1. Email notification regarding a pending background check
When candidates are initiated for a background check, they will first receive an email notification sent by OTTO Sport on behalf of the client. This email will contain a link to log in to OTTO Sport so they may begin the background check application. If configured, candidates will also receive follow-up reminder emails until they log in and complete the application process.
If a candidate is unable to locate the notification email in their inbox, they can also log in to their OTTO Sport account and select Teams, then click on their profile photo (located in the upper right corner) and select My Organizational Profile. Once on their profile, they can access the start of the application by clicking the RISK MGMT tab.
Background Check Application Views for Candidates
Once the candidate selects the Risk Management Application Login button from the email or the Risk Management tab from their profile, they will begin entering their details for the background check. Below is a preview of the screens the candidate will see during this process. Note: Only social security numbers are accepted for submission.
2. Applicant submission to Yardstik
Once the candidate have completed their application, they will receive an email informing them their background check will begin processing.
3. Email sent when the candidate application has returned from Yardstik
4. Review reported results in Yardstik
Candidates will have the option to review their results in Yardstik. In order to view their results candidates must set up an account in Yardstik. Once logged in, candidates will select View Report to see their results.
Appendix A: Application Statuses
The table below lists all the possible statutes a candidate’s background check application could be listed as within the Yardstik/ OTTO Sport system.
Status
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Definition
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Emailed
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Candidate has received an email to begin the background check
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Queued
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Candidate has been submitted to Yardstik for a Risk Management check
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Pending
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Candidate has been submitted and is Pending a check with Yardstik
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Processing
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Background screening is processing with the Yardstik risk management provider
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Partial
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Screen is still processing
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Clear
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Check Complete - No records found
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Consider
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Check Complete - Records found; client decides if move to adverse action
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Proceed
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Candidate with a Consider screen is moved forward with a Proceed status
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Pre-Adverse
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Pre-Adverse action has started, and Adverse Email action has been sent.
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Final Adverse
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The Final Adverse Action email has been sent
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Expired
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Screen expired without the candidate completing the information
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Initiated
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Typically this error indicates that the candidate has already had a risk application submitted within the past 30 days. Contact support to have these applications cleared. If you believe there have been no applications submitted in the past 30 days, please contact support with the Candidate Name and UUID for assistance.
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Error/Exception/Incomplete
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Issue is found during submission or processing to Yardstik, contact OTTO Sport support
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Appendix B: Pre-Adverse Actions Workflow
What is an Adverse Action Letter?
An Adverse Action letter is required when a candidate’s background screen returns with a “consider” status based on the client requirements. The purpose is to give an applicant the opportunity to see the results of the background screen report that is being used to make the hiring decision. The Federal Fair Credit Reporting Act (FCRA) requires a specific three-step process to be followed for these situations. This process will give job applicants the maximum opportunity to correct any incomplete or inaccurate information provided in the background screen results. It also provides the opportunity for the applicant to discuss the background screen results with the employer if they so choose. The three-step process involves the following:
1. Pre-Adverse Action Letter – This letter references how the applicant can contact Yardstik, Inc. to dispute any information returned by the background screen as well as how to contact the company that the candidate is working with if the candidate requests an individualized assessment. Specific requirements exist for what must be sent with this pre-adverse letter per the FCRA. Note: Yardstik is only involved in researching any details a candidate may present as being inaccurate on his/her consumer report. If the candidate requests to explain the consumer report, the Yardstik client is responsible for doing an individualized assessment.
2. Waiting/Review Period – Law requires the employer to wait a reasonable period to allow the applicant to receive the pre-adverse letter and act upon its results, if desired. The wait period for the Yardstik client is set at the number of days the client selects per candidate. Options exist that are 7, 15 and 30 days. It is recommended to use a consistent number of days for each candidate.
3. Final Adverse Action Letter – If the applicant fails to supply additional information by the end of the waiting period or the Yardstik client decides the information provided does not meet their company requirements, a final hiring decision can be made. This decision can also be made if no additional information is provided. Specific FCRA requirements exist for what must be sent with this final adverse letter that Yardstik follows.
Note: Even if the client decision is made not to hire an applicant for other reasons, in part or in whole because of the background screen results, the candidate still has the right to receive the Pre-Adverse Action letter.
For background checks returned with a ‘Consider’ status:
Step 1 – Pre-Adverse Letter
1. The client will review the information in the candidate’s returned background screen and decide on the next steps. The first step is to pull up the candidate’s profile in OTTO Sport and review the information from the consumer report.
2. Click on the report in the ‘All Applications’ report view to begin the process of clearing a candidate from the ‘Consider’ status.
If the decision is to move forward with the candidate, click on the green Proceed Candidate button. You may then move on to clicking the Approved Status option. The Pre-Adverse Action letter will not be sent unless the client clicks the Pre-Adverse Action button.
If the decision is to not proceed with hiring the candidate, then the client must click on the red Pre-Adverse Action button. This will initiate the Pre-Adverse Action communication to the candidate.
3. After clicking on the Pre-Adverse Action button, a message appears and the user will need to select the number of days (7, 15, or 30) until the post-adverse action communication is sent along with the items below. It is recommended to define a consistent number of days to be used and apply to all the candidates.
4. Some states also require that the reason for the Pre-Adverse notification must be included in the communication.
Click on the violations/offenses that led to the decision to send the Pre-Adverse communication.
If no violations/offenses are clicked, then no violations/offenses will show on the letter.
Copy of Pre-Adverse Action email sent to the candidate
Candidate can see his/her consumer report by clicking on the Access my Record button. They will be directed to the Yardstik interface to login and view their information.
Email also contains a copy of The Consumer Financial Protection Bureau (CFPB) document titled “A Summary of Your Rights Under the Fair Credit Reporting Act”
State-specific notices (if applicable for your state)
Pre-Adverse Action Letter
Below is an example of the pre-adverse action letter sent to candidates:
Date
Hello {first name last name},
You recently applied for a position at {Client name} which included your authorization for a
background screen to be completed by a Consumer Reporting agency.
{Client name} would like to notify you that a decision is currently pending your application and is
considering taking action in part or whole based on information received in your background
screen report(s), including the items specified below.
Offense(s) selected to appear here
We are informing you of certain information pursuant to the Fair Credit Reporting Act and state
law. If you believe the information contained on the report is not accurate or incomplete, contact
Yardstik, Inc. at the address below.
Yardstik, Inc.
100 Washington S
Ste 1310
Minneapolis, MN 55401
If you believe the background report enclosed is accurate, but you would like the opportunity to
speak to a {client name} representative to do an Individualized Assessment regarding any
criminal history information included in the report, you may contact {client name}.
Yardstik, Inc. was not involved in this decision and is unable to provide you with specific
reasons for any employment related decisions.
Attached please find: (1) A link to your Background Report and (2) A Summary of Your Rights
Under the Fair Credit Reporting Act.
Sincerely,
{Client name}
Canceling an Adverse Action that has already started
To cancel the adverse action process, click on Cancel Adverse Action prior to the expiration date of the process. This will cancel the sending of the final adverse action letter.
Note: The date the final adverse action letter will be sent can be seen on the Yardstik dashboard in the ‘Expired At’ column.
Reasons for canceling an Adverse Action process could be, but are not limited to the following:
Candidate reached out to Yardstik and provided corroborating information that determined the consumer report had inaccurate information.
Candidate reached out to the client for an Individualized Assessment and the client decided to move forward with the candidate and stop the adverse action process.
If the client decides not to cancel the adverse action, they would click on the Keep Adverse Action button and the adverse action process would continue with the final letter sent based on the number of days selected.
If canceling the Adverse Action process, the candidate will receive this email below indicating the Adverse Action process was canceled and the client will be responsible for any follow-up action with the candidate. Note: Otto is the name of a test client.
Step 2 – Waiting/Review Period
There is a waiting period after a Pre-Adverse Action notice is sent if Yardstik does not receive notice from the candidate that he/she intends to dispute information in the report, or the client does not stop the adverse action process as listed above.
Waiting Period after Pre-Adverse Action notice sent if Yardstik does not receive notice from the candidate that he/she intends to dispute information in the report or the client does not stop the adverse action process as listed above. Yardstik will automatically send the final Adverse Action Letter at the number of days selected by the client (7, 15, or 30 days).
Step 3 – Final Adverse Action
If the Adverse Action process was not stopped/canceled, Yardstik, on the client’s behalf, will send the Final Adverse Action notice to the candidate after the number of days selected for the waiting period.
This communication will include the following:
Final Adverse Action letter
A second copy of the Consumer Financial Protection Bureau (CFPB) document titled “A Summary of Your Rights Under the Fair Credit Reporting Act”
State-specific notices (if applicable for your state)
Final Adverse Letter
Below is an example of the final adverse action letter sent to candidates.
Date
Hello {First name Last name}
This letter is to inform you that {client name} will not be able to consider you further for the position you recently applied for with our organization. This decision was made at least in part or whole based on our hiring criteria, which includes information received in a Consumer Report from a consumer reporting firm, Yardstik, Inc.
Yardstik, Inc. played no part in the decision to take any action on your employment and is unable to provide specific reason(s) for not extending an offer of employment.
In accordance with the Fair Credit Report Act and other state law that may apply, you have previously received a copy of the Consumer Report that Yardstik, Inc. prepared along with a copy of your rights under the Fair Credit Reporting Act.
You may obtain an additional free copy of this Consumer Report upon request if requested within 60 days from the date of this letter. You have the right to dispute with the consumer reporting agency the completeness or accuracy of any information in the report. To initiate this process, please contact:
Yardstik, Inc.
100 Washington S
Ste 1310
Minneapolis, MN 55401
Sincerely,
{Client Name}
Adverse Action History notices included on the candidate profile
To help monitor the status or actions taken for a candidate, the following items are recorded under the History portion of a candidate profile:
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Individualized Assessment
An individualized assessment provides an opportunity for the candidate to follow up with the client company and explain any information found in the background results. The responsibility is in the hands of the candidate to make this contact.
An individualized assessment process allows candidates to provide evidence that a conviction is not related to their ability to perform the job, and allows employers the opportunity to determine whether a criminal record is specifically related to the position being applied to. If contacted by the candidate, the client is permitted to ask questions about the situation(s) that resulted in the ‘Consider’ status. It is recommended that each client have their own Individualized Assessment Interview questions based on EEOC questions, and are handled consistently for each candidate.