|
|
|
Below you will find a screen print of the GAPS main web
page and written instructions that will assist you as you begin using
GAPS. The steps for utilizing GAPS
have been labeled A – F. Pease complete the steps in this order. It is also recommended that you look at all
other links and what they offer for your GAPS convenience. For assistance with agency specific instructions, go to Useful Links on the GAPS main web page
for contact information. Remember – The
A – Agency Enrollment in GAPS Complete GCIC
Service Agreement An agency or business must first enroll with Cogent
Systems in order to register applicants and have applicants fingerprinted at
a GAPS Print Location. ·
To enroll with Cogent Systems, from the GAPS main web page under Agency Use, click on How to Enroll Your Agency/Business. ·
On the Agency Enrollment screen, Step 1, click the link This form may be downloaded by clicking here. The GCIC
Service Agreement should be displayed.
Print the GCIC Service
Agreement; your agency head should
read the GCIC Service Agreement in
its entirety. If you have any
questions regarding the information in the GCIC Service Agreement, an email
can be sent to GAApplicant@gbi.ga.gov.
Please complete the information on the last page of the GCIC Service
Agreement and mail the signature page
to GCIC at the address shown at the bottom of the form. [Note: If your agency/business does not have or
you do not know your ORI/OAC number then leave the Agency ORI or OAC # field
blank and GCIC will provide this number with the signed GCIC Service
Agreement that will be returned to your agency.]
Once you receive an ORI or OAC
number from GBI (typical response time is within 10 business days) you may
proceed to Step 2. If your agency already has an ORI/OAC number and you
have included it on the GCIC Service Agreement, you may now proceed to Step 2. If you do not receive an ORI or
OAC number within 10 business days, send an email to GAApplicant@gbi.ga.gov and include your agency/business name, address and
contact information. Special Note: Agencies or companies that operate under
the guidelines of a state agency such as DHR,
Secretary of State or Bright from the Start will find additional important
information by going to Useful Links on the GAPS main web page
and clicking on the state agency’s name. Complete the GAPS
Agency Enrollment Form – Step 2 The GAPS
On-Line Enrollment form, which is Step
2 on the How to Enroll Your
Agency/Business screen, must be filled out next. Once you complete the information on the
On-Line Enrollment form, click Save,
PRINT
the form that is displayed and have your agency head SIGN the form. The original form with the signature must
be sent to Cogent Systems at the Complete the GAPS
Agency Enrollment Form This form must be completed online and must include your ORI or OAC
number. If you
do not have an ORI or OAC, please follow the instructions in STEP 1, and
return to complete this online form once you have either an ORI or OAC
number. Enroll online by clicking here. The form with the Authorized Person’s signature must
be sent to Cogent Systems at the following address. Cogent Systems GAPS Enrollment For expedited
enrollment you may fax a copy of the Enrollment Form to Cogent Systems at
614-718-9694, but the original signed copy must also be mailed
to Cogent Systems within seven (7) days. You should receive an email confirmation from Cogent within ten (10)
business days (provided you faxed and mailed the copy of the on-line
form). If after the 10-day period you
have not received a confirmation email then contact Cogent Systems at
1-614-718-9691 ext 3334 Monday thru Friday, 8AM to 5PM. You cannot proceed to C until you receive an email with the
GAPS Agency Enrollment Confirmation & Instructions. B – GAPS
Applicant Waiver It is not mandatory to use the GAPS Applicant
Waiver but GCIC strongly encourages an applicant to review and sign this
waiver and that a copy of the waiver be kept in the
applicant’s folder. The GAPS
Applicant Waiver form can be found on the GAPS main web page under the Registration tab. C – Applicant
Registration Once you
receive the email confirmation from Cogent your enrollment process is
complete. You can now begin to
register applicants by clicking on Single
Registration or Multiple
Registration which is found on the main GAPS web page under the Registration tab. Special Note:
Agencies or companies that operate under the
guidelines of a state agency such as DHR,
Secretary of State or Bright from the Start will find additional important
information by going to Useful Links on the GAPS main web page
and clicking on the state agency’s name.
All of
the fields on the registration screen that have an asterisk (*) must contain
information. Near the end of the registration screen you will see a heading
entitled Transaction
Information. In this area you
must: a)
Click on the drop box next to Reason and select the reason for which the applicant is being
fingerprinted. If you are not sure of
the Reason, please call the agency that will receive your applicant’s
background results or the GCIC CCH Unit for assistance. For contact information refer to Useful Links on the GAPS webpage. b)
Click on the drop box next to Payment and select the appropriate payment option. If credit card is selected you will be
prompted to enter additional information so please have credit card
information available during the registration process. If the applicant is paying with a money
order, the applicant must provide the money order, payable to Cogent Systems – GAPS, at the
GAPS Print Location before being fingerprinted. If your
agency/business is paying for the applicant’s fingerprint background
check and during the Enrollment
Process your agency/business established a Billing Account with Cogent, then Agency
can be selected from the Payment drop box. After selecting Agency from the Payment
drop box, a field for Billing Code and Billing
Password will appear after the Verification Code field. You should enter the
Billing Code and Billing Password provided by Cogent Systems in the Agency
Enrollment confirmation email.
(Ex.: Billing Code –
R081PT0908 and Password – P081PT0908) c)
Enter your agency/business ORI or OAC in the ORI/OAC field. d)
Enter your agency/business Verification Code in the Verification field. This code can
also be found in the Agency Enrollment confirmation email. (If your
agency/business makes the fitness determination for employment, you should go
to item e). If your
applicant’s background results need to go to another agency for review
or to make a fitness determination for employment or licensing purposes, then
you must click the box Does another
agency make the fitness determination? Choose Agency
will appear; click the drop box and select the appropriate agency. In the If yes, enter determining agency’s
ORI field, enter the ORI for the agency selected. The ORI for DHR is GA920280Z The ORI for Secretary
of State – Private Detective/Security is GA920240Z The ORI for Secretary
of State – Used Car Dealers is GA922400Z The ORI for Depart. of
Early Care & Learning (Bright from the Start) is GA922290Z If the agency that
makes your fitness determination for employment or licensing is not listed in
the drop box and/or you do not have the ORI for the determination agency, please
contact the determination agency and have the agency send an email with the
agency’s name, contact person and number, and the agency’s ORI to
GAApplicant@gbi.ga.gov. Check back with
your agency in 10 business days for a resolution. e)
Click Next at the bottom of the page and you will be taken to
another screen. If all of the
information displayed is correct, click Next
and you will be given a Registration
ID number. The Registration ID number will be needed by the applicant when
they go to the GAPS Print Location to get their fingerprints taken. D – Print Locations & Hours Once you
have completed the registration process, click on Print Location & Hours to find the nearest GAPS Print
Location for your applicant to go to for fingerprinting. Click the region that is closest to your applicant. The numbers in the red circles indicate
sites that have GAPS Print Locations available. Under Company, select
the site that is most convenient for the applicant to go to for
fingerprinting. If you click on the
link for a site, information concerning the site such as Location, Hours of
Operation, Directions, etc. will be displayed. Prior
to traveling to the Print Location, the
applicant should verify that the site is still a GAPS Print Location and that
the hours of operation are accurate. Note: If a site is no longer providing fingerprint
services, please send an email to GAApplicant@gbi.ga.gov and provide the Print
Location’s name, address and phone number if available, and the date
the applicant was told the location is no longer providing the service. E – Identification Needed for Fingerprinting Click on the Identification
Needed for Fingerprinting link located under the Print Locations tab.
In addition to the Registration
ID number the applicant will also be asked to present identification documents prior to be
fingerprinted. This link provides a
list of acceptable identification documents.
F
– View Results and Administration If your agency/business is authorized to view the results
and rap sheets (if applicable) from the applicant’s background
fingerprint check, follow the steps below.
If another agency reviews and makes the fitness determination for employment
or licensing, your agency/business will not be able to view the results, only
the determination agency will be able to view the results and rap
sheets. The
fingerprint search results and associated rapsheet,
if applicable, will be available for review on Cogent’s
secured website within 24-48 hours
after the applicant is fingerprinted and the transaction has been sent to
GCIC. Results will be available on the
secured website for 30 calendar days. a) Click View Results/Administration (located under the Agency Use tab) b) Enter the Viewing User Name and Password
that was provided in the Agency Enrollment confirmation email from Cogent. c) Click Login d) Click on View Results, then click the View
Result tab On the View Results Screen, be sure that the Date in Response Time Between begins with the date the applicant was
fingerprinted and goes through the current date. If you need to change the date, click Query after making the change. You can also Query by putting the applicant’s name
in the Name field. e) Once the results are printed,
click Query again to update to
‘YES’ in the Printed
column. Remember
the results will expire if not retrieved in 30 calendar days.
If your results expire, you will see Expired in the Status
Column. For instructions on how to
handle expired results go to the GAPS main web page, under the Agency Use tab, click on Expired Results. |
