You may add/edit any documents to the Document Library. The document will be accessible to the applicant through their portal by clicking on the details of the investigation.
Documents can also only appear to applicants applying for a specific job position.
Yes! You are able to customize each form that is sent to each reference type. For example, this allows you to ask specific questions to the applicant’s siblings vs their prior employer. Forms can be customized by accessing Configuration > Form Library
If the document was printed by the applicant or investigator and uploaded into their portal in an act of “submitting” that document to their file, NO the document will not “disappear” from any open, pending or previously archived investigation.
However the document will disappear out of the View Forms and Documents area on the dashboard of the applicant. e.g. If you have a waiver that is now being replaced by a new one, if you delete it and replace it with a new one.
Any applicant that is in the process of an open/pending investigation with OKC, will have that waiver “disappear” from their portal in the View Forms and Documents. If they have already printed it they will have a copy of it. If you provide a new Waiver and make it available to applicants with the same position, classification the new waiver will now appear in their View Forms and Documents area,
The applicant can upload documents as soon as they accept the invitation and access your agency investigation details.
Yes. You can view uploaded documents in both the Triage Center and Investigation Center when interacting with Guardian as a Supervisor.
Documents may also be viewed in their respective investigation sections when accessing the investigation details as an Investigator.
Applicants have unlimited access to their PHQ to make updates and edit the information. We provide a change tracking report to you so you will be aware of any of the changes the applicant makes. You will be notified when the applicant certifies as new version of their PHQ and the investigator has the option to include updates in the existing investigation.
Yes. You are able to view any agencies the applicant has disclosed on their PHQ in the LE CHECKS tab of the investigation details (Investigator Portal). In addition, any agencies the applicant has applied to that are using Guardian will also be listed, regardless if the applicant included them on their PHQ or not. In addition to viewing where they applied, you are also able to view a history of the PHQ changes the applicant may have made during any of those application processes.
No the applicants are not charged any fees for use of the Guardian Platform.
The applicant needs to digitally sign the PHQ by “certifying” it. This legally releases the information through the applicant’s consent. Only then does it become available for viewing.
No. Once an investigation has been archived, you will no longer receive notifications of changes made to the applicant’s PHQ.
This means there is some sort of discrepancy between the information the applicant has in their Guardian profile and the PHQ they certified. Have the applicant login to their Guardian account and go to “Account Settings” to make sure their name and/or contact information matches the information they are providing in their PHQ.
You will need to be a supervisor in the system to print a final report. As a supervisor the completed investigation will appear in the “pending” state. click on the applicant name. the profile of the applicant will appear. From here you will have several options. Choose I.D. Report. In the lower left will be the option to Download (PDF) choose this. This will give you all the option of what you want included in the report. Choose the data you want to be displayed in the final report and click Generate Report. The system will begin to generate a report and you will receive and email indicating it is available for view. As a security feature you will need to be logged into Guardian, in a separate tab when you gain access to the generated report.
We only store reports for 7 days. After this period the report expires and you will have to generate a new one.
Go to the dashboard of an investigator. Open the applicant- Click the Personal History Questionnaire tab- On the left hand side the red bar will say Request social media if you have not yet requested If you have the verbiage will be similar to View online screen or Waiting for online screen.
Yes, we offer a stand alone social media screening tool. You will need to manually input the applciants information into the system.
No problem! Simply toggle off the tabs/sections that you do not use.
Adding applicants to Triage to collect their PHQ information and view prior PHQ Certifications is 100% free of charge. This is so you do not incur a charge for applicants who have easily identifiable disqualifying answers.
You are only charged for the following occurrences: