Advisors

APEXA automatically runs a criminal background check for an advisor, through the provider SterlingBackCheck, if the following apply:

• The advisor is entering into a net new contractual relationship with an APEXA client; and
• No criminal background check has been performed in the past 365 days/year.

The criminal background check is initiated after the contract request is accepted by the billable party*, a contracting package is added to the contract and the contract is sent down to the advisor.

If a client wishes to run a criminal background check, but the criteria above are not met, they can choose to manually request a criminal background check. The cost for this check will be billed back to the client.

Shareholders

APEXA automatically runs a criminal background check on a shareholder, through the provider SterlingBackCheck, if the following apply:

• The corporation of which the individual is a shareholder is entering into a net new contractual relationship with an APEXA client;
• The shareholder is listed on the corporation at the time the contracting package is added to the contract and owns ≥20% of the corporation; and
• No criminal background check has been performed on the shareholder in the past 365 days/year.

The criminal background check is initiated after a contract request is accepted by the billable party*, a contracting package is added to the contract and the contract is sent down to the corporation.

If a client wishes to run a criminal background check, but the criteria above are not met, they can choose to manually request a criminal background check. The cost for this check will be billed back to the client.

*NOTE: It is very important that the client user accepts the FIRST contract request (the first contract request that was submitted by the advisor or corporation) in order to generate the automated background check.

Results

A criminal background check can return one of the following results:

• Clear: no releasable convictions have been found in the CPIC database
• Not Clear: one or more releasable convictions have been found in the CPIC database. BackCheck will issue another report, usually within a couple of business days, indicating if the advisor fully & accurately disclosed those convictions.
  • Not Clear – Accurate: the conviction(s) disclosed by the applicant are a complete and accurate depiction of the record found within the CPIC database.
  • Not Clear – Inaccurate: the conviction(s) disclosed by the applicant are not a complete and accurate depiction of the record found within the CPIC database.
• Unable to complete: It is too close to tell between multiple applicants using conventional data (Name, Date of Birth, Place of Birth, Provided Criminal Details) and fingerprints are required to accurately identify the candidate (see additional information below).

The results of a criminal background check are available to any client with a pending, active, downgraded or vested contract with an advisor or corporation. History of all criminal background checks, and their results, will be visible to these clients.

Zero-In

If the criminal background check returns a result of Not Clear or Not Clear – Inaccurate, APEXA will allow clients to request a second criminal background check at no additional cost to the client. This is done by clicking the Zero In button next to the results. Before doing so, the client should communicate to the advisor or shareholder the results of the check and that they will receive another email, allowing them to complete the background check again. The Zero In option simply allows the advisor or shareholder to re-do the background check, giving them a opportunity to more accurately disclose past convictions.

• If the results are Not Clear, it is recommended that the client wait at least two business days before requesting the second check, to see if BackCheck sends an additional report clarifying the result as Not Clear - Accurate. This would mean that the advisor already provided a complete and accurate depiction of any convictions.

The results of the zero-in check will be made available to all clients with visibility into the criminal information on that advisor or shareholder.

If the initial criminal check was initiated by the system (automatically based on the criteria laid out above), any client with access to the advisor will be permitted to select the “Zero-In” option. If the criminal check was a manual check initiated by one of the clients, only that organization will have the option to select the zero-in option (as the cost for the secondary check will be passed back to that organization).

The Backcheck Process and Turnaround Times

When a criminal background check is requested in APEXA, either automatically or manually, the advisor or shareholder will receive an invitation from APEXA to login to the BackCheck portal. The advisor will receive this invitation within 1 business day of the criminal background check request. An advisor guide on how to complete a background check can be found on the Advisor How To page of the APEXA website.

The BackCheck portal uses electronic ID verification. The advisor or shareholder will be asked to answer a set of questions similar to the information required for any sensitive online transaction, such as online banking or an online credit report.

In the circumstance where an advisor fails the online ID verification, he or she will be asked to proceed with a traditional (in-person) ID verification by printing a consent form and presenting at least one piece of government issued photo ID. Advisors may verify their identification using this method at a Canada Post location or through a notary public.

The time to receive the results will be dependent on when the advisor or shareholder accesses the BackCheck portal and complete the steps necessary to perform the background check. Once the advisor or shareholder has completed their process, the results of the criminal background check will be displayed in APEXA within 1 business day.