Glossary of Terms
A comprehensive A–Z guide to help employers, volunteers, and applicants understand the screening process.
This glossary is provided as an educational resource. For compliance guidance specific to your organization, please contact Unique Background Solutions.
A
Adjudication
The structured process of evaluating background check findings against an organization’s hiring or volunteer criteria.
Adverse Action
The FCRA-required process when an employer may decline to hire or engage someone based on a background check.
Aliases / AKA Search
A search performed under additional names an individual has used, such as maiden names or prior legal names.
B
Ban-the-Box Laws
Regulations restricting when employers may ask about criminal history to ensure fair hiring practices.
Background Check
A collection of lawful screenings—criminal, identity, employment, education, drug, MVR—used to evaluate suitability.
Break-in-Service Screening
A re-screening triggered when an employee or volunteer has been inactive for a defined period.
C
Chain of Custody (COC)
Documentation ensuring the integrity of a drug test specimen from collection to lab.
Commercial Driver’s License Information System (CDLIS)
A national system identifying the state where a CDL is held.
Compliance Review
A periodic assessment ensuring an employer’s screening program follows legal and policy requirements.
Consumer Reporting Agency (CRA)
A regulated organization—such as Unique Background Solutions—that provides consumer reports.
County Criminal Search
A direct search of county courthouse records for felony or misdemeanor cases.
D
DER – Designated Employer Representative
The individual authorized by an employer to receive communications from the TPA, collectors, laboratories, and the MRO. The DER manages the employer’s drug and alcohol testing program, including notifications, removals from duty, and ensuring compliance with DOT or company policy.
Dispute / Reinvestigation
The process allowing applicants to challenge incomplete or inaccurate information in a background report.
DOT Testing (49 CFR Part 40)
Federally regulated testing for transportation-safety roles.
Drug Panel
The list of substances screened in a drug test (e.g., 5-panel, 10-panel).
E
Education Verification
Confirmation of degrees, certifications, and academic attendance.
Employment Verification
Confirmation of prior employment, including dates, title, and status.
End-User
The employer, organization, or agency that orders and uses the consumer report.
F
Fair Credit Reporting Act (FCRA)
The federal law governing background checks for employment and volunteer purposes.
Fair Chance / Individualized Assessment
A consideration process evaluating the nature of an offense, time passed, and relevance to the role.
Five-Panel Drug Test
The standard screening for THC, Cocaine, Amphetamines, Opiates, and PCP.
Fingerprint-Based Search
A criminal search using biometric identifiers; often required for regulated roles.
Follow-Up Testing
A series of drug or alcohol tests conducted after an employee returns to duty, as directed by the SAP, typically lasting 12–60 months.
G
Gatekeeper Notification
Alerts to designated personnel when new criminal or driving activity is reported.
Gross Negligence / Negligent Hiring
Liability that may occur when an employer fails to conduct reasonable background checks.
H
Hit / No Hit
Indicates whether a record was found during a search.
I
Identity Verification
The process of confirming that an applicant is who they claim to be.
Investigative Consumer Report
A report including interviews about character or reputation.
Incident-Based Monitoring
Notifications triggered by new criminal or driving activity.
J
Jurisdiction
The geographic or legal boundary governing where records are stored (county, state, federal).
K
Keyholder Screening
Screenings for employees with physical access to facilities, inventory, or sensitive areas.
L
Laboratory-Confirmed Result
A drug test result analyzed and validated by a certified laboratory.
GC/MS and LC/MS are the most common types of confimration testing.
License Monitoring
Ongoing tracking of license status for regulated professions typically in the healthcare industry.
M
Medical Review Officer (MRO)
A licensed physician who reviews and verifies drug test results.
Motor Vehicle Report (MVR)
A summary of driving history including violations, suspensions, and license status.
Multi-Jurisdictional Criminal Database Search
A broad search of aggregated criminal data, requiring county-level verification.
N
National Sex Offender Registry Search
A search of sex offender registries across all states and territories.
Non-DOT Drug Test
A test governed by employer policy rather than DOT regulation.
O
Oral Fluid Drug Test
A screening method using saliva to detect recent drug use.
P
Post-Accident Drug Testing
Testing conducted after a workplace accident or incident to determine whether drug or alcohol use may have been a contributing factor. DOT regulations specify criteria for when this testing is required.
Permissible Purpose
Required legal justification under the FCRA to request a background check.
Pre-Adverse Action
The employer's initial notice before a negative hiring decision.
Pre-Employment Drug Testing
Testing conducted before an applicant is hired to ensure they meet the employer’s drug-free workplace requirements.
Professional License Verification
Confirmation of credentials required for certain roles (e.g., nursing, HVAC, pest control applicators).
Q
Qualifying Offense
An offense that disqualifies an applicant based on law, regulation, or employer policy.
R
Random Drug Testing Program
A selection system where employees are chosen at random for drug testing.
Reasonable Suspicion Testing
Testing based on documented signs of impairment.
Re-screening / Annual Monitoring
Recurring background checks on existing employees or volunteers.
Return-to-Duty Testing
Testing required following a policy violation before an individual resumes work.
S
SAP – Substance Abuse Professional
A DOT-qualified professional who evaluates employees who violate drug and alcohol regulations and provides required recommendations for education, treatment, return-to-duty testing, and follow-up testing.
Section 613 Notice
A notice sent when public record information has not been verified.
Shy Bladder
A DOT-defined situation where an employee is unable to provide a sufficient urine specimen during a collection. This triggers a timed waiting period and possible medical evaluation under specific DOT protocols.
Shy Lung (Insufficient Breath Sample)
A condition in alcohol testing where an individual cannot provide a sufficient breath sample for analysis. Similar to shy bladder, this requires specific procedural steps and may trigger medical evaluation.
Split Specimen
A secondary portion of a urine specimen reserved for independent confirmation testing.
SSN Trace / Address History Search
A foundational search that identifies prior names and addresses.
Statewide Criminal Search
A search for criminal records held at the state level. Typically, all counties are included but not in every jurisdiction.
T
Turnaround Time
The expected completion timeline for a screening.
Third-Party Administrator (TPA)
An organization that manages drug testing programs, random pools, and compliance. Typically for DOT regulated companies.
U
Unverifiable Record
A record that cannot be confirmed at the primary court source and therefore cannot be reported.
V
Verification
The process of confirming the accuracy of information such as employment, education, or licensing.
Volunteer Screening
Background checks conducted for nonprofit or community organizations.
W
Withhold Adjudication
A court disposition where a defendant is not formally convicted but the record may still appear in a criminal search.