background check services - university of north...

BACKGROUND CHECK SERVICES

RFP #GAEB1012

UNC Systems

DECEMBER 2012

Prepared by:Michelle KieseckerDirector of Client Solutions888-666-7788 ext: 7228Fax: 910-772-1528michellek@certifiedbackground.

CertifiedBackground.com1845 Sir Tyler Drive, Wilmington, NC 28405888-666-7788

Cost Response

December 26, 2012

Lisa FleischmanPurchasing OfficerUniversity of North Carolina General Administration910 Raleigh RoadChapel Hill, North Carolina 27515

Dear Lisa Fleishman:

We are pleased to present the following Cost Proposal for RFP 68-GAEB1012 – for employee background screening services.

Please do not hesitate to contact me for any clarification or further information.

Sincerely,

Michelle KieseckerDirector of Client Solutions888-666-7788 [email protected]

UNC System RFP 68-GAEB1012

Cost / Execution Pages 9-11

Cost Explanation Page

References Form Page 12

International Fee Chart

State Fee Chart

COST PROPOSAL

Cost Explanation Page

CertifiedBackground.com is pleased to provide the UNC system with the industries best service at the guaranteed low rate stated on the mandatory cost execution form. The following information further describes the associated fees listed.

** See International fee chart attached** See state fee chart attached*** Note the price provided for verifications includes:

• 1 employment verification • 1 education verification

Additional verifications will be at a rate of $4.75 per request ****Outsourcing employment information and student enrollment information has become commonplace among larger organizations and universities. To access pertinent information, outsourcing companies charge a fee for their services with range from $3.00 to $15.00. These charges are in addition to CertifiedBackground.com's verification check fee.

ONE PRICE FOR ALL SCENERIOS

Requested Searches Notes PriceStandard Checks *Includes:

• North Carolina Statewide• All Counties Outside of North Carolina• Federal Criminal History• Sex Offender Registry

$17.75

International **See Attached International Fee Chart $13.00

Office of Inspector General $1.80

Credential Verification Includes 1 Education and 1 Employment Verification $9.50

Driving Check ** See Attached State Fee Chart $1.70

Credit Check $4.00


Price By Country

COUNTRY COUNTRY FEE

COUNTRY COUNTRY FEE

Afghanistan $135.00 Albania $135.00

Algeria $165.00 American Samoa $45.00

Andorra $95.00 Angola $165.00

Anguilla $45.00 Antigua and Barbuda $60.00

Argentina $85.00 Armenia $135.00

Aruba $45.00 Australia $45.00

Australia Statewide (where available) $85.00 Austria $85.00

Azerbaijan $135.00 Bahamas $45.00

Bahrain $265.00 Bangladesh $135.00

Barbados $45.00 Barbuda $60.00

Belarus $135.00 Belgium $85.00

Belize $80.00 Benin $135.00

Bermuda $45.00 Bhutan $165.00

Bolivia $95.00 Bosnia and Hercegovina $165.00

Botswana $95.00 Brazil $95.00

Brazil Statewide (where available) $95.00 British Virgin Islands $45.00

Brunei Darussalam $95.00 Bulgaria $135.00

Burkina Faso $165.00 Burundi $165.00

Cambodia $135.00 Cameroon $80.00

Canada $85.00 Cape Verde $80.00

Cayman Islands $45.00 Central African Republic $165.00

Chad $265.00 Chile $95.00

China Shanghai and Beijing $165.00 Colombia $95.00

Comoros $0.00 Congo(Democratic Republic of) $165.00

Congo (Republic of) $165.00 Cook Islands $80.00

Costa Rica $80.00 Cote D' Ivoire $135.00

Croatia $165.00 Curacao $65.00

Cyprus $95.00 Czechoslovakia $135.00

Denmark $80.00 Djibouti $165.00

Dominica $45.00 Dominican $45.00


COUNTRY COUNTRY FEE

COUNTRY COUNTRY FEE

Republic

East Timor $165.00 Ecuador $95.00

Egypt $165.00 El Salvador $80.00

England (Civil Judgments) $40.00 England (Crown Court) $40.00

England (Magistrate Court) $40.00 Equatorial Guinea $165.00

Eritrea $165.00 Estonia $135.00

Ethiopia $165.00 Federated States of Micronesia $80.00

Fiji $80.00 Finland $80.00

France $95.00 French Guinea $135.00

French Polynesia $80.00 Gabon $165.00

Gambia $165.00 Georgia $135.00

Germany $80.00 Germany – Bavaria Statewide(Includes Munich)

$105.00

Ghana $135.00 Great Britain $0.00

Greece $95.00 Greenland $80.00

Grenada $65.00 Guadeloupe $45.00

Guam $29.00 Guatemala $85.00

Guinea $165.00 Guinea Bissau $165.00

Guyana $80.00 Haiti $80.00

Honduras $80.00 Hong Kong $95.00

Hungary $135.00 Iceland $80.00

India $40.00 Indonesia $95.00

Iran $265.00 Ireland $40.00

Israel (District Court) $95.00 Israel (Nationwide Courts) $165.00

Italy $95.00 Ivory Coast $135.00

Jamaica $40.00 Japan $95.00

Jordan $265.00 Kazakhstan $135.00

Kenya $95.00 Kirbati $95.00

Korea $95.00 Kuwait $265.00

Kyrgyz Republic $135.00 Laos $135.00

Latvia $135.00 Lebanon $265.00

Lesotho $135.00 Liberia $165.00


COUNTRY COUNTRY FEE

COUNTRY COUNTRY FEE

Liechtenstein $80.00 Lithuania $80.00

Luxembourg $80.00 Macau $95.00

Macedonia $135.00 Madagascar $165.00

Malawi $165.00 Malaysia $80.00

Maldives $165.00 Mali $80.00

Malta $80.00 Mariana Islands $0.00

Marshall Islands $65.00 Martinique $45.00

Mauritania $165.00 Mauritius $165.00

Mexico $45.00 Micronesia $80.00

Moldova $165.00 Monaco $165.00

Mongolia $235.00 Montenegro $165.00

Montserrat $60.00 Morocco $165.00

Mozambique $165.00 Myanmar $95.00

Namibia $165.00 Nauru $80.00

Nepal $135.00 Netherlands $80.00

Netherlands Antilles

$0.00 New Zealand $45.00

Nicaragua $80.00 Niger $165.00

Nigeria $95.00 Nigeria Police Certificate $105.00

Northern Marianas

$45.00 Norway $80.00

Oman $0.00 Pakistan $135.00

Palau $80.00 Panama $65.00

Papua New Guinea $80.00 Paraguay $85.00

Peru $80.00 Philippines $55.00

Poland $95.00 Portugal $80.00

Puerto Rico $16.00 Puerto Rico (Commonwealth wide) $49.00

Qatar $265.00 Romania $135.00

Russia $135.00 Rwanda $165.00

Saint Lucia $45.00 Saint Martin $45.00

Samoa $80.00 Saudi Arabia $265.00

Scotland $40.00 Senegal $165.00

Serbia and $135.00 Seychelles $135.00


COUNTRY COUNTRY FEE

COUNTRY COUNTRY FEE

Montenegro

Sierra Leone $165.00 Singapore $95.00

Sint Maarten $45.00 Slovakia $135.00

Slovenia $135.00 Solomon Islands $80.00

Somalia $340.00 South Africa $80.00

Spain $80.00 Sri Lanka $135.00

St. Kitts Nevis Anguilla $45.00 St. Vincent and Grenadines $45.00

Sudan $165.00 Swaziland $165.00

Sweden $80.00 Switzerland $95.00

Syria $265.00 Tadjikistan $135.00

Taiwan $95.00 Tanzania $165.00

Thailand $95.00 Togo $165.00

Tonga $80.00 Trinidad/Tobago $45.00

Tunisia $265.00 Turkey $135.00

Turkmenistan $135.00 Turks and Caicos Islands $45.00

Tuvalu $80.00 Uganda $165.00

Ukraine $135.00 United Arab Emirates $265.00

United Kingdom $40.00 Uruguay $85.00

Uzbekistan $135.00 Vanuatu $80.00

Vatican City $95.00 Venezuela $95.00

Vietnam $135.00 Virgin Islands $35.00

Yemen $265.00 Yugoslavia $0.00

Zaire $165.00 Zambia $165.00

Zimbabwe $165.00


State Fees – Motor Vehicle Reports

STATE STATE FEE

STATE STATE FEE

Alabama $7.75 Alaska $5.00

Arizona $8.00 Arkansas $8.50

California $2.00 Colorado $2.00

Connecticut $15.00 Delaware $15.00

Florida $10.02 Georgia $8.00

Hawaii $22.64 Idaho $9.00

Illinois $12.00 Indiana $7.50

Iowa $8.50 Kansas $6.60

Kentucky $5.00 Louisiana $6.00

Maine $12.00 Maryland $9.00

Massachusetts $8.00 Michigan $7.00

Minnesota $5.00 Mississippi $14.00

Missouri $2.50 Montana $7.25

Nebraska $3.00 Nevada $7.00

New Hampshire $12.00 New Jersey $12.00

New Mexico $6.50 New York $7.00

North Carolina $8.00 North Dakota $3.00

Ohio $5.00 Oklahoma $13.25

Oregon $2.00 Pennsylvania $13.00

Rhode Island $20.00 South Carolina $7.25

South Dakota $5.00 Tennessee $7.00

Texas $6.50 Texas 5-year CDL $7.50

Utah $9.00 Vermont $15.00

Virginia $7.00 Washington $10.00

West Virginia $9.00 Wisconsin $5.00

Wyoming $5.00 Washington DC $13.00

Puerto Rico $10.00


BACKGROUND CHECK SERVICES

RFP #GAEB1012

UNC Systems

DECEMBER 2012

Prepared by:Michelle KieseckerDirector of Client Solutions888-666-7788 ext: 7228Fax: 910-772-1528michellek@certifiedbackground.

CertifiedBackground.com1845 Sir Tyler Drive, Wilmington, NC 28405888-666-7788

Technical Response

December 26, 2012

Lisa FleischmanPurchasing OfficerUniversity of North Carolina General Administration910 Raleigh RoadChapel Hill, North Carolina 27515

Dear Lisa Fleishman:

We are pleased to present the following response to your recent request for proposals, 68-GAEB1012, on behalf of CertifiedBackground.com. Our interest in working with you is to establish and grow a long-term partnership to provide The UNC System with background screening and related services that you need to make safe and informed hiring decisions.

Since 1997, Castle Branch Inc. dba, CertifiedBackground.com, a North Carolina based firm, has provided more than 12,000 clients with the tools to attract and retain an effective workforce by providing a wide range of background screening services. We are NAPBS certified and follow the strict data privacy laws outlined under FCRA guidelines.

We currently work with 36% of the colleges and universities nationwide and as the preferred provider for North Carolina, we are servicing in excess of 7,000 active accounts; many of which are within the UNC System and have benefited from our value-added solutions since 2006.

The background screening services you have requested are among the most frequently used by our clients. As such, we have developed a well-tested implementation plan where project details are:

. Clearly communicated; . Stakeholders fully understand roles and responsibilities; . Project scope is well monitored; . And, any project risks are addressed prior to implementation. We will provide you with a user-friendly and highly flexible Applicant Management Interface (AMI) system for applicant tracking. Our clients tell us it is flexible, dependable, easy to implement and use and that it is an asset to their applicant processing requirements.

We are pleased to provide our clients with an experienced Client Service Team composed of an Account Manager and Customer Service Consultant. They will assure your transition to our process goes smoothly and that your on-going needs are met.

We want to be your partner. We understand the purpose of this RFP is to select up to three background check vendors however, given our extensive experience in the college and university background screening category; we are confident our wide array of useful and cost-effective products and services; and, a dedication to exceeding your expectations on a daily basis will enable us to serve as sole provider.

Please do not hesitate to contact me for any clarification or further information.

Sincerely,

Michelle KieseckerDirector of Client Solutions888-666-7788 [email protected]

Table of ContentsScope of Services ....................................................................................................................................... 3

Requirement 1 – Records System ..................................................................................................... 3 Requirement 2 – Search Criteria ....................................................................................................... 3 Requirement 3 – 7 Year Criteria ....................................................................................................... 4 Requirement 4 – Consent Forms ...................................................................................................... 4 Requirement 5 – Submission Data ................................................................................................... 4 Requirement 6 – Secure Website ...................................................................................................... 5 Requirement 7 – Technical Jargon .................................................................................................... 7 Requirement 8 – Background Check Results ................................................................................... 7 Requirement 9 - ATS Integration ...................................................................................................... 9 Requirement 10 – Turnaround Times ............................................................................................... 9 Requirement 11 – FCRA Requirements ........................................................................................... 9 Requirement 12 – Dispute Resolution ........................................................................................... 10 Requirement 13 – Record Retention ............................................................................................... 11 Requirement 14 – Volume Estimation ............................................................................................ 12 Requirement 15 – Continual Education .......................................................................................... 12 Requirement 16 – UNC General Administration ............................................................................ 12 Requirement 17 – Contract Extension ............................................................................................ 13 Requirement 18 – Reporting Capabilities ....................................................................................... 13

Corporate Background and Experience ................................................................................................... 14 References ....................................................................................................................................... 14

Financial Statement .................................................................................................................................. 15 Project Staffing and Organization ............................................................................................................ 17

Dedicated Staff .............................................................................................................................. 17 Organizational Structure ................................................................................................................ 18 Volume of Request ......................................................................................................................... 18 Call Center Resources ..................................................................................................................... 18 Outsourcing .................................................................................................................................... 19 Staff Resumes ................................................................................................................................. 19

Technical Approach .................................................................................................................................. 25 Project Management Structure and Methodology .......................................................................... 25 Protocol for Conducting Checks ..................................................................................................... 26 Expected Turnaround Time for National and International Checks ............................................... 26 Description of the Electronic System ............................................................................................. 26 Safeguards Employed to Protect the Data ...................................................................................... 28 Description of Internal Audit Process ............................................................................................. 29

Scope of Services

Requirement 1 – Records SystemThe contractor will provide a reliable, trustworthy and comprehensive criminal record check system. The system will be capable of checking state and federal courts in all fifty states. Additionally, the contractor must have the capacity to perform international checks for certain employees.

CertifiedBackground.com Research Analysts will conduct the records check on the county, state and federal level in all 50 states; confirming all information found with the appropriate courthouse clerk. For International searches, the data will be confirmed via the local court system or governing body.

Two key factors constituent a reliable, trustworthy and comprehensive criminal record check system; the source of the data and the vehicle with which data is returned. By partnering with CertifiedBackground.com, users within the UNC System will benefit from the 15 years of experience perfecting the records check process and the methods of distributing that data to the client and applicant.

1. First, CertifiedBackground.com will provide authorized users within the UNC System project team and users within each of the 16 participating schools access to highly trained and vetted Research Analysts, who are responsible for conducting the necessary inquisition that compiles the data for an accurate background screening.

2. Secondly, access will be granted to CertifiedBackground.com's proprietary, state of the art Applicant Management Interface (AMI). This Service as a Software (SaaS) is completely web-based system used by the client and applicant to enter the data to initiate a background screening and view in real time, the results of each search conducted. AMI is tested on, and compatible with most web browsers, including Internet Explorer (5.5 – current), Firefox and Safari. It is available 24/7 and is protected by the latest security technology in the market today. Systems are not dependent on the installation of hardware or software and do not require configuration by Information Technology staff. Therefore, aside from internet access, there are no specific systems design implications for any school within the UNC System.

Requirement 2 – Search CriteriaThe checks will cover misdemeanors and felonies or crimes of similar gravity with varying names or designations. The checks will cover convictions and charges as appropriate.

CertifiedBackground.com will deliver accurate results for all felony and misdemeanor data available. These checks will cover felony and misdemeanor convictions and charges as appropriate by FCRA regulations. This data will originally derive from a database search and is then confirmed by courthouse staff. A criminal report is then created detailing the information provide by courthouse staff.

In order to provide a complete criminal history screening, CertifiedBackground.com will begin each criminal check with a Social Security Number and Residence History Check, which compile information from various sources, including voting records, property records magazine subscriptions, etc., to arrive at a list of names and addresses that have been associated with a specific name. This list provides a detailed account of an applicants prior addresses and any maiden/alias names, and it establishes a guide for where to search for other criminal records. These past addresses and maiden/alias names provide direction as to which counties and states the applicant may have purposefully omitted when

UNC System RFP 68-GAEB1012 3

Section One

completing their application so that a search for criminal records can be performed in these areas, thus helping to ensure a more thorough investigation of criminal records. CertifiedBackground.com can conduct multiple criminal history screenings for all maiden/alias names in multiple Counties and States to ensure a comprehensive result.

Requirement 3 – 7 Year CriteriaThe checks will be done by the home residence(s) of the employee and will cover a minimum of seven (7) years or the time since the employee became eighteen (18) years of age, whichever is shorter.

The list of names and addresses compiled in a Social Security and Residence History check are used to cover a scope of seven years in a criminal check, or the time since the applicant's 18th birthday. However, if any conviction is found beyond the stated scope it will also be reported.

Requirement 4 – Consent FormsPrior to a background check, an employee will complete a consent form which meets all legal requirements, to be provided by the contractor and approved by the institution requesting the checks.

CertifiedBackground.com adheres to all rules and regulations put forth by the FCRA, as enforced by the Consumer Financial Protection Board (CFPB). Consumer information is only collected that is necessary to provide requested services, and personal information is processed with the consumer's knowledge and authorization. The FCRA requires that when organizations are obtaining background checks, they must have the individual sign a Notification and Release Form prior to the search being conducted. A copy of the Summary of Rights Under the FCRA and Notification and Release forms are available to clients at no charge through the Client Library, found on the CertifiedBackground.com website.

In addition, if authorized users within the UNC System select to use the eVite option, where by email invitations are sent to an applicant directing them to enter the Personal Identification Information (PII) through CertifiedBackground.com's Applicant Management Interface, each applicant will electronically agree to disclaimers before an order can be submitted. Reports showing that each applicant has agreed to these terms and conditions are held indefinitely by CertifiedBackground.com and can be provided to the University System upon request.

In the instance that a state requires a specific consent form to be signed, CertifiedBackground.com will direct the applicant to e-sign the required form or have them sign and upload the required form before proceeding with a background screening. When using an ATS such as PeopleAdmin or PeopleSoft, consent forms are managed by those applications and require administrators to submit consent forms vial fax, email or online.

Requirement 5 – Submission DataWhen a check is requested, the employee will provide the following information to the contractor and to the institution: full name and all previous names; Social Security Number; date of birth; Race; Sex; residence history including all addresses and all counties and states where the employee has lived during the prior 7 years; and all current drivers’ license numbers with state of issuance.

As a free, value added service, CertifiedBackground.com Compliance Specialists will review the information provided by the school for thoroughness and accuracy prior to initiating the background investigation. In the event any critical data is incorrect or missing, our team will notify the client and or the applicant directly to obtain the correct information. This practice yields a greater number of accurate reports and minimizes the wait time for a client managing the interview process.


Requirement 6 – Secure WebsiteA request for a background check will be entered by the institution via a secure electronic connection to the contractor and will include the information listed in (5) above. The contractor will submit the results directly to the designated university official.

CertifiedBackground.com's online ordering system AMI (Applicant Management Interface), is user name, password and permission driven and will be available to authorized users within the UNC System. The flexibility of AMI allows for each school to create an individual account while at the same time, creating a master account if necessary.

The full name and all previous Names; Social Security Number; Date of Birth; Race; Sex; Residence History information will be used to initiate the background screening process. This information can be entered into AMI by authorized users with each university, or by CertifiedBackground.com personnel, or by the applicant themselves, using the eVite option.

Screening Process Administrative Task

ApplicantTask (eVite)

Applicant Tracking System

Initiate Screening Log into AMI to submit applicant information via . Direct data entry . eVite . Batch processing . ATS

Receive eVite . Enter Package code . Enter PII information . Submit order

Initiate through ATS

Disclosure and Release Forms

. If using direct data entry or batch processing, hard copies are provided to applicant / student . If using eVite, they will be signed electronically

Applicant can either: . Sign and return hard copy . Electronically sign disclaimer forms

Handled within the application process

View Results Log into AMI . View instant updates to Roster via status indicators . Print completed reports . Export data for custom reports

Log into CertifiedBackground.com using provided access code . View screening results

View status and completed reports within ATS

Document Management / To Do List

Scan and upload applicant documents into AMIOr create a list for Applicant of tasks to accomplish . Application forms . Drug test . On-boarding training

Documents are delivered to the administrator via: . Hard copies . Electronic submission

N/A


Placing an OrderThe school, or the applicants themselves, can submit all information required for ordering a background check via AMI, the secure and easy-to-navigate web-based order system. Listed below are the basic steps taken to submit background check information:

1. A staff member will have an applicant complete a Notification and Release form. 2. The school then has the flexibility to choose how orders are placed.

Option 1: Staff members visit www.certifiedbackground.com to place an order by choosing a customized package of products and services, or by selecting from an array of à la carte searches.

Option 2: Staff members submit applicant information using an existing Applicant Tracking System (ATS) such as PeopleSoft / PeopleAdmin.

Option 3: Staff members use eVite, a feature available in the Applicant Management Interface (AMI), to invite applicants to enter their personal identifying information and sign applicable release forms needed to begin their background check order. The emailed invitation will direct the applicant to the companies website where they will only be allowed to complete the package or search chosen by the school. This places the burden of data entry on the applicant instead of on staff members.

3. Following order submission, staff members will be able to view the current status and then see in real time as results are loaded into AMI.

How Searches Are ConductedCertifiedBackground.com uses in-house researchers to complete all requested searches. The sources for information depends on the type of search being performed. Most searches are conducted by directly contacting the appropriate source, such as a contacting a county court directly for a county criminal search or contacting a past employer directly for an employment verification. However, we also offer the Nationwide Database Search, which scans a multitude of state-run databases for information. Below are the steps that occur when an order is submitted:

1. Following order submission by a client or an applicant, the order is reviewed to ensure that it contains all data required for it to be processed by researchers.

2. Next, Researchers validate the basic applicant information and all additional identifiers are verified to ensure that the data is accurate and complete.

3. Once all necessary data has been collected and verified, the order is processed.4. As data is returned it is confirmed by a Quality Assurance Specialists the client can be notified via

email a report is complete and will access it within AMI, or a sealed and certified report can be created and emailed directly to the university Human Resource Administrator.

This process ensures that over 95% of the searches requested are returned in one to three business days.

Viewing Results in AMIWithin Applicant Management Interface (AMI), UNC System staff members will be able to view a full list of applicant orders in the “roster”. Administrators will be able to see in real time when orders are received, when partial results are posted, and when each search is completed. All orders can be sorted by status or other customized categories chosen by administrators. If a search is delayed due to missing information, The system will automatically send an email to either the applicant or the client indicating that information must be provided online as soon as possible. Listed below are the steps that staff members will follow to view applicants' records.

1. Staff members log into AMI using their username and password.2. Staff members will see a roster of all applicants, along with the status of each order.3. Staff members will be able to click on the name of an applicant to view more detailed information

regarding that individual (e.g., background check results, notes and documents).


4. A PDF of an applicant's records can be downloaded, and staff members can also generate reports that can be exported and saved as .csv files.

In AMI, administrators can set up various sorting options, such as sorting by status which allows staff members to view all completed background reports or all uncompleted background reports. Especially useful for administrators is the ability to create customized categories by which applicants and employees can be sorted. Further, administrators can also run reports on applicant data. If the reports available in AMI do not meet a Client's needs custom reports can be created on a one-time or recurring basis.

Viewing Results Through ATS Integration Dependent upon the integration, background check results and or statuses will be available within your ATS.

Requirement 7 – Technical JargonThe contractor will provide an explanation for all jargon or acronyms used in the checks to each institution requesting checks.

CertifiedBackground.com provides a wealth of information within the Applicant Management Interface (AMI) library, including explanations of jargon/acronyms used in the background screening industry. This information is available 24/7 to any authorized user.

Requirement 8 – Background Check ResultsA standard background check will include state and federal criminal background checks, address verification, social security checks, and sex offender or sexual predator registry checks. Upon request by an institution the contractor will also provide the following checks: credit check, credentials verification (professional and educational), driving record, Office of Inspector General.

CertifiedBackground.com will deliver the following standard background checks:

County Criminal History CheckA County Criminal History Check reveals felony, misdemeanor and pending charges for a single county. The standard background check scope is 7 years due to FCRA regulations; however, convictions older than seven years provided by the county will be indicated on the background screening report. A County Criminal History Check begins with a Residency History Trace, which provides a list of names and addresses associated with the Social Security Number provided by the applicant. Once all counties of residence over the past seven years have been identified, each of the courthouses within those counties are searched directly.

State Criminal History CheckA Statewide Criminal History Check reveals criminal records from all of the counties within a particular state. Investigating criminal records outside the county of residence is critical, as people often commit crimes while either commuting or traveling within a state. Crimes committed outside of the county of residence may go undetected when a statewide criminal record search is omitted. Statewide criminal records include both felonies and misdemeanors.

Nationwide Federal Criminal History CheckA Federal Criminal History Check reveals federal crimes not found in a State Criminal History Check or a County Criminal History Check. These federal crimes are obtained by searching federal district courthouses. Federal records are an essential component of an applicant’s criminal history. Data provided includes federal conviction information and pending case information, nationally or by state.


Nationwide Sexual Offender IndexA Nationwide Sexual Offender Search reveals if an individual has been convicted of a sexual offense anywhere within the United States. By law, any individual who has been convicted of a sexual offense must register with his/her state of residence as a sex offender. This search is included in the Nationwide Database Criminal History Search and is also offered at the state level.

Address VerificationsA Residence History compiles information from various sources, including voting records, property records magazine subscriptions, etc., to arrive at a list of names and addresses that have been associated with a specific Social Security Number. This list provides a detailed account of a applicants prior addresses and any maiden/alias names, and it establishes a guide for where to search for other criminal activity. These past addresses and maiden/alias names provide direction as to which counties and states the applicant may have purposefully omitted when completing their online order so that a search for criminal records can be performed in these areas, thus helping to ensure a more thorough investigation of criminal records.

Social Security CheckA Social Security Verification reveals if a Social Security Number is valid and associated with an applicant's name. A list of all names and addresses that have been associated with the particular Social Security Number is created by analyzing a database that compiles information from various sources such as voting records, mailing lists, credit history address information, magazine subscriptions, and property records.

Credit CheckA Credit Report summarizes the financial obligations of an applicant. Data is retrieved from TransUnion. These searches provide a detailed credit history including, accounts, payment history, liabilities, and public record information (e.g., bankruptcy, judgments, liens, and collections). It also provides current and previous addresses, employers, and alias names, as reported by financial institutions to the credit bureau. Credit checks are a vital screening tool when hiring any individuals who will or may have access to funds or sensitive financial information. Further, as previous employer information is included in this search employers may be discovered that were intentionally omitted by the applicant.

Driving RecordA Motor Vehicle Record Check is obtained by searching state-maintained databases and can reveal patterns of irresponsible and reckless behavior. The typical scope for motor vehicle records is 3 years. These records are important for employees who drive during business hours and essential for employees who drive company vehicles or rent vehicles in the company's name.

Office of Inspector GeneralThe Office of Inspector General (OIG) maintains the list of Excluded Individuals/Entities (LEIE), a database providing information to the public, health care providers, patients, and others related to parties excluded from participation in the Medicare, Medicaid, and all federal healthcare programs. When designated by a campus, CertifiedBackground.com will include information from the Office of Inspector General's (OIG) List of Excluded Individuals/Entities.

International Criminal SearchAn International Criminal Search is a valuable tool when hiring anyone who was born, or has lived, outside of the United States. The cost, turnaround time, and thoroughness of the data returned varies greatly from country to country. International search data is retrieved from databases and courthouses in each jurisdiction where an applicant lived.

Professional Credentials VerificationVerification Specialists search state-maintained databases or contacts the appropriate entities directly to determine if an individual's professional license or certificate is legitimate and valid.


Education VerificationsVerification Specialist calls the schools listed by an applicant to verify the accuracy of an applicant's reported education and credentials, including dates of attendance, department of study, and degree status. If a third party vendor is used, the applicant's information can be validated via a database search. For GED Verifications information is validated through the Department of Education for the specific state. The Researcher makes five attempts to verify a candidate's education information. If no response is received after these five attempts, then the item is closed and marked “Unable to Verify”. Most of these searches are returned within 1 to 5 days.

Requirement 9 - ATS IntegrationThe contractor must have the capacity to receive requests electronically and must transmit the results of checks electronically, with preference given to contractors who can deliver these results through PeopleAdmin or PeopleSoft. Candidates should have the ability to electronically see the results of their background checks, when requested. Contractors should detail their practice/policies for handling these requests.

PeopleSoftCertifiedBackground.com has the ability receive request and transmit results electronically via ATS integration which allows for directly connection into your PeopleSoft, Oracle, SAP and Lawson on-premise or hosted environments with the HRNX Widget. All integrations are custom designed to meet the needs of the client. All information entered through the existing ATS will populate the CertifiedBackground.com Applicant Management System. Authorized will receive an email when a results report is complete or locate the information in AMI or the existing ATS system.

PeopleAdminCertifiedBackground.com and PeopleAdmin are planning a systems integration and are currently in the implementation planning phase. CertifiedBackground.com can supply a letter from PeopleAdmin, indicating intent and project status. This partnership will allow the receipt and transmittal of electronic request and results.

Requirement 10 – Turnaround TimesThe contractor must receive and return the request for a check within a three work-day period, provided that for multi-state checks and for international checks, the time for response may be extended for a reasonable time. In situations where a particular background check will need a reasonable extension, the contractor is still expected to communicate any delay in writing, and provide a response time estimate.

CertifiedBackground.com will commit to updating UNC System users on any and all expected delays as well as provide a weekly summary statement on all outstanding orders. Furthermore, within AMI, users will have 24/7 access to view the status of all records and will immediately recognize a delay by the yellow caution symbol by the applicants name.

Requirement 11 – FCRA RequirementsThe contractor will abide by all applicable state and federal laws, regulations and rules including but not limited to the Fair Credit Reporting Act.

As a background screening firm, CertifiedBackground.com adheres to all rules and regulations put forth by the FCRA, as enforced by the Consumer Financial Protection Board (CFPB). In 2005 the company joined the National Association


of Professional Background Screeners (NAPBS) and is a a current active member. By year end, we will join the elite group of background screening organizations who have received the full NAPBS Accreditation. Furthermore, several employee's within the Executive Management, Operations and Sales and Marketing teams have received their Basic Certification credentials through both the FCRA and through NAPBS compliance programs and incorporated those policies into the standard CertifiedBackground.com employee training program.

To stay abreast of changes affecting the background screening industry, CertifiedBackground.com has retained the services of a legal team who aids in the acquisition of proper licenses and advises of changes in local, state and federal laws and regulations effecting business practices. A clipping service as well as the 50 state compliance monthly newsletter, is used to stay abreast of changes; which ensures that all legislation passed at both the federal and state level receives appropriate attention. When legislative changes are made, notifications are distributed to clients via email and are viewable within the clients account.

For the purposes of self pay options online via debit and credit card, CertifiedBackground.com complies to regulations set forth by PCI DSS; a multifaceted security standard that includes requirements for security management, policies, procedures, network architecture, software design and other critical protective measures. This comprehensive standard is intended to help organizations pro-actively protect customer account data.

As a consumer reporting agency that avidly supports the philosophy and dedication to protecting consumer information, executive management has initiated the steps to comply with regulations set forth by the ConcernedCRAs; a group of like-minded professionals with a common goal to serve the public while protecting valuable Personal Identifying Information.

Last but not least, the company is a valued member of the Better Business Bureau (BBB) and has maintained an A+ rating for over a decade.

Requirement 12 – Dispute Resolution The contractor must agree to use its best and utmost efforts to secure correct and complete background checks and to be responsible for negligent or intentional errors on its part. The contractor must agree to indemnify and hold harmless and defend The University System of North Carolina against all claims of whatever kind arising out of its negligence in regard to the contract and to provide evidence of insurance, naming as additional insured The University System of North Carolina.

CertifiedBackground.com delivers SaaS (Software as a Service), thus the corporate warranty / quality assurance driving the delivery of correct and complete background screening checks is not on hardware or software, rather on screening results and vendor authentication. Quality assurance is measured at the corporate level as well as at the vendor level. The ability to stand behind the corporate products is dependent upon supplier data and internal staff performance.

Supplier DataTo certify accuracy, policies are in place that guide the process of selecting and discontinuing a relationship with any a vendor unable to produce reliable information. The Operations team constantly scans key sources in the industry to stay abreast of new technology and vendors who are producing the data we desire to capture. If for any reason a relied upon source constantly returns inaccurate information the operations team takes immediate action to locate and vet a new source for that data.

Internal Staff PerformanceAn established Quality Assurance and Training Department trains and audits all research staff. Training programs consist of oral presentations, hands on application training, recorded videos and written exams.


Employees are trained on the rules and regulations governing the background screening industry as well the state laws that may supersede FCRA regulations.

During the first 60-90 days a 100 percent audit is performed. The employee will not graduate from training unless he/she is performing at or above both quality and productivity measurements. After graduating from training, sample audits occur throughout an employee's tenure. Our training materials are stored online, are dynamic in nature, and are updated every 3-6 months, depending on the complexity of the area. Each training document is reviewed and signed off by the management team, the impacted staff, and new trainees.

Hold HarmlessCertifiedBackground.com agrees to hold UNC System and participating schools harmless from and against any expense or damages resulting from the publishing of report information contrary to these conditions. It is to be understood that all information provided by CertifiedBackground.com is only current as of the date provided and is made available on an “as is” basis. It is also agreed upon that the UNC System cannot be responsible for record keeping practices of third parties and will not consider a school liable for errors or omissions contained in a report.

Dispute ProcessCertifiedBackground.com is committed to maintaining full responsibility for inaccuracies in data returns. At no point will the UNC System be held accountable or required to rectify the information. Under the guidance of FCRA regulations, a dispute process for handling requests to correct inaccurate information is in place. Listed below are the steps involved in this dispute process.

The applicant or client is provided a link with the results report to initiate the dispute of criminal records.

Once the dispute form is received, a Senior Researcher begins the process to resolve the dispute by either verifying with the client or applicant the information provided, by contacting the clerk of court to confirm case identifiers and ordering case files if necessary or by requesting that the applicant submit fingerprints to the court.

After the originating agency, court, database, or researcher has updated their files CertifiedBackground.com will then update the report based on the dispute findings.

A Client Relations Specialist will then contact the applicant and client (if applicable) to explain the results of the dispute and if it is found that the results contained inaccuracies, they are corrected and both the applicant and client are notified.

Insurance As a current provider for several schools and departments within the UNC System, a copy of the Insurance policy is on file. Modifications to this policy will be made if necessary following the contract signing.

Requirement 13 – Record RetentionThe contractor must agree to maintain all requests and results confidentially and securely, and to abide by all relevant federal and state laws governing the privacy of this information. The contractor also must agree to provide copies of all requests and results for the life of this contract and for a five-year period following the termination of this agreement.

As a consumer reporting agency that avidly supports the philosophy and dedication to protecting consumer information, executive management has initiated steps to ensure system security and data accuracy that include the implementation of safeguard policies for personnel, facility and technology. CertifiedBackground.com retains all order data indefinitely. Data is archived and backed up on servers that, as is the case with all of corporate servers, are stored within a secure


network room that is under constant remote video surveillance. Unless regulations or policies dictate otherwise, UNC authorized users will have access to data via Applicant Management Interface (AMI), and archived data can be provided upon request.

Requirement 14 – Volume EstimationBased on FY 2011-2012 results, the University system anticipates over 16,000 checks (this number could be lower due to economic downturn and hiring freezes) will be requested on an annual basis, of which 2/3 will be within North Carolina only. Volume is estimated; it is not guaranteed.

CertifiedBackground.com has an extremely efficient Operations Division with a workforce of more than 100 full time employees and processes more than 3,000 orders a day. This productivity rate ensures the team will meet the requirements spelled out in this RFP.

Requirement 15 – Continual EducationAfter the contract is awarded, on an ongoing basis, the contractor(s) will provide training, guidance re: applicable laws, compliance with the Fair Credit Reporting Act, and sample communications for campus and GA administrators. These services shall be built into the pricing for basic background checks (see cost sheet).

CertifiedBackground.com will provide training to as many UNC System employees as need at no cost. The sales and Client Consultant teams offer multiple training resources to new clients during and following the implementation period. Prior to the official training sessions Sales Consultants will:

1. Provide webinars that allow clients to see the applicant and client-based website in use2. Provide demo accounts if necessary 3. Discuss with the Project Management team how to define users and permission levels

The duration of standard training sessions averages 1-2 hours based on the number of participants. During training the Client Consultant team:

1. Provides online demonstrations of how to process an order, view returns and create management reports2. Sets up individual user names, passwords and system privileges’3. Explains the purpose of My Library and how to access important documents housed there

At no additional cost, CertifiedBackground.com will provide new hire or refresher training at any time throughout the term of the contract. A useful tool in this instance is recorded training sessions accessed within your (AMI) account. Further, authorized users will always be kept up-to-date on any product changes or updates to laws regulating the background screening industry via the News and Announcement tab in AMI as well as through emailed newsletters.

Requirement 16 – UNC General AdministrationAfter the contract is in place, a contract administrator, located in the UNC General Administration, will facilitate the activities anticipated by this proposal and will be available to answer questions or to address concerns.

As discussed in the Technical Requirements portion of this response, CertifiedBackground.com has assigned a dedicated team to the UNC System partnership who will be available to answer questions or address any concerns.


Requirement 17 – Contract ExtensionThe contract period will be one year from date of award. At the option of UNC, it can be extended for up to two additional one-year periods under the same terms, conditions, and pricing. The initial contract period is one year, with the right of the University to cancel it upon breach within thirty days’ written notice. The contract administrator shall have the option to renew the agreement of two additional one-year terms under the same terms, conditions and pricing.

CertifiedBackground.com seeks to understand the needs of each school, ensure deliverables meet expectations and be flexible during the implementation process. The end goal is total client satisfaction and a long term relationship with the UNC System. This approach has proven successful and is represented in the 98.5% client retention ratio maintained through 15 years in the background screening industry.

Requirement 18 – Reporting CapabilitiesThe Contractor shall provide monthly reports to the individual constituent institutions for that institution’s background check requests, including total number of background checks and average times. Preference will be given to any contractor that can provide this and additional information via an interactive dashboard.

CertifiedBackground.com shall provide periodic (monthly) and quarterly reports to the individual constituent institutions on that institution's background check requests. At a minimum, the reporting will include the total background check reports submitted by the requesting institution, the number of requests submitted for the same applicant at different constituent institutions, and the number of background check reports that were initiated, but not completed.

Several management and statistical reports are also readily available within the schools AMI account and can be accessed by any authorized user. Users have the option to create a PDF based on categories displayed on the AMI dashboard or all data collected can be exported to a .CSV file where graphs, charts and further sorting options can be applied. If a client determines more detailed reports are required, CertifiedBackground.com will create custom reports on an as needed basis. An example would be the requested Turn-around Time report where the schools may select to create multiple search options above and beyond Date Order Placed and Date Order Returned. Once the report parameters are defined, this report will auto create monthly and be emailed to the designated school official.


CertifiedBackground.com's PDF Report Format Standard

Export to ExcelCreate Graphs, Charts and Tables

Corporate Background and ExperienceAs a North Carolina based organization who is the leading provider of background screening solutions for more than 36% of all colleges and universities in the United States, CertifiedBackground.com has developed strong working relationships where clients are eager to discuss their experience working with our organization. The success of each partnership is due in part to the process analysis conducted by our Sales and Customer Service Consultants. By understanding client needs, we are able to offer flexibility for each user that includes:

• Establishing individual accounts per school and per department if necessary• Training multiple users within each account• Offer applicant and school pay options• Detailed billing at the department and university level• And other items and areas as needed

ReferencesAs a platinum client, the UNC System will receive personalized and responsive dedicated staff from the Sales, Customer Service and the Information Technology teams. These individuals will guide your Project Management team through the contract execution and implementation process. The provided references conduct similar if not the same background screening searches as requested in this RFP and will confirm the fast turnaround times, accuracy of data and the strict security measures in place to protect both client and applicant information.

NOTE: References are also supplied on the provided UNC form found in the Cost Proposal.

Contact Name Amy Grubbs Title Assistant Director of Employment

Organization North Carolina State University Phone 919-515-4278

Physical Address 2711 Sullivan Drive, Raleigh, NC 27695

Email [email protected]

Contact Name Ceresa Aberg Title Staffing Services Manager

Organization University of North Carolina Phone 910-843-4160

Physical Address 209 South Road, Chapel Hill, NC 27599


Contact Name Patricia Hanson Title Human Resources

Organization University of North Dakota Phone 701-777-4228 Ext 4228

Physical Address 3264 Centennial Dr, Grand Forks, ND 58202



Section Two

Project Staffing and Organization

Dedicated Staff CertifiedBackground.com pledges to commit personalized and responsive customer service to aid in the implementation process.

DIRECTOR OF CLIENT SOLUTIONS – MICHELLE KIESECKER PROJECT TIME

[email protected]

25.00%888-666-7788 ext. 7228 / fax at 910-772-1528

Monday – Friday, 8am – 5pm EST

Responsible for assisting the UNC System core team during the RFP and Contract initiation phases.

ACCOUNT CONSULTANT - ROBERT THOMPSON PROJECT TIME

[email protected]

AS NEEDED888-666-7788 ext. 7141 / fax at 910-772-1528


Will assist the UNC Student administrators in adding student screening services.

CLIENT SERVICES MANAGER – MELISSA PARKER PROJECT TIME

[email protected]

35.00%888-666-7788 ext. 7127 - fax at 910-772-1528


Is responsible for overseeing a team of more than 25 individuals responsible for system set-up, training, defining authorized users and associated permission levels and follow-up assistance.

CRIMINAL RECORDS DIVISION MANANGER – TAYLOR CROMARTIE PROJECT TIME

[email protected]

35.00%Monday – Friday, 8am – 5pm EST

Is responsible for the team processing orders, creating background screening policies that are in line with FCRA rules and regulations and returning results in a timely manor.

PACKAGE ANALYST – BRYAN ISENHART PROJECT TIME

[email protected]

5.00%888-666-7788 ext. 7157 / fax at 910-772-1528


Works with clients on a regular basis to ensure their account contains the best combination of products and services and as the system is used, may offer suggestions for other services.


Section Four

Organizational Structure CertifiedBackground.com, was founded in North Carolina in 1997 as an employment screening firm. In 2002 the company expanded to provide solutions for specific industries such as colleges and universities, healthcare, government entities, not-for-profit organizations and associations. The company is under the leadership of the original 4 owners, consists of 8 departments with more than 200 full time employees working from our East coast corporate headquarters in Wilmington, North Carolina. The organizational chart depicts an overview of the corporate structure and the supporting staff the UNC System Project Management team will have at their disposal.

Volume of Request Our value added solutions are flexible and can accommodate any complexities presented by UNC and it's participating schools while at the same time, allowing system users a multitude of à la carte and packaged search options. From January 1st, 2011 to date, CertifiedBackground.com has acquired more than 2,150 new accounts and have continued to add staff on an as needed basis to guarantee adequate resources are in place to handle larger accounts such as this. At present, more than 3,000 request are processed a day, which more than meets the anticipated needs assessment.

Call Center ResourcesIn the last three years, CertifiedBackground.com has increased staff by 68% making us one of largest and fastest growing privately held background screening firms in the United States. Steady growth along with a well developed


training program ensures that ample staff is available to assist the UNC System participants as they select employee's who will ad value and enrichment to their program. The operations team is comprised of more than 25 full time employee's who have successfully completed an intense training and auditing process to prepare them to manage the volume of request received on a day-to-day basis. This team of professionals handled 123,045 calls last year and have adequate staff in place to manage even more if the need arises.

OutsourcingCertifiedBackground.com prefers to control all facets of the background screening process domestically meaning, records are never outsourced or off-shored. Keeping all client functions in-house, allows us to better maintain consistent training regiments and product deliveries and clients can be assured the services delivered and data retrieved is from the most up-to-date, and reputable sources on the market today.

Staff ResumesResumes are provided for the professionals assigned to the UNC System project.

• Michelle Kiesecker• Rob Thompson• Melissa Parker• Taylor Cromartie• Bryan Isenhart

INTENTIONALLY LEFT BLANK


MICHELLE KIESECKER1845 Sir Tyler Drive, Wilmington, NC 28405

888-666-7788 ext 7127: •[email protected]

PROFESSIONAL EXPERIENCE

Castle Branch, Inc. • Wilmington, NC • April 2007 - CurrentDirector of Client Solutions

RELATED WORK EXPERIENCE

Advocate for our top clients, communicating issues across departments, working as an interdepartmental liaison to ensure client needs are met.

Actively participate in meetings/feedback sessions with the customers' best interests in mind.

Contribute solutions which positively impact our customers.

Identify and offer solutions for organizational issues that impact client satisfaction. Analyze problems and suggest recommendations for system improvements with impacted manager(s).

Travel to top clients across the country to reinforce our company's commitment to service.

Partner with Business Development to translate business requirements into planned client enhancements.

EDUCATION and CERTIFICATIONS

Cape Fear Community College, Wilmington, NC


ROBERT M. THOMPSON1845 Sir Tyler Drive, Wilmington, NC 28405

910-815-3880 ext:7141 • [email protected]

EXPERIENCE

Castle Branch, Inc. • Wilmington, NC • July 2010 - currentAccount Representative


Maintains relationships with 300 employers and schools nationwide.

Awarded City Colleges of Chicago and St. Charles Community College contracts in 2012 in response to RFP bids.

Develops background screening, drug testing and document management solutions based on school and field study site requirements.

Oversees the account set up of background screening processes for new clients.

EDUCATION

Business Administration – Business Administration Marketing

University of North Carolina at Wilmington, Wilmington NC

MELISSA PARKER1845 Sir Tyler Drive, Wilmington, NC 28405



Castle Branch, Inc. • Wilmington, NC • April 2003 - CurrentClient Relations Division Manager


Manages a staff exceeding 20 customer service professionals.

Creates and administers training programs, evaluation matrix and client tracking software.

Oversees account set-up, configuration and client training.


Cape Fear Community College, Wilmington, NC


TAYLOR CROMARTIE1845 Sir Tyler Drive, Wilmington, NC 28405


EXPERIENCE

Castle Branch, Inc. • Wilmington, NC • February 2007 - CurrentCriminal Records Division Manager


Manages the staff responsible for background screening services. Ensures accurate data is returned in a timely manner following FCRA guidelines.

Creates and maintains staff training policy and procedures and oversees the distribution of updated industry material.

Is the primary source of information for Sales, Marketing and Developers regarding new services available in the market that support the corporate agenda to provide the best information in a cost-effective manner.


University of North Carolina, Wilmington, NCMaster of Public Administration- in progress

University of North Carolina, Wilmington, NCBachelor of Arts – Criminal Justice

NAPBS Committee Member

FCRA Certified

NAPBS Provider Exam Certified


BRYAN ISENHART1845 Sir Tyler Drive, Wilmington, NC 28405

888-666-7788 ext: 7157• [email protected]


Castle Branch, Inc. • Wilmington, NC • Nov 2010 - CurrentPackage Analyst


Works to ensure existing clients have the best package and price for consistency and any necessary contractual changes.

Successfully completed updates for hundreds of current client accounts for any requested package or service changes.

Maintains knowledge of industry changes and updates, and will communicate major industry changes with current clients.

EDUCATION

2001-2005 University of North Carolina, WilmingtonBachelor of Arts, Political Science Major, International Affairs Minor


Technical Approach

Project Management Structure and MethodologyRecognized as one of the largest privately held background screening firms in the country and the preferred vendor for colleges and universities nationwide, CertifiedBackground.com is able to customize background screening solutions for for each university within the UNC System.

CertifiedBackground.com's executive management team has developed a plan where project task and time-lines are clearly defined and communicated, stakeholders fully understand the roles and responsibilities and project risks are addressed prior to moving forward. This process cultivates an environment for success during the transition from the current vendor and is typically accomplished within 2-5 business days. Upon being selected as the vendor of choice the following processes will be employed:

Director of Client Solutions and Account Consultant• Conducts the Kick Off Meeting to complete the following task:

Collects from the client and distributes to the client the appropriate documentation to formalize a contract

Defines points of contact Provides tasks and time-lines for remainder of the implementation process Finalizes packages and pricing Gathers special instructions related to search criteria

• Collects contract and associated documentation • Creates account in Client Relations Management application• Passes account to Client Relations Group

Client Relations• Client Relations contacts the primary point of contact for implementation meeting• Meeting agenda:

Define users and permissions Schedules training Providing required notification and release forms, FCRA documentation and training manuals

• Conducts staff training (unlimited sessions)• Upon completion, the client can begin using the system

Criminal Records Division• When an order is placed the request is routed to the Criminal Records Division• Research Analyst reviews the submitted data to ensure information is accurate to prevent delays or

incorrect results• Upon confirming the veracity of the forms, the order is processed

Based on the type of search conducted, results are returned • Results are immediately viewable within the AMI system

Based on system setup the client can also be notified via email• A results package (pdf format) is compiled and delivered to the client


Section Five

Protocol for Conducting ChecksCertifiedBackground.com uses in-house researchers to complete all requested searches. The sources for information depend on the type of search being performed. Most searches are conducted by directly contacting the appropriate source, such as a contacting a county court directly for a county criminal search or contacting a past employer directly for an employment verification. Below are the steps that occur when an order is submitted:

1. Following order submission, CertifiedBackground.com reviews the order to ensure that it contains all data required for it to be processed by researchers. In cases where information is missing, the applicant or school is contacted for the additional data.2. Next, CertifiedBackground.com Researchers validate the basic applicant information and all additional identifiers are verified to ensure that the data is accurate and complete.3. Once all necessary data has been collected and verified, the order is sent to Research Specialists and vendors for processing.4. Once searches have been completed by Research Specialists and vendors, Quality Assurance (QA) Specialists review all raw data collected to ensure that it is accurate and that all rules and regulations set forth in the Fair Credit Reporting Act (FCRA) have been followed.5. Following confirmation by the QA Specialists that the data being returned is complete and within the guidelines of the FCRA, a sealed and certified report is created showing the details of each individual search performed. This process ensures that over 95% of the searches requested through CertifiedBackground.com are returned in one to three business days.

Expected Turnaround Time for National and International ChecksTurnaround times vary based on what information is being searched and the source of the data. Some information is returned in a matter of minutes while others may take several days. Where some vendors will boast a 1-2 day turnaround for all records; which is feasible when relying solely on electronic results or when neglecting the amount of time an order may sit prior to being processed; CertifiedBackground.com goes a step above the rest using Court Researchers and Verification Specialists to validate any data found. Thus, on average, over 95% of records are returned within 2.25 to 2.72 days.

Description of the Electronic SystemCertifiedBackground.com offers a completely web-based system that is available 24/7 and is protected by the latest security technology available. Systems are not dependent on the installation of hardware or software and do not require configuration by Information Technology staff. This section describes each value added service available.

Applicant Management Interface (AMI)AMI is CertifiedBackground.com's free, proprietary applicant data management system created specifically to make the process of submitting orders and reviewing results as easy as possible. Offering features similar to those included in an Applicant Tracking System (ATS); AMI gives staff anytime, online access to at-a-glance background screening status indicators and the ability to easily and securely view the full details of applicants' background screening results. Within AMI, authorized users with the UNC System will be able to view a full list of orders on the “roster”. Staff will see in real time when orders are received, when partial results are posted and when each search is completed. All orders can be sorted by status or other customized categories chosen by administrators. Staff can also select to be notified via email of completed reports.

eVites evites are email invitations sent to applicants directing them to place their own orders. Offering features similar to an ATS, applicants can fill out their Personal Identifying Information (PII) that initiates the background screening, saving staff time and keystrokes. This functionality can be utilized by both prospective employees as well as those selected students with an admitted criminal history. Through eVites, applicants can be directed to


access the To Do List (discussed below) to download, complete, scan and upload items such as:• The standard application• Two forms of ID• College Transcripts• Copy of Diploma• Copy of Resume• Confidentiality Agreement• Receipt of Handbook

• Uploaded forms are then accessible to the administrators within AMI

Record Scan The Record Scan service is yet another value added solution, saving your staff time and effort by providing at-a-glance visibility to clear background reports or those that need review. Qualified Researchers scan all of your background check results and alert you of any records that require your immediate attention, by way of a caution symbol in your AMI roster. Green checks indicate no records found, allowing you to sort through your results and review background checks with ease and efficiency. You also have the ability to override the caution symbol after you have reviewed the record. Simply click on the yield sign and update it to show if it passes or fails your criteria.

Extensive Review Is a customized way to review background search orders. During system set up, clients can predefine rules related to certain felony or misdemeanor charges or convictions. If an applicant's record contains one of the defined offenses, the applicant automatically fails and a red X displays as the status indicator. This feature is available for an additional charge yet the value added service allows administrators to immediately dismiss that applicant without spending time to review the record.

Document Management and To Do ListUser-friendly To-Do Lists allow your applicants to view and fulfill application requirements that you assign throughout the interview process. Automated email reminders keep applicant on track with what is still required of them. Document Tracking / On Boarding is a valuable tool that allows administrators to securely track the applicants progress as they complete items on the To Do List as well as complete the data elements necessary for the background screening process. As information is submitted, results are viewable to HR Staff from within the administrators AMI. Custom categories can be created to track information such as:

• Eligibility• Rejected Applicant• Completed Forms• Hiring Department • Salary Range• Title• Interview Date


CertifiedBackground.com's Easy to use, online system

Allows applicants to Initiate their background screening

Safeguards Employed to Protect the DataCertifiedBackground.com takes every possible precaution to protect client data. In order to accomplish such a task detailed policies and procedures are in place to address the ever growing concern centered around identity theft. CertifiedBackground.com has established security policies relative to technology, data, facility and employment. The company utilizes the most up-to-date data, equipment available in the market today. This includes a constant examination of security technology both for the facility and for the servers used to store data. Copies of the extensive policies can be provided upon request however, a synopsis is provided below.

Data SecurityAs enforced by the FCRA, Personal Identifying Information (PII) is collected and processed with the consumer's knowledge and authorization. PII is protected from unauthorized or accidental disclosure and is seen only by those persons designated to perform the research originally authorized by the applicant. In an effort to help minimize risk, (PII) is removed from reports whenever possible. Furthermore, the company does not use any applicant information to compile mailing lists for sales or other purposes, nor is any applicant or client information made available to any outside parties without written consent. Policies exist related to the email, printing and destruction of PII data where hard copy information is stored in a storage facility with a keypad lock and security camera. Shred-It boxes are located throughout the office to ensure sensitive data is destroyed.

Client Security PolicyProof of business is required for each account setup. System access is only granted to the users named on the Service Agreement. Additional users may be added after the account has been set up. All users are assigned a user name and password. As a security measure, if a password is forgotten, it cannot be retrieved from our database as the encrypting key is not stored. In order to have a password reset, the client must call in and identify themselves to a Customer Consultant who will then call the client back at the number on file in the Client Relations Management database, to ensure no fraudulent access is permitted by unauthorized individuals.

Personnel Security CertifiedBackground.com conducts an intense interview of all applicants who will encounter Personal Identifying Information (PII) to maintain the level of integrity expected from individuals exposed to sensitive data. Each potential new hire undergoes a battery of background screenings prior to a letter of offer. When hired, the employee is then required to attend and pass the internal training program with an agenda covering not only the internal systems used but a thorough review of the FCRA rules surround this industry. Each employee then signs an agreement to abide by the rules and regulations prior to accessing any client data.

Site SecurityThe building is protected by key pad lock doors where the code changes monthly as needed. Server and storage rooms are protected by a different set of key pads and surveillance video cameras. Access to the servers is limited to those IT staff responsible for database management.

Technology Security CertifiedBackground.com's fully web-based systems are protected by cutting edge security software. As a member of AmbironTrustWave's TrustKeeper Remote Compliance Program, systems are scanned monthly for any security vulnerabilities. If any are identified, the IT department is notified, the issue is remedied then all systems are re-scanned. Web servers are protected on a perimeter network (DMZ). Information coming into and sent out of, is encrypted using SSL (Secure Sockets Layers), a secure form of http communication. All machines require a username and password, and access is limited based on the user's assigned user group.


System AuditsAs an entity that collects, processes and stores credit card data, we follow the Payment Card Industry Data Security Standards (PCI DSS). The PCI DSS is a multifaceted security program that includes requirements for security management, policies, procedures, network architecture, software design and other critical protective measures. This comprehensive standard is intended to help organizations pro-actively protect customer account data.

Group MembershipIn 2005 the commitment to delivering quality results served as the driving force behind joining the National Association of Professional Background Screeners (NAPBS).This group exists to promote ethical business practices, compliance with the Fair Credit Reporting Act and foster awareness of issues related to consumer protection and privacy rights within the background screening industry.

CertifiedBackground.com's Operational Management team, as well as several employees within the Operations Division have received their Basic Certification credentials through both the FCRA and through NAPBS compliance programs and in December of this year, the company will receive the full NAPBS Accreditation. Along with joining NAPBS, the company has applied for membership with the ConcernedCRAs; a group of like-minded professionals with a common goal to protect consumer data.

CertifiedBackground.com is a corporate member of CUPA-HR, a group of HR professionals that serve the higher education community by providing the knowledge, resources, advocacy and connections to achieve organizational and workforce excellence.

Certified Background was also recently approved by the GSA. As a compliance requirement to be eligible for federal contracts, we must be able to pass a Federal Information Security Management Act (FISMA) audit. In preparation for this audit we are in the process of completing the FedRAMP (Federal Risk and Authorization Management Program).

Description of Internal Audit ProcessCertifiedBackground.com has an established Quality Assurance and Training Department, which trains and audits all research staff. During the first 60-90 days a 100 percent audit is performed. The employee will not graduate from training unless he/she is performing at or above both quality and productivity measurements. After graduating from training, the audit percentage will decrease based on the complexity of the research area and the performance of the individual. Sample audits occur throughout an employee's tenure. Our training materials are stored online, are dynamic in nature, and are updated every 3-6 months, depending on the complexity of the area. Each training document is reviewed and signed off by the management team, the impacted staff, and new trainees. No employee is retained who does not meet a minimum quality standard of 97.5%.
