Dear Candidate, Following, is an example of the you will receive: Generally, background checks take 5-7 business days to complete.

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1 INTRODUCTION As a designated schl/divisin representative with direct access t the CastleBranch system and sensitive candidate infrmatin, yu have certain respnsibilities. It is critically imprtant that yu clsely fllw the step-by-step prcedure and ensure that all candidate and appintment infrmatin is entered accurately and timely in rder t avid delays in the hire prcess, additinal backgrund check fees and ther issues with the backgrund check prcess. PART 1: Hw t Initiate a Backgrund Check Step 1: Generate Candidate Welcme [Click Here] Befre Initiating the Backgrund Check via CastleBranch The welcme prvides the candidate with: An intrductin t the University s backgrund check vendr, CastleBranch Ntificatin that the candidate will receive a separate frm CastleBranch with a link t the candidate prtal A screensht f the actual that they will receive frm CastleBranch Instructins fr cmpleting the nline backgrund check frm Dear Candidate, As part f the University s prcess fr cnsideratin f new candidates, it is required that a backgrund check be cnducted. Fr yur cnvenience, the University utilizes a web-based system t initiate and prcess backgrund checks. T begin the prcess, yu will receive a separate frm ur vendr, Castle Branch Inc. Castle Branch is an investigative screening agency which cnducts a variety f cnsumer reprts, including backgrund checks. The will prvide yu with a link t a secure website where yu will cmplete the backgrund check prcess nline. Fllwing, is an example f the yu will receive: IMPORTANT: Be sure t always use the mst current versin f the welcme letter t ensure the candidate receives the prper instructins All candidates are required t prvide a valid scial security number, with the exceptin f internatinal candidates wh have recently arrived t the cuntry. Internatinal Candidates: If yu d nt yet have a scial security number, please enter in the space prvided fr scial security number. Please allw yurself enugh time t cmplete the nline submissin in its entirety, as yur sessin will time ut after a shrt perid f inactivity and all infrmatin entered will be lst. Thank yu fr yur prmpt attentin t this matter, as timely cmpletin f this request will prevent delays t the cnsideratin prcess. Generally, backgrund checks take 5-7 business days t cmplete. Fr mre infrmatin cncerning the University s backgrund check plicy, click here. Yu may als access ur frequently asked questins t learn mre abut the backgrund check prcess. Fr assistance with the electrnic backgrund check prcess, please cntact the HR Service Center at (919) and ask fr the backgrund check unit. Sincerely, Emplyment & Staffing Unit Office f Human Resurces UNC-Chapel Hill Page 1

2 Step 2: Lg In t the CastleBranch Website Direct yur brwser t the CastleBranch website ( Click Sign In, lcated at the upper right crner Enter yur lgin user name and passwrd int the Username/Passwrd sectin at the middle f the page Please be sure t use either Chrme r Mzilla brwsers fr best perfrmance Step 3: Add the Applicant t the Rster Click Tls A drp dwn menu will appear Select Manual Add Applicants Page 2

3 Step 4: Create the Applicant Prfile On the Add Applicants screen, enter candidate and appintment infrmatin int all required fields Please nte: At this stage, yu are nly creating the applicant recrd in Castle Branch/Certified Backgrund. Entering infrmatin here WILL NOT initiate the backgrund check Step 5: Review Applicant Prfile Infrmatin After entering the required infrmatin, click CONTINUE Page 3

4 Step 6: Return t the Main Rster Yu will receive cnfirmatin that the candidate has been successfully added t the Add Applicant rster Click RETURN TO ROSTER Step 7: Select the Added Applicant t Begin the Backgrund Check Prcess Yu will be directed back t the Incming Rster after clicking Return t Rster (Step 6) Click the Added Applicants tab Select the candidate by clicking n their name Page 4

5 Step 8: Create the Candidate Invitatin Review the candidate and appintment infrmatin that was entered n the previus screen t ensure accuracy Click the EVITES tab Click ISSUE EVITE Step 9: Issue the Candidate Invitatin The ISSUE EVITES screen is where the rder is actually placed befre sending the invitatin Verify that the candidate address is crrect Click here t determine the applicable backgrund check package based n the appintment type and essential requirements f the psitin (Nte: There are different packages fr emplyee and nnemplyee/unpaid candidates) Click Here fr sample package pricing infrmatin Click the Package field Select the apprpriate backgrund check package IMPORTANT: The package selected determines the type f backgrund check that will be cnducted. Yu must select the crrect package; therwise, the hire/appintment will be delayed Ensure crrect address Page 5 Chse crrect package

6 Step 9: Issue the Candidate Invitatin (cntinued) Select the expiratin date fr the rder. It is recmmended that yu set the expiratin date t 1 week r 7 calendar days frm the date yu are issuing the invitatin (Nte: The nline invitatin t the candidate will n lnger wrk after the date that yu select, and will have t be reissued in rder fr the candidate t cmplete the submissin) On the Issue Evites screen, enter candidate and appintment infrmatin int all required fields Cmplete required fields (e.g. psitin type, chartfield, etc.) Nte: A sample f the fields is shwn. Click ISSUE EVITES t send the candidate invitatin Step 9: Issue the Candidate Invitatin (cntinued) Yu will receive a pp-up message asking yu t cnfirm that yu wuld like t issue the invite Click OK t send the invitatin t the candidate IMPORTANT: Be sure t review all infrmatin befre yu click OK as changes can n lnger be made t the backgrund check request after this pint Page 6

7 Step 10: Issue the Candidate Invitatin (cntinued) CastleBranch will cnfirm that the invitatin has been sent t the candidate The candidate will receive an frm CastleBranch with a link t cmplete the nline backgrund check prcess Click RETURN TO DETAIL buttn t return t the detail screen and view yur submissin IMPORTANT: The backgrund check is nt in prcess at this pint and will nt begin until the candidate respnds t the nline invitatin and fully cmpletes the nline backgrund check prcess Step 11: Review Candidate Invitatin The candidate invitatin nw appears n Emplyee Detail screen under the EVITES tab The address, selected package, status f the rder, link expiratin date, and number f days until expiratin are displayed Click RETURN TO ROSTER at the tp f the page t return t the main rster and view backgrund checks in prgress r t issue anther candidate invitatin T Reissue an Invitatin due t expiratin r change in address: Return t the EVITES tab Click ISSUE EVITE Yu will be directed t the ISSUE EVITE screen t verify the and selected package, chse a new expiratin date and reissue the new nline invitatin t yur candidate Page 7

8 PART 2: Hw t Check the Status f a Backgrund Check in Prgress Step 1: Check the Status f a Candidate Invitatin Select the Evites tab t view the status f previusly issued candidate invitatins Select the All tab t initiate a search fr a particular applicant In the Search bx, enter search criteria (i.e. last name, first name, r last 4 digits f the SSN) t lcate the candidate Step 2: Check the Status f a Backgrund Check that is In Prgress Click Rster in the upper left screen A drp dwn menu will appear Select Incming Page 8

9 Step 2: Check the Status f a Backgrund Check that is In Prgress (cntinued) The Incming Rster will display all f the candidates that have respnded t the backgrund check invitatin In the Search bx, enter search criteria (i.e. last name, first name, r last 4 digits f the SSN) t lcate the candidate Step 2: Check the Status f a Backgrund Check that is In Prgress (cntinued) The rster will display the fllwing infrmatin: The candidate s name The date that the backgrund check began (when the candidate cmpleted submissin) The backgrund check cmpletin date (Nte: This clumn indicates the date that CastleBranch has cmpleted their prtin f the check, which differs frm the date that the backgrund check is cleared and returned t the department) The status f the backgrund check: Issued indicates that the candidate invitatin has been issued; hwever, the candidate has nt yet respnded In prcess indicates that the candidate has respnded t the invitatin Cmplete indicates that the backgrund check is cmplete. This des nt indicate that the candidate has been cleared fr hire/appintment. Yu must Page 9

10 await further instructins frm the Backgrund Check unit befre mving frward with the appintment IMPORTANT: As per University plicy, backgrund check results will nt be displayed. In additin, the rster will never indicate any determinatin r decisin with regard t hiring eligibility. PART 3 : Hw t Retrieve & View the Backgrund Check Final Result Summary in CastleBranch IMPORTANT: Once status clumn reads Cmplete, please allw hurs fr the backgrund check unit t prepare and uplad the results summary dcument Step 1 : Click n the candidate s name in the rster Check/Verify that the status clumn indicates that the Certified Backgrund prtin f the backgrund check is Cmplete The classificatin clumn shuld read Clsed t indicate that the result summary page is available Status is cmplete when Classificatin Clumn says Clsed Page 10

11 Step 2: Scrll t the middle f the detail screen Lcate the Orders, Evites, Ntes and Dcuments tabs at the bttm f the screen. Click the Dcuments tab Step 3 : Click the PDF link lcated in the Attachment clumn Page 11

12 Step 4: View (r Print) the Backgrund Check Results Summary Dcument IMPORTANT: This methd f retrieving backgrund check results summary dcuments is nly valid fr: backgrund checks entered by the representative using the schl/divisin prtal (Summary dcuments fr backgrund check requests submitted t OHR will nt be viewable in the Certified Backgrund system) Backgrund checks fr psitin types fr which the hire/appintment will be managed by a hiring department: Faculty Adjunct & Visiting Faculty SHRA Temprary Independent Cntractrs EHRA-Nn Faculty EHRA Temprary Pst Dc & Pst Dc ABD Page 12

13 PART 4 : When the Backgrund Check is Cmplete Step 1: The Backgrund Check unit receives the backgrund check results frm CastleBranch. Step 2: The Backgrund Check unit (in cnsultatin with the Hiring Department, when applicable) reviews the results and makes a determinatin abut whether the candidate can prceed with the recruitment/appintment prcess. Fr infrmatin regarding the determinatin prcess, please refer t the backgrund check plicy. Step 3: Final backgrund check results are disseminated as per University plicy. Questins? If yu have questins in regard t the schl/divisin backgrund check prtal, please call the backgrund check unit via the Htline at (919) Page 13