UserGuide - North America



User Guide

for

Little League Baseball & Softball

Updated February 2009

ChoicePoint, a LexisNexis Company

Toll Free (866) 399-6647



 

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Contents

Introduction to Services………………………………………………….    2         

Accessing the Web Site………………………………………………….      2

Registration………………………………………………………………     2

Billing Alternatives..…………………………………………………….     3

Search Requirements……………………………………………………..    3

Performing a Search………………………………………………………    4

Understanding Search Results……………………………………………    5

Interpreting Sex Offender Registry Results………………………………   5

Individual Search Results…………………………………………………   7

Review Account/Account Management…………………………………..   8

Batch Service..…………………………………………………………….  10

Contact Information……………………………………………………….  13

Baseball and Softball are supposed to be fun. One way to ensure Little League remains a fun and safe environment for everyone is to perform criminal background checks on all coaches and volunteers. A unique partnership between Little League and ChoicePoint, a LexisNexis Company, now offers local leagues access to a background check Web site designed specifically for Little League. The site offers instant access to the ChoicePoint National Criminal File database for deeply discounted prices. Beginning in January 2009, every league’s first 125 searches each year will be provided by Little League International at no cost to the leagues. All searches beyond 125 each year will be $1.00 per search. Other reasons to use ChoicePoint:

• Instant access to over 200 million criminal records

• Unified search of sex offender registries from 50 states and the District of Columbia

• No membership required

• No monthly fees

• No special software necessary                                   

• Convenient 24-hour Web access

• Superior Customer Support

Two Ways to Access the Web Site

1. Go to and under Programs click the Child Protection Program option. Click the ChoicePoint Background Check Tool link to access the ChoicePoint website .

2. Go directly to .

Registration

1. To register on the site, click “Registration” on top of the Home page.

2.  Please complete registration, read the User Agreement and check box, submit Registration (Process my Application).

3.  Registrations are confirmed within 7 to 10 business days.

Registration Details

← League ID is required.

← New account number and password for login will be emailed to the user when the account application is approved.

← Only VISA, MasterCard and American Express are accepted.

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Billing Method

Leagues can register anytime via the Internet using a valid credit card. All searches will be billed to the credit card.  Invoiced or deposit accounts are not an option with the Little League web site.

Search Requirements

1.  First name, last name, date of birth, and subject’s address are required.

2. Actual Social Security Number is not optional even though a significant number of our data sources do not provide SSN information on the criminal records. However, some sources do provide SSN information. So our database will search for a match against those data sources which do include the SSN.

! If the volunteer did not provide a SSN, you may enter zeros (000-00-0000) in the SSN field.

Performing a Search

1.  Go to Website (Enter Account Login and Password). Click on SEARCH tab.

2. Complete the search fields by entering first name, middle name, last name, Date of Birth, SSN, address and League ID.

! If the volunteer did not provide a SSN, you may enter zeros (000-00-0000) in the SSN field.

3. Click “View Possible Name Matches”. 

Search Tips

← Hyphenated last names (ex. Smith-Jones), use only first part of last name (ex. Smith)

← Do not enter suffixes (ex. Jr. & Sr.) in last name field

← First names ONLY in first name field. (Ex. For “Mary Ann”, use “Mary”)

 

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Understanding Search Results

ChoicePoint uses sophisticated search logic to find all possible record matches within the database of criminal records. Although Little League users only pay for one search, the following automated searches are actually being performed simultaneously:

1. Exact first name, last name and DOB match across the entire ChoicePoint NCRF criminal records database.

2. Exact first name, last name and SSN match (if provided) across the entire ChoicePoint NCRF criminal records database.

3. First name extended variation (Ex: Mike to Michael), exact last name, Exact DOB or SSN.

4. Exact first name, last name match ONLY in the following 11 state sex offender registry records in the NCRF criminal records database for Arizona, Georgia, Hawaii, Indiana, Massachusetts, Montana, Nevada,  Pennsylvania, Virginia, Washington, Wisconsin.

← Search Results appear in a summarized format, organized according to the above search logic.

← Click “Review Account” then “View Results” to view criminal records.

Interpreting Sex Offender Registry Results

39 States (and D.C.) with full sex offender search criteria

Alabama, Alaska, Arkansas, California, Colorado, Connecticut, D.C., Delaware, Florida, Idaho, Illinois, Iowa, Kansas, Kentucky, Louisiana, Maine, Maryland, Michigan, Minnesota, Mississippi, Missouri, Nebraska, New Hampshire, New Jersey, New Mexico, New York, North Carolina, North Dakota, Ohio, Oklahoma, Oregon, Rhode Island, South Carolina, South Dakota, Tennessee, Texas, Utah, Vermont, West Virginia, Wyoming.

ChoicePoint provides sex offender registry data based on name and DOB match in these states.  Results are matched on at least two identifiers.

11 States with name-only search criteria

Arizona, Georgia, Hawaii, Indiana, Massachusetts, Montana, Nevada, Pennsylvania, Virginia, Washington, Wisconsin.

In these states, ChoicePoint provides Little League access to sex offender registry data, but only name-based searches.  As a result, more records will be returned.  The records in these states are matched by First Name, Last Name ONLY and may not belong to your subject.  Search results from these name-only searches will be in the body of the returned record, and your (the local league’s) further review of the State Sex Offender Website is required in order to determine if this is your subject.  To do this, please visit this site and search for your candidate to retrieve possible photos and more demographic information.  This additional information will help you exclude records that do not belong to your candidate. Additionally, as part of the sex offender registry records returned from the ChoicePoint NCRF criminal records database, photos of sex offenders will be included when available.

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Individual Search Results

Individual Search results contain the following pertinent record information (if available from the source):

← Source of the record (Florida Department of Corrections)

← Name

← Date of Birth

← Case Number

← Charge Class (ex. Felony/Misdemeanor)

← Disposition

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Review Account

ChoicePoint provides Little League users with numerous account management tools. To access this feature, click the “Review Account” tab atop the Web site.

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Update account information such as address and credit card numbers by clicking “View/Edit League Settings".

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Batch Service

ChoicePoint is proud to offer batch processing solutions for large numbers of members or volunteers. Batch Services are high-volume searches that are run automatically to locate the specific information you need to help protect vulnerable populations. Customers can upload the customized Excel spreadsheets to Choicepoint. All results will be returned via the Little League website within 24-72 hours.

If you screen volunteers annually or on a scheduled ongoing basis, batch services are a great way to easily update your records with a single file upload.

With batch services, you can save time and money and increase productivity.

If you have further questions, call us today at: 866-399-6647, option 4 to learn more.

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Batch Service: Upload an Excel or comma delimited text file

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How to Format Your Batch Order: Instructions

1. Open Microsoft Excel and Enable Macro’s (Within Excel – Select Tools – Macro – Security... – Select High Security Level)

2. Download the ChoicePoint batch order template. Remember to click the save button, not the open button. To download the template, click here.

3. Launch the ChoicePoint batch order Excel spreadsheet template downloaded in step 2.

a) When you open the spreadsheet, a security warning will pop up.

b) If the warning states that the macros contained in the document are from ChoicePoint...

I. On the "Security Warning" dialog box, click the "Details" button.

II. On the "Digital Signature Details" dialog box, click on the "View Certificate" button.

III. On the "Certificate" dialog box, click on the "Install Certificate" button.

IV. Click "Next" on the 1st wizard screen to start the wizard.

V. Click "Next" on the 2nd wizard screen to allow Windows to automatically install the cert in the proper location.

VI. Click the "Finish" button.

VII. If a dialog box pops up asking whether you want to enter the certificate to the Root Store, click "Yes."

VIII. Close all dialog boxes and exit from Excel.

IX. Re-open the batch order template. You should not see the security warning again and the template should function normally.

a) If the spreadsheet is not signed or the signature is other than ChoicePoint...

I. Do not open the document.

II. Download the latest template from the link above and repeat procedure from the beginning of step 3.

4. Enter all required fields in the spreadsheet (listed below) and as many non-required fields as possible:

● Account Number

● Password

● League ID (On spreadsheet listed as Special Billing ID)

● Last Name

● First Name

● Date of Birth

● SSN (Nine zeros are acceptable. Ex: 000-00-0000)

● Street #

● Street Name

● City

● State

● Zip5

● Requestor Name

● Requestor Phone

5. When you have completed your batch file you may want to save it in .xls (normal Excel) format for future editing.

However, the file you submit to Choicepoint must be in .csv format. Please see the steps immediately below for directions:

a) Select File - Save As... and then in the drop down of "save as type" select CSV (Comma Delimited) (*.csv).

b) Save the file. This is the file you will submit to ChoicePoint in the next step on this page.

6. Click here to submit batch file to ChoicePoint.

7. IMPORTANT! Do not email a batch file unless it has been encrypted or password protected to ensure volunteers’ personal information is not compromised.

Questions?

Little League users may contact Customer Service Representatives toll free at (866) 399-6647, Option 4.

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