How long do PYS background checks take, and how do I check a pending one? – Support

A Basic check usually comes back quickly. Plus and PA Package checks include court searches and can take 72 hours or longer. Follow a pending check on the Background Checks dashboard, and contact Protect Youth Sports (PYS) if it's still pending after 5 business days.

Applies to: Org admins with the Background Checks dashboard · PYS Background Check module (all plans) · Youth Registration, Youth & Adult Registration and Team Registration plus Roster programs

Where: Reports > Report Dashboards > Background Checks; for one volunteer, Customers > Account Management > Search > (account) > Enrollments

How long a check takes

TeamSideline sends the request to PYS within a few minutes of the volunteer placing their order.
Basic (a national search) results usually come back quickly.
Plus and PA Package checks add county or state court searches, so 72 hours or longer is common, and a delay of several days can be normal. A PA Package check also waits for the volunteer to complete their Child Abuse Registry clearance.
If a check has been pending for more than 5 business days (not counting weekends and holidays), contact PYS for a status update or to ask about expediting it: support@protectyouthsports.com or 877-319-5587.

Check the status on the Background Checks dashboard

Go to Reports > Report Dashboards > Background Checks.
Click Dashboard Configuration.
In Program, check each program you want to see. Choosing only the programs you need keeps the page quick.
In Volunteer Type, choose All Types, Team Manager (managers in Team Registration plus Roster programs) or one volunteer type.
Optionally, choose Order Date or an Internal Enrollment field in Additional Column 1, 2 or 3.
Click Apply. The dashboard keeps these choices for your next visit.
Find the volunteer (type part of their name in the box under Name) and read the Service Status, Result Status and Final Status columns.
To read the results, click the report icon on the row. The PYS report opens in a new tab.
To record your decision, click the thumbs-up (Mark as Passed), thumbs-down (Mark as Failed) or folder (Mark as Needs Review) icon.

What you'll see: counts across the top (Total, Pending, Passed, Needs Review, Failed and Duplicate) and a row for each volunteer registration. Click a name to open that registration. The Pending count includes checks that are Pending, Processing or in Error, and submitted checks still waiting for results. Passed, Failed and Needs Review count each check's Final Status.

What each status means

Column	Status	What it means
Service Status	Pending	Waiting to be sent to PYS. It normally changes within a few minutes.
Service Status	Processing	Being sent to PYS now.
Service Status	Submitted	PYS accepted the request. Its results are on the way or already in: see Result Status.
Service Status	Error	The request didn't go through. See If it doesn't work, below.
Service Status	Duplicate - Registered Previously	The volunteer already had a check in progress or still valid, so no new check was ordered. Their earlier check has the result.
Result Status	(blank)	PYS hasn't returned results yet.
Result Status	Passed	Every search came back with no record and no alerts.
Result Status	Needs Review	PYS reported a record or an alert. Open the report and decide.
Final Status	Passed, Failed or Needs Review	Your organization's decision, set with the icons on the row. Until someone marks it, Final Status shows the Result Status.

Check one volunteer's background checks

Go to Customers > Account Management > Search and open the volunteer's account.
Open Enrollments and scroll to Background Checks.

What you'll see: each check with Date/Order, Member, Type, Enrollment, Status (with the PYS reference number under it) and Expiration. Status reads "(Queued for processing...)" until the request reaches PYS and "Submitted" until results come back, then Passed, Failed or Needs Review (your Final Status, if someone set one). It can also read "Error" or "Duplicate - Registered Previously". Expiration is left blank for a check marked Failed. This list includes checks for canceled registrations, which the dashboard leaves out.

If it doesn't work

Service Status is Error. The request didn't reach PYS or PYS rejected it, usually because the volunteer's information was incomplete, for example no date of birth on their account. Correct the adult's details on their account (Date of Birth, Gender, address and, when it's shown, legal name), then contact TeamSideline Support to resubmit the check. Admins can't resubmit a check.
It stays Pending, or "(Queued for processing...)", for more than a few hours. The request hasn't reached PYS, for example because sending is paused for your organization. Contact TeamSideline Support.
Submitted with an expiration date, but no result. That's normal while PYS works: the expiration date is set when PYS accepts the request. It doesn't mean the volunteer passed, so go by Final Status. After 5 business days, contact PYS.
A volunteer isn't on the dashboard. Their program isn't checked in Dashboard Configuration, the program is archived, the registration was canceled, or no check was requested because the role had no background check when they registered. See Troubleshooting Background Checks under Related articles.
No report icon, or the Mark icons are missing or grayed out. The report icon appears once PYS sends a report, and the Mark icons once there's a Result Status. Opening reports needs the background check Report View permission, and marking needs the Pass Fail permission.

Good to know

TeamSideline Support can't look up, verify or speed up results, because PYS processes every check. Support can resubmit a check that's in Error.
To be emailed when results come in, set Results To on Programs > Configurations > Background Checks. To Volunteer on the same page emails volunteers their own results. Both send for the Pass and Needs Review results you check there.
A check's expiration date is your organization's validity period (1, 2 or 3 years), set when PYS accepts the request and set again from the day the results arrive.
Marking a check and opening its report are recorded in the Activity Log.
On enrollment report exports, such as the Enrollment Information report, "Background Check Expiration Date" is the date for that registration's own check. "Background Check Expiration Date All" is the latest expiration date among all of that person's passed PYS checks from any registration, so the two can differ, and it doesn't leave out dates that have passed. Background check fields are listed only for admins whose role includes background check access.

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