Background Check Summary

---
name: background-check-summary
description: "Summarizes background check data (criminal records, court filings, employment history, education verification, sanctions screening, adverse media) into cohesive executive reports. Use when processing raw background investigation data to produce decision-ready summaries with risk categorization, compliance flags, and structured findings. Supports pre-employment screening, executive due diligence, and investment-grade investigations."
---

# Background Check Summarization

Transform raw background check data into structured, decision-ready summaries with risk categorization and compliance considerations.

## Output Structure

Every summary includes these sections in order:

### 1. Executive Summary (Always First)

Single-page overview:
- **Subject**: Full name, DOB, SSN (last 4), search scope
- **Overall Status**: GREEN (clear) / YELLOW (requires review) / RED (adverse findings)
- **Category Table**: Pass/Flag/Pending for each check type
- **Key Findings**: 2-3 most significant items
- **Compliance Flags**: Jurisdiction-specific requirements

### 2. Detailed Findings by Category

Present each with findings or explicit "No records found":
- Criminal Records (Federal/State/County)
- Sex Offender Registry
- Civil Litigation
- Employment Verification
- Education Verification
- Professional Licenses
- Sanctions/Watchlist Screening
- Adverse Media

### 3. Methodology & Limitations

Sources searched and any limitations.

## Risk Categorization (Traffic Light System)

### Criminal Risk Escalation Factors
- Felony classification
- Violence, fraud, or theft-related
- Recency (< 7 years = higher weight)
- Relevance to position
- Pending charges

### Employment Verification Flags
- Title inflation ("Manager" claimed vs. "Associate" verified)
- Date gaps > 3 months or overlapping employment
- Employer not found or closed
- Concerning departure circumstances

## Compliance Requirements

### FCRA Mandates - Never Include:
- Bankruptcies > 10 years old
- Civil suits/judgments > 7 years old
- Arrests without disposition (check jurisdiction)
- Sealed/expunged records
- Unrelated medical information

**Exception**: No time limits for positions ≥ $75,000/year in most states.

### EEOC Individualized Assessment (Required for Criminal Records)

Always note these factors:
1. **Nature and gravity** of offense
2. **Time elapsed** since offense AND completion of sentence
3. **Relevance** to position sought

### Ban-the-Box States (Private Employers)

### Healthcare-Specific Screening (Required)

Check before hire + monthly:
- OIG LEIE (Medicare/Medicaid exclusion)
- SAM.gov Exclusions
- State Medicaid Exclusion Lists (42 states maintain separate lists)

### Adverse Action Process (FCRA-Mandated)

1. **Pre-Adverse Action Notice**: Copy of report + "Summary of Rights Under FCRA"
2. **Waiting Period**: Minimum 5 business days
3. **Final Adverse Action Notice**: CRA info, dispute rights, free report within 60 days

**Enhanced by Jurisdiction**: NYC requires written Article 23-A analysis + 3 days; California requires individualized assessment letter + 5 days.

## Formatting Standards

### Criminal Records

```
Offense: [Exact charge and statute]
Jurisdiction: [County, State / Federal District]
Case Number: [Number]
Offense Date: [Date] | Filing Date: [Date]
Disposition: [Convicted/Dismissed/Deferred/etc.] on [Date]
Classification: [Felony/Misdemeanor] - [Class]
Sentence: [Details if convicted]
Time Since Offense: [X years, Y months]
Time Since Completion: [X years, Y months]
```

### Employment Verification

**Verification Method**: [Phone/Written/Database]
**Notes**: [Discrepancies or context]

### Sanctions Screening

## Handling Ambiguous Data

### Name Matching
- Note all potential matches found
- Indicate confidence: High/Medium/Low (based on DOB, SSN, address matched)
- Flag for human verification if confidence < High

### Incomplete Verifications
- Mark as "Unable to Verify" not "Failed"
- Note verification attempts made
- Recommend follow-up actions

### Conflicting Information
- Present both versions with sources
- Do not resolve—flag for human review

## API Response Format

```json
{
"subject": { "name": "", "dob": "", "ssn_last4": "" },
"report_date": "",
"overall_status": "GREEN|YELLOW|RED",
"categories": {
"criminal_federal": { "status": "CLEAR|RECORDS_FOUND|PENDING", "findings": [] },
"criminal_state": { "status": "", "findings": [] },
"employment": { "status": "VERIFIED|PARTIAL|DISCREPANCY", "verifications": [], "gaps": [] },
"education": { "status": "", "verifications": [] },
"sanctions": { "status": "CLEAR|MATCH_FOUND", "databases_checked": [], "pep_status": {} }
},
"compliance": {
"jurisdiction_flags": [{ "jurisdiction": "", "requirement": "" }],
"eeoc_assessment_required": true,
"adverse_action_triggered": false
},
"methodology": { "sources": [], "limitations": [] }
}
```

## Critical Rules

1. **Never make hiring recommendations** — provide information for human decision-makers
2. **Always include time elapsed** for criminal records (offense date AND sentence completion)
3. **Distinguish arrests from convictions** — arrests alone cannot be basis for adverse action
4. **Flag jurisdiction-specific requirements** — ban-the-box, Fair Chance Acts, lookback limits
5. **Note verification method** — database vs. court runner vs. direct contact
6. **Preserve source attribution** — every finding must trace to a specific source
7. **Explicit "no records found"** — never leave a category unaddressed