RefCheck is a leading South African pre-employment and background screening solution.

Know your employees and reduce the risks associated with employing staff with questionable integrity, credibility and skills. RefCheck’s online verification solution helps automate the hiring process while ensuring a candidate meets a company’s employment standards.

RefCheck, a registered trademark with CIPRO, is arguably one of the most essential tools in human-resource management and staff recruitment today. Established in 2000 and acquired by LexisNexis Risk Management in 2003 the business combines its considerable experience with expert systems and innovative methods to provide clients with comprehensive background screening solution.

• Terms & Conditions

RefCheck is committed to simplifying an employer’s processes with flexible, web-based solutions. Our comprehensive background screening solution includes:

How RefCheck Works

RefCheck enables recruitment agencies and employers to verify the personal details of a potential employee or candidate prior to offering employment. By improving transparency and disclosure, informed decisions can be made regarding one of the most important assets of an organization, its employees. Recent surveys have revealed an increase CV/Resume fraud. Employers or their agents need to protect themselves against financial loss and expensive legal action incurred through employing people with questionable integrity, credibility and skills.

RefCheck can verify a wide range of personal information, including identity of candidate, information held by credit bureaus, criminal records, driver's licenses, global academic qualifications and professional association memberships. RefCheck, currently utilized by more than 750 companies and recruitment agencies, can also provide a valuable employee due diligence and audit tool.

As an online consent-driven service, RefCheck allows 24/7 access which is password and username restricted. A user can determine which information they require verification for each candidate, dependent on position or seniority. RefCheck carries no registration cost or monthly subscription fee, with users being charged only for usage via a monthly statement.

RefCheck also provides a valuable online database which enables a user to:

• Track the progress of an application, including SLA monitoring
• Search for all applications made and results completed
• Upon completion of an application a user will receive an email confirming receipt of application.
• Upon verification the user will receive an email containing a link to the Validation Certificate. The Validation Certificate can be printed or forwarded by email to a third party using options contained therein.
• Response times vary from real-time to 72 hours depending on data requiring verification. In the event that incorrect or insufficient information is provided by a user, these response times may increase.

In order to have access to the service, companies are required to register online. Upon approval, companies will receive an email confirming terms, pricing and further instructions on how the system operates. Registered users will also receive an online training manual.

Confirm information on your CV and accelerate the employment process.

Be first in line. Have your CV verified and credentials checked even before you apply for a job and ensure immediate availability.

By independently verifying your personal data, academic, and personal history, you will be able to improve transparency and disclosure to prospective employers. An electronic Refcheck Electronic Verification Certificate (known as a WaterMark), can assist you here.

A Watermark will, as a minimum, be able to confirm:

• Your identity number
• That you have no civil or criminal judgements against you
• That you have no financial default data
• Your tertiary academic qualifications
• Your professional membership
  

The application process requires the following information from you:

• Name and ID Number
• Country of Verification
• Payment Authorisation
  

After completing the application process, a watermark will then be sent to you via email, together with a unique ID number.

The watermark can assist you in the following ways:

• Third parties can verify your information online by entering the unique ID Number that you have supplied to them, on the track and validate option found at www.refcheck.co.za
• A printed copy of your Watermark certificate can be placed on your CV, enabling recruiters to confirm background information at no cost.
  We aim to provide a real-time online verification process using an integrated technology platform. Currently our response rate varies for different regions according to the level of electronic integration allowed by the various sources of information. (Our average response rate is currently 24 hours.)
  If you have any queries, please contact us on contact@lnrm.co.za
  
  
  

Refcheck represents a "Pay-As-You-Use" service with no monthly or annual subscription fee. As a registered accredited partner you will receive a monthly statement detailing all Refcheck applications performed the previous calendar month.

The cost of each application is dependent upon:

• Anticipated monthly application volumes; and
• Type of check requested; and
• Country of Origin

To receive our latest standard RefCheck pricing, please fill in the information below. A solutions consultant will contact you to discuss your individual needs.

For further enquiries please contact us on 011 245 6602.

Welcome to the Refcheck accredited corporate user Registration process.

• How much does it cost?  
• How do I register for the service?
• How do I conduct a background search?
• Can I apply for only certain of the Refcheck products?
• What is the Refcheck Unique Reference Number?
• How can I use the Refcheck Unique Reference Number? 
• How can I validate an Issued Application?
• How long does it take before I receive the results?
• How can I track the progress of requested Refcheck Searches?
  

How much does it cost? [ Back to Top ]

Refcheck represents a "Pay-As-You-Use" service with no monthly or annual subscription fee. As a registered accredited partner you will receive a monthly statement detailing all Refcheck applications performed the previous calendar month.

The cost of each application is dependent upon:

1. Anticipated monthly application volumes; and
2. Type of check requested; and
3. Country of Origin
   

If you are unaware of the LexisNexis Risk Management pricing model applicable to your company, please contact us at contact@lnrm.co.za.

How do I register for the service? [ Back to Top ]

A company can register on-line by performing the following steps:

1. Logon to the RefCheck website at www.refcheck.co.za and select the Register option on the menu bar.
2. Complete the simple Registration Form.
3. Remember to keep your User Name and Password selected in a safe place.
4. Within 24 hours you will receive an email confirming your registration.
5. In addition, you will receive a training emailer.
6. You will now be able to make on-line Refcheck applications.
   

How do I conduct a background search? [ Back to Top ]

The entire Refcheck application is conducted on-line via the website by performing the following steps:

1. Logon to the website at www.refcheck.co.za (It is suggested you make this page a Favourite)
2. Insert the Username and Password you selected during the Registration process.
3. Select the candidate's country of residence and those checks you wish to perform on the candidate.
4. Follow the simple application process.
5. Upon completion of the Refcheck Application, you will receive an email confirming your application, together with a unique reference number. (This will be sent to the email address you nominated on registration)
6. Once the Refcheck searches are complete, you will receive an email providing you with access to the results and unique reference number. Besides a candidate's full name, contact number and identity number, you will also require the following if you require a tertiary academic qualification verified:
     o Name of education institution;
     o Type of degree/diploma received;
     o Year Qualified;
     o Candidate Maiden Name (if applicable); and
     o Student Number (if available).

Note:

• If you have a applied for an Academic verification from UNISA, TechnikonSA, CompTIA or any Global institution please supply a letter of consent signed by the candidate.
• A copy of your certificate must be supplied for all Global checks and Matric checks before 1992.
• Due to certain Institutions only archiving results for a period of 5 years, certificates may be requested for certain qualifications.

Can I apply for only certain of the Refcheck products? [ Back to Top ]

While Refcheck is able to offer a comprehensive candidate search, flexibility is extended to you enabling you to only perform and pay for those checks that are pertinent to a particular candidate.

• ID Verification;
• Credit History;
• Search for Criminal Records;
• Confirm Tertiary Academic Qualifications (Sub Saharan, Global); and
• Secondary School (A or O Levels) and Matric
• Verify Membership of Professional Associations
• Confirm Driver's License
• S – Ref (Life Offices Association)
• Permanent Residency
• Employment History (Global)
• Online Psychometric Testing
• Business Enquiry

What is the Refcheck Unique Reference Number? [ Back to Top ]

The Refcheck unique reference number enables you to track and validate the unique digital certificate that confirms that an independent, non-biased background search has been performed on certain candidate's personal information.
For every search result, Refcheck will issue a unique reference number. This ensures that neither a candidate nor a recruitment consultancy can manipulate or change the results.

How can I use the Refcheck Unique Reference Number? [ Back to Top ]

The unique reference number can be utilized to provide unlimited methods of distribution of candidate results: For Example:

1. Forward the "Result Notification" email to fellow consultants or clients; or
2. Forward the "Validation" page to fellow consultants or clients using the "Email Forwarder" functionality. See Sample Report; or
3. Print the "Validation" page and attach to a hardcopy of the candidate's Curriculum Vitae. See Sample Report; or
4. Insert the "Unique Watermark ID Number" on your candidate CV database. The details can then be verified at a later date by following the Online Validation Procedures. (see below); or
5. Insert the "Unique Reference Number" on a candidate's hard copy CV and invite your clients to validate the details by following the Online Validation Procedures. (see below)

It should also be noted that in the event that a candidate provides you with their "Unique Reference Number", you are able to validate the details using the Online Validation Procedures at no cost. The consultant should, however, always be aware of the Issue Date found on the validation page.

How can I validate an issued application? [ Back to Top ]

The Refcheck service has been developed to allow two different methods of Validation.

• Double click on the URL link provided in the email sent on application, or on completed application. OR
• Logon to the website www.refcheck.co.za and insert your unique reference number into the Tracking and Validate link on the Home Page.

How long does it take before I recieve the results? [ Back to Top ]

The response time is dependent upon what checks are being requested.

It is, however, important to note the following:

• Due to the diverse range of tertiary education institutions and the extended period since candidates may have qualified, the response time for academic checks may extend beyond the published SLA.
• It is critical to note that for all checks to be verified within the published SLA times, the correct details of candidate needs to be provided, as well as the relevant supporting documentation ie: correct names of candidate (including maiden names and other names), correct institution, year of completion, certificates, indemnity forms, and consent letters

How can I track the progress of requested Refcheck searches? [ Back to Top ]

Refcheck provides an online database of all applications made by a user, this is an online filing system that enables users to access current and historic searches requested, these searches can be accessed at any time 24/7.

1. Logon to website at www.refcheck.co.za
2. Insert your Username and Password into the login tab
3. Click on Online Database option.
4. Enter the candidates details in the search options available.

The User can then see the status of an application, search for an individual's unique reference number and view details by merely clicking on the individual's name.

This online database provides a valuable history of all checks performed for future use and an "electronic" filing cabinet. In addition Refcheck offers you a unique tracking function that allows you to view the progress of the search prior to you receiving the completed application email.

1. After completion of a Refcheck Application, you will receive a confirmation email which includes a unique reference number
2. Logon to website at www.refcheck.co.za
3. Insert your unique reference number into the Tracking and Validate link on the Home Page.
4. The results and status of the application will the be displayed in the validation report

Please email any further queries or suggestions you may have to contact@lnrm.co.za

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This Service Level Agreement is intended to communicate the Response Times that LexisNexis Risk Management agree to adhere to in excess of 86% of checks received. However, it must be stressed that due to data sources often being outside the control of LexisNexis Risk Management, this may not always be possible. LexisNexis Risk Management shall always communicate any delivery problems on a timely basis.

The following Service Level Agreements Response Times (by category) will apply, subject to Terms and Conditions listed below. Whilst LexisNexis Risk Management are often able to provide same day Response Times if accurate and complete required information is provided, this cannot be guaranteed. LexisNexis Risk Management is continually negotiating with data sources to improve Response Times and these will be communicated as and when finalised.

Response Times commence when LexisNexis Risk Management are in receipt of a check. Our business hours are from 08h30 to 17h00 Monday to Friday. Whenever a Response Time is quoted in terms of a business day, the results shall be communicated prior to 17h00 on the relevant business day.

Terms and Conditions

1. SLA Response Times are subject to change based on several conditions (Year End Holidays, Easter Holidays, graduation ceremonies, student registration times, supplier database problems etc). SLA changes will be communicated timeously.
2. No turnaround times can be provided for requests to verify certificates at MERSETA.
3. SLA Response Times and non-performance discounts DO NOT apply to batch inputs (spreadsheet imports).
4. Should a pre 1992 Matric Certificate not be received on application, and the result is issued outside of the published SLA, it will be deemed that SLA was met.
5. The 10% discount for non SLA achievement is only applicable if a Company has requested Credit Checks, with other Refcheck elements.
   
   Documentation and Information
6. Response Times are only valid from the time when all required information and forms have been received by LexisNexis Risk Management.
7. If all information is not provided, or incorrect information is provided, the user shall be informed by email and Response Times shall only commence once requested information is received. The email requesting information shall always be sent within SLA times.
8. Criminal Fingerprint Checks Response Times can only commence once original SAPS form 91A with fingerprints is received by LexisNexis Risk Management. In the event that a positive result is returned, but conviction occurred prior to 1995, the conviction details are not electronic at SAPS and, therefore no SLA response time can be given. It can take between 4-30 days in this instance. However, the User will be notified of a match being achieved within SLA Response Time. For post-1995 convictions, the published Response Time will be maintained.
9. When an Academic check is requested for a female candidate, always provide Maiden Name.
10. Copies of the following documents or information must accompany the relevant check requests, if SLA Response Times are to be achieved. LexisNexis Risk Management will attempt to verify information without required information or documentation, but cannot guarantee Response Times:
    o Matric and/or Senior Certificates, National (N) Certificates prior to 1992.
    o Certificates of South African qualifications obtained before 1985. As records are not electronic.
    o Trade Certificates
    o Diplomas or Certificates of short courses, including short courses completed at Universities
    o Certificates/Diplomas from Private/Informal Institutions and Colleges
    o Diplomas/Certificates and related documentation of International Qualifications
    o Candidate’s student number for Tertiary Academic Qualification
    o Consent forms for International Institutions, the University of South Africa and Intec College.
    

Charges

1. No Charges are made for Requests for Additional Information.
2. No Charges for Cancellations if made prior to information being communicated to User.
3. No Supplemental Costs are made if Institution charges less than R30 for South African Check or UK £5.00/$8.00 for International Check. LexisNexis Risk Management will contact the User prior to processing where charge exceeds these amounts for authorisation to proceed. If authorised, the additional charge will be included on account statement. In all other cases, LexisNexis Risk Management absorb any supplier costs.
4. National telephone calls made by LexisNexis Risk Management operators during the verification process are NOT an additional charge.
5. LexisNexis Risk Management does NOT charge an additional fee for a Criminal Record Fingerprint Search, when a possible match from a Name Clearance Check returns a positive result.
6. Payment terms are strictly 30 days. If payment is not received within 30 days, and no prior arrangements have been made for late payments, the client’s system access will be suspended until payment is received.
7. All quoted charges are exclusive of VAT.

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