Dear SEP Coordinators –
First, I would like to thank you for all of your extraordinary work during this background check system transition. I know it has not been easy and I want you to know how much you and your staff are appreciated!
Attached, please find revised background check forms to use when submitting background checks. You will notice some minor formatting changes and the release of liability statement has been removed. The revised forms have also been posted in SETA Net, the Archdiocese of Seattle Manager’s Toolkit and Safe Environment Program website.
As you all know, we began using a new background check system two weeks ago. When the letter introducing the new system was sent out, I also included new forms to use when submitting background checks in the new system. These forms are not specific to the new background check vendor (Trak-1). There are federal laws that govern our background check process, including the forms, which were revised to comply with recent changes in case law. Please use these new forms from this point forward.
Over the last two weeks, I have received some questions about the new system and thought I would send some information that might be helpful to you as you answer questions. We are also working on a FAQ that you can have available for applicants who would like more information and a template of a cover letter that you can include with your forms, if you wish.
Here is some points of clarification:
- These background checks do NOT include credit reports.
- The language on the forms speaks to “consumer reports” which most people understand as “credit reports” but that isn’t always the case.
- It is a complicated issue but in a nutshell: background check companies are considered “consumer reporting agencies” and any reports that they provide are considered “consumer reports”- whether or not they include “credit reports.”
- Our background check reports, which only include criminal information, are considered “consumer reports” under federal law.
- The “Fair Credit Reporting Act” is the federal law that oversees all consumer reporting agencies, including background check companies.
- Again, since background check companies are considered “consumer reporting agencies”, they must adhere to the requirements of the FCRA.
- Please use the new forms when submitting renewals.
- Please use the new form for any background check submitted going forward.
- Once the new form is signed and on-file, you can submit renewals as needed without new paperwork.
- You do not need everyone in your system to complete the paperwork at this time.
- Only new employees & volunteers and any who are due for a renewal need to complete the new paperwork.
- Other employees and volunteers will complete the new forms when their background check comes up for renewal.
- Please provide information about race, if it is available.
- Since we are not using the Social Security Numbers as an identifier and most court records include a defendant’s race, providing this information will help us determine if a court record belongs to the correct individual.
- Since someone on the staff should know the person applying for volunteer work, and the identification should be checked, this information should be available.
- In the event the information is not available, please leave the field blank.
- All other background check processes & procedures remain the same, at this time.
- This includes paperwork, 3-year renewals, etc.
Thank you again for all you do! We will send you some other resources as soon as they are available. I am also working on Spanish Translation versions of the forms and forms for Independent Contractors.
Peace & Easter Blessings,
Shawna McMahon
Shawna McMahon - Safe Environment Program Coordinator - Archdiocese of Seattle
(206) 274-3189 - www.seattlearchsep.org
Please note - My email address has changed. My new email address is: shawnamc@seattlearch.org
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