CAS Walk Through

Validity's Compliance Automation Software (CAS) efficiently manages compliance obligations in a secure and paperless environment. The dashboard provides important information and updates related to background screening. The Invitations tab allows you to initiate new applications and manage invitations. The Applications Manager tab shows completed applications. Different colors indicate different application statuses. The system allows you to print, delete, resend, or revoke invitations. The Submit button allows you to order screenings, and the summary page shows the services ordered and their status. Completed reports can be viewed and flagged sections can be reviewed. Pre-adverse and adverse action steps can be initiated if needed. The system bundles necessary information for these actions. Candidates have the right to dispute inaccurate information. CAS is a robust tool that can streamline operations. Additional services and training are available. Welcome to Validity's Compliance Automation Software, or CAS as we like to call it. This system efficiently administers your Fair Credit Reporting Act, Inaccurate Credit Transaction Act, and all state compliance obligations in a secure and paperless environment. Let's start on the dashboard. This is the first place where you'll see whenever you log in. The dashboard is home of the source, a place where you can find important and helpful information relating to background screening. We'll also post bulletins for state and holidays and any other significant weather events that may impact the 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 see our Help Desk, which provides a treasure trove of resources, and the Chat with Us box is available through the site between the hours of 8 a.m. and 5.30 p.m. Central Time. Just click here to begin chatting with a member of our Client Services team. Invitations. Let's move on to the Invitations tab. Here's where you can initiate a new application. To start, create email and invite your candidate's name, email address, and select the decision that they're applying for. We also offer batch processes, so if you have several individuals to invite, that can be done via CVS file upload. Or maybe you'd like to take it a step further and integrate our system with an ATS or HRIS platform. Contact your Client Relations Manager or a member of the Client Services team to discuss these options further. You can see invitations that you've sent here. If the candidate has misplaced their invitation or email, you can resend it. Or if the candidate's no longer going to proceed with the application for whatever reason, you can also revoke it. Once your candidate has completed an application, they'll no longer show up in the Invitations tab here. Instead, they'll show up on the Applications Manager tab. From here, you can see all of your candidate's applications, and you'll notice that each of these names is a different color. Note that if there are certain statutes that you don't see, you can also filter them here. Red indicates the application is still in process. Your candidate has not completed the application, and this is the only actions you can take here are to print it or delete the application. Deleted applications cannot be restored, and your candidates will receive reminders from Validity if they start but do not complete the application within 72 hours. After a week, in-progress applications are automatically purged. A green application is new for you. Your candidate has completed their part, and you can now view and select your services. Note, if your account has the auto-submit feature activated, all of your applications will skip this stage. You'll notice that we have a few more options now, and we can also print the application or view the signed documents disclosure and authorization form, submit, archive, and unlock. You may need to unlock an application if your client needs to make a correction. Provide some basic instructions here, and the system will email your candidate, letting them know to log back into their application. You'll notice this is one that we've unlocked, and it's now back in progress. Yellow applications have been successfully submitted to Validity's processing team, and the background check is underway. Blue indicates that you may have archived the application. This is a feature that you will use however you like. Maybe you decide not to move forward with the candidate, or maybe you've already ran this person and want to file their application. You may add notes and choose to highlight here. Let's submit a new screening request. To do this, you can go back to the drop-down and select the submit button. This will take you to the ordering page. At the top is the candidate's basic information. Below there are two fields, one for position code and another for accounting code. These are not required, but may be helpful for an administrative standpoint. Anything you put on the position code will be displayed on the complete report, and anything you put in the accounting code will be displayed on the invoice and the completed report. To the right, you'll notice the larger text area. This is also a helpful administrative tool. Anything that you provide here will be displayed in the comments section of the completed report. This is often used to start dates or other special information from your team whether they want to review the report. Next, you'll see the available services that you may order. The validity team will see these notes, too. Some services require additional steps like drug testing and 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 to your client's candidate's information and will never divulge the reason for the employment verification. However, it's still best practice to obtain permission prior to contacting these employers. If you must have each current or previous employer verified, chat with your candidate. If they change their mind, you may unlock the application and have them uncheck that box. Once you've made your selections, submit for verification and you'll be directed to a summary page. The summary page shows the screens that you've submitted. You can submit more than one screening on an individual. If there are multiple, they would all be listed here. You'll see a profile number for tracking the services ordered on that profile. You can also view copies of the completed reports here. Our system will send you an email daily of the in-progress report status and an email of when the report fully completes. Each report has a summary page with a candidate's basic information in the order and the orders that they 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 is an indicator that there's something here for you to review. You can click on the order to jump down to that section without scrolling. If there is something completed on the report 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 or adverse action steps on the next page. Our system will bundle the necessary information together for you here, starting with the letter explaining what the actions being taken as a result of the screening results. Validity's contact information is also provided here. If you're curious about what the actions being taken are, you can click on the link to view that. If you're not sure what the actions being taken are, you can click on the link to view that. If you're not sure what the actions being taken are, you can click on the link to view that. If you're not sure what the actions being taken are, you can click on the link to view that. If your candidate feels the information that we report is inaccurate, they have the right to dispute with validity, so we want them to know how to contact us. This bundle also includes a copy of the report to which they are entitled and the SCRA summary of rights. If your company is located in a state with additional pre-adverse and 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 configure them for you in the send files area of your contact account. Finally, you'll select how you'd like to send the file. You can send it via email by selecting the email option. This would also send all of that information to the candidate's email that we use to register on our site. You may also select to send via postal mail. This would bundle all of the documents together for you to print and use on your own. The adverse action steps will work in the same way, but the letter template is just 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 SCRA 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 SCRA does not define what amount of time is considered reasonable, so Validity recommends five business days. If your policy states that you must wait longer, we can configure the reminders in our system. In summary, 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.