applicant agency justice connection · nli an ati agencies are required to submit a no longer...
TRANSCRIPT
Applicant Agency Justice Connection User Guide -2- AAJC Activities | March 2018
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Table of Contents AAJC Section 1: AAJC Overview.................................................................................................................... 2
General Navigation ................................................................................................................................... 2
Homepage Links | Buttons .................................................................................................................... 2
Counters ................................................................................................................................................ 2
User Options (Password Change | Log Out) ......................................................................................... 3
AAJC Section 2: Background Check Results Page (Custodian of Records Only) ........................................... 4
NLI an ATI .............................................................................................................................................. 4
AAJC Section 3: ATI Results Page (CORs)...................................................................................................... 5
AAJC Section 4: Messages ............................................................................................................................ 6
AAJC Section 5: Reports ............................................................................................................................... 7
ATI Activity Report ................................................................................................................................ 7
Background Check Results Posted Report ............................................................................................ 8
NLI Requests Report .............................................................................................................................. 8
AAJC Section 6: Agency Profile ..................................................................................................................... 9
Change Agency Information (Name/DBA Name).................................................................................. 9
Agency Address Change ...................................................................................................................... 10
Managing Contacts ................................................................................................................................. 10
New User Request ............................................................................................................................... 11
Delegate a COR Request ..................................................................................................................... 11
Edit an Existing User Request ............................................................................................................. 12
AAJC Section 7: Requests ........................................................................................................................... 14
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AAJC Section 1: AAJC Overview The Applicant Agency Justice Connection (AAJC) portal provides a secure web-enabled environment and self-service tools to manage the criminal history background-check process. The self-service tool includes submitting authorization requests, tracking individual criminal history background-check requests, retrieving responses, education and information materials, and the ability to collaborate with DOJ Applicant Program representatives.
General Navigation There are two ways to navigate the AAJC website. First is the navigation bar, this bar appears on all AAJC pages.
Navigation of the AAJC website is also possible via the widget dashboard by selecting on the respective icon. The widget dashboard is on the landing page you will see when you first log in.
Homepage Links | Buttons • Home – takes you back to the homepage. This is the page with widget dashboard. • Background Check Results – your agency’s background check responses and NLI options • ATI Status – view the ATI status with an ATI number and corresponding date of birth • Messages – incoming messages from the DOJ will populate here • Reports – run on demand reports pertaining to your agency • Agency – view your agency’s details, users within your agency, and request changes • Requests – displays your agency’s request queue and request status
Counters
The Background Check Results and Messages buttons will display a counter anytime there are unread results/messages – displayed next to the button heading in brackets, e.g. (10 New). Counters will increase or decrease depending on viewing activity. If the counter does not appear, you have no new/unread messages.
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User Options (Password Change | Log Out) The user option menu can be accessed by selecting the link that reads Welcome (User Name), e.g., Welcome Bruce Wayne in the screenshot here.
The User Option Menu contains links to change your password and to logout. To change your password, select the Password Change link.
Provide your new password, complete the reCAPTCHA, and select submit to change your password.
Select Return to Previous Application and then AAJC from the DOJ Portal page. (DOJ Portal Screenshot below)
To log out, select the Log Out option from the User Options Menu. The application directs to the DOJ Portal page. To finalize the logout process, select the log out button.
AAJC will take you to the AAJC website
Identity Management will allow you to change password or modify challenge and help desk questions
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AAJC Section 2: Background Check Results Page (Custodian of Records Only) To access your agency’s applicant fingerprint background checks and/or subsequent notifications, either select the Background Check Results button in the navigation bar or the Background Check Results button from the widget dashboard from the homepage.
The Background Check Results page will display a table of your agency’s results over the past 180 days. This page has options to Delete and to NLI (No Longer Interested) a specific ATI, sort through columns, print results or save the table as a PDF document.
NLI an ATI Agencies are required to submit a No Longer Interested (NLI) request notification when employment has been terminated or when an applicant or volunteer is not actually retained to the position for which they applied.
To initiate an NLI request, select the NLI button associated with that ATI from the Background Check results table, located in the last column under NLI.
The next page displays information on the ATI selected. Select the NLI Submit button here to finish the request. Select the Cancel button to return back to the Background Check results page.
The show entries drop-down menu can display Background Check results from 10, 25, 50 or all per page
Enter search criteria in the search box to search for messages
The print button will print the table of Background Check results
The PDF button will export a PDF document of the table of Background Checks
The NLI button will send a NO Longer Interested request for the applicant
The delete button will delete the Background Check result of the applicant
Background Checks are sorted by the most recent
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AAJC Section 3: ATI Results Page (CORs) To access the status of an applicant’s fingerprint background check results, either select the ATI Status button on the navigation bar or the ATI Status button from the widget dashboard on the homepage.
To view a specific applicant’s results, enter their ATI Number and Date of Birth in the appropriate fields and select the Search ATI button. You can also select the cancel to return to the homepage or clear to remove any data entered in the ATI Number and Date of Birth fields.
Upon submitting the correct applicant information, the applicant’s status will display in a table like the one below.
You can choose to print the results by selecting the Print button above the table. To sort the table by Type or Status, select the arrows in the column heading.
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AAJC Section 4: Messages View your messages from the DOJ by selecting the Messages button in the navigation bar or the Messages button from the widget dashboard on the homepage.
By default, the most recent messages will be displayed at the top of the table. Messages can be sorted not only by date, but also by subject or message type.
To view a message detail, simply select the message you wish to read. On the detail page, you will be able to see the entire message and have the ability to download additional information under the attachment section.
The Print button will print the message as it appears on the screen, but will not print the attachments. To print attachments, download them first.
The Show Entries drop-down menu can display messages from 10, 25, 50 or all per page
Enter search criteria in the search box to search for messages
The Print button will print the table of messages
The PDF button will export a PDF document of the table of messages
The Delete button will remove the message from your inbox
Messages are organized by most recent
Unread messages are highlighted, while previously viewed messages are not
The Print button will print the message as it appears on the screen
Attachment files will display here if present. To print attachments, download them first
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AAJC Section 5: Reports To view your agency’s reports, select the Reports button in the navigation bar or the Reports button from the dashboard widget on the homepage.
From the drop-down menu, select the report you wish to run.
ATI Activity Report The ATI Activity Report provides a listing of all user activity on all responses for a given ATI number for a specific period.
To run an ATI Activity Report, select ATI Activity from the Report Name dropdown menu. Provide the date range and ATI Number for the report. (Date range is limited to a 90-day window) Then select the Run button.
The results will show Response Type, Subject, Date the response was sent, who accessed it, and the action that was performed. To sort the table, select the arrows in the column heading. This report can be either printed or exported as a PDF by selecting the appropriate buttons above the table.
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Background Check Results Posted Report This report will provide you the total responses to your agency for a specific period of type. To run this report, enter a specific date range and select on the Run button.
The report will display Response Type, Months 1-3, and the total number of a particular response type in that time period. To sort the table, select the arrows in the column heading. The Background Check Results Posted report can be printed or exported to a PDF file by selecting the appropriate button above the table.
NLI Requests Report The NLI Request Report provides the total NLI requests by your agency for a given date range. To run this report, enter a specific date range and select the Run button.
The report will display the ATI Number, Applicant Name, NLI Date and the NLI Requester. To sort the table, select the arrows in the column heading. The NLI Requests report can be printed or exported to a PDF file by selecting the appropriate button above the table.
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AAJC Section 6: Agency Profile To access your agency’s profile information, select either the Agency Profile button on the navigation bar or the Agency Profile button from the widget dashboard on the homepage.
Your agency’s profile page displays information on file with the DOJ. Editable items, such as Agency Information or Address Information, can be requested to be changed by selecting the edit icon (pencil) next to the appropriate heading.
Change Agency Information (Name/DBA Name) You can create a request to change your Agency’s Name and your Agency’s DBA by selecting the pencil icon next to the Agency Information heading on the Agency Profile page.
Make your desired changes and select the Submit button. This will send a change request to the DOJ. You can keep track of the status of your requests by selecting the Requests link from the navigation bar.
Request to change agency information and address
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Agency Address Change You can also create a request to change, add, or delete an address on file with the DOJ.
Make your desired changes and select on the Submit button to finalize the request. To view the status of this or other requests, select the Requests link from the navigation bar.
Managing Contacts To view the contacts associated with your agency, select the Contacts tab at the top of the Agency Profile page.
The Contacts tab displays all current users associated with your agency, their personal details, and their roles. To add or create a new user for your agency, select the Add Contact button to initiate a new user request. To request changes to an existing user, select the pencil icon associated with that that user located in the Edit column.
To change or add an address, select Add Address
To finalize a request, select submit
The Delete button will delete an address
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New User Request A new user request can be generated by selecting the Add Contact button from the bottom of the Contacts tab on the Agency Profile page.
Provide the appropriate information for the new user and select the Submit button to send the request for approval. To view the status of this or other requests, select the Requests button on the navigation bar.
Delegate a COR Request To request to delegate a COR, select the Add Contact button from the bottom of the Contacts tab on the Agency Profile page. Near the top of the Add Contact Request form, select the link labeled Delegate a Custodian of Record.
The pencil edit button will allow requests to change an existing user’s preference
The Add Contact button will allow the addition of a new user for your agency
The Add Contact button can also send a request to delegate a custodian of record (COR)
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Provide the information about the COR and the mail codes the COR needs access to and select the Submit button.
To view the status of this or other requests select on the Requests button on the navigation bar.
Edit an Existing User Request To edit an existing user, navigate to the Agency Profile page and then view the Agency contacts by selecting the Contacts tab.
From the agency contact list, select the pencil icon in the edit column associated with the user.
On the Change Contact Profile page, a request can be created to update a user’s contact details, role, and access.
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To view the status of this or other requests select the Requests button on the navigation bar.
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AAJC Section 7: Requests View your agency’s request queue by selecting the Requests button on the navigation bar or the Request button from the dashboard widget on the homepage.
The request displays: Request ID, Request Type, Request Date, Complete Date, and its status. To sort the data, simply select the arrow in the column heading you wish to sort. To print your agency’s request queue or export it to a PDF file, select the appropriate buttons above the table. Note: This is a read only page. Requests are created through the agency profile page.