The Criminal Record Check Menu gives you access to the modules that select and maintain employee records for Criminal Record Check, extract selected employees' data and update employees' data with results from the CRC authority. This entire process is meant to ensure that all required employees comply with Provincial requirement for the Criminal Record background check and employees who fail to clear this check can easily be identified.
Database Setup
Hire File - Ensure employees with a current CRC ( less then 5 years) have their dates entered in the Hire file as shown in this example.
Criminal Record Check Status Codes – Set-up the C,E,F and R codes as noted in the documentation below. We also recommend setting up “S” for “Skip”.
CRC Criminal Record Check Profile Maintenance – Setup the profile. Some fields will be filled in with recommended defaults.
CRC Extract Steps
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CRC Employee Selection – Preliminary - Run this process to select the employees requiring a CRC Check. Run the process in Preliminary first to confirm the selected employee list is correct.
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CRC Employee Selection – Final - Run this process to select the employees requiring a CRC Check. Individual records will be created in the CRC Employee Maintenance File. The CRC Employee Maintenance records will change to a status of “R” meaning Request for CRC.
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CRC Employee Maintenance – Use Maintenance to individually add or remove employees prior to moving to next step.
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CRC Data Extract – Run this process to extract eligible employees in the Maintenance file, to create the CRC Extract file that will be sent for clearance. The extract file will be emailed to you. The CRC Employee Maintenance records will change to a status of “E” meaning Extracted.
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Upload CRC Return File – Use FTP or other tools to upload the returned, cleared file to the SRB server. Note the file location as you will need to enter that in the next step.
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CRC Returned Data Processing – Preliminary - Process the file, in Preliminary first to confirm there are no errors and data looks as expected.
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CRC Returned Data Processing – Final
Process the file. The Hire File date will be updated and the CRC Employee Maintenance records will change to a status of “C” meaning Cleared.
Frequently Asked Questions
I don’t want to select employees who are going to resign in June.
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Create a new status code such as “S=Skip in Extract”
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Enter this status code in Status Code To Exclude Employees From CRC Selection field of the CRC Criminal Record Check Profile
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Enter the employees individually in the CRC Employee Maintenance with this status code. They will be skipped on all CRC extracts.
We need to spread out the first extract over 2 budget years.
Select a sub-set of employees using the Starting Name and Ending Name selection range when running the CRC Employee Selection. For example, if year 1 you might extract and submit only Support staff with last names beginning with A-G.
Another suggestion is to reduce the age range cut-off. Instead of the default date of excluding everyone 64 or older, change the cut-off to 55 under the assumption there may be retirements in the near future.