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Rapback v2 0 User Manual for ODJFS Sub Agency

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1. Pybtecting Ohio s Families l Ohio Attorney General s Information Technology Services Flexible services for your section s needs We provide the best IT service and support e Analyze e Research e Develop e Design e Implement e Maintain e Train n RAPBACK 2 0 EXPANSION SYSTEM w MIKE DEWINE OHIO DEPARTMENT OF JOB AND FAMILY SERVICES SUB AGENCIES USER MANUAL 1 877 224 0043 https rapback ohioattorneygeneral gov TABLE OF CONTENTS Section 1 Request for Enrollment 1 1 Introduction to Rapback v2 0 1 2 Filling Out the Online Form Section 2 Set Up and Administration 2 1 First Log In 2 2 Create Users 2 3 Manage Emails for Notices of Fingerprint Matches 2 4 Manage Users 2 5 Update Customer Profile 2 6 Customer Agreement Renewal 2 User Requests Password Reset Section 3 Review Rap Sheets for Hits 3 1 Affirm Entitlement to Rap Sheets 3 2 Disaffirm Entitlement to Rap Sheets 3 3 View Entitled Rap Sheets Section 4 Reports 4 1 Enrollees Reports 4 2 Hit Reports 4 3 Viewed Rap Sheets Log Report 4 4 Users Report Appendix A Glossary Appendix B Trouble Shooting 2 on Dh A N 12 14 19 20 21 24 25 26 27 28 28 31 33 35 37 39 SECTION 1 REQUEST FOR ENROLLMENT 1 1 INTRODUCTION TO RAPBACK V2 0 The Rapback Program began in 2007 with the passage of Ohio Senate Bill 97 The intent of the program is to protect Ohioans by providing additional safeguards against allo
2. SECTION 2 SET UP AND ADMINISTRATION 2 1 FIRST LOG IN Whenever a new user is created an email will be sent by Rapback to the user s email address The email will contain the log in credentials and a link to the log in page First a password reminder will need to be requested by using the Password help link see section 2 7 The system will force a password change on the first log in Log in credentials will consist of a user name customer number and password 1 When the email with log in credentials is received navigate to the log in page https rapback ohioattorneygeneral gov Forms Authentication Logon aspx HOME REGISTER Login You must have an account to sign in here User ID Customer Number Password Password help E 2 Request a password reminder via the Password help link Follow the steps in section 2 7 to make the request 3 When the email with the temporary password is received navigate to the log in page again 4 Enter user name customer number temporary password and click Log in 5 Next on the change your password screen re enter your current temporary password a new password confirm the new password and click submit Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 6 Change Your Password Required Customer Number User Na
3. addresses click add new and a field will display to enter an email address Continue to click add new as needed up to a maximum of four additional email addresses To delete an invoice email address click the red X next to the email address to be deleted Customer Profile Required Customer Information Customer Status Customer Name Customer Number Tax Information Number TIN Customer Type Address line 1 Address line 2 City State ZIP 4 code County Billing Contact and Address First Name Last Name Middle Name or Initial Office Phone Ext Office Email Address line 1 Active Test Organization 4 TestAgency4 000000000 General 150 E Gay St Columbus Ohio iy 43215 4545 Franklin Addressline2 City State ZIP 4 code County Email s for Invoices Max of 4 AddNew gt After all changes are made click save If needed a cancel option is available Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 19 2 6 CUSTOMER AGREEMENT RENEWAL Customers are required to annually renew their customer agreement The organization s Overall Administrative User is the only user that can complete the renewal 30 days prior to renewal and until renewed there will be a
4. s name in the list 4 Next to the person s name the Overall Administrative User clicks the Reset Password link A message will appear to confirm the change Reset Password La Are you sure you want to reset the password for oem 5 The Overall Administrative User clicks ok If needed a cancel option is available by clicking no 6 Rapback will send an email to the user with a temporary password 7 When the user receives the email and logs in he she will be forced to change his her password Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 23 SECTION 3 REVIEW RAP SHEETS FOR HITS An Enrollee s fingerprints are automatically compared against the fingerprint based criminal record databases maintained by BCI Comparisons are initiated in real time as new arrest and judicial information becomes available If there is a match between an enrollee and an event a k a a hit an email notification will be sent to all email addresses on file with the subject of Rapback activity The email will direct the addressee to log into Rapback to check activity No information will be provided about which enrollee had a match New matches will be displayed on the Affirm Disaffirm Entitlement page Hits will occur and Rap Sheets will appear on the Affirm Disaffirm page only if the enroll
5. affirmed Disaffirmed means the rapsheet was disaffirmed The notification date and time is when an email was sent regarding the hit The notification emails are sent out in real time when the hit occurs 1 Navigate by clicking Reports from the top navigation bar and then select Hit from the Report drop down HOME ADMINISTRATION ENROLLMENT RAPSHEET PRINT VIEW INVOICES REPORTS LOGOUT Reports Report Hit x Start Date Range we End Date Range Ty Authentication Number Enrollee First Name Enrollee Last Name Run Report _ gt ExporttoCSV gt 2 Enter as many of the following parameters as needed a Start date will provide hits from that date forward b End date will provide hits up to and including that date Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 31 c Start and End Date will provide hits from the start date forward up to and including the end date To see hits for May enter May 1 2014 to May 31 2014 d Authentication number will provide all hits for a specific enrollee e Enrollee First Name will provide hits for all enrollees with that first name f Enrollee Last Name will provide hits for all enrollees with that last name 3 Click Run Report or Export to CSV Hit Report Fingerprint Hits MIKE DEWINE amp Rapback v2 0 OHIO ATTORNEY GENER
6. be transferred to another user When the Overall Administrative User makes the change all their permissions will be removed and will be logged out of Rapback If the user still needs access the new Overall Administrative User must log in and manage the permissions for the user If the user left the Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 17 organization or no longer needs access to Rapback the Overall Administrative User Create User Ti should change the user to inactive Manage Users 1 The current Overall Administrative User goes to Administration and then clicks Manage Users from the top navigation bar 2 The Manage Users page displays 3 Locate the user in the list that is becoming the new Overall Administrative User The list is in name order by last name User Details 4 Click the view link next to the user to get to the user details page Admin No E Status Active Required UserName 5 Update the user s ciate administrative flag from No Last Name to Yes via the drop down If Middle Name or Initial necessary the user permissions will update to match the permissions the current Overall Administrative User has 6 The current Overall Administrative User clicks save and a warning message will display to confi
7. reminder message for all the users of the organization on the home page once logged into Rapback Once renewed the warning messages will no longer appear on the home page If not renewed and the renewal date passes user functions are impacted and the use of Rapback becomes limited The users with the permission to enroll will not be allowed to associate enrollees and will see a warning message when accessing that page There is a link to the Customer Agreement for reference on the Rapback home page prior to log in 1 The Overall Administrative User logs into Rapback when the customer agreement renewal is outstanding and sees the warning message to renew HOME ADMINISTRATION RAPSHEET AGREEMENT RENEWAL REPORTS LOGOUT The annual agreement for participation in the Retained Applicant Fingerprint Database Monitoring Service has expired May 15 Please review and agree to the terms and conditions in order to continue participation in this service Torenew select Agreement Renewal in the menu bar 2 The Overall Administrative User selects Agreement Renewal from the top menu bar 3 When renewing the Customer Agreement must be read Once the agreement has been read by scrolling through to the bottom the check boxes will be enabled 4 The Overall Administrative User clicks both check boxes for the authority to make the agreement and agreeing to the terms and conditions and then Customer Agreement S U b m j tS You must read a
8. the change your New password password screen user will re enter the Confirm new password current password a new password confirm the new password and click submit Change Password 8 The changed password will be confirmed on Password successfully changed screen The system will also send an email confirming the changed password Click Ok Ok 9 Log in with new password NOTE The following are the security requirements for setting passwords 1 At least 8 characters long 2 At least one letter 3 At least one number 4 At least one special character 5 No repeating numbers and or characters e g 11 or AA or aA or aa 6 No sequential numbers and or characters e g 12 or AB or aB or ab Password Reset Request made to Overall Administrative User 1 User emails or calls his her Rapback Overall Administrative User for a password reset 2 The Overall Administrative User goes to Administration in the top navigation bar and then selects Manage Users Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 22 Manage Users Create User rae al ake User Sat Overall Enroll Hit Report Name Admin Assoc Disassoc View Print View Print Reset Password i 5 EE a a Reset Password 3 From the Manage Users page the Overall Administrative User locates the user
9. AL Customer Name Test Organization 4 Customer Number TestAgency4 Authentication Association Disassociation Notification Number Name Additional Info Date Date DateTime Status File Name 1543t 520 2014 5 22 2014 10 42 54 Entitled 7 20140501 14 55 pdf AM 1543t 520 2014 6 13 2014 4 38 15 PM Pending 20140601 14 55 pdf Hit CSV File Ohio Attorney General s Office Rapback v2 0 Date Created 6 25 2014 Customer Name Customer Number Authentication Number FirstName LastName Additional Info Association Date Disassociation Date Notification Date Time Status File Name Test Organization 4 TestAgency4 pams e j 1 ne 1543t 5 20 2014 5 22 2014 10 42 Entitled pr 20140501 14 55 pdf Test Organization 4 TestAgency4 eme Te a tet ove 1543t 5 20 2014 6 13 2014 16 38 Pending ser 20140601 14 55 pdf Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 32 4 3 VIEWED RAP SHEETS LOG REPORT The Viewed Rapsheets Log Report provides a list of all viewed rapsheets including the user that viewed it and when it was viewed If a rapsheet was viewed by more than one user the report will list all instances of views for the rapsheet This report provides the authentication number enrollee name date affirmed viewed by and date viewed After selecting the report Authenticat
10. all enrollees with that first name f Enrollee Last Name will provide viewed rapsheets for all enrollees with that last name 3 Click Run Report or Export to CSV Viewed Rapsheets Log Report en Viewed Rapsheets Log A 2 MIKE DE W INE Rapback v2 0 OHIO ATTORNEY GENERAL Customer Name Test Organization 4 Customer Number TestAgency4 Authentication No Name Date Affirmed Viewed By DateTime Viewed SAA 4 5 22 2014 10 46 AM ne ae RANA TO 2S ANT o a Viewed Rapsheets Log CSV File Ohio Attorney General s Office Rapback v2 0 Date Created 6 25 2014 Customer Name Customer Number Authentication Number FirstName LastName Date Affirmed Viewed By Date Time Viewed Test Organization 4 TestAgency4 Se oe rece ene 5 22 2014 cconti 5 22 2014 10 48 Test Organization 4 TestAgency4 Bam aiid We OOO 5 22 2014 cconti 5 27 2014 10 25 Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 34 4 4 USERS REPORT The Users Report provides a list of all active and inactive users their contact information and permissions After selecting the report First Name and Last Name will be added to the date search options The Users Report will find all active and inactive users created based on the report parameters entered If parameters are not entered when running the report or ex
11. an Overall Administrator for their account Information for one individual who will serve as the Customer s Overall Administrator must be provided This user will be able to create usernames and passwords and assign permissions to additional customer users An email address is required For notices of fingerprint matches you may enter as many email addresses as needed These email addresses will be populated in Rapback and visible when your account set up is finalized The email addresses may be managed at that time At least one is required at the time of submission Before submitting the form the customer agreement must be read and accepted What to Expect Next The registration will be reviewed by the Bureau of Criminal Investigation Based on regulations participation will be either granted or denied At that time an email will be sent with approval status and a link to the home page with program details and the user manuals lf participation is granted a second email will be sent when the enrollment in Rapback is finalized including log in credentials While waiting for this email begin thinking about what user accounts need to be created and what permissions should be granted For more information on creating users refer to section 2 2 Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 5
12. ant may enroll individuals in the Ohio Attorney General s Bureau of Criminal Investigation s BCI Retained Applicant Fingerprint Database continuous criminal record monitoring service Rapback Service to obtain criminal record checks In order to use the Rapback Service the Participant shall submit an application to BCI via the Rapback Service secure web portal web portal and agree to these Terms of Use The Participant must be approved by BCI to use the Rapback Service to enroll individuals The Participant also agrees to receive notices under these Terms of Use electronically Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 2 To enroll an individual in the Rapback Service the Participant must provide the information requested on the web portal and pay the fee set forth in the Terms of Use Enrolled individuals will be added to the Rapback Service It is the Participant s sole responsibility to unenroll any individual from the Rapback Service if the criminal record checks are no longer needed for that individual For foster care and adoptive agencies this will be handled by the Ohio Department of Jobs and Family service Office of Families and Children Fingerprint based criminal record databases maintained by BCI pursuant to R C 109 57 will be continually compared aga
13. ap sheet to be viewed and click the download icon You will be prompted to save or open Rapsheet Authentication Enrollee Customer Customer Additional Notification No No Name Information Date Wy 5 22 2014 10 46 42 AM Test Organization 5 22 2014 10 43 26 AM Test Organization A e lt 4 Once viewed a checkmark will appear next to the download icon Download rapsheet Rapsheet has been viewed Hover over for complete additional information Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 27 SECTION 4 REPORTS There are five reports available Enrollees Association Enrollees Disassociation Hit Report Viewed Rapsheets Log and Users Report These reports can be run by A date or a date range Authentication Enrollee User name or A combination of the parameters depending on the report Report outputs are PDF document or CSV file The reports will return data based on the report parameters entered If parameters are not entered when running a report or exporting to CSV all data for the report will be returned since first using the system 4 1 ENROLLEES REPORTS Enrollees Reports has two options Enrollees Association and Enrollees Disassociation These reports provide the authentication number enrollee name additional informati
14. apback ohioattorneygeneral gov 37 Manage Email Notices Add Delete User is allowed to manage the email addresses that will be getting email notices about hits for enrollees A hit is a fingerprint event that matches an enrollee of the organization All the email addresses in the list will get an email stating Rapback needs to be checked for activity That means that there is a new rap sheet on the Affirm Disaffirm page to be reviewed When an email address is added to the list an email is sent stating it has been added to the list and will start getting email notices When an email address is removed from the list an email is sent stating it has been removed and will no longer get the email notices For more information on managing emails for notices refer to section 2 3 Enrollee Report View Print User is allowed to run view and print the Enrollee Report The enrollee report has two options It can be run by association date or disassociation date These reports will list enrollees of the organization based on the dates requested or other parameters entered For more information on these reports see the Reports section 4 1 Hit Report View Print User is allowed to run view and print the Hit Report This report will list all the hits the organization has received by enrollee based on the dates requested or other parameters entered For more information on the report see the Reports section 4 2 Viewed Rap Sheets Log Report View Prin
15. attorneyge neral gov From the top navigation select the Register link for the online form All information required will be marked with a red asterisk You will be required to provide your company name and address a main contact person and contact Information as well as a billing contact and address Billing information is required however invoices will go to Ohio Department of Jobs and Family Service You will be required to answer if you are a current WebCheck customer Also if Known space is provided for entering the WebCheck customer number a k a agency code Rapback 2 0 HOME LOGIN Customer Enrollment Required Customer Name Address line 1 Address line 2 City State Ohio ZIP 4 code County Adams z L Current Webcheck Customer Tax Identification Number TIN Service provided Please Select e Describe Organization and Business need for Rapback Customer s Overall Administrator Main contact user for account can create and manage users First Name Last Name Middle Name or Initial Title Office Phone Office Phone Ext Office Email Billing Contact and Address First Name Last Name Middle Name or Initial Office Phone Office Phone Ext Office Email El Same Address as Customer Address line 1 Address line 2 City State Ohio ZIP 4 code County Adams Email Addre
16. date forward up to and including the end date To see activity for May enter May 1 2014 to May 31 2014 d Authentication number will provide all enrollee association or disassociation activity for a specific enrollee e Enrollee First Name will provide association or disassociation activity for all enrollees with that first name f Enrollee Last Name will provide association or disassociation activity for all enrollees with that last name 3 Click Run Report or Export to CSV Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 29 Association Report Enrollees Association Rapback v2 0 MIKE DEWINE amp OHIO ATTORNEY GENERAL Customer Name Test Organization 4 Customer Number TestAgency4 Authentication Number Name Additional Info Association Date Disassociation Date i lt i ae ca Sanat test 5 20 2014 5 20 2014 Association CSV File Ohio Attorney General s Office Rapback v2 0 Date Created 6 25 2014 Customer Name Customer Number Authentication Number FirstName LastName Additional Info Association Date Disassociation Date Test Organization 4 Disassociation Report MIKE DEWINE OHIO ATTORNEY GENERAL Enrolleas Disassaciation amp Rapback v2 0 Customer Name Test Organization 4 Customer Number TestA
17. ddition to the Overall Administrative User an individual user can update his or her own profile data This consists of changing his her title address phone number and email address A user can also view other user s profiles but not make changes 1 The Overall Administrative User or user goes to Administration and then clicks Manage Users from the top navigation bar 2 The Manage Users page displays Manage Users Create User gt aor pu Enni Aditi User Sat Overall Peer Name Admin View Print Reset Password 3 Locate the user to be managed in the list The list is in name order by last name 4 Click the View link next to the user to get to the user details page Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 14 5 Update the information as needed and click User Details save The user s title address phone and a email address can be updated If needed a IsAdmin No x cancel option is available a 6 Rapback sends a confirming email to the Mie Nameor tat Title Admin S j l Address line 1 150 E Gay St Address line 2 City Columbus State Ohio x ZIP 4 code 45454 5645 County Erie x Customer Number Email gees seta rara gaeti gy Phone heilbelihettheits Changing User Permissions 1 Ifa user s position changes with
18. ee is associated with the organization at the time of the hit A user would affirm a rap sheet if at that time the employee or volunteer is still at the organization and required to be rapbacked A user would disaffirm a rap sheet if at that time the employee or volunteer is no longer at the organization or no longer required to be rapbacked This page will display rap sheets for 60 days from date of notification date or until the rap sheet is affirmed or disaffirmed Entitled rap sheets are rap sheets that the organization has a right to see because the employee or volunteer was with the organization at the time it was entitled Entitlement must be affirmed to see a rap sheet Once affirmed rap sheets can be viewed on the Entitled Rap Sheets page This page will display rap sheets for 60 days from date of notification date regardless of whether the enrollee is associated or disassociated during the full 60 days Users should save or print the rapsheets if they will be needed beyond the 60 days If entitlements are disaffirmed access to the rap sheet is revoked The enrollee for that rap sheet should be disassociated from the organization Disassociation of the enrollee is automatic if the user disaffirming entitlement to the rap sheet has appropriate role to manage enrollees If the user does not have the ability to manage enrollees then email notifications will be sent to users that have access to disassociate The emails will contain necessary inf
19. email to the user Changing User Status lf a user leaves the organization or changes positions and no longer needs access to Rapback the Overall Administrative User can make the user inactive If made inactive a user cannot login but the password is still valid and permissions are still assigned If the user is made active he she can login again with the current password Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 16 1 The Overall Administrative User goes to Administration and then clicks Manage Users from the top navigation bar 2 The Manage Users page displays Manage Users Create User gt Password Reset ese 3 Locate the user to be managed in the list The list is in name order by last name 4 Click the view link next to the user to get to the user details page User Details Required IsAdmin No x Status Active UserName First Name Last Name Middle Name or Initial 5 Update the user s status from active to inactive via the drop down or vice versa and click save If needed a cancel option is available 6 Rapback sends a confirming email to the user Transferring Administrative Rights to Another User lf the Overall Administrative User is leaving the organization or changing positions his her administrative role may
20. gency4 Authentication Number Name Additional Info Association Date Disassociation Date See ia ai p EES test 6 20 2014 5 20 2014 Disassociation CSV File Ohio Attorney General s Office Rapback v2 0 Date Created 6 25 2014 Customer Name Customer Number Authentication Number FirstName LastName Additional Info Association Date Disassociation Date Test Organization 4 TestAgency4 mi Es he h ent bs test 5 20 2014 5 20 2014 Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 30 4 2 HIT REPORTS The Hit Report provides a list of hits for the customer This report provides the authentication number enrollee name additional information association date disassociation date if any notification date and time status of the hit and the file name of the rapsheet for each hit After selecting the report Authentication Number Enrollee First Name and Enrollee Last Name will be added to the date search options The Hit Report will find all hits based on the report parameters entered If parameters are not entered when running the report or exporting to CSV all hits will be returned since first using the system The status of a hit could be pending entitled or disaffirmed Pending means the hit was received but has not been affirmed or disaffirmed Entitled means the hit was
21. he employee or volunteer is still at the organization and required to be rapbacked A user would disaffirm a rap sheet if at that time the employee or volunteer is no longer at the organization or no longer required to be rapbacked For more information on affirming and disaffirming refer to section 3 1 and 3 2 Rap sheets View Print User is allowed to view save or print the entitled rap sheets Entitled rap sheets are rap sheets that the organization has a right to see because the employee or volunteer was with the organization at the time it was entitled For more information on viewing rap sheets refer to section 3 3 Manage Email Notices Add Delete User is allowed to manage the email addresses that will be getting email notices about hits for enrollees A hit is a fingerprint event that matches an enrollee of the organization All the email addresses in the list will get an email stating Rapback needs to be checked for activity That means that there is a new rap sheet on the Affirm Disaffirm page to be reviewed When an email address is added to the list an email is sent stating it has been added to the list and will start getting email notices When an email address is removed from the list an email is sent stating it has been removed and will no longer get the email notices For more information on managing emails for notices refer to section 2 3 Enrollee Report View Print User is allowed to run view and print the Enrollee Repo
22. in the organization it may be necessary to change permissions The Overall Administrative User can add or remove permissions For more information about permissions refer to section 2 2 2 The Overall Administrative User goes to Administration and then clicks Manage Users from the top navigation bar 3 The Manage Users page displays Manage Users Create User gt Password User Enrofice Hit Report Email Address Report Reset a Name View Print View Print V xX Reset Password 4 Locate the user to be managed in the list The list is in name order by last name Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 15 5 Click the View link next to the user to get to the user details page User Details Required IsAdmin No x Status Active x UserName First Name Last Name Middle Name or Initial 6 Update the user s permissions as needed by selecting or deselecting the permission check boxes and click save If needed a cancel option is available Permissions V Enrollee Report View Print V Hit Report View Print S Manage Email Notices Add Delete K Rapsheet Affirm Disaffirm W Rapsheet Log View Print lt Rapsheets View Print M User Report View 7 Rapback sends a confirmation
23. individuals or volunteers of an organization that are required to be in Rapback and compared to fingerprint events Customer User Permissions Create User ID s The Overall Administrative User OAU is the only user of the customer s organization that is allowed this permission The OAU is allowed to create additional organizational users and grant permissions to them as required for the use of Rapback Rap sheets Affirm Disaffirm User is allowed to affirm or disaffirm entitlement to a rap sheet An organization is entitled to view a rap sheet if the employee or volunteer is employed at the time of affirming A user would affirm a rap sheet if at that time the employee or volunteer is still at the organization and required to be rapbacked A user would disaffirm a rap sheet if at that time the employee or volunteer is no longer at the organization or no longer required to be rapbacked For more information on affirming and disaffirming refer to section 3 1 and 3 2 Rap sheets View Print User is allowed to view save or print the entitled rap sheets Entitled rap sheets are rap sheets that the organization has a right to see because the employee or volunteer was with the organization at the time it was entitled For more information on viewing rap sheets refer to section 3 3 Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https r
24. inst the Retained Applicant Fingerprint Database When the Rapback Service discovers that records received under R C 109 572 indicate an individual enrolled in the Rapback Service has been arrested or convicted of a crime or escalated misdemeanor the Rapback Service will alert the Participant to log into the web portal for more information The Ohio Attorney General is not responsible for any legal determinations notifications or actions that are required as a result of information received under the Rapback Service The Participant will be responsible to log into the web portal for relevant information and for the notification to the employer employee of a felony or escalated misdemeanor The Participant understands that the Rapback Service is not a records retention service but rather a notification service only and the Participant is responsible for retaining any information received from use of the Rapback Service in accordance with the Participant s retention schedule The Ohio Attorney General is not responsible for retaining any records or information received by the Participant through use of the Rapback Service Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 3 1 2 FILLING OUT THE ONLINE FORM Submit the form To request enrollment into the Rapback system go to https rapback ohio
25. ion Number Enrollee First Name and Enrollee Last Name will be added to the date search options The Viewed Rapsheets Log Report will find all viewed rapsheets based on the report parameters entered If parameters are not entered when running the report or exporting to CSV all viewed rapsheets will be returned since first using the system 1 Navigate by clicking Reports from the top navigation bar and then select Viewed Rapsheets Log from the Report drop down HOME ADMINISTRATION ENROLLMENT RAPSHEET PRINT VIEWINVOICES REPORTS LOGOUT Reports Report Viewed Rapsheets Log Start Date Range ie End Date Range ie Authentication Number Enrollee First Name Enrollee Last Name Run Report gt ExporttoCSV gt 2 Enter as many of the following parameters as needed a Start date will provide all viewed rapsheets from that date forward b End date will provide all viewed rapsheets up to and including that date c Start and End Date will provide all viewed rapsheets from the start date forward up to and including the end date To see hits for May enter May 1 2014 to May 31 2014 Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 33 d Authentication number will provide all viewed rapsheets for a specific enrollee e Enrollee First Name will provide viewed rapsheets for
26. me Current password New password Confirm new password 6 The changed password will be confirmed on screen The system will also send an email confirming the changed password Click OK Change Password Password successfully changed Ok 7 Log in with new password NOTE The following are the security requirements for setting passwords 1 At least 8 characters long 2 At least one letter 3 At least one number 4 At least one special character 5 No repeating numbers and or characters e g 11 or AA or aA or aa 6 No sequential numbers and or characters e g 12 or AB or aB or ab Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 7 2 2 CREATE USERS An organization s Overall Administrative User is the only user that can create and manage additional users for the organization If your organization has separation of duties you can decide which users should get specific permissions Users and the permission allowed should be decided prior to starting All permissions are defined here Permissions Rap sheets Affirm Disaffirm User is allowed to affirm or disaffirm entitlement to a rap sheet An organization is entitled to view a rap sheet if the employee or volunteer is employed at the time of affirming A user would affirm a rap sheet if at that time t
27. navailable to the Customer do access to disassociate The email will ED you wish to continue contain necessary information about the enrollee The system will provide a warning Cancel message that must be acknowledged before proceeding 4 The user can click ok to proceed with the disaffirmation or cancel If disaffirmed the organization s access to the rap sheet will be revoked Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 26 3 3 VIEW ENTITLED RAP SHEETS Rap Sheets will be listed in notification date ascending order so the newest rap sheets will be listed first If you don t see a rap sheet you may do a search The column headings may be sorted ascending and descending Rap Sheets will only be available 60 days from the notification date Users should save or print the rapsheets if they will be needed beyond the 60 days 1 Navigate by going to Rap Sheets from the top navigation bar and then click Entitled Rap Sheets 2 Ifthe rap sheet is not present on the page enter enrollee information and click search Entitled Rapsheets Search for Rapsheet Authentication Number Notification Date 2 OR OR Enrollee First Name Start Date Range 2 Enrollee Last Name End Date Range 25 Customer Name Customer Number Additional Information 3 Locate the r
28. nd scroll to the bottom of the Agreement to enable the check box RETAINED APPLICANT FINGERPRINT DATABASE MONITORING SERVICE TERMS OF USE April 17 2014 Purpose 1 A participating public office as that term is defined in Revised Code R C 109 5721 A 3 or a participating private party as that term is defined in R C 109 5721 A 5 each a Participant may enroll individuals in the Ohio Attorney General s Bureau of Criminal Investigation s BCI Retained Applicant Fingerprint Database continuous criminal recor d monitoring service Rapback Service to obtain criminal record checks By using this service the Participant agrees to be bound by the provisions of these Terms of Use By checking this box certify that have the authority to bind the Organization written above to the terms set forth in this Agreement agree to all of the above terms and conditions Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 20 2 USER REQUESTS PASSWORD RESET lf a user loses or forgets his her password there are two options for getting it reset A password help request can be made from the log in page by the user Or a verbal request may be made to the organization s Overall Administrative User lf an overall administrative user or customer user fails to log in three time
29. nk to get to the log in page and a link to the user guide Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 11 2 3 MANAGE EMAILS FOR NOTICES OF FINGERPRINT MATCHES Users with this permission can add delete and edit email addresses from the list of addresses that should get the Emails for Notices of Fingerprint Matches A fingerprint match when a fingerprint event matches an enrollee is also referred to as a hit When added to the list or updated the email address will get an email with the subject of New fingerprint match recipient informing that they have been added When deleted from the list the email address will get an email with the subject of Removed email address for fingerprint match recipient The emails for hit notices will have a subject of Rapback activity Managing Emails for Notices 1 From the top navigation bar go to Administration and then click Manage Emails for Notices Manage Emails for Notices Email Add New gt o Email Address Edit Delete Edit Delete Edit Delete 2 To add anew email address click and type in the field provided and then click Add New An email will be sent to the added email address informing them of the addition 3 To delete an email address click the delete link next to the appr
30. of i Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 25 3 2 DISAFFIRM ENTITLEMENT TO RAP SHEETS Rap Sheets will be listed in notification date descending order so the oldest rap sheets can be addressed first If the rap sheet is not listed go to the next page The column headings may be sorted ascending and descending An enrollee will not appear on this page if they are not associated with the organization Once a rap sheet is affirmed or disaffirmed it will no longer appear in the list 1 Navigate by going to Rap Sheets from the top navigation bar and then click Affirm Disaffirm Rap Sheets 2 Locate the rap sheet to be disaffirmed If the enrollee for the rap sheet is not an active employee or volunteer for the organization click disaffirm Affirm Disaffirm Entitlement Rapsheet Enrollee Customer Customer iti Affirm Disaffirm No Name Information Date ge TestAgency4 es 6 13 2014 20140601 14 Organization 38 Affirm a Disaffirm 1543t 6 17 2014 20140612 06 rganization 12 16 39 PM Affirm 03 pdf i Disaffirm You are viewing page 1 of 1 3 Since the Ohio Department of Jobs and Family Services will manage the enrollees pr ee an email will be sent to the users with the 7 1 Disaffirming will make the Rapsheet u
31. on association date and disassociation date After selecting one of the reports Authentication Number Enrollee First Name and Enrollee Last Name will be added to the date search options Enrollees Association Report will find all enrollees with associations based on the report parameters Enrollees Disassociation will find all enrollees with disassociations based on the report parameters For either report if no report parameters are entered the reports will find all enrollees or all enrollees that have been disassociated 1 Navigate by clicking Reports from the top navigation bar and then select Enrollees Association or Enrollees Disassociation from the Report drop down Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 28 HOME ADMINISTRATION ENROLLMENT RAPSHEET PRINT VIEW INVOICES REPORTS LOGOUT Reports Report Enrollees Association Start Date Range End Date Range Authentication Number Enrollee First Name Enrollee Last Name Run Report gt ExporttoCSV gt 2 Enter as many of the following parameters as needed a Start date will provide associations or disassociations from that date forward b End date will provide associations or disassociations up to and including that date c Start and End Date will provide associations or disassociations from the start
32. opriate address An email will be sent to the deleted email address informing them of the deletion 4 To edit an email address click the edit link next to the appropriate address The address field will change to edit mode for updating Update the address and click the update link An email will be sent to the updated email address informing them of being added to the list If needed a cancel option is available Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 12 Manage Emails for Notices Email Email Address Update Cancel Pn A pasrar si pe Edit Delete Edit Delete Pere E d gm e Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 13 2 4 MANAGE USERS An organization s Overall Administrative User is the only user that can manage other users Managing a user s account can consist of changing permissions updating user profile data like email address updating user status and making another user the Overall Administrative User Any time a user account is modified Rapback will send a confirming email with the subject User account modified to the user s email address in his her profile Updating User Profile Data In a
33. ormation about the enrollee If appropriate the enrollee should be disassociated Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 24 3 1 AFFIRM ENTITLEMENT TO RAP SHEETS Rap Sheets will be listed in notification date descending order so the oldest rap sheets can be addressed first If the rap sheet is not listed go to the next page The column headings may be sorted ascending and descending An enrollee will not appear on this page if they are not associated with the organization Once a rap sheet is affirmed or disaffirmed it will no longer appear in the list 1 Navigate by going to Rap Sheets from the top navigation bar and then click Affirm Disaffirm Rap Sheets 2 Locate the rap sheet to be affirmed If the enrollee for the rap sheet is still an active employee or volunteer for the organization click affirm 3 Rap Sheets will be made available for viewing on the Entitled Rap Sheets page section 3 3 Affirm Disaffirm Entitlement Rapsheet Authentication Enrollee Customer dditional Notification Affinn Disaffirm No No N ior Date 6 13 2014 4 38 15 PM Test 1543t Organization 4 Tesiagency4 20140601 14 55 pdf 1 5 TestAgency4 Test 6 17 2014 20140612 04 Organization 12 16 39 PM Affirm You are viewing page I
34. porting to CSV all active and inactive users will be returned since first using the system 1 Navigate by clicking Reports from the top navigation bar and then select Users from the Report drop down HOME ADMINISTRATION ENROLLMENT RAPSHEET PRINT VIEW INVOICES REPORTS LOGOUT Reports Report Users x Start Date Range my End Date Range ny First Name Last Name Run Report gt Export to CSV gt 2 Enter as many of the following parameters as needed a Start date will provide users created from that date forward b End date will provide users created up to and including that date c Start and End Date will provide users created from the start date forward up to and including the end date To see users created for May enter May 1 2014 to May 31 2014 d First Name will provide all users created with that first name e Last Name will provide all users created with that last name 3 Click Run Report or Export to CSV Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 35 Users Report Customer Name Test Organization 4 Customer Number TestAgency4 Customer Users Rapback v2 0 Mike DEWINE amp OHIO ATTORNEY GENERAL User Enroll Rapsheet Rapsheet Manage Enrollee HitRpt Rapsheet User Inv amp Stmt Status Overall Assoc Affirm Vie
35. rm the change User Details You have chosen to elect a different user as an Overall Administrator for 7 The current Overall Administrative User clicks ok occ leas oles al and is logged out of Rapback If needed a cancel your permissions to that person opti on IS aval lable Please be aware that this process is irreversible and you would lose all your privileges henceforth Your rights can be reassigned by the new Overall i Administrator for your organization 8 Rapback sends a confirmation email to both users If you still intend to proceed click Ok otherwise click Cancel to Manage this User Ok Cancel Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 18 2 5 UPDATE CUSTOMER PROFILE An organization s Overall Administrative User can update the customer profile The customer address billing contact and billing address are the fields that may be updated This includes adding or changing up to four additional email addresses for invoice notices All other users for the organization can only view the page Changes here will be updated in the billing system From the top navigation bar go to Administration and then click Customer Profile Make the appropriate changes to address billing address and billing contact as needed To add more invoice email
36. rt The enrollee report has two options It can be run by association date or disassociation date These reports will list enrollees of the organization based on the dates requested or other parameters entered For more information on these reports see the Reports section 4 1 Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 8 Hit Report View Print User is allowed to run view and print the Hit Report This report will list all the hits the organization has received by enrollee based on the dates requested or other parameters entered For more information on the report see the Reports section 4 2 Viewed Rap Sheets Log Report View Print User is allowed to run view and print the Viewed Rap Sheets Log Report This report will list all users who have viewed a rap sheet including the date and time viewed based on the dates requested or other parameters entered For more information on the report see the Reports section 4 3 User Report View User is allowed to view the User Report This report will list all the users of the organization and their permissions etc based on the dates requested or other parameters entered For more information on the report see the Reports section 4 4 Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback q
37. s the user is locked out The user must request a password reset from an administrative user Ifa customer user becomes locked the password reset request is made to their overall administrative user If an overall administrative user becomes locked the password reset request is made to ITS Support at 614 387 7644 or 800 750 7922 User Requests Password Help 1 User navigates to the public log in page https rapback ohioattorneygen eral gov Forms Authentication L OQONn aSpx You must have an account to sign in 2 User clicks Password help link and the I forgot my password page displays 3 User enters his her customer number user name and clicks submit I forgot my password Customer Number User Name 4 Rapback sends an email to the user s email address with the current password User clicks ok when the Change Password message eee ENEE appears Password sent Check your email 5 The email will have a link to the log in page or user can click ok and log in page will display Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 21 6 User logs in with User Name Customer Number and Password from Change Your Password the email and clicks log in ied Customer Number User Name 7 Rapback will force a password Current password change On
38. ss es Email s for Invoices Max of 4 Email s for Fingerprint Notices Customer Agreement You must read and scroll to the bottom of the Agreement to enable the check box RETAINED APPLICANT FINGERPRINT DATABASE MONITORING SERVICE TERMS OF USE a April 17 2014 z Purpose 1 A participating public office as that term is defined in vise Code R C 109 5721 A 3 or a participating private par as that term is defined in R C 109 5721 A 5 each a Participant ma enroll individuals in the Ohio Attorney General s Bureau of Criminal ig s ice t agrees to be bound by the provisions of these Terms of Use By checking this box certify that have the authority to bind the Organization written above to the terms set forth in this Agreement agree to all of the above terms and conditions Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 4 You will need to select the service you provide Foster Service provided Please Select i Care l Foster Care Medicaid Administrative Entity Agency Medicaid Provider f Waste Re val Also you will be required to describe your other iii organization and the need for Rapback Here is an example Our agency provides foster care and adoptive parents to children of Madison County Each customer is required to have
39. t User is allowed to run view and print the Viewed Rap Sheets Log Report This report will list all users who have viewed a rap sheet including the date and time viewed based on the dates requested or other parameters entered For more information on the report see the Reports section 4 3 User Report View User is allowed to view the User Report This report will list all the users of the organization and their permissions etc based on the dates requested or other parameters entered For more information on the report see the Reports section 4 4 Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 38 APPENDIX B TROUBLE SHOOTING What if I lose a RS to retention policy If you think you may have lost a rapsheet to retention policy call BCI at 877 224 0043 How do know if a RS has been viewed Refer to the Viewed Rapsheet Log report section 4 3 Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 39
40. uestions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 9 Creating Users 1 From the top navigation bar go to Administration and then click Manage Users 2 On the Manage Users page click the Create User button Manage Users Create User Enrollee E Overall Enroll E Hit Report Email Address am Admin Assoc Disassoc hacer View Print Reset Password i Reset Password y Reset a Password 4 um b 3 Enter all required information into the online form Create New User Required First Name Last Name Middle Name or Initial Title Address line 1 Address line 2 City State Ohio x ZIP 4 code County Adams x Email Phone Phone Ext 4 Deselect the permissions that should not be granted to the user being set up if any Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 10 Permissions V Enrollee Report View Print W Hit Report View Print V Manage Email Notices Add Delete Rapsheet Affirm Disaffirm W Rapsheet Log View Print Rapsheets View Print User Report View 5 User clicks create 6 System will send an email to the new user with their log in credentials a li
41. w Email Notices Rpt View View Log View Repot View Name Title Email Address Phone User Name A1 Admin Disassoc Disaffirm Print AddDelete Print Print Print View Print users Vapeces Admin e ently Py a taesnepye A N x x x x x x x x x i a aa Users CSV File Oh io Attorney General s Office Rapback v2 0 Date Created 6 25 2014 Customer Name Customer Number FirstName LastName Title Email Phone UserName User Status Overall Admin Enroll Assoc Di TestAgency4 tapti Ohoyri Admin sar snithe jha Smet E tates seees A N x Test Organization 4 T ion tal Rapback 2 0 Expansion System Ohio Dept of Job and Family Services Sub Agency User Manual For Rapback questions please call BCI at 877 224 0043 https rapback ohioattorneygeneral gov 36 APPENDIX A GLOSSARY Authentication Number Unique number assigned to each fingerprint submission Hit A match has been made between applicant fingerprints and fingerprints from our criminal history database Fingerprint event A new arrest or change to an applicant s rapsheet causing a hit Fingerprint match A match is made between applicant fingerprints and fingerprints in our criminal history database resulting in a Hit Rap sheet A record of an applicant s criminal history Rapback activity Subject line of the email an organization will receive alerting them to new rapback information Enrollee Employees licensed or certified
42. wing convicted criminals to remain in positions of trust e g school teachers foster parents Background checks only provide a snapshot view of a person s criminal history at a specific moment in time Agencies with individuals enrolled in the Rapback Program receive notifications of subsequent criminal activity For enrolled individuals BCI stores fingerprints captured as part of the employment screening processes in a separate Retained Applicant Fingerprint Database These prints are searched against all new criminal prints and prints submitted to BCI as part of a court disposition process When a match is found BCI provides rap sheet information back rap back to the enrolling agency who can then determine the individual s eligibility for continued employment or to retain a license issued The Rapback version 1 0 requires a state agency to manage the enrollment as well as disenrollment of applicants The upgrade to Rapback 2 0 will not only allow potential employees to be enrolled into Rapback but will also allow the enrollment disenrollment process to be managed by the employer For foster care and adoptive agencies this process will be handled by the Ohio Department of Jobs and Family Service Office of Families and Children A participating public office as that term is defined in Revised Code R C 109 5721 A 3 or a participating private party as that term is defined in R C 109 5721 A 5 each a Particip

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