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Criminal History Report

Use the TX Criminal History Report page to add, load, and update criminal history records. You can also generate criminal history reports. 

Menu Path

From the Human Resources menu, select State. From the State menu, select Criminal History Report.

Selection Rule

The report includes all employees who have a criminal history record.

Prerequisite

Ensure that you enter valid information in the following fields on the Human Resources Profile - State page:

  • HRM/APP Tracking Data

  • Roll Non-cleared Employees

Load Data

  1. On the TX Criminal History Report page, select Load. 

  2. Select the Application Date and click Accept.

  3. Select the Applicant Status and click Accept.

The loaded records display on the TX Criminal History Report page.

Maintain Data

  1. On the TX Criminal History Report page, specify Search Criteria and click Search.

  2. To add a record, select Add new. Refer to Field Descriptions, enter valid information in the required fields, and select Accept.

  3. To edit a record, select the record, and select Accept. Update the information and select Accept.

  4. To delete, select the record, and select Delete. Select Yes.

Field Descriptions

Field

Description

Batch Number

The number identifying the group for the criminal history record.

Employee Number

The number identifying the employee.

Click Lookup to display the Employee Lookup page and search for a valid employee number.

Employee Name

The employee’s name.

Birthdate

The employee's birthdate.

The format is MM/DD/YYYY.

Gender

The employee's gender.

Select:

  • Male

  • Female

Race

The employee's race.

Select:

  • A - Asian/Pacific Islander

  • B - Black

  • H - Hispanic

  • I - American Indian/Alaskan

  • O - Other

  • W - White

Criminal History Code

Indicates the status of the criminal history record.

Select:

  • S - Submit:
    Performs a criminal history check on the employee. All records with this code are retrieved, and the information is stored using the DPS format in the ASCII text file when reported.

  • P - Processed:
    The records have already been retrieved and reported. The following fields are updated:

    • The Last Change Date field is updated with the date in the Applicant Date field on the TX Criminal History Report - Load page.

    • The Batch Number field is updated with the number in the Batch Number field on the TX Criminal History Report - Reports page.

  • C - Cleared:
    The status of the record after it has been reported to the DPS.

  • D - Denied:
    The status of the record after it has been reported to the DPS.

Last Change Date

The date the criminal history record was last changed.

The format is MM/DD/YYYY.

Create File

  1. On the TX Criminal History Report page, select Reports.

  2. Create a hard copy of the report to verify data before you create the electronic file:

    1. For the Report Type, select Hard Copy.

    2. For the Sort Order, select Sort By Name or Sort By Social Security Number.

    3. Enter the Batch Number.

    4. Select Accept.

    5. If you have the required access privileges to view the entire Social Security Number (without masking) and want to include the entire Social Security Number, select Yes. Otherwise, select No.

    6. Select the Destination for the report:

      • Select File to save the report in .rpt format.

      • Select Screen to save the report in .pdf format.

      • Select Excel to save the report in .xls format. Select the required Excel Options.

    7. Select OK.  

  3. Save the file and navigate to the folder containing the report file. 

  4. Inspect the file. Update the data if needed.

  5. Repeat these steps until all the data is included.

  6. Create the electronic file:

    1. For the Report Type, select Electronic File.

    2. For the Sort Order, select Sort By Name or Sort By Social Security Number.

    3. Enter the Batch Number.

    4. Select Accept.

    5. Select OK. 

  7. Save the file and select OK.

Purge Data

You can purge the data for the report when:

  • You want to discard the data for the report completely.

  • You want to change the setup or employee data and reload the data.

To purge report data:

  1. On the TX Criminal History Report page, select Purge.

  2. Select Yes.

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