Rock U - People - Background Checks

Transcribed Video Content

So let's talk about background checks and how they're configured within Rock. The first thing you need to know is that we support only one background check provider out of the box. Now that's not to say that other background check providers can't be built in the future and plugged into Rock, perhaps through the App Store, but out of the box today, we we only support Protect My Ministry. Now we chose them because they're the most widely used background check provider, for churches. So if you wanna get started, the first thing you're gonna wanna do is I , go through this video but I also read through the documentation to make sure that you understand everything that is, configurable. But your first step would be go to, admin tool system settings ProtectMyMinistries. And from here, you can actually go ahead and configure your account and register for that. Then you'll be given a username and password which you'll type in, to this box. And then from there, you can go ahead and and continue with your configuration. Now if you already have a Protect My Ministries account, we recommend that you call Protect My Ministries and talk to them about what you need to do to get your account converted and known to be working with Rock. Usually that's a very simple process and a lot of times not much needs to be done but it's always a good idea to give them a heads up that you're about to make a change, and so that, they know about that. So if the background checks come in a little bit differently, they know how to accept that. Okay. So how do you initiate a background check? There's there's a couple of ways, but but the primary way is to go ahead and request a background check from the person's profile page. So if you just go up into actions and click background check, that's gonna kick off the background check process. Now, out of the box, Rock comes with a, workflow for doing background checks. We highly recommend that you stick with this workflow. As you get more accustomed to it and as your knowledge of workflows kind of get grow, you can then extend it yourself and and add some of your own logic. But out of the box, it's a very simple workflow and, we just recommend that you at least start with this one. So let's just kind of walk through how this works. So from the person's profile page, you'll initiate the workflow and that's gonna ask for a couple bits of information we do need the person's social security number. After inputting that, bit of information, that's gonna go off and it's gonna send an email to the safety and security team. And so they're gonna review the request for a background check. Now if there's already, active background check that's been approved, then this this workflow will detect that and and keep you from doing another background check because background checks are expensive. But it's up to the safety and security team to determine, if a background check should be processed. Again, because of the expense, we just feel it's important that someone authorizes that and that the system just doesn't take action incurring those costs. So if that safety and security team determines that, , the, hey, a request really isn't needed, it's denied, it'll send a a email to the the person, the staff person requested the background check and just let them know, that reasoning and then it'll be complete. But more likely what will happen is that they will approve the request to go into the background check process and that's where it gets sent off to protect my ministries. Now what comes out from there is, they'll return back a result. If that result has nothing, there's nothing found, then we'll consider that a pass. If anything was found, and we mean anything, we're not gonna try to determine what is determined to be a pass, but if anything is found, then someone will have to review that and they'll have to be either a manual pass or fail. And so based on that, an email will be sent, back and the appropriate, person attributes will be set for that. So really the key here is it's a manual process to determine a pass or fail. The only time the system will automate the pass is when there's absolutely nothing to look at. Because at that point, what are you what are you gonna do? You basically look in a blank screen anyway, so, we do consider that a pass. Now, you can administrate all these workflows if you have the right security from that safety and security team by going under tools, workflows, or my workflows. And you can you can see the list of pending background checks right here. Again, you'd have to have security to see that, but that is where, your safety and security team can go to view those. Also, it's really good, to know about, this screen too. It's under admin tool system settings protect my ministries. Once you've logged in and configured your account, the screen will look this. And knowing that you can see all of the background check requests down here is really helpful. So again, you can go look at the workflows but these are the actual requests that the workflow is initiated. And what's nice about this is it gives you the ability to kind of see what's going on. So you can get a lot more information. You can actually look at the report that came back. You can see the actual response. This is the technical response from Protect My Ministries. So sometimes this is a good to look at it from a historical perspective, but it's also good if if something's kind of log jammed up, in your background check process, you can come in here and kind of check the status and see what's going on without having to really kind of dig under the covers of the workflows. Okay. So always come in here when you're trying to debug that process or just get a status of of how things are are working. So that's the background check process within Rock.