Notifications Database

Protecting Patients through Background Checks

Notifications Database

Background Check System

IT Technical Design Guide

Version 01

4/22/2015

Table of Contents

1Applicant Initiated Address Changed

2Application Flagged for Review

3Application Reviewed

4Change in Criminal History

5Change in Registry Results

6Critical System Log

7Employee License Expiration Warning

8Employment Verification Needed

9Extend Days Remaining to Appeal

10Extend Days Remaining to Appeal Review Complete

11Fingerprints Almost Due

12Fingerprints Almost Due - Connected

13Fingerprints Past Due

14Fingerprints Past Due - Connected

15Fingerprints Rejected

16Fingerprints Rejected – Connected

17Fingerprints Rejected Second Time

18Fingerprints Rejected Second Time - Connected

19Fitness Determination Available - Connected Provider

20Fitness Determination Available - Initiating Provider

21Fitness Determination Available and Action Needed

22Imported New User

23New User Account

24Originating Provider Updated

25Password Reset

26Provisional Employment Warning

27Provisional Hire

28Rap Back Employment Verification

29Rap Back Revised Fitness Determination

30Request for Information Past Due

31Recheck Not Cleared On Connecting Applications

32User Account is Now Ready

1Applicant Initiated Address Changed

When an applicant's email address or mailing address is changed in the BCS, a notification is sent to the applicant with the new email address and mailing address.This notification only applies to Alaska.

Timing / Recipients / Required Permissions / Field List
Real-time / The applicant whose email address or mailing address was changed / N/A / Subject:
department.SystemName
Header:
department.SystemName
Message Record:
Email, StreetLine1, StreetLine2, City, State, ZIP
Footer:
department.SystemName
department.ContactPhone
department.ContactEmail

2Application Flagged for Review

A list of applicants whose applications are currently flagged for review.

Timing / Recipients / Required Permissions / Field List
Nightly batch schedule / State or Provider Users / Applicant - Flagged for Review / Subject:
department.Code
Header:
department.Code
department.SystemName
Message Record:
Provider Name
Last/First/Middle Name
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail

3Application Reviewed

When a flagged for review application is reviewed, a notice is sent to the users that flagged the application for review.

Timing / Recipients / Required Permissions / Field List
Real-time / Users that have either created or last worked with the application that was reviewed / N/A / Subject:
department.Code
Header: N/A
Message Record:
Last/First/Middle Name
determination.DeterminationId
application.ApplicationId
Footer:
department.Code
department.SystemName
department.Code
department.ContactPhone
department.ContactEmail
department.SystemAbbreviation
department.SystemUrl

4Change in Criminal History

A list of applicants whose criminal history rap sheet has been updated, and the applicant is either permanently or provisionally employed.

Timing / Recipients / Required Permissions / Field List
Nightly batch schedule / Users (state or provider users ) with permissions and who have either created or last worked with the employment records for the applicant. Provider users only receive the notification if the "HasFeature(ProviderRapbackNotification)" is set to True / View Rap back Notification / Subject:
department.Code
Header:
department.Code
department.SystemName
Message Record:
Last/First/Middle Name
Footer:
department.Code
department.ContactPhone
department.ContactEmail

5Change in Registry Results

A list of applicants with a registry recheck match. The list is sent to providers who have either an active employment record or an open application for the applicants.

Timing / Recipients / Required Permissions / Field List
Weekly batch / Provider users who initiated or modified the application, or who have an active employment relationship with the applicant / Applicant Flagged For RevieworEdit Registry Determination are required / Subject:
department.Code
Header:
department.Code
department.SystemName
Message Record:
Last/First/Middle Name
Footer:
department.SystemAbbreviation
department.Code
department.ContactPhone
department.ContactEmail

6Critical System Log

A list of critical errors from the system log that is sent to support staff to provide them with an opportunity to quickly resolve issues.

Timing / Recipients / Required Permissions / Field List
Every minute / State Users / Receive Log Notifications / Subject: N/A
Header: N/A
Message Record:
logSearchResult.LogId
logSearchResult.Timestamp
logSearchResult.Title
logSearchResult.Message
Footer: N/A

7Employee License Expiration Warning

A list of employees whose licenses are nearing expiration.

Timing / Recipients / Required Permissions / Field List
Weekly batch / Provider Users of employers for the applicant whose license is nearing expiration / Edit Licenses / Subject:
Department.Acronym
Department.SystemAbbreviation
Header:
Days until license expiration
Message Record:
Employee Name
Footer: N/A

8Employment Verification Needed

Providers are required to verify the employment of their permanent employees on a periodic basis.This notification is a list of those applicant's whose employment needs to be verified.A configuration item exists to set the number of days an applicant is employed before verification is required.The item is Policy(MonthsUntilEmploymentVerification).

Timing / Recipients / Required Permissions / Field List
Configurable / Provider users who created or last worked with the employment record for an applicant / Edit Employment / Subject:
department.Code
Header:
department.Code
department.SystemName
months_until_employment_verification
Message Record:
Last/First/Middle Name
employment.HireDatePermanent or Blank
employment.VerificationDate or Blank
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail

9Extend Days Remaining to Appeal

An automatic notification of a user's request to extend an applicant's time to appeal his or her determination decision.

Timing / Recipients / Required Permissions / Field List
Real-time / State Users / Review Appeal Extension Request / Subject:
department.Code
Header: N/A
Message Record:
Last/First/Middle Name
application_search_results
FirstOrDefault().DeterminationId
application_search_results
FirstOrDefault().ApplicationId
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail

10Extend Days Remaining to Appeal Review Complete

An automatic notification of the appeal completion when an extended appeal decision has been reached.

Timing / Recipients / Required Permissions / Field List
Real-time / Provider Users / Request Criminal History Appeal Extension / Subject:
department.Code
Header: N/A
Message Record:
ApplicationId
Last/First/Middle Name
DeterminationId
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail
department.SystemAbbreviation

11Fingerprints Almost Due

A list of applicants who are approaching their allowed time to submit required fingerprints.A configuration item exists to set the number of days an applicant is allowed before fingerprints are required to maintain an open application. The item is Policy(DaysToGetFingerprinted).

Timing / Recipients / Required Permissions / Field List
Nightly batch schedule / Provider Users of the provider that initiated the background check / Edit Employment / Subject:
department.Code
Header:
department.Code
department.SystemName
Message Record:
Last/First/Middle Name
ApplicationId
DeterminationSubmittedDate
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail

12Fingerprints Almost Due - Connected

Timing / Recipients / Required Permissions / Field List
Nightly batch schedule / Provider Users of the provider that connected tobackground check / Edit Employment / Subject:
department.Acronym
department.SystemAbbreviation
Header:
department.Code
department.SystemName
Message Record:
Last/First/Middle Name
ApplicationId
DeterminationSubmittedDate
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail

13Fingerprints Past Due

A list of applicants who have exceeded their allowed time to submit required fingerprints.A configuration item exists to set the number of days an applicant is allowed before fingerprints are required to maintain an open application. The item is Policy(DaysToGetFingerprinted).

Timing / Recipients / Required Permissions / Field List
Nightly batch schedule / Provider Users of the provider that initiated the background check / Edit Employment / Subject:
department.Code
Header:
department.Codedepartment.SystemName
Message Record:
Last/First/Middle Name
ApplicationId
DeterminationSubmittedDate
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail

14Fingerprints Past Due - Connected

Timing / Recipients / Required Permissions / Field List
Nightly batch schedule / Provider Usersof the provider that connected to the background check / Edit Employment / Subject:
department.Code
department.SystemAbbreviation
Header:
department.Code
department.SystemName
Message Record:
Last/First/Middle Name
ApplicationId
DeterminationSubmittedDate
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail

15Fingerprints Rejected

When fingerprints are rejected by a state or federal agency, an immediate notification is sent to providers for each application associated with the background check.

Timing / Recipients / Required Permissions / Field List
Real-time / Provider Users of the provider that initiated the background check / Edit Employment / Subject:
department.Code
Header:
department.SystemName
agencyName (FBI or State)
Message Record:
Last/First/Middle Name
DeterminationId
Fingerprint Rejection Date
Footer:
department.Code
department.ContactPhone
department.ContactEmail

16Fingerprints Rejected – Connected

When fingerprints are rejected by a state or federal agency, an immediate notification is sent to providers for each application associated with the background check.

Timing / Recipients / Required Permissions / Field List
Real-time / Provider Users of the provider thatconnected to the background check / Edit Employment / Subject:
department.Code
department.SystemAbbreviation
Header:
department.SystemName
agencyName (FBI or State)
Message Record:
Last/First/Middle Name
DeterminationId
Fingerprint Rejection Date
Footer:
department.Code
department.ContactPhone
department.ContactEmail

17Fingerprints Rejected Second Time

When fingerprints are rejected a second time by a state or federal agency, an immediate notification is sent to providers for each application associated with the background check.

18Fingerprints Rejected Second Time - Connected

When fingerprints are rejected a second time by a state or federal agency, an immediate notification is sent to providers for each application associated with the background check.

Timing / Recipients / Required Permissions / Field List
Real-time / Provider Users of the provider that connected to the background check / Edit Employment / Subject:
department.Code,
department.SystemAbbreviation
Header:
department.SystemName
agencyName (FBI or State)
Message Record:
Last/First/Middle Name
DeterminationId
Fingerprint Rejection Date
Footer:
department.Code
department.ContactPhone
department.ContactEmail

19Fitness Determination Available - Connected Provider

A list of applicants whose eligibility decision has been made is sent to each provider that has connected to an application for the applicants.Each state has a configuration item that allows the State to set the number of nights to delay notification to a connecting provider: Policy(DaysForOriginatingProviderHeadStart).

Timing / Recipients / Required Permissions / Field List
Nightly batch schedule / The user that created or last changed the application if they are associated with the connecting provider / Applicant - Determinations Available / Subject:
department.Code
Header:
department.Code
department.SystemName
department.SystemUrl
Message Record:
Last/First/Middle Name
DeterminationId
DeterminationSubmittedDate
ApplicationId
Footer:
department.Code
department.ContactPhone
department.ContactEmail
department.SystemAbbreviation
department.SystemUrl

20Fitness Determination Available - Initiating Provider

A list of applicants whose eligibility decision has been made is sent to the providers that initiated an application for the applicants. Sent automatically when a determination status is first set to an eligible or not-eligible status.

Timing / Recipients / Required Permissions / Field List
Real-time / The user that created or last changed the application associated with the originating provider / Applicant - Determinations Available / Subject:
department.Code
Header:
department.Code
department.SystemName
department.SystemUrl
Message Record:
Last/First/Middle Name
DeterminationId
DeterminationSubmittedDate
ApplicationId
Footer:
department.Code
department.ContactPhone
department.ContactEmail
department.SystemName
department.SystemUrl

21Fitness Determination Available and Action Needed

A list of applicants whose determination is available, but for whom the hiring decision or withdrawal of the application has not been recorded.A configuration setting, Policy(DaysForHiringDecision), sets the number of days a provider has to enter a hiring decision or withdraw an application before the application is automatically closed.

Timing / Recipients / Required Permissions / Field List
Weekly batch / The provider users who created the applications / Edit Employment / Subject:
department.Code
Header: N/A
Message Record:
Last/First/Middle Name
ApplicationId
DeterminationCompletedDate
Footer: N/A

22Imported New User

Sent to new users when they've been created as the primary user for a provider during a provider import.

Timing / Recipients / Required Permissions / Field List
Real-time / The imported user / N/A / Subject:
department.Acronym,
department.SystemAbbreviation
Header: N/A
Message Record:
UserName
Department.Acronym
Department.SystemName
Department.SystemUrl
Department.ContactPhone
Department.ContactEmail
DepartmentProviderType.Name
DepartmentProviderType.Code
Provider Name
Footer:N/A

23New User Account

Sent automatically to a new user when a new user account is created.A configuration item, HasFeature(NewUserNotification), can turn this notification on or off.

Timing / Recipients / Required Permissions / Field List
Real-time / The new user / N/A / Subject:
department.Code
Header: N/A
Message Record:
password
department.Code
department.SystemName
department.SystemUrl
department.ContactPhone
department.ContactEmail
Footer: N/A

24Originating Provider Updated

When a provider of a determination-initiating application withdraws the initiating application, this notification is sent to the newly assigned initiating provider to indicate that provider's new status.

Timing / Recipients / Required Permissions / Field List
Real-time / Provider Users / N/A / Subject:
Department.Acronym
Department.SystemAbbreviation
Header:N/A
Message Record:
Last/First/Middle Name
Footer:N/A

25Password Reset

Sent when a user successfully resets his or her password.

Timing / Recipients / Required Permissions / Field List
Real-time / The user whose password was reset / N/A / Subject:
department.Code
Header: N/A
Message Record:
password
department.Code
department.SystemName
department.ContactPhone,
department.ContactEmail
Footer:N/A

26Provisional Employment Warning

A list of applicants who are approaching the expiration date of their provisional employment.A configuration item exists to set the number of days an applicant is provisionally employed before this warning notification is sent. The item is Policy(DaysForProvisionalEmploymentWarning).

Timing / Recipients / Required Permissions / Field List
Nightly batch schedule / Any provider user who either created or last worked with the following:
1) An applicant's employment
2) An application for the applicant
3) A determination for the applicant / Edit Employment / Subject:
department.Code
Header:
department.Code
department.SystemName
days_for_provisional_employment
Message Record:
EmployeeName
DeterminationId
ProviderName
ProvisionalHireDate
ProvisionalExpireDate
ProvisionalDaysRemain
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail

27Provisional Hire

A list of applicants who can be provisionally hired by the provider.Each notification includes only applicants that are new to the list since the previous notification. This notification only applies to Alaska.

Timing / Recipients / Required Permissions / Field List
Nightly batch schedule / Provider Users / Edit Employment / Subject:
department.Code
Header: N/A
Message Record:
Last/First/Middle Name
ApplicationId
DeterminationCompletedDate
Footer: N/A

28Rap Back Employment Verification

Sent when a rap back is received for an employee asking the provider to verify that the employee is still employed by the provider.

Timing / Recipients / Required Permissions / Field List
Real-time / Provider users who employ the applicant referenced in the rap back / Employment Verification / Subject:
Department.Acronym
Department.SystemAbbreviation
Department.SystemName
Header:
Department.Acronym
Department.SystemAbbreviation
Message Record:
HireDate
Employment.EmploymentId
Rapback Received Date
Footer:
Department.Acronym
Department.ContactPhone
Department.ContactEmail

29Rap Back Revised Fitness Determination

When a determination is changed based on a rap back report.

Timing / Recipients / Required Permissions / Field List
Real-time / Provider Users who created or last worked with the employment record or an application for an applicant / Edit Employment / Subject:
department.Code
Header:
department.SystemNamedepartment.SystemUrl
Message Record:
Last/First/Middle Name
Footer:
department.Codedepartment.ContactPhonedepartment.ContactEmail

30Request for Information Past Due

When additional information has been requested from an applicant, but the applicant has not supplied that information within the configured number of days, a notification is sent to State users.A configuration item exists to set the number of days an applicant is allowed before requested information is past due.The item is Policy(DaysToProvideDisposition).

Timing / Recipients / Required Permissions / Field List
Nightly batch schedule / State users / Edit Criminal History Determination / Subject:
department.Code
Header:
days_to_provide_disposition
Message Record:
Last/First/Middle Name
DeterminationId
Footer: N/A

31Recheck Not Cleared On Connecting Applications

If Provider A conducts registry checks and does not clear the applicant, and then Provider B conducts the checks and clears the applicant, a notification is sent to State users.

Timing / Recipients / Required Permissions / Field List
Real-time / State Users / Edit Criminal History Determination / Subject:
department.Code
Header:
department.Code
department.SystemName
Message Record:
Provider.Name
Last/First/Middle Name
ApplicationId
Footer: N/A

32User Account is Now Ready

When a user setup is completed by a user administrator, a notification is sent to the new user explaining that their account is now ready to use.This notification only applies to Alaska.

Timing / Recipients / Required Permissions / Field List
Real-time / The new user / N/A / Subject:
department.SystemName
Header: N/A
Message Record:
department.SystemName
department.SystemAbbreviation
Footer: N/A

Notifications DatabasePage 1 of 27

Version 01 | 4/22/2015 | IT Technical Design Guide | Audience: State IT Staff