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Background Screening forResidential Group Care ProvidersSherry L. Smyly, M.S. Director, Background Screening ProgramRaeJohné Peterson Operations Manager, Florida Abuse HotlineTanisha Lee, MMFT, CWLC Statewide Group Home LicensingSpecialist, Office of Child Welfare
Presentation GoalsParticipants will be able to understand:o Federal and state requirements outlining group home employees’background screeningo How to maintain and document screening results as a child-caring agencyo Basics of background screening processo How to register for an OCA number with DCF Background Screeningo How to request access to the AHCA Clearinghouseo AHCA Clearinghouse Overviewo Components of Background Screening for residential group home providerso How to request the right screening for an employee and applicant
Required Background Screeningsfor Group Home EmployeesLegal ReferencesBipartisan Budget Act of 2018—P.L. 115-123Effective October 1, 2018, States are required to ensure all child-care institutions conduct criminalrecords checks, including fingerprint-based checks of national crime information databases and childabuse 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 shallmeet the same education, training, and background and other screening requirements as fosterparents. 435.04. F.S. Level 2 screening standards Florida Administrative Code 65C-14 Group Care Licensing
BackgroundScreen TypeFingerprints foremployees 18 yearsof age and olderDatabaseNationalCrimeInformationCenter (NCIC)Florida CrimeInformationCenter (FCIC)Juvenile recordschecksAdministeredby:Federal BureauInvestigation (FBI)Florida Departmentof Law Enforcement(FDLE)Florida Department of LawEnforcement (FDLE)What does thislook for?Includes: arrests,dispositions, andincarcerations for all 50states and USterritories.How do I requestthis screening?Applicants submitfingerprints to theAHCA Clearinghouse.Includes: arrests,dispositions, andincarcerations for theState of Florida.Provides delinquencyrecords for individuals12 to 26 years old.For applicants age 18years and older, juvenilerecord results, ifapplicable, are providedalong with FBI/FDLEresults in theClearinghouse.For individuals12-17 years old, providerssubmit juvenile recordsrequests using theelectronic submissionportal arch
BackgroundScreen TypeAbuse and NeglectRecords ChecksWhat does this look for?Any abuse and/or neglect records forthe individual through the use of theDepartment’s Florida Safe FamiliesNetwork (FSFN).How do I request this screening?Initial: Initial screenings areprovided through the AHCAClearinghouse.Resubmission: Providerswill utilize the Abuse HistoryRequest For Employmentform and follow instructionsto complete and return toDCF. *One form per person.For household members ages12-17 years old– providers willcomplete the Abuse HistoryRequest For Employment form.Please note: Under the sectionEmployment Type: selectapplicable type. Under ExpectedPosition/Role of Applicant: writeMinor Household Member.
BackgroundScreen TypeWhat does this look for?How do I request thisscreening?Florida SexualOffenders and PredatorSearchFDLE Sexual Offender and Predator public websiteprovides public information and photos on individualsregistered as sexual offenders and predators er/sops/home.jsfLocal Criminal RecordSearch and *911 CallOut HistoryCivil Court RecordsCheckOut of State Abuse andNeglect and CivilRecords Requests* if applicableLocal criminal record checks through local lawenforcement agencies provide records of criminalactivity and law enforcement responses to requestedaddress.*The term 911 Call Out is used to describe recordsof any responses to the home by law enforcementwhich may include those that did not result incriminal charges.The employer should contact their locallaw enforcement agency to verify stepsto request records. Employers areencouraged to contact their lead agencyto discuss any current protocol in placefor requesting local records.Provides records of involvement related to criminaland civil court cases, traffic citations, probate,municipal infractions and more. This includes anyrecords regarding domestic violence complaints andorders of protection.The employer should contact their localclerk of court to verify steps to requestrecords.*If the employee resided in any other state during thepast five (5) years, requests for abuse and neglecthistories and civil court records regarding domesticviolence complaints and orders of protection must bemade for those states.Follow guidance for the applicablestate(s)to request criminal and es/default/files/public/child care subsidy criminal background check contacts november 2017 508c.pdf
What do I do with the results?Each child-caring agency shall maintain a personnel file for each employee that includes:ooooThe employment applicationSigned Affidavit of Good Moral CharacterReference lettersVerification of required background screeningso All employee background checks are required to be rescreened annually with the exception offingerprints 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.oooAnnual performance reviews and disciplinary actionsTraining recordsEmployee start and termination datesIn the event of a child-caring agency closure, the facility shall return all open and closedrecords to the Department.Reference: F.A.C. Chapter 65C-14-Group Care Licensing
Best Practice TipsUtilize the Group Home Employee Background Status Log to keep recordof all employee background screening completion dates. This documentwas designed to be an ongoing tool to update existing and add newemployee background screening information.Please note: This log will be requested annually during relicensure.
Basics of Background ScreeningDCF Background Screening processes backgroundscreening requests on individuals working withchildren, the elderly and vulnerable populationsfor programs licensed or regulated by thedepartment.
Types of ProgramsWhich program does background screenings apply to?
Requesting an OCA NumberOCA numbers are issued by thedepartment to register an entityrequesting to conduct backgroundscreening through the department.Registration is required through theappropriate licensing or regulatingprogram or background screening.Completeand submit therequest form
How to register for access through theClearinghouse1. Go to the AHCA Clearinghouse Portal throughthe DCF Background Screening Website2. Select New User Registration3. Read the authorization statement4. Confirm that you understand and agree with theauthorization statement5. Select Continue
How to register continued
AHCA Clearinghouse OverviewBenefits of using the ClearinghouseInitiating screenings in the Clearinghouse prior to sending an employee/applicantfor fingerprinting:ooooooooooAllows providers to take control of the screening (correct data entry, OCA, ORI)Prevents delays due to unmatched screenings and duplication of submissionsTrack screenings from request to eligibility determinationProvides email notification to the provider regarding status updates to requestsinitiatedAllows user to connect to available screenings if available and for screening atreduced costsShare results of criminal history screenings among specified agenciesMaintain your employee rosterTCR Number is provided for rejected fingerprints. This will allow a 2nd screeningat NO EXTRA CHARGEAccess to the Florida Public Rap Sheet FREE for 30-daysLink to Clearinghouse compatible Live Scan vendors
AHCA Clearinghouse Overview
AHCA Clearinghouse OverviewEmployee Roster: Individuals working with afacility are required to be on the employeeroster.Updates to the roster are required per 435.12,F.S. within 10 days of employment statuschanges.
AHCA Clearinghouse Overview
Clearinghouse Components ofBackground ScreeningClearinghouse Screening RequiredCriminal HistoryAbuse History Onlyo Not in Clearinghouse/New Hire (PrimaryScreening with Abuse History Checkincluded)o In Clearinghouse, New hire no FSFN(Resubmission or Agency Review withAbuse History Check included)Abuse History Check Formo Existing Staff in Clearinghouseo Existing Staff with abuse historyalready in Clearinghouse
Clearinghouse Components ofBackground ScreeningCriminal HistoryScreeningTypesWhen To Conduct The ScreeningPrimaryScreeningA primary screening should be initiated when there are no retainedfingerprints in the Clearinghouse for an applicant. Selecting thisscreening will allow you to set up a Live Scan electronic fingerprintingappointment for an applicant.ResubmissionIf fingerprints are retained for an applicant, you may initiate aresubmission rather than getting the applicant reprinted. You will usethis option if you are unable to conduct an agency review or if there isa 90 day lapse of employment.AgencyReviewIf an individual has been screened by another specified agency andentered into the Clearinghouse, an employer must request an agencyreview. There is no charge for an agency review request.RenewalUp to 60 days prior to fingerprint expiration date, providers may renewfingerprints on file at a reduced cost.
Clearinghouse Components ofBackground ScreeningAbuse History OnlyComplete and submit request form for abuse history check.Please return to DCF via Fax or email:Attention: Group Home/DCF Regulated Employment Requests Fax: 850-487-6009email: hqw.bgs.abuse.history@myflfamilies.com
Clearinghouse Components ofBackground ScreeningAbuse History Results
Background ScreeningResourcesBackground Screening oundscreening/index.shtmlHere, you can:o Log into your Clearinghouse Portal accounto View Clearinghouse user guides and videoso View FAQso See a listing of National Criminal and Abuse Historycontacts
Questions?For additional questions, comments or concernsplease contact :Tanisha.Lee@myflfamilies.com Group Home LicensingSherry.Smyly@myflfamilies.com Background ScreeningsRaeJohne.Peterson@myflfamilies.com Florida Abuse Hotline
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 Bac
