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3000 Background Checks for Non-DFPS Staff

Background Checks June 2026

The DFPS Background Checks program completes background checks on people who are not DFPS employees but who have a business need for direct access to DFPS information technology resources or facilities. This includes:

  • Information technology contractors.
  • Auditors.
  • Janitorial staff.
  • Health passport users.
  • Security guards.
  • Shred vendors.
  • Contracted case management services staff. (DFPS contracts with nonprofit and other governmental entities to oversee case management services.)
  • Other people with an approved business need.

Access may be granted to DFPS information technology resources or facilities only after the person is assessed for risk based on background check results.

A background check may contain the following types of checks:

DFPS may also require the following types of background checks:

  • An FBI fingerprint check is required for non-DFPS staff who, at the time of the background check request, meet any of the following criteria:
    • Currently live outside Texas.
    • Have lived outside Texas in the past two years.
    • Will have unescorted access to unencrypted criminal justice information (CJI), even if the subject only has physical or logical access to devices that store, process, or transmit unencrypted CJI.
  • An out-of-state abuse and neglect history check may be required if there is good cause, such as when DFPS has a reasonable belief that a subject may have a history of abuse or neglect in another state.

The subject is not allowed to access DFPS information technology resources or facilities until all required background checks have been completed and he or she is determined eligible by the Background Checks program. See 3400 Background Checks Assessments and Determinations.

3100 Populations Exempted from Background Checks for Non-DFPS Staff

Background Checks June 2026

The following populations are not subject to background check requirements for non-DFPS staff. Instead, they require a background check under the policies listed below:

3200 Defining Staff Responsibilities

3210 DFPS Sponsor

Background Checks June 2026

A DFPS sponsor does the following:

  • Communicates with vendors to make sure everyone complies with background check policy.
  • Takes appropriate actions to address noncompliance.
  • Makes sure background checks and required forms are submitted.
  • Makes sure the vendor has verified the accuracy of the personal information on each subject seeking access to DFPS information technology resources or facilities.
  • Obtains and provides any missing or additional information that the Background Checks program requires.
  • Initiates background check requests in the Automated Background Check System.
  • Determines whether the subject is eligible to have access to DFPS information technology resources or facilities.
  • Makes sure required renewal background checks and required forms are submitted before the expiration date to avoid interruption of system access.
  • Makes sure new background checks and required forms are submitted to restore access if an account has been deleted because of inactivity.
  • Notifies the Background Checks program if the subject discloses any criminal history or abuse or neglect history.
  • Notifies the Background Checks program, Information Technology Services Application and Data Support staff, and/or network security administrators when a subject is no longer employed with his or her original DFPS vendor or no longer needs access to DFPS information technology resources or facilities.

3220 Application and Data Support and Network Security Administrators

Background Checks June 2026

Application and Data Support staff or network security administrators do the following:

3230 Background Checks Program

Background Checks June 2026

The Background Checks program does the following:

  • Completes background checks accurately and in a timely manner.
  • Notifies DFPS sponsors about the results of the background checks.

3300 Background Check Renewals

Background Checks June 2026

The sponsor must initiate a renewal background check every 12 months from the date of the original request for as long as the subject is authorized to access DFPS information technology resources or facilities. The subject can continue to access DFPS information technology resources or facilities while waiting for the outcome of a renewal background check.

If the results of the renewal check reveal criminal, abuse, neglect, or reportable conduct history that would bar the subject from access, the subject is no longer allowed access to DFPS information technology resources or facilities.

3400 Background Check Assessments and Determinations

Background Checks June 2026

The Background Checks program determines whether a subject is eligible or ineligible based on the background check results.

The initial determination is based on:

Appendix 3: Criminal History Bars for DFPS Volunteers, Interns, and Non-DFPS Staff

Appendix 1: Abuse, Neglect, Exploitation, and Reportable Conduct History Bars for DFPS Employees, Prospective Employees, Volunteers, and Interns, Non-DFPS Staff, and CASA Employees, Volunteers, and Board Members

The appendices listed above indicate:

  • Criminal convictions that are absolute bars for accessing DFPS resources or clients.
  • DFPS abuse, neglect, or exploitation history that is an absolute bar for accessing DFPS resources or clients.
  • Reportable conduct history that is an absolute bar for accessing DFPS resources or clients.

The Background Checks program does not disclose any of the above history on non-DFPS staff to anyone outside of DFPS.

3410 Determination

Background Checks June 2026

The requestor is notified when the subject has a determination of eligible, ineligible, or absolute bar (using the appendices below) for accessing DFPS information technology resources or facilities. See:

Appendix 1: Abuse, Neglect, Exploitation, and Reportable Conduct History Bars for DFPS Employees, Prospective Employees, Volunteers, and Interns, Non-DFPS Staff, and CASA Employees, Volunteers, and Board Members

Appendix 3: Criminal History Bars for DFPS Volunteers, Interns, and Non-DFPS Staff

A cleared or eligible determination means no information was found during the required background checks that would prohibit the subject from having access to DFPS clients and resources.

A barred or ineligible (or absolute bar) determination means the subject is prohibited from accessing DFPS clients or resources.

3420 Absolute Bars

Background Checks June 2026

The Application and Data Support division is notified when the background check results are an absolute bar and the subject is ineligible (using the appendices below) from having access to DFPS clients and resources. See:

Appendix 1: Abuse, Neglect, Exploitation, and Reportable Conduct History Bars for DFPS Employees, Prospective Employees, Volunteers, and Interns, Non-DFPS Staff, and CASA Employees, Volunteers, and Board Members

Appendix 3: Criminal History Bars for DFPS Volunteers, Interns, and Non-DFPS Staff

3430 Risk Assessment

Background Checks June 2026

The Background Checks program completes a risk assessment before determining a subject eligible or ineligible, under the following circumstances:

  • The subject has criminal, abuse, neglect, or exploitation history that requires review.
  • The subject has a pattern of criminal history that might put DFPS clients or resources at risk.
  • The subject has reportable conduct history that might put DFPS clients or resources at risk.

The Background Checks program also completes a risk assessment on juvenile criminal history obtained from the Texas Department of Public Safety or the FBI. If the Background Checks program assesses that there is risk of immediate harm if access is allowed, Background Checks staff consults with the DFPS Office of General Counsel to make a final determination.

The subject cannot have access to DFPS clients or resources until both of the following occur:

  • The risk assessment is complete.
  • The Background Checks program determines that the subject is eligible.

3440 Incomplete Background Checks

Background Checks June 2026

A background check is considered incomplete for one of two reasons:

  • The subject does not communicate with the Background Checks program or provide additional information or documentation within five calendar days.
  • The Background Checks program is unable to obtain all required information to complete the background check within 30 calendar days of the request date.

If a background check is not successfully completed, it is closed and documented as non-applicable (NA) and the subject is not granted access to DFPS information technology resources or facilities.

An extension to the 30-day deadline may be requested. Proof must be provided that reasonable steps have been taken to meet the requirements.

A background check request must be submitted to restart the process once the required documentation is available.

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