There are a few different settings that control when automatic Sex Offender Registry checks are run.

• Volunteer Approval Preferences: Automatically Perform Sex Offender Checks
  • Automatic sex offender checks are run when a Volunteer Application is submitted.

• Workstation Management: Enable Sex Offender Checks for Visitors and Volunteers
  • Automatic sex offender checks will be run every time a visitor or volunteer signs in.

You can also run a check manually:

• People > Checks: Perform Sex Offender Check

If a matching offender record is not found, the Registered Sex Offender Matches dialog will not appear during visitor or volunteer sign-in, and the kiosk will proceed directly to the Select Activity step.

If a match is found, the operator will see the Registered Sex Offender Matches dialog.

Registered Sex Offender Matches

The Registered Sex Offender Matches dialog consists of two panels; the left shows the visitor or volunteer who is attempting to sign in and the right contains the records of potential sex offender matches.

Potential matches will continue to appear until they've been recorded as Not a Match or This is a Match. You are required to examine all potential sex offender matches before proceeding.

Choose This is a Match or Not A Match to advance to the next sex offender record.

This is a Match

If you're confident that your visitor or volunteer matches one of the records in your sex offender results, click this button. Any visitor or volunteer identified as a sex offender will be “remembered” (i.e. saved to the enrolled visitor's person record) when you conclude the sex offender check.

Not A Match

Click this button if you're absolutely sure that your visitor or volunteer does not match a specific sex offender record. Every record you determine to be a non-match will be excluded (for this person) from future sex-offender results.

Reset

If you would like to clear all previously saved offender results for your enrolled visitors and volunteers and initiate all-new offender checks in the future, use the Reset Offender Check selection, found in the People tab ⇒ Checks tab Actions menu.

After the last offender record has been examined or a match has been identified, some closing information and the following selection options will be presented:

Once you've examined the very last record, the sex offender check will be concluded.

This is a Match 

If the This is a Match button was used to indicate that one or more of the offender records matched your new or previously enrolled visitor or volunteer during a sex offender check, then the following dialog appears. Not only does it confirm that a matching offender record was identified, it gives you the ability to deny or allow them access to your facility based on that information. Choose one of the following options, then click Continue.

Allow Once and Block

If selected, this visitor or volunteer will be permitted to enter the facility this time, but will be denied access on any other subsequent attempts by the visitor or volunteer.

Deny Access

If selected, the visitor or volunteer is not allowed to proceed with Sign In and is denied access to your facility. Furthermore, their Status is set to Access Denied. Information about the visitor or volunteer, including the operator who performed the sex offender check, the date and time it was performed, and the final decision made (e.g. denied) will be logged in Administration ⇒ People ⇒ History.

Sex Offender But Allow Access

If selected, even though the visitor or volunteer was positively identified as an offender, they will be granted access to your facility today and in the future; their Status is permanently set to Active. On future sex offender checks, all previously examined records (matched or non-matched) will be ignored; however, if a new potential sex offender record is discovered, the Registered Sex Offender Matches dialog will reappear.

Not a Match 

If the operator had determined the visitor or volunteer is not a sex offender, KeepnTrack will proceed to the Activity selection menu.

When a sex offender record is obviously not a match, clicking the Not A Match button will “remember” to not show this particular record again for the visitor or volunteer during future sex offender checks. This section tallies the number of non-matching sex offender results to be ignored in the future for this visitor or volunteer.

The Reset button, found in People Management > Checks tab, will clear all previously saved offender results for the selected visitor or volunteer so you can initiate a new offender check. If you're satisfied with the results of your sex offender check, then you can continue with the Sign In process.

The visitor and volunteer record is updated twice during the sign-in process: after the potential sex offender matches have been handled, and after an Activity has been selected.

If a visitor or volunteer is positively identified as a sex offender, an alert notification can be automatically delivered to your account or facility emergency contact via email or text message. Also, COMPanion Corporation is notified via blank carbon copy every time there is a positively identified sex offender match, so that we may contact your district authorities as we see fit to make sure all is well. Information provided in the email includes the visitor's or volunteer's information, the determination made by the operator (i.e. denied or allowed), date and time stamp, operator information, operator notes, and facility location.

Here is an example of the email message: