NSCHC – Sample Documents

February 2020
As part of CNCS Transformation and Sustainability Plan, CNCS is 

committed to sharing tools and policies to supports grantees’ and 

sponsors’ compliance with all grant requirements including our 

National Service Criminal History Check (NSCHC) requirements. 

This resource is intended to present examples of what compliant 

paper file NSCHC checks may look like for Senior Corps grantees. 

These are just examples and not all inclusive. We encourage 

you to contact your Portfolio Manager/Program Officer for 

personalized support.

National Service Criminal History Checks
NSCHC files should include:

• Employment/volunteer application (dated and signed).

• Documentation demonstrating start date of employment or service as the 

date may be different from when the application was signed.

• Photocopy of government issued ID.

• Consent

• Written authorization from the individual to perform the NSCHC.

• Documentation that the individual is informed that selection is contingent on the results 

of the NSCHC process.

• Determination if person will have recurring access to vulnerable 

populations.

NSCHC Documentation
National Sex Offender Public Website (NSOPW) check 

should include:

• Documentation demonstrating the correct source was used.

• Documentation that the NSOPW search was reviewed and verified before 

the start date.

• Check the results. There needs to be documentation that results were considered.

• Documentation demonstrating that all registries were reporting.

• Documentation demonstrating the check was completed prior to start of 

service or employment.

NSCHC Documentation - NSOPW
State and FBI files should include:

• Documentation demonstrating the state check was through the CNCS 

approved repository in the individual's state of service and state of 

residence, if different than state of service. 

• Documentation demonstrating the required state and FBI checks were 

initiated no later than the start of employment or service.

• Documentation demonstrating the date when the results were received. 

• Documentation demonstrating that results were reviewed. 

• This includes name, signature, and date of staff member who received and 

reviewed the results. 

• Documentation of adjudication, if needed. 

• This includes name, signature, and date of staff member who adjudicated 

the results. 

NSCHC Documentation – State & FBI 
• Accompaniment

• Documentation demonstrating each instance of accompaniment during 

service or work with vulnerable populations prior to full NSCHC results 

being received. 

• Includes date, time, location, and name of person who provided 

accompaniment.

• Alternative Search Procedures (ASP) or Exemptions

• Documentation demonstrating the individual was cleared through an 

approved ASP or Exemption. 

• Includes approved ASP or Exemption number.

NSCHC Documentation –

Accompaniment & ASP
The NSOPW is an internet-based system operated by the U.S. Department of 

Justice. The system gathers data from all participating State-level sex offender 

registries plus those operated by Guam, Puerto Rico, the District of Columbia 

and Tribal Governments. The NSOPW is also known as the National Sex 

Offender Public Registry, NSOPR. (http://www.nsopw.gov).

This check can be obtained free of charge from the NSOPW.gov website. 

National Sex Offender Public Website 

(NSOPW) Check
NSOPW – Important Instructions

• The nationwide search must be conducted and documented before covered individuals start work or service. The 

required nationwide NSOPW check must be performed on a national level. Do not use the "advanced" search feature 

because it limits the search to less than nationwide. 

• If any state is not reporting when you conduct the check, you must conduct the search again until all state registries 

are cleared. The result will indicate whether or not any individual state systems were inoperable during that search. 

You may supplement the first NSOPW check by checking the state sex offender registr(ies) that are down. Individuals 

cannot begin working or serving hours under the grant until the nationwide NSOPW is completed. 

• Retain your date-stamped result to demonstrate that results were considered. A ‘no record found’ result must also be 

kept. Keep confidential as a part of grant record. 

• If the results indicate name-based hits, print the list of hits and demonstrate that you’ve reviewed all the hits and 

determined that they do not match your candidate. 

• As of January 1, 2013, all staff and all participants receiving a salary, stipend, living allowance, education award under 

the grant either on the federal share or grantee share of the budget are required to have a national sex offender 

check, regardless of whether or not they have access to vulnerable populations. This includes staff on RSVP grants. 
NSOPW – Timing

• NSOPW Timing

• The results of the NSOPW must be reviewed and documented prior to the 

person beginning work or starting service (before work, service, or training 

hours are charged to the grant, federal or match).

• A person may not accrue hours towards their work or service without first 

having cleared the NSOPW component of the NSCHC. Checks that are not 

within these time frames are noncompliant. 
This sample is an example of a NSOPW from the

Department of Justice website.

It would be considered complete if:

• The volunteer, Yogi Bear, starts service or employment after 

12/26/2019.

• That the spelling of Yogi Bear matches the government issued 

ID.

• There is documentation demonstrating the check was reviewed 

and verified before the start date.

This check had all states, territories and Indian Country’s reporting 

and there were no name hits on the check. 

NSOPW – Documentation
The next six slides are examples of state and FBI checks from KY 

and TN. They are meant to be examples of compliant checks at the 

time this resource was originally posted. Note that each state will 

look different and states may update their form without advance 

notice.

As noted in an early slide, Senior Corps grantees are encouraged to 

consult with their Program Officer or Portfolio Manager for technical 

assistance. 

NSCHC Documentation – State & FBI 
Kentucky Example

This document demonstrates the date the 

appointment was made for the state check.

Initiation is considered one documented step beyond 

consent. This form, when complete, would serve as 

documentation for the initiation of the

KY state check. 
Kentucky – State Results

This two page document demonstrates the results of the Kentucky check.

This check reported a case filed in a court and as a result additional 

documentation regarding adjudication could be required. 
Kentucky – FBI Initiation

This document (copy of fingerprint card) could 

demonstrate that the FBI check was initiated. 

Being able to clearly read that date is key as it 

demonstrates FBI initiation.
Kentucky – FBI Results

This document demonstrates the applicant has a

clear FBI check. 

The report is on letterhead and the results and date are 

clearly noted. 

There also needs to be documentation demonstrating the 

check was reviewed and verified before the start date.
Tennessee Example

This document demonstrates initiation for both the 

TN state and FBI checks as TN is one of the states 

listed on the ***

This document demonstrates that the appointment 

has been made.
Tennessee – State and FBI Results

This demonstrates that both the State and FBI 

checks have cleared for this applicant. 

The date, the name, and the TBI and FBI clearance 

information is clearly read on this document. 
The next series of slides review the Truescreen 

System.

Remember you are able to connect with Truescreen Customer Service:

• Phone: 800-803-9042, dial 0

• Email: CNCSHelp@Truescreen.com

And CNCS Truescreen Account Managers are:

• Mike Carnation - Account Manager

• Phone: (888) 276-8518 ext. 3480, Email: mcarnation@truescreen.com

• Susan Landgrebe - Senior Account Manager

• Phone: (888) 276-8518 ext. 224, Email: slandgrebe@truescreen.com

Truescreen
Truescreen System – Compliance Built In

Truescreen will: 

• Conduct NSOPW and/or State checks

• Provide adjudication recommendations based off of CNCS eligibility criteria 

• Provide state and NSOPW “rap sheets” (if one exists)

• Maintain government issued photo identification and document grant recipient’s review of the 

identification

• Document individual’s consent to perform checks

• Document individual’s understanding that selection to serve/work is based on NSCHC results

• Inform and facilitate the individual's ability to challenge the factual accuracy of NSCHC before 

action is taken to exclude the individual

• Document the anticipated start date

• Document the state of residence at time of application and state of service/employment

• Document the grant recipient’s adjudication decision

• Provide process timestamps

• Maintain documentation for 7 years
Using mytruescreen.com Screens
Click on the individual’s name to view the criminal history report

Using mytruescreen.com Screens
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Click on the individual’s name to view the criminal history report

Billing code should include grant number. Check grant number for accuracy. 

Have a different view than above? 

Edit your view! Select “edit” to get this 

window to customize your view.

Using mytruescreen.com Screens
Reminder to check the government issued photo identification! 

Using mytruescreen.com Screens
See checks ordered Subject data will always be marked 

as “review.” This is to flag the 

grant recipient to adjudicate the 

record. 

Using mytruescreen.com Screens
View criminal history report

Click to 

Adjudicate

Subject data will always be marked as 

“review.” This is to flag the grant 

recipient to adjudicate the record. 

Using mytruescreen.com Screens
Adjudicated Report

Truescreen Adjudication Screen 

• Green dot=Pass

• Notes in “Existing Case Notes” 

• Green dot=Pass

• Program staff person listed in “Performed By” column

• Action is time stamped
Not Adjudicated

Truescreen Adjudication Screen

• Review symbol

• No content in “Existing Case Notes” 

• Review symbol

• Performed By Truescreen, not program 

staff
Monitoring Report 

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Using the Monitoring Report

• Case number: Unique number assigned to the individual 

• Division number: Unique number assigned to the grantee agreement (organization’s 

number) 

• Entered by Grant Recipient during account set up: State of Grantee Address, EIN, DUNS, 

CNCS program, grantee type , project title, organization name

• Entered by Grant Recipient during ordering: Grant number(s)

• Entered by Applicant: Staff or Volunteer designation

Monitoring Report 
Using the Monitoring Report

• Entered by Grant Recipient during ordering: First and last name, anticipated start date, state of 

service, state of residence, NSOPW ordered

• Truescreen timestamps: Request Date, Date of Application Submittal, Date ID was checked

• Criminal History Delivered Pass/Review: Truescreen adjudication recommendation for State 

check(s); blank if no check ordered 

• NSOPW Pass/Review: Truescreen adjudication recommendation for NSOPW check; blank if no 

check ordered

• Grantee Adjudication Decision: Grantee determination, “review” if not adjudicated by grantee

• Adjudication Date: Last date of adjudication (whether that’s Truescreen or grantee)

• Last Adjudicated by: Will list the name of the individual who adjudicated, blank if record was 

last adjudicated by Truescreen 

Monitoring Report 
The next series of slides review the Fieldprint 

System.

You are also able to connect with Fieldprint:

Fieldprint FAQs: https://fieldprintcncs.com/

Fieldprint Customer Service

• Phone: 877-614-4364 

• Email: customerservice@fieldprint.com

Filedprint
Fieldprint System – Compliance Built In

Fieldprint will: 

• Conduct FBI Fingerprint checks

• Provide adjudication recommendation based on CNCS eligibility criteria 

• Document individual’s consent to perform checks

• Document individual’s understanding that selection to serve/work is based on 

NSCHC results

• Provide process timestamps
Fieldprint Adjudication Recommendation

Adjudication 

recommendation 

pending

Adjudication 

recommendation 

pending

Applicant information is above and cropped out 
Adjudication 

recommendation

Click to view consent form

Applicant information is above and cropped out 

Document the results were 

considered when selecting the 

individual.

There are many ways to 

conduct this documentation. 

Fieldprint Adjudication Recommendation
Fieldprint “Not Cleared” 

Adjudication recommendation 

Applicant information is above and cropped out 
Resources 

CNCS NSCHC Knowledge Network: 

https://www.nationalservice.gov/resources/criminal-history-check

CNCS NSCHC Email:

CHC@cns.gov

Your Portfolio Manager or Program Officer!

Additional Resources 
A Final Word

The bottom line is that the NSCHC process must be completed ontime every-time for the safety of our volunteers and

the people they serve.

NSCHC is also, equally important, a grant compliance requirement.

Thank you for your diligence in this area and your continued efforts 

to ensure we are properly safeguarding the communities we serve. 

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