CAS Walk Through

Validity's Compliance Automation Software (CAS) efficiently handles Fair Credit Reporting Act, Fair Credit Transaction Act, and state compliance obligations in a secure and paperless environment. The dashboard provides important background screening information and updates. The Invitations tab allows you to send new application invitations and manage them. The Applications Manager tab shows completed applications. Different colors indicate different application statuses. You can print, delete, or unlock applications. Green applications are ready for review and selection. Yellow applications are being processed by Validity. Blue applications can be archived. You can submit screening requests, customize orders, and view completed reports. Flags indicate areas that need review. Pre-adverse and adverse action steps can be initiated if needed. Validity provides templates and information for taking action based on screening results. Communication can be sent via email or postal mail. CAS off Welcome to Validity's Compliance Automation Software, or CAS as we like to call it. This system efficiently administers your Fair Credit Reporting Act, Fair Credit Transaction Act, and all state compliance obligations in a secure and paperless environment. Let's start on the dashboard. The dashboard. This is the first page you see when you log in. The dashboard is the home of the source, a place where you can find important and helpful information relating to background screening. We'll also post bulletins for federal and state holidays or significant weather events, which may impact our turnaround time for background checks or drug screening results. Be sure to check in periodically for new updates and articles. From here, you can also access our help desk, which provides treasure trove of resources. The chat with us box is available through the site between the hours of 8 a.m. and 530 Central Time. Just click here to begin chatting with a member of our client services team. Invitations. Next, let's move to the Invitations tab. Here's where you can initiate a new application. Select Create Email Invite and enter your candidate's name and email and then select the position that they're applying for. We also offer batch processes if you have several individuals that invite can be done via CVS file upload. Or maybe you'd like to take it a step further and integrate our system with our ATS or HRIS platform. Contact your client relations manager or a member of client services team to discuss the further options. You can see invitations we've sent here. If your candidate has misplaced their invitation email, you can resend it. Or if the candidate is no longer going to proceed with the application for whatever reason, you may also revoke it. Once your candidate completes an application, they'll no longer show up in the Invitations tab. Instead, they'll show up in the Applications Manager tab. From here, you can see all of your candidate's applications. You'll notice that each of these names is a different color. Now, if there are certain statuses that you don't see or you need to see, you can filter them here. Red indicates the application is still in process. Your candidate has not completed the application, and so the only actions you can take here are to print or delete their application. Deleted applications cannot be restored, and your candidate will receive reminders from validity if they start but do not complete their application within 72 hours. After a week in process, the applications are automatically purged. Green application is new for you. Your candidate has completed their part and is now ready to view and select your services. Note, if your account has the auto-submit feature activated, all of your applicants will skip this stage. You'll notice that we have a few options now. We can print the application, view the signed disclosure and authorization forms, submit, archive, or unlock. You may need to unlock an application if your candidate needs to make a correction. Provide some basic instructions here, and the system will email your candidate, letting them know how to log back into the application. You'll notice in this one, once it's unlocked, it's now back in progress. Yellow applications have been successfully submitted to the Validity Processing Teams, and the background check is underway. Blue indicates that you have archived the application. This is a feature that you may like. However, you may decide not to move forward if the candidate, or if you've already ran this person and want to file their application, you may add notes to choose the highlighted areas here. Let's submit a new screening request. To do this, you can go back to the dropdown and select the submit option. This will take you to an ordering page. At the top is your candidate's basic information. Below are two text fields, one for positional code and another for accounting code. These are not required, but may be helpful from an administrative standpoint. Anything you put in the position code will display on the completed report, and anything you put in the accounting code will display on your invoice and completed report. To the right, you'll notice a large text area. This is also a helpful administrative tool. Anything that you provide here will display the comment section of the completed report. This is often used as a note to start date or other special instructions for your team when they review the report. Next, you'll see an available services that you may order. The Validity Team will see these notes here, too. Some services require additional steps, like drug testing or verification. Because CAS is designed to keep you compliant, we ask your candidates to give us express permission to contact their previous employers. This option is especially important for their current employers. Validity will always be sensitive with your candidate's information and will never divulge the reason for an employment verification. However, it's still best practice to obtain permission prior to contacting these new employers. If you must have each current or previous employers verified, chat with your candidate. If they change their mind, you may unlock the application and have them uncheck that box. When you've made your selections, click Submit for Verification. You'll be directed back to the Summary page. The Summary page shows you the screening that you submitted. You can submit more than one screening on an individual so that there are multiple, or if they would be listed here. If you'll see a profile number for tracking and the number of services ordered on that profile, you can also view copies of the completed reports here. Our system will send you a daily email of the in-progress report status and an email when the report completes finally. Each report has a Summary page with the candidate's basic information and the orders that were placed. On the right, you'll see if any of those orders were flagged. A flag should not automatically be interpreted as negative information, but instead as an indicator that there is something that you want to review. You can click on the order to jump down to that section instead of just scrolling. If there's something reported on a screen that conflicts with your company's policy and you don't think you'll be able to move forward with this individual, you'll be able to initiate the pre-adverse and adverse action steps here. Our system bundles the necessary information together for you here, starting with the letter explaining the action being taken as a result of the screening results. Validity's contact information is also provided here. If your candidate feels this information that we report is inaccurate, they have the right to file a dispute with Validity so that we want to know exactly how to contact us. That bundle also includes a copy of the report to which they are entitled and the FCRA Summary of Rights. If your company is located in the state with additional pre-adverse or adverse action regulations, there will be some additional options over here. For example, in Illinois, you must also provide the reason for taking these actions. If you're not in one of those states, you'll just check the box you'd like to use your company's letterhead and your signature. If you don't have this on file, we can get them configured for you, and we'll send the files to your account contact. Finally, you'll select how you'd like to send the file. You can send it via email by selecting this option. It will send all of the information to that candidate's email address that they used to register on our site. You may also select to send via postal mail. This will bundle all of the documents together for you to print and mail on your own. The adverse action step process works the same way, but the letter template is slightly different. In the pre-adverse letter, it lets the candidate know that the end user is considering taking action, but that no final decisions have been made. In the adverse action letter, it lets them know that the decision was made not to move forward. The FCRA tells us that we must wait a reasonable amount of time between when the pre-adverse action notice is sent and when the adverse action notice is sent. However, the FCRA does not define what that amount of time is, so validity recommends five business days. If your policy states that you must wait longer, we can configure the reminders in our own system. CAS is a robust tool designed to support and streamline your operations. The services shown here are a small sampling of what validity offers. If you'd like to schedule a formal training session for you or your team to get additional information about our services, contact us today.