, provided it is on the record prior to running the SSCI Background Check Interface in upload mode.
Social Security Number and Date of Birth information is stored on the Additional Information group of the Staff Update screen.
Running the SSCI Interface
Upload Data to SSCI
When your volunteer registration period is complete, run the SSCI Background Check Interface to upload background check data to SSCI.
- In RecTrac, go to Management Ribbon • System Management 8226; Period End Processes • SSCI Background Check Processing.
Click the Image to enlarge.
Note: The system retains the last settings used for Activity Section Options, Staff Options and FTP Options. The assumption is that you'll use and re-use the same Activities for tracking Background Checks and use the same range for Staff. For purposes of this document, the assumption is you're running the interface for the first time. Not every field is discussed. Use the "i" and "?" Help icons on the upper-right hand corner of the screen for additional field definitions, if needed.
- IF you are using activity rosters to track your volunteers, select the Include Rosters option
THEN
Expand the Picklist icons for Begin and End Section and select your range of Activities. - IF you are using staff members to track your volunteers, select the Include Staff option
THEN
Expand the Picklist icons for Begin and End Staff and select your range of Staff Members. - Expand the Drop-down list and select your Expire Option
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Enter an Expiration Date range.- Expired Records Only - The upload will include only those Background Check records with an Expiration Date that falls within the date range entered. This is good option if you are running the interface for renewals only (i.e. for members who have already completed a check and need to have their certificate renewed). 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 expire 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 Family Members and Staff 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/staff members whose checks have expired to be included and will also include those members/staff members whose checks are coming due shortly.
- 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. This is a good option if running checks for Family Members and Staff for the first time
- All Records - The upload will include all records regardless of whether the system has a "last processed date" for them. This is a good option when processing renewals as well as "first timers," as all records are included.
Note: 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.
- Expand the Drop-down list for Send/Receive Option and select Send Background Check Requests to SSCI.
- Expand the Drop-down list for Post Option and select Print Journal Only. This option prints a preview journal without sending any information to SSCI. VSI m>strongly recommends printing a preview journal first as it allows to review the information that will be sent and ensure the data is accurate.
Records that are missing Social Security Number and/or Birth Date information will be skipped during the upload and will NOT be sent to SSCI. Printing the Preview Journal allows you to ensure data accuracy. - Expand the Drop-down list list for Report Output Option and select PDF. Upon processing the interface, the system will provide the preview journal in PDF format.
- Click Process The interface runs on the AppServer. You will be notified when it completes.
- Review the Preview Journal to ensure you see the expected results and make changes as needed.
- Ensure your Activity Range is accurate, if applicable
- Ensure your Staff Range is accurate, if applicable
- Check for instances of MISSING INFO - SKIPPED!. Missing Information indicates a lack of Social Security Number or Birth Date on a record, as shown below.
- When satisfied with the Preview Journal, you are read to process the upload. Repeat Steps 1-6 above to ensure your Activity, Staff, Expire, and Process ranges are accurate.
- Expand the Drop-down list for Post Option and select Update Background Checks/Print Journal.
- Make selections in the remaining fields of the General Options group as desired. Use the "i" and "?" Help icons on the upper-right hand corner of the screen for additional field definitions, if needed.
- Enter the Interface URL as given to you by SSCI. For Example: https://t2947hrp.secure-screening.net/.
THEN
Fill in the remaining fields of the FTP Options group SSCI will provide the values you need. - When ready, click Process to run the upload. The interface runs on the AppServer and a byproduct report will be generated using the Report Output Option you selected. You will be notified when it completes.
- Click Here to See a Sample Report
Retrieve Data from SSCI
SSCI typically offers a three or four business day turn around on background screenings. When your checks have been completed, SSCI will notify your organization. Upon getting the notification, you may download the background screening check results.
- In RecTrac, go to Management Ribbon • System Management 8226; Period End Processes • SSCI Background Check Processing.
Click the Image to enlarge.
Note: The system retains the last settings used for Activity Section Options, Staff Options and FTP Options. The assumption is that you'll use and re-use the same Activities for tracking Background Checks and use the same range for Staff. For purposes of this document, the assumption is you're running the interface for the first time. Not every field is discussed. Use the "i" and "?" Help icons on the upper-right hand corner of the screen for additional field definitions, if needed.
- Review your settings in the Activity Section Options and Staff Options groups necessary. Ensure they are the same setting s you used for the upload.
- Expand the Drop-down list for Expire Option and select All Records.
THEN
Enter an Expiration Date range.
Optimally you should select a Beginning Date that is years in the past and an End Date that is a few weeks in the future, as this allows for retrieval of all possible members/staff members whose checks have expired as well as those checks for members/staff whose checks are coming due shortly. - Expand the Drop-down list for Process Option and select All Records.
THEN
Enter a Process Date range.
Optimally your Begin Processing Date should be the day after your last data retrieval from SSCI and the End Processing Date should be Today. This ensures you do not re-retrieve processed records from the past. - Expand the Drop-down list for Send/Receive Option and select Retrieve Background Check Requests from SSCI.
- Choose Update Background Checks/Print Journal as your Post Option.
- Enter a value in the Background Check 'Good for Days' Count field, such as 365. The value you enter determines the length of time for which your background checks are valid. When the retrieval 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. - Make selections in the remaining fields of the General Options group as desired. Use the "i" and "?" Help icons on the upper-right hand corner of the screen for additional field definitions, if needed.
- Review the settings in the FTP Options group for accuracy. If you are uncertain of these values, check with SSCI; they can supply this information.
- When ready, click Process to run the retrieval. The interface runs on the AppServer and a byproduct report will be generated using the Report Output Option you selected. You will be notified when it completes.
When the Retrieval Completes
When the import is complete, RecTrac will update the Background Check fields for all impacted family members and/or staff members automatically.
For Family Members, background Check information in RecTrac consists of fields for Background Check Complete (Logical), Background Check Status (Pass, Fail, Background Check Not on Record), Background Expiration Date, and Background Process Date appear on the Background Check Information group in Household Update • Member Details.
For Staff Members, fields for Background Check Complete (Logical), Background Check Status (Pass, Fail, Background Check Not on Record), Last Background Check, and Background Expiration Date appear on the Background Check Information group in Staff Update.
In both instances, the Background Check Expires date is determined by the value you entered in the Background Check 'Good For' Day Count field of SSCI Background Check Interface program.
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Family Member background check fields | Staff Member background check fields |
Note: These fields are NOT protected. Anyone with access to them may overwrite the data within them, if desired. If using the SSCI interface, advise your clerks NOT to update this information manually, as it may invalidate the results of your background screening program
Reporting Tools
Using the Interface to Track Background Checks Coming Due
You can use the SSCI Background Check Interface program to report on background checks that have expired or are due to expire in a selected date range. This is a good option to keep checks current for volunteers and/or staff members who consistently work with children in your organization and need their information updated regularly.
- Go to the Background Check Interface program.
- Be certain to Include Activities and Staff, as needed, and make selections in the applicable ranges.
- Select the Expired Records Only option and enter a date range. Any background check with an expiration date within the range will be included in the report output.
Typically, your Begin Expiration Date will be a date years in the past (i.e. 01/01/1990). and your End Expiration Date will be a date in the near future (i.e. 30-60 day from "today"). This allows for all possible members/staff members whose checks have expired to be included on the report output. - Choose the All Records Process Option.
- Choose the Print Journal Only Post Option.
- Make additional selections in the General Options group as needed.
- Click Process. The interface runs on the AppServer. You will be notified when it completes, and the report will print in the format you selected.
Journal/Report Fields Definitions
Running the SSCI Background Check Interface results in a byproduct report/journal. Output options include PDF and .CSV (a file type that will open in most spreadsheet programs, such as MS Excel).
Report/Journal Ledger
- Member/Staff Member Name - This information is drawn from the Family Member/Staff Member name fields in File Management. This information is passed to SSCI during the upload but will not result in "MISSING INFO - SKIPPED" if it is not present. Additionally, the use of nicknames is allowed (i.e. using "Machine Gun Kelly" as opposed to "George Kelly.")
- Address - This information is drawn from the Primary Guardian record for Volunteers in your activity or from the Staff Member record, as appropriate. This information is passed to SSCI during the upload but will result in "MISSING INFO - SKIPPED" if it is not present.
- Key - This is the RecTrac-generated ID of the family member enrolled in your Volunteer program OR the Staff Member ID
- Source - This determines whether the individual is a family member enrolled in your Volunteer program or a Staff Member. Birthday- This is the member's or Staff Member's birthday as detailed on the File Management record. This information is passed to SSCI during the upload and will result in "MISSING INFO - SKIPPED" if it is not present, as detailed with Maggie Buckley.
- Soc Sec - This is the member's or Staff Member's social security number as detailed on the File Management record. This information is passed to SSCI during the upload and will result in "MISSING INFO - SKIPPED" if it is not present, as detailed with Amelia Barrowby.
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Status - This is the check status. This field looks at the Background Check Status and displays the results (Pass, Fail, Background Check Not on Record).
Family members or staff member's records that are missing either an address, a date of birth or a social security number will result in a MISSING INFO - SKIPPED status. The information was NOT/will NOT be sent to SSCI.
Notes: Social Security Numbers are encrypted throughout the RecTrac database.
In the event a member's/staff member's record is skipped, you may opt to postpone running the interface until such time as you collect the data, or you may run the upload. You can run the upload again at a later date when you have gathered any missing information.
Members who have never had a check performed will be listed as Not on Record, as there is no Background Check Status linked to their record.