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Article

Selecting a Background Check/Drug Screening Package and Viewing Partner Screening Results

Release: 16.3

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Overview

The iCIMS Talent Platform can support integrated background checks/drug screening with a variety of screening partners. Clients who integrate background checks/drug screening into their system can select the desired background check/drug screening package on the Detail tab of a Job Profile or during the Create New Job process. Clients can view integrated background check/drug screening result information on a candidate’s Person Profile. The steps below require an active integration with a Partner Screening system and appropriate system configurations.

Additional Information: If you are a user admin who is working with iCIMS to configure your Platform and need API information, visit developer.icims.com.
 

Process Introduction

The processes below describe how to initiate a background screen in iCIMS. The first describes scenarios where the Consent & Disclosure form is handled in the iCIMS system; the second describes scenarios where the authorization from is handled by the Screening Vendor.

Background Consent & Disclosure Form Handled by iCIMS

  • The iCIMS user creates a job within the iCIMS Talent Platform and has the option to select background check and/or drug screening packages as part of the job/requisition creation process.
  • After a candidate has applied for the job, the iCIMS user decides a background check and/or a drug screening is required for the candidate.
  • When the Background Consent and Disclosure Form is being kept in the iCIMS Talent Platform, the first step is to send this iForm to the candidate to complete.
  • The iCIMS user then initiates the integration by updating the candidate's recruiting workflow status to the status that triggers the integration.
  • The vendor processes the notification and may send a URL to the iCIMS user through a pop-up window. If provided, the iCIMS user can click on this URL to access the vendor’s platform and confirm or select packages if they have not been pre-selected on the job. (If the packages have been pre-selected, the vendor may opt to not send the URL.)
  • Upon confirming the package, the vendor will return results to the candidate's Person Profile indicating that the screening has been sent or is in-progress. After the screening has been completed, the vendor will update the results and provide a link to the full report for the client to access.

Background Consent & Disclosure Form Handled by the Screening Vendor

  • The iCIMS user creates a job within the iCIMS Talent Platform and has the option to select background check and/or drug screening packages as part of the job/requisition creation process.
  • After a candidate has applied for the job, the iCIMS user decides a background check and/or a drug screening is required for the candidate.
  • The iCIMS user then initiates the integration by updating the candidate's recruiting workflow status to the status that will trigger the integration.
  • The vendor processes the notification and may send a URL to the iCIMS user through a pop-up window. If provided, the iCIMS user can click on this URL to access the vendor’s platform and confirm or select packages if they have not been pre-selected on the job. (If the packages have been pre-selected, the vendor may opt to not send the URL.)
  • When the vendor (and not iCIMS) is maintaining the Consent and Disclosure information, the vendor reaches out to the candidate through email or other mechanisms to collect the required Consent and Disclosure form and any additional information if needed in order to conduct the background check and/or the drug screening.
  • Upon confirming the package, the vendor will return results to the candidate's Person Profile indicating that the screening has been sent or is in-progress. After the screening has been completed, the vendor will update the results and provide a link to the full report for the client to access.


Selecting a Background Check Package on a Job Profile

In this example, a user with appropriate permissions will select a background check package after a job has been created. (To select the background check package during the Create New Job process, complete step 3 below during the appropriate stage of the job creation process described in the Creating a New Job or Requisition article.)
  1. Access the applicable Job Profile through a Quick Search, Job Search, or relevant link within the system.
  2. Select the Detail Tab and click the Edit button.
  3. Move each desired background check package from the Available column to the Selected column by double-clicking the package name or by clicking once to select the package name and then clicking the arrow. Once all desired background check packages appear in the Selected column, click Save.
  4. Once the correct background check package has been selected and saved, the package name will display on the Detail Tab of the Job Profile for reference.

Viewing Background Check Results on the Person Profile

  1. Access the Person Profile through a Quick Search, Person Search, or relevant link within the system.
  2. Select the Screen Tab, then click the Background Screening Panel. If results are available, they will display on this screen.
Tips:
  • Fields available within the Standard Background Screening section of the Background Screening panel may include:
    • Screening Type
    • Order Status
    • Completed Date
    • Screening Result
    • Result URL
  • Fields also may repeat when necessary. For example, if the selected background check package contains both Prior Employment and Criminal History checks, some fields will repeat, but may contain different answers for Order Status, Screening Result, etc.