background screening for residential group home providers...
TRANSCRIPT
Background Screening for
Residential Group Care Providers
Sherry L. Smyly, M.S. | Director, Background Screening Program
RaeJohné Peterson | Operations Manager, Florida Abuse Hotline
Tanisha Lee, MMFT, CWLC | Statewide Group Home Licensing
Specialist, Office of Child Welfare
Presentation Goals
Participants will be able to understand:
o Federal and state requirements outlining group home employees’
background screening
o How to maintain and document screening results as a child-caring agency
o Basics of background screening process
o How to register for an OCA number with DCF Background Screening
o How to request access to the AHCA Clearinghouse
o AHCA Clearinghouse Overview
o Components of Background Screening for residential group home providers
o How to request the right screening for an employee and applicant
Legal References
Bipartisan Budget Act of 2018—P.L. 115-123
Effective October 1, 2018, States are required to ensure all child-care institutions conduct criminal records checks, including fingerprint-based checks of national crime information databases and child abuse registry checks on any adult working in the child-care institution.
Florida Statutes 409.145Caregivers employed by residential group homes.—All caregivers in residential group homes shall meet the same education, training, and background and other screening requirements as foster parents.
435.04. F.S. Level 2 screening standards
Florida Administrative Code 65C-14 Group Care Licensing
Required Background Screenings
for Group Home Employees
Background
Screen TypeDatabase
Administered
by:
What does this
look for?
How do I request
this screening?
Fingerprints for
employees 18 years
of age and older
National
Crime
Information
Center (NCIC)
Federal Bureau
Investigation (FBI)
Includes: arrests,
dispositions, and
incarcerations for all 50
states and US
territories.
Applicants submit
fingerprints to the
AHCA Clearinghouse.
Florida Crime
Information
Center (FCIC)
Florida Department
of Law Enforcement
(FDLE)
Includes: arrests,
dispositions, and
incarcerations for the
State of Florida.
Juvenile records
checks
Florida Department of Law
Enforcement (FDLE)
Provides delinquency
records for individuals
12 to 26 years old.
For applicants age 18
years and older, juvenile
record results, if
applicable, are provided
along with FBI/FDLE
results in the
Clearinghouse.
For individuals
12-17 years old, providers submit juvenile records requests using the electronic submission portal at
https://shield.fdle.state.fl. us/shield/app/orisearch
Abuse and Neglect
Records Checks
Any abuse and/or neglect records for
the individual through the use of the
Department’s Florida Safe Families
Network (FSFN).
Background
Screen TypeWhat does this look for?
How do I request this screening?
Initial: Initial screenings are
provided through the AHCA
Clearinghouse.
For household members ages
12-17 years old– providers will
complete the Abuse History
Request For Employment form.
Please note: Under the section
Employment Type: select
applicable type. Under Expected
Position/Role of Applicant: write
Minor Household Member.
Resubmission: Providers
will utilize the Abuse History
Request For Employment
form and follow instructions
to complete and return to
DCF. *One form per person.
Civil Court Records
Check
Provides records of involvement related to criminal
and civil court cases, traffic citations, probate,
municipal infractions and more. This includes any
records regarding domestic violence complaints and
orders of protection.
The employer should contact their local
clerk of court to verify steps to request
records.
Out of State Abuse and
Neglect and Civil
Records Requests
* if applicable
*If the employee resided in any other state during the
past five (5) years, requests for abuse and neglect
histories and civil court records regarding domestic
violence complaints and orders of protection must be
made for those states.
Follow guidance for the applicable
state(s)to request criminal and abuse
histories.
https://childcareta.acf.hhs.gov/sites/defa ult/files/public/child_care_subsidy_crimin al_background_check_contacts_novemb er_2017_508c.pdf
Background
Screen TypeWhat does this look for?
How do I request this
screening?
Florida Sexual
Offenders and Predator
Search
FDLE Sexual Offender and Predator public website
provides public information and photos on individuals
registered as sexual offenders and predators in
Florida.
https://offender.fdle.state.fl.us/offender/s ops/home.jsf
Local Criminal Record
Search and *911 Call
Out History
Local criminal record checks through local law
enforcement agencies provide records of criminal
activity and law enforcement responses to requested
address.
*The term 911 Call Out is used to describe records
of any responses to the home by law enforcement
which may include those that did not result in
criminal charges.
The employer should contact their local
law enforcement agency to verify steps
to request records. Employers are
encouraged to contact their lead agency
to discuss any current protocol in place
for requesting local records.
What do I do with the results?
Each child-caring agency shall maintain a personnel file for each employee that includes:
o The employment application
o Signed Affidavit of Good Moral Character
o Reference letters
o Verification of required background screeningso All employee background checks are required to be rescreened annually with the exception of
fingerprints and out of state checks. Fingerprints are rescreened every five years. For applicants whohave resided in another state within the past 5 years, the screening for out-of-state civil and abuseand neglect checks are conducted at initial hire.
o Annual performance reviews and disciplinary actions
o Training records
o Employee start and termination dates
In the event of a child-caring agency closure, the facility shall return all open and closed records to the Department.
Reference: F.A.C. Chapter 65C-14-Group Care Licensing
Best Practice Tips
Utilize the Group Home Employee Background Status Log to keep record
of all employee background screening completion dates. This document
was designed to be an ongoing tool to update existing and add new
employee background screening information.
Please note: This log will be requested annually during relicensure.
Basics of Background Screening
DCF Background Screening processes background screening requests on individuals working with children, the elderly and vulnerable populations for programs licensed or regulated by the department.
Types of Programs
Which program does background screenings apply to?
Requesting an OCA Number
OCA numbers are issued by the
department to register an entity
requesting to conduct background
screening through the department.
Registration is required through the
appropriate licensing or regulating
program or background screening.
Complete and submit the
request form
How to register for access through the Clearinghouse
1. Go to the AHCA Clearinghouse Portal through
the DCF Background Screening Website
2. Select New User Registration
3. Read the authorization statement
4. Confirm that you understand and agree with the
authorization statement
5. Select Continue
How to register continued…
AHCA Clearinghouse OverviewAHCA Clearinghouse OverviewAHCA Clearinghouse OverviewAHCA Clearinghouse Overview
Benefits of using the Clearinghouse
Initiating screenings in the Clearinghouse prior to sending an employee/applicant
for fingerprinting:
o Allows providers to take control of the screening (correct data entry, OCA, ORI)
o Prevents delays due to unmatched screenings and duplication of submissions
o Track screenings from request to eligibility determination
o Provides email notification to the provider regarding status updates to requests initiated
o Allows user to connect to available screenings if available and for screening at reduced costs
o Share results of criminal history screenings among specified agencies
o Maintain your employee roster
o TCR Number is provided for rejected fingerprints. This will allow a 2nd screening at NO EXTRA CHARGE
o Access to the Florida Public Rap Sheet FREE for 30-days
o Link to Clearinghouse compatible Live Scan vendors
AHCA Clearinghouse OverviewAHCA Clearinghouse OverviewAHCA Clearinghouse OverviewAHCA Clearinghouse Overview
AHCA Clearinghouse OverviewAHCA Clearinghouse OverviewAHCA Clearinghouse OverviewAHCA Clearinghouse Overview
Employee Roster: Individuals working with a
facility are required to be on the employee
roster.
Updates to the roster are required per 435.12,
F.S. within 10 days of employment status
changes.
AHCA Clearinghouse OverviewAHCA Clearinghouse OverviewAHCA Clearinghouse OverviewAHCA Clearinghouse Overview
Clearinghouse Components of Clearinghouse Components of Clearinghouse Components of Clearinghouse Components of
Background Screening Background Screening Background Screening Background Screening
o Not in Clearinghouse/New Hire (Primary
Screening with Abuse History Check
included)
o In Clearinghouse, New hire no FSFN
(Resubmission or Agency Review with
Abuse History Check included)
Abuse History Check Formo Existing Staff in Clearinghouse
o Existing Staff with abuse history
already in Clearinghouse
Criminal History
Abuse History Only
Clearinghouse Screening Required
Clearinghouse Components of Clearinghouse Components of Clearinghouse Components of Clearinghouse Components of
Background Screening Background Screening Background Screening Background Screening Criminal History
Screening Screening Screening Screening
TypesTypesTypesTypesWhen To Conduct The ScreeningWhen To Conduct The ScreeningWhen To Conduct The ScreeningWhen To Conduct The Screening
Primary Screening
A primary screening should be initiated when there are no retained
fingerprints in the Clearinghouse for an applicant. Selecting this
screening will allow you to set up a Live Scan electronic fingerprinting
appointment for an applicant.
Resubmission
If fingerprints are retained for an applicant, you may initiate a
resubmission rather than getting the applicant reprinted. You will use
this option if you are unable to conduct an agency review or if there is
a 90 day lapse of employment.
Agency Review
If an individual has been screened by another specified agency and
entered into the Clearinghouse, an employer must request an agency
review. There is no charge for an agency review request.
RenewalUp to 60 days prior to fingerprint expiration date, providers may renew
fingerprints on file at a reduced cost.
Clearinghouse Components ofClearinghouse Components ofClearinghouse Components ofClearinghouse Components ofBackground Screening Background Screening Background Screening Background Screening
Complete and submit request form for abuse history check.
Please return to DCF via Fax or email:
Attention: Group Home/DCF Regulated Employment Requests Fax: 850-487-6009
email: [email protected]
Abuse History Only
Clearinghouse Components ofClearinghouse Components ofClearinghouse Components ofClearinghouse Components ofBackground Screening Background Screening Background Screening Background Screening
Abuse History Results
Background Screening Background Screening Background Screening Background Screening RRRReeeessssoooouuuurrrrcccceeeessss
Background Screening website:
http://www.dcf.state.fl.us/programs/backgroundscreening/i ndex.shtml
Here, you can:
o Log into your Clearinghouse Portal account
o View Clearinghouse user guides and videos
o View FAQs
o See a listing of National Criminal and Abuse History
contacts
Questions? Questions? Questions? Questions?
For additional questions, comments or concerns
please contact :
[email protected] Group Home Licensing
[email protected] Background Screenings
[email protected] Florida Abuse Hotline