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Submit a Job Seeker for Background Screening / Onboarding

RETURN TO: Perform an Individual Job Seeker Action

KEY TOPICS:

  • Request Hiring Approval for a Job Seeker (Where installed)
  • About the Screenings Tab
  • Submit a Job Seeker for a Background Check
    • Receipt of the Background Check Report
  • Submit a New Hire to Third-party Onboarding (Where installed)
  • Resubmit Information to the Provider

Take Advantage of Job Seeker Tools for Approvals, Screenings, and Onboarding

Request Hiring Approval for a Job Seeker (Where Installed)

The process for submitting a recommended hire to colleagues, and approving this hire, is very similar to the process for obtaining Requisition Approvals.

Approval Request Notifications

As a participating approver, the user will receive:

  • An email notification, containing links for the following three approval responses:
    • I want to log in and view the job seeker.
    • I want to approve this job seeker without logging in.
    • I want to decline this job seeker without logging in.

AND

  • A notification in the Pending Approvals tile on the approver’s Home page Dashboard will indicate a Job Seeker requires Approval.

Approve (or Decline Approval for) a Requisition

  • Express Approval — From the email message, select to approve or decline the Job Seeker without logging in.
  • Use the Job Seeker detail — From the first provided link in the email message or the Dashboard's Pending Approvals tile, log into balanceTRAK and proceed directly to the Approvals tab. A flow diagram, representing the designated Approval Process, will display at the bottom of the tab, listing each approver and Approval outcome. Input one of the following decisions, and include: (optional) Comments:
    • Approve — Sends an email message to the submitter and moves the process on to the next Approver. After final approval, the tab will indicate a date-stamped status line: The Job Seeker has been approved.
    • Decline — Sends an email message to the submitter and other Approvers by email.

About the Screenings Tab

The Job Seeker detail > Screenings tab connects balanceTRAK to certain integrated third-party vendors that provide Background Check investigations (e.g., Justifacts) and onboarding services (e.g., EMPtrust). The menus displayed here will reflect the information-gathering needs of the particular provider.

Important Note: While balanceTRAK facilitates interactions with select third-party providers, each vendor will maintain its proprietary Website and deliver services, based on an agreement between your organization and the provider.

Submit a Job Seeker for a Background Check

In order to obtain a Background Screening from the integrated provider, the Job Seeker must first complete a BACKGROUND CHECK Form.

Cross-references:

Once that information is in hand, navigate to the Job Seeker's Screenings tab. Follow the vendor-provided prompts, and make any required selections. Then, press [Submit] to forward the Form to the third-party vendor and initiate background screening.

Receipt of the Background Check Report

In addition to maintaining an external portal, the third-party Background Check provider will typically send an email notification directly to the submitter's Email program upon completion of the check. The message may include a link to the results and/or be accompanied by a report attachment.

However, if supported by the provider, a link to the vendor's portal may display on the Screenings tab once the report is ready to be viewed.

Submit a New Hire to Third-party Onboarding (Where installed)

If your organization currently has an account with EMPTrust — and a Job Seeker has been placed in the Job Seeker Stage of Hire — an EMPTrust menu on the Job Seeker detail > Screenings tab.

After confirming that the Job Seeker's Profile and APPLICATION are complete, click the [Submit] button. The EMPTrust system will automatically pull the necessary data over to the vendor's external site to facilitate your organization's Onboarding process.

In balanceTRAK, a message will indicate that the information has been forwarded, plus the date of transmission.

Resubmit Information to the Provider

If a submission has been send previously, click the [Resubmit] button to send any updated or additional information.