Abstract:
A method and apparatus for performing background checks on potential new employees. After an employer enters identifying information for the potential new employee, the employee completes information related to prior employers, if any, through the use of a unique access code as part of an electronic signature. An automated request is sent to the prior employer(s) to complete a background check, and the new employer retrieves the response Reminders are sent to the prior employer(s) in the event they do not respond during a prescribed time period.

Description:
CROSS REFERENCE TO RELATED APPLICATION 
       [0001]    This application claims priority to U.S. Provisional Patent Application Ser. No. 60/835,205, filed Aug. 3, 2006. 
     
     FIELD OF INVENTION 
       [0002]    The disclosure relates generally to a method and apparatus for performing employee employment records checks for misconduct. 
       BACKGROUND 
       [0003]    Background checks are used to ensure that new employees do not have disqualifying events in their prior employment. Traditionally, background checks are time consuming and require a lot of paper work. 
       BRIEF SUMMARY 
       [0004]    Methods are taught herein to perform employee background checks. One method for performing a prior employment record check on an employee comprises providing a database for a new employer to enter at least a name and a contact address for a new employee, requiring a submission of a unique access code with a designation of either no prior employers or at least one prior employer by the new employee, making a first request to each prior employer to conduct a records check of the new employee when there exists at least one prior employer and forwarding a response from each prior employer to the new employer when there exists at least one prior employer. 
         [0005]    Embodiments of an apparatus for performing employee background checks are also taught herein. One such apparatus comprises, by example, a database configured for a new employer to enter at least a name and a contact address for a new employee, means for requiring submission of a unique access code with a designation of either no prior employers or at least one prior employer by the new employee, means for making a first request to each prior employer to conduct a records check of the new employee when there exists at least one prior employer and means for forwarding a response to the first request from each prior employer to the new employer when there exists at least one prior employer. 
         [0006]    These embodiments, and inventive features of these and other embodiments, are discussed in additional detail hereinafter. 
     
     
       BRIEF DESCRIPTION OF THE DRAWINGS 
         [0007]    Various features, advantages and other uses of the invention will become more apparent by referring to the following detailed description and drawings in which: 
           [0008]      FIG. 1  is a block diagram of the steps in one example of performing employee background checks as taught herein; 
           [0009]      FIG. 2  is a block diagram of an embodiment in which prior employers are requested to perform a records check every N days until they comply; 
           [0010]      FIG. 3  is a block diagram of the steps taken by the prior employer in an embodiment; 
           [0011]      FIG. 4  is a diagram showing an embodiment in which the databases are located on a server and accessed by each party&#39;s computer. 
       
    
    
     DETAILED DESCRIPTION 
       [0012]    Referring now to  FIG. 1 , one embodiment  10  of performing a background check according to the invention is shown. In step  12 , a database for access codes for employers is set up. This database is, for example, setup on a central server and is accessible on-line through an Internet connection or otherwise. An employer receives a unique access code for data entry and other access codes after subscribing to the service as discussed herein. A dedicated database could be assigned to each employer, or a single database with only certain data accessible to each employer based on the employer&#39;s unique access code is also possible. 
         [0013]    After the database is set up, an employer uses its unique access code to enter data related to a new employee into the database in step  14 . If the database is on-line, by way of the previous example, the employer can access it via a website to enter the new employee data. Such data includes at least name and contact information, such as email address and/or telephone number. After the employer enters the data, a unique employee access code for the new employee is generated in step  16 . Instead of or in addition to displaying the employee access code for the new employee, the employee access code can be otherwise sent to the employer via email or regular mail. 
         [0014]    Step  18  occurs when the unique employee access code is distributed to the new employee. The employer can call in the access code to the new employee or print a hard copy of the access code and mail or hand it to the new employee. Alternatively, the employer can email the code. 
         [0015]    After receiving his or her employee access code, a new employee uses the access code to access the database in step  20 . The database is accessible to the new employee using the unique employee access code, preferably on-line through a website portal. In step  22 , the employee verifies either that no prior employers exist or designates former employers. This step may be accomplished, for example, by presenting a list of employers in the same field as the new employer for the new employee to select from and supplementing the list with a blank employer information form. For example, if the new employee is a school janitor then the pull-down list could include nearby school districts. 
         [0016]    Then, in step  24 , the new employee electronically signs an agreement using at least his unique access code. The electronic signature can optionally be used to stipulate that the new employee will not sue employers who respond to the background check. The electronic signature can also include additional identifying information, such as the new employee&#39;s legal name, the last four digits of his social security number and/or his date of birth in order to increase validity of the electronic signature. 
         [0017]    At this point, step  26  features an automated message requesting performance of a records check of the new employee that is transmitted to the designated prior employers. This response can be sent via email, for example, from a template stored on the same server as the database. It would be helpful for the request to include instructions on how to respond. Additionally, response choices for prior employers can optionally be limited to, for example, “Yes” or “No”. Prior employers could also be permitted to make any additional comments. This would allow individuals that had worked with the new employee, such as co-workers or subordinates, to provide input. The message that the prior employer receives can also have a hyperlink to the database and the employee&#39;s signed form. The prior employer can log on with their own unique access code and view the database form the employee has signed. After completing the form and signing it electronically, the prior employer or its agent submits the form. This form updates the database and the records for the new employer. 
         [0018]    After a prior employer submits her response in step  28 , that response is forwarded to the new employer in step  30 . Email is a possible way of performing both steps  28  and  30  since it is capable of transmitting messages nearly instantaneously. Alternatively, the secured database can be updated. That is, if the prior employer also has a unique employer access code, the prior employer can receive the message and update the database. Then, the new employer can receive a message after the update to check the database using its unique employer access code. 
         [0019]    The response is preferably, although not necessarily, reformatted from the format of the database into a format that is more quickly read by the new employer. For example, a chart showing each prior employer could be filled in with green highlighting if the new employee cleared the background check and red highlighting if he did not. In this example, the new employer would have a quick reference tool to observe the state of the background check, including any failure to respond by a prior employer. 
         [0020]    Referring to  FIG. 2  now, additional step  32  is added. In this step, if the former employer does not respond within a certain number of days, N, then the former employer receives another request for a response including directions to respond. Once the former employer has responded, it will no longer receive requests for a response via email or otherwise. The addition of this step may aid in ensuring the overall effectiveness of the method  10  by increasing the response rate from former employers. This step is preferably automated by software. 
         [0021]    Referring to  FIG. 3 , shown are the steps taken by the prior employer after the automated message requesting performance of a records check  26  is sent to the prior employer and before the prior employer responds  28 . First, the prior employer must determine whether it has actually employed the new employee  52 . If the prior employer has never employed the new employee, the prior employee will not have any information on the new employee. In this event, the prior employer can respond at step  28  by merely informing the new employer that it does not have any information on the new employee. Assuming the prior employer did employ the new employee at some point in the past, the prior employer inspects its records at step  54  to determine whether it has any negative feedback regarding the new employee. The prior employer then responds at step  28  to the new employer in both the situations in which the prior employer does and does not have any negative feedback at step  56  regarding the new employee. 
         [0022]      FIG. 4  shows an embodiment in which the database for all interactions is contained on a server  34 . The new employer connects to the server  34  using his computer  36 . This connection may be made through a website address. The process described is implemented by a controller of the server  34 . The controller has a well-known configuration in that it can be, for example, a microcomputer including a central processing unit (CPU), input and output ports (I/O), random access memory (RAM), keep alive memory (KAM), a common data bus and read-only memory (ROM) as an electronic storage medium for one or more executable software programs operating the process as previously described. The database can be stored in RAM or external memory of the server  34 . Alternatively, the process described can be implemented by software loaded onto a computer-readable storage medium such as disk  58  that is operated by the controller of the server  34 . In this case, the database could be stored on the disk  58 . 
         [0023]    The new employer uses his computer  36  to relay the new employee&#39;s information  42  to the server  34 . The server  34  then returns a unique access code  44  for the new employee using a random password generator such as those known in the art. The new employer can physically transfer the access code  44  to the new employee, or he could email it to the new employee&#39;s computer  38 . Optionally, but less preferably, the server  34  can send the access code  44  to the new employee. In any event, the new employee uses his computer  38  and the access code  44  to login to the server  34 . 
         [0024]    Once the new employee has logged in, he may enter information  46  about his prior employer. If a website was used by the new employer, the same site could be used by the new employee to enter prior employer information  46 . The server  34  generates and sends emails to each of the prior employers&#39; computers  40  requesting that they perform records checks and providing instructions  48  on performing the checks. The prior employer responds  50  to the request  48 , and his response  50  is routed through the server  34 , where it may be reformatted before being relayed to the new employer&#39;s computer  36 . The reformation step is not necessary, but may be helpful to provide a more easily viewed summary of the background check results. For example, a chart with green and red highlights could be used as explained above. The results  50  sent to the new employer could be sent via email, or they could be posted on a website accessible with a code known only by the new employer. 
         [0025]    One embodiment screens new employees at schools. Some states have laws requiring all school districts to contact prior employers of new employees to check if the new employee has a record of sexual misconduct. One such state, Washington, requires only a “Yes”, “No”, or “Never employed” answer where a “Yes” response indicates that there is a problem with the new employee&#39;s record with respect to sexual misconduct. Washington allows prior school district employers twenty-days to respond to a background check. According to the teachings herein, immediately after the prior employer responds, the hiring district would be notified via the database or email, thereby easing compliance with the twenty-day limit. A table could be set up such that a “No” response would trigger a green highlight appearing on a table of employers. This would allow for a quick graphical reference of the state of the background check. If a “Yes” answer is received by the hiring district, it could then take proper procedures to verify and deal with the situation. 
         [0026]    The above-described embodiments have been described in order to allow easy understanding of the invention and do not limit the invention. On the contrary, the invention is intended to cover various modifications and equivalent arrangements included within the scope of the appended claims, which scope is to be accorded the broadest interpretation so as to encompass all such modifications and equivalent structure as is permitted under the law.