Overview & Requirements

National Service Criminal History Checks (NSCHCs) are a screening procedure established by law intended to protect the beneficiaries of AmeriCorps programs. NSCHCs are one of the most important programmatic compliance components of AmeriCorps and all programs must develop robust policies and procedures for ensuring compliant member and required staff checks.

Creating NSCHC Vendor Accounts

To begin the National Service Criminal History Check process, all AmeriCorps Texas programs must create accounts in Truescreen and Fieldprint and have the accounts mapped to OneStar for monitoring purposes. 

Truescreen Checks

Running and adjudicating checks within the Truescreen system is critical to ensuring member/staff eligibility, protecting beneficiary populations, and maintaining programmatic compliance. Programs will run NSOPW as well as State of Service (Texas) and State of Residence (if applicable) checks through this vendor.

How to run a compliant Truescreen check

1. Verify the individual’s identity using an acceptable source (refer to your program’s approved NSCHC policy and procedure).

2. Under Report Level, order Texas + NSOPW check for each individual.

3. If the individual is applying from a state other than Texas, consult the NFF/Truescreen Waiver Table on the AmeriCorps website to determine if a State of Residence check is required.

4. If required, order State of Residence check by including the state in the Special Instructions text box.

5. After ordering checks, follow up with individuals to ensure they complete their portion.

6. Once ALL checks (services) have been completed, program staff must review all results and notes before making an eligibility determination.

7. Using the Adjudicate This Case tab, program staff will select Pass (eligible) or Pre-Adverse (potentially ineligible) for work/service.

8. Include a case note stating results were reviewed and the individual is or is not eligible for service.

9. If potentially ineligible, allow individual to review and dispute the decision, if applicable.

Adequate Truescreen documentation includes the following:

• Truescreen Case Summary page with a green check mark and Pass under Current Pass/Review Status.

• Adjudication History page (using the Adjudicate this Case link). The date the program adjudicated the checks listed under Action Date will be considered the date of adjudication.

• At the end of each program year, download the CNCS Monitoring Report, which is found in the Reporting tab of your Truescreen account. This report documents first and last name checked, which checks were completed, Truescreen’s adjudication recommendation of Pass or Review, and your adjudication decision and timing. It is recommended that programs save a locked copy of this report to prevent any unintentional edits.

Fieldprint Checks

Running and adjudicating checks within the Fieldprint system is critical to ensuring member/staff eligibility, protecting beneficiary populations, and maintaining programmatic compliance. Programs will run FBI fingerprint-based checks through this vendor.

How to run a compliant Fieldprint check

1. Send the individual an email with instructions to schedule a Fieldprint fingerprint appointment. This email should include the program’s unique Fieldprint code.

2. Follow up with individuals to ensure they schedule and attend their appointment.

3. Once completed, programs will receive notification via email.

4. Under the myFitnessDetermination module, staff must view the results indicating a Cleared or Not Cleared Status.  

5. After reviewing results, staff will navigate to the myFingerprints module to enter an adjudication decision of Pass or Fail.

Adjudicated Fieldprint results serve as adequate Fieldprint documentation. The Fieldprint Order Information page must include the following:

• Date completed (must be at least one day prior to start)

• Fitness Determination listed as Cleared of Not Cleared

• Name of staff and date when Fitness Determination was viewed

• Name of staff and date when the grandee adjudication decision was made (at least one day prior to start)

• Adjudication decision

• If the result was Not Cleared, the following additional documentation is required:

-  Evidence the program used in making eligibility determination
- Contemporaneously dated memo to the file documenting the determination of the individual’s eligibility

OneStar Resources

NSCHC Verification Form

OneStar created a required NSCHC Verification Form, designed to serve as a checklist for program staff and to reduce incidents of noncompliance. A new verification form should be completed for each member for each unique service term; staff only need one NSCHC Verification Form for the time they are on the grant. The NSCHC Verification Form serves to document the following:

• Member/staff name and position title

• Start date for each term 

• Whether checks from a previous term are being used (break in service less than 180 days)

• The individual’s State of Residence (state where they were living at time of application)

• Whether a State of Residence check is required

• Confirmation that adequate Truescreen and Fieldprint documentation have been retained

NSCHC Policy & Procedures Checklist 

OneStar also created an NSCHC Policy & Procedures Checklist, intended to support new programs in establishing, documenting, and following procedures that ensure NSCHC compliance. This video also covers some best practices.

NSCHC Noncompliance and Disallowances

NSCHC noncompliance is a common finding during Member and NSCHC File Review. It can have significant financial implications, particularly if systemic issues are identified. Your OneStar Program and Grants Officers will work with you to determine the scope of noncompliance and any disallowed costs associated with the noncompliant checks.

Most Common Noncompliance Issues

• Name on identification does not EXACTLY match the name entered in Truescreen (e.g., hyphen or special characters, nickname, former or maiden name, typos)

• Check was run but not fully adjudicated

• Check was run on or after the first day of service/work

Auditing NSCHCs

Programs must have strong policies and procedures in place to correctly run and adjudicate checks and document completion. Programs should be conducting routine audits of NSCHCs for staff and members. OneStar monitors staff and member NSCHCs as part of File Review and NSCHCs are also subject to auditing by AmeriCorps monitoring officials and the Office of Inspector General (OIG). This video includes a walk-through of how best to audit NSCHCs and common issues to review during your audit.

Best Practices for Auditing NSCHCs

• Begin the NSCHC process as soon as possible after making an offer.

• Track communication and follow up with candidates quickly if they have not completed the required steps in Truescreen and/or Fieldprint.

• Communicate any delays or questions regarding results to your Program Officer.

• Consult the list of ASP and NFF states regularly to ensure you are running all required state checks and not paying for checks that are not necessary.