Background Check Procedures AN INTRODUCTION TO NEW PROCEDURES TAKING EFFECT ON NOVEMBER 5TH 2013 What we’ll be discussing today: Changes in Fingerprinting Changes in Processing Changes in Fees Changes in Forms Please hold any questions for the Q&A section of the presentation Fingerprinting WHAT IS CHANGING? Changes in Fingerprinting The New Mexico Department of Public Safety has partnered with 3M Cogent to make background check processing easier and more convenient for our applicants, facilities and employees. Beginning November 5th, all fingerprinting will be completed electronically. This means that we will no longer be accepting fingerprint cards. If we receive applications with fingerprint cards that are postmarked after October 25th, 2013, we will return these applications. If you have applicants that are going to be printed after October 25th, we recommend having them wait until the November 5th implementation of the electronic fingerprinting service. Background Check Processing WHAT IS CHANGING? Changes in Processing To begin the application process, every new applicant will need to register for fingerprinting at www.cogentid.com From this screen, click on the New Mexico button. Changes in Processing Applicants will then need to click on this link to fill out the online registration form. Changes in Processing The online registration form is going to ask the applicant for all the information that use to be on the fingerprint cards. It is very important to provide: Our ORI number: NM920120Z. By providing this number, the applicant’s background information is sent directly to us. A valid mailing address. If there are any issues with the fingerprints, 3M Cogent will send a letter to the applicant informing them that they will need to be reprinted. This is also when the applicant will provide payment, which we’ll discuss more in a moment. Changes in Processing The online registration form will look similar to this. Mandatory Fields are in yellow: • • • Payment Type Reason Fingerprinted ORI Changes in Processing After registration is complete, the applicant will be given a registration number. They will need to provide this registration number at the fingerprinting facility. This number can be printed by clicking on this link. Changes in Processing Here is a sample. Changes in Processing Once registration is complete, the applicant can locate an electronic fingerprinting location. Changes in Processing Once registration is complete, the applicant can locate an electronic fingerprinting location. Changes in Processing There is no appointment needed for fingerprinting. At the electronic fingerprinting location, the applicant will need to provide: The registration number they received during registration. A valid form of identification, usually a driver’s license. Changes in Processing After the applicant has been fingerprinted, a fingerprint submission receipt must be printed. This receipt will be sent to us in lieu of the fingerprint cards. Changes in Processing After the applicant has been fingerprinted, a fingerprint submission receipt can be printed. This receipt will be sent to us in lieu of the fingerprint cards. Changes in Processing What if the applicant does not have internet? Applicants can also register by calling 877-996-6277. They will still need our ORI number: NM920120Z If the applicant is unable to print the Fingerprint Submission Receipt, it is vital that they provide their registration number on their application. We’ll be looking at our updated forms in a moment. On a side note: If you are interested, you can: Become a fingerprinting location for free. However, your location will be open to the general public. Purchase the fingerprinting equipment. You can find more information about this on www.cogentid.com Fees WHAT IS CHANGING? Changes in Fees The fee for fingerprinting and the cost of the background checks are now combined: $44. There are two ways to pay: Online or over the phone during fingerprinting registration by credit card At the time of fingerprinting by money order Money orders must be made out 3M Cogent Changes in Fees 3M Cogent offers accounts for facilities that pay for their employees background checks. Billing accounts are reserved for facilities processing over 100 applications a month. Escrow accounts allow you to pay in advance, then charge the account. If you have an account, you will have to be present while the applicant registers for fingerprinting. Forms LICENSED HOMES AND FACILITIES Employer Statement All of the fields must be completed before the form is sent to the background check unit. Employer Statement This section must be completed reflecting both the mailing address for the clearance letter, as well as the physical location where the applicant will be providing service. Employer Statement This field will contain the printed name of the employer representative. Employer Statement This field will contain the printed name of the applicant. Employer Statement This section will be filled out just like the previous versions of the form. A representative of the employer must sign and date the form. Please only provide valid phone numbers! Applicant Written Statement Applicant Written Statement Applicant Written Statement Applicant Written Statement Applicant Written Statement Applicant Written Statement Forms REGISTERED HOMES Application for Background Check There have been several changes made to the Application for Background Check. Application for Background Check The formatting has changed slightly, but it is the same information that is being requested. Notice the check boxes added for convenience. Application for Background Check The most important field on the application is the Registration Number. This number is obtaining during fingerprint registration and it will help the background check unit link the application to the fingerprint results. Q&A ANY QUESTIONS?