Definitions of Terms
Background Checks April 2026
The definitions below serve as a glossary for this handbook.
Background Checks Definition April 2026
A requestor is the person authorized to enter background check requests in ABCS for a contractor or entity.
A person must have a cleared or eligible background check from DFPS Background Checks before being designated as an ABCS requestor.
For information on who may be a requestor for a contractor or entity, see:
2000 Background Checks for Contracted Services
3000 Background Checks for Non-DFPS Staff
There are three types of requestors: users, subusers, and administrators.
Users
Users may:
- Enter new background check requests.
- Update their own information, such as a password and email address.
Subusers
Subusers may enter new background check requests.
Administrators
Administrators may:
- Perform all user actions.
- Maintain account information, including deleting users and subusers and assigning access to results.
Application Security Administrator (ASA)
Background Checks Definition April 2026
ASAs are DFPS staff in each region who work in the Application and Data Support division. ASAs process requests for access to DFPS computer applications.
Automated Background Check System (ABCS)
Background Checks Definition April 2026
ABCS is the electronic system used to submit data and request background checks for:
- Persons who are not DFPS employees but who have a business need to access DFPS clients or resources, including facilities or the Case Connection system.
- Entities authorized by the Legislature to request background checks on their employees, volunteers, and board members, including:
- Children’s Advocacy Centers (CAC).
- Court Appointed Special Advocates (CASA).
- The Texas Juvenile Justice Department (TJJD).
ABCS populates background check requests into IMPACT for processing. For guidance on how different groups use ABCS, see:
2000 Background Checks for Contracted Services
3000 Background Checks for Non-DFPS Staff
7000 Background Checks for DFPS Volunteers and Interns
8000 Background Checks for State and Federal Audit Staff
Background Checks Definition April 2026
DFPS Background Checks is a program in the Office of Background and Search Services (OBSS) within the Office of the Assistant Deputy Commissioner of Operations (ADCO). Staff process background checks for:
- Potential caregivers in a parental child safety placement.
- Court appointed special advocates (CASA) employees, volunteers, and board members.
- Applicants for DFPS employment and current DFPS employees.
- DFPS volunteers and interns.
- DFPS external stakeholders.
- Purchased client services contractors.
- Non-DFPS staff who need access to DFPS resources or clients.
- State and federal audit staff.
- Members of the public who request a Central Registry check on themselves.
Barred, also known as Ineligible
Background Checks Definition April 2026
Barred or ineligible (or absolute bar) means a person is prohibited from accessing DFPS clients or resources.
For more information on how this term applies to different request groups, see:
2520 Absolute Bar (for purchased client services)
3420 Absolute Bars (for non-DFPS staff)
5420 Denied (for CASA employees, volunteers, and board members)
7420 Absolute Bars (for DFPS volunteers and interns)
8320 Absolute Bars (for state and federal audit staff)
Background Checks Definition April 2026
The CASA ABCS representative is a CASA employee whom the CASA program liaison designates to collect and verify the personal information of CASA employees, volunteers, and board members for the purpose of completing a DFPS History Check.
Background Checks Definition April 2026
The CASA program liaison is the person in each local CASA program who designates a person for the role of CASA ABCS representative for that local program.
Background Checks Definition April 2026
Case Connection is a web-based application that allows CASA employees, volunteers, and board members assigned to an open case in IMPACT to view specific case information, including a child’s substitute care records.
Background Checks Definition April 2026
A Central Registry check is a name-based search of the DFPS Central Registry in IMPACT. The DFPS Central Registry contains records of child abuse and neglect investigations in Texas, as required by Texas Family Code §261.002.
The Central Registry contains only investigations that meet both of the following criteria:
- Child Protective Investigations (which includes Child Care Investigations) or Health and Human Services Provider Investigations gathered the information during an investigation of child abuse or neglect.
- One of the following applies:
- The subject has a role of designated perpetrator or sustained perpetrator in an investigation with a disposition of Reason to Believe or Confirmed.
- The subject is listed as an alleged perpetrator in an open investigation of child abuse or neglect.
Child Care Licensing Automation Support System (CLASS)
Background Checks Definition April 2026
CLASS is a computer application the Health and Human Services (HHS) Child Care Licensing (CCL) staff uses to manage records.
Cleared, also known as Eligible
Background Checks Definition April 2026
Cleared or eligible means no information was found during the background check that would prevent the subject from serving in the role for which the check was submitted.
For details on how this term applies to different background checks request groups, see:
2510 Cleared (for purchased client services)
3410 Cleared (for non-DFPS staff)
5410 Cleared (for court appointed special advocates (CASA) employees, volunteers, and board members)
7410 Cleared (for DFPS volunteers and interns)
8310 Cleared Background Checks (for state and federal audit staff)
Background Checks Definition April 2026
A contractor is a person associated with a vendor that has a contract with DFPS, or in some cases with the Health and Human Services Commission (HHSC), to provide services for DFPS or its clients.
The term contractor includes both current and prospective contractors.
Background Checks Definition April 2026
A contraindication refers to background check results that are not an absolute bar to accessing DFPS resources or clients but require a review through a risk assessment.
Court Appointed Special Advocates (CASA)
Background Checks Definition April 2026
Texas CASA is a network of community-based programs that recruit, train, and support citizen volunteers who advocate for the best interests of abused and neglected children in courtrooms and communities. A judge may appoint a CASA volunteer to ensure a child’s needs are met and rights are protected while the child is in foster care.
Background Checks Definition April 2026
A criminal conviction is the outcome of a criminal prosecution that resulted in the defendant being found guilty. Criminal convictions may include:
- A guilty plea.
- A plea of nolo contendere (no contest).
- A court judgment or order rendered for a crime.
Background Checks staff review all criminal history of the subject of a background check and determine what does or does not meet the definition of a criminal conviction.
Background Checks Definition April 2026
s. DFPS facilities are buildings that house or support DFPS operations. DFPS may share these facilities with other state agencies.
Background Checks Definition April 2026
A DFPS history check is a search in IMPACT of records of investigations of child or adult abuse, neglect, or exploitation in Texas. The search identifies all investigations by Child Protective Investigations, Adult Protective Services, Health and Human Services Commission (HHSC) Provider Investigations, and Child Care Investigations that mention the subject of the background check, regardless of the subject’s role or relationship in the case. This check type is also referred to as an FPS history check.
DFPS Information Technology Resources
Background Checks Definition April 2026
DFPS information technology resources include:
- Any information that DFPS collects, including information stored electronically.
- The tools used to access or manage that information. These tools include computer programs and applications, databases, computer systems, and networks.
Background Checks Definition April 2026
DFPS resources include any items owned by DFPS or in the care of DFPS, such as:
- Property.
- Electronic systems.
- Paper files.
- Information, including client information.
- Facilities where DFPS staff or these resources are housed.
Background Checks Definition April 2026
Direct access includes:
- Access to DFPS resources.
- Access to records or information about DFPS clients that is confidential under state and federal law, including a client’s:
- Name
- Address
- Date of birth
- Social Security number
- Educational records
- School attendance information
- Medical records
- Financial records
- Case information
- Physical access to the home or living quarters of a DFPS client.
- Access to DFPS information technology resources.
- Unescorted access (meaning access granted with a badge, key, or key card, instead of a human escort) to DFPS facilities.
Background Checks Definition April 2026
Direct contact includes:
- Physical contact with a DFPS client (except casual or accidental contact).
- Communication with a DFPS client (except casual or accidental communication).
Exception for Presenters
A person does not have direct contact if the person presents at an educational session or seminar for DFPS clients and does not have access to confidential client information.
Exception for Supervised Independent Living (SIL)
The direct contact definition above does not apply to providers of Supervised Independent Living (SIL) services.
Background Checks Definition April 2026
A DPS RAP back is an update to a person’s Texas criminal history Record of Arrests and Prosecutions (RAP) from the Texas Department of Public Safety (DPS). DFPS automatically receives a DPS RAP back notification every time DPS arrests a person who has completed a name-based background check through DFPS.
Background Checks Definition April 2026
Due diligence checks are any of the background checks that may be requested to determine whether a prospective employee is eligible to work for DFPS. A due diligence check can include a DFPS history check, a criminal history check, and a driving record check.
Background Checks Definition April 2026
A due diligence notice gives detailed information about a DFPS prospective employee that Background Checks may use to process the background check.
The TAG hiring specialist submits a due diligence notice to the staffing specialist. The staffing specialist then uploads the notice into ABCS when Northgate Arinso (NGA) enters the background check for the prospective employee.
Background Checks Definition April 2026
External sunsetting is the process of making background checks on external subjects (people outside DFPS) inactive if a renewal background check is not submitted in a timely manner according to applicable policy. External sunsetting occurs on background checks submitted for PCS, non-DFPS staff, DFPS volunteers and interns, and CASA.
Background Checks Definition April 2026
An FBI fingerprint check is a fingerprint-based criminal history search requested through the Federal Bureau of Investigation (FBI). The results include all offenses on the subject’s criminal history record that have been committed in the United States.
Background Checks Definition April 2026
An FBI exigent check is a name-based search of the FBI’s database of crimes committed in the United States. Results include arrests and dispositions from fingerprint records, disposition reports, and other information submitted to the FBI by agencies with criminal justice responsibilities.
See the Child Protective Services Handbook, 3212.2 Completing Background Checks for more details.
Background Checks Definition April 2026
An FBI name check is a name-based search of the FBI’s database of crimes committed in the United States. Results include arrests and dispositions from fingerprint records, disposition reports, and other information submitted to the FBI by agencies with criminal justice responsibilities.
This type of check is only available after two attempted FBI fingerprint checks cannot be processed due to poor fingerprint quality.
Background Checks Definition April 2026
FBI RAP back is a service that provides real-time notifications of criminal activity for subjects who have completed an FBI fingerprint-based check for DFPS. When DFPS subscribes to a subject’s criminal history record, the agency receives notifications within 24-48 hours via IMPACT of qualifying events in Texas and nationwide.
Events that trigger FBI RAP back notifications include:
- Arrests.
- Criminal record updates (dispositions and expungements).
- Sex offender registry additions, modifications, and deletions.
- Death notices.
Background Checks Definition April 2026
A hiring authority is the DFPS employee responsible for hiring a new applicant and managing the onboarding process. The hiring authority may be a TAG specialist or the new employee’s direct supervisor.
Identity Access Management (IAM) System
Background Checks Definition April 2026
The Identity Access Management System, known as IAMOnline, is the platform used to manage user identities and system access for all HHS employees, contractors, providers, citizens, and partners. IAMOnline replaced the HHS Enterprise Portal.
Background Checks Definition April 2026
Information Management Protecting Adults and Children in Texas (IMPACT) is the automated case management system used by DFPS to document investigations and services involving abuse, neglect, or exploitation.
Background Checks Definition April 2026
Logical access is the technical ability for a person or computer system to use criminal justice information (CJI) or criminal justice information systems (CJIS). This includes actions such as the electronic ability to read, create, or modify information, delete a file, execute a program, or access information through an external connection.
My DFPS Application Portal (MyDAP)
Background Checks Definition April 2026
MyDAP is an external online portal that allows DFPS staff, external stakeholders, and other authorized users to access applications such as the Automated Background Check System (ABCS), E-Reports, and the Texas Central Registry Portal. ABCS moved to MyDAP at the end of April 2024.
This portal allows users to:
- Register for a MyDAP account.
- Submit requests to access DFPS resources.
- Access applications.
The portal also allows approvers to review, approve, or deny requests for access to computer applications.
Office of Refugee Resettlement (ORR)
Background Checks Definition April 2026
The Office of Refugee Resettlement (ORR) is a federal agency that provides resources to new refugees and helps them integrate into American society.
Out-of-State Abuse and Neglect History Check
Background Checks Definition April 2026
An out-of-state abuse and neglect history check is a search of other US states’ records of investigations and cases of abuse and neglect.
Information on obtaining these results is available on the Interstate Child Care Background Check Contact List provided by the US Department of Health and Human Services.
Prevention and Early Intervention (PEI)
Background Checks Definition April 2026
PEI is a program within HHSC that focuses on preventing bad outcomes before they occur. This program helps families and communities in preventing:
- Child abuse and neglect.
- Juvenile delinquency.
- Runaway youth.
- Truancy.
Primary Administrator
Background Checks Definition April 2026
The primary administrator is listed in the Provider Portal and is the person within each organization who approves requests for access to ABCS.
Background Checks Definition April 2026
A principal (as the term is used in 2000 Background Checks for Contracted Services) is a person who can make financial decisions on behalf of a vendor without needing approval from others. DFPS automatically considers the following roles to be principals:
- Executive Director
- Chief Executive Officer
- Chief Financial Officer
- Comptroller
- Signature Authority
A principal may also be either of the following:
- An individual who fulfills one of these roles but who is a subcontractor.
- An entity that manages financial or accounting operations.
Background Checks Definition April 2026
Professional capacity is a designation DFPS may assign to a reporter or collateral in an abuse, neglect, or exploitation case in IMPACT.
A reporter or collateral is acting in a professional capacity if both of the following apply:
- The person is a professional reporter, which is a person in certain fields of work who makes a report based on his or her training and expertise.
- The person learned about the situation while performing professional duties.
Purchased Client Services (PCS)
Background Checks Definition April 2026
Purchased client services (PCS) are services DFPS provides to clients through contracts with local businesses.
Purchased Client Services (PCS) Contractor’s Staff
Background Checks Definition April 2026
PCS contractor’s staff includes the following people, whether current or prospective:
- Employees of the contractor.
- Volunteers of the contractor.
- Subcontractors.
- Employees and other staff members of the subcontractors.
- Volunteers of subcontractors.
Background Checks Definition April 2026
Regional positions are DFPS job positions that are housed in the various DFPS regions and are under the direct supervision of the regional chain of command.
Reportable Conduct Check
Background Checks Definition April 2026
A reportable conduct check is a check completed by DFPS through the Search Engine for Multi-Agency Reportable Conduct (SEMARC). Reportable conduct is defined in Chapter 810 of the Texas Health and Safety Code and means a participating state agency’s determination that an individual engaged in abuse, neglect, exploitation, or misconduct, and for which the determining agency has done both of the following:
- Provided any required notice or opportunity to contest the determination.
- Issued a final determination.
Participating state agencies include the following:
- Texas Health and Human Services Commission (HHSC).
- Texas Department of Family and Protective Services (DFPS).
- Texas Education Agency (TEA).
- Texas Juvenile Justice Department (TJJD).
Background Checks Definition April 2026
A risk assessment is an evaluation conducted by Background Checks to determine the level of risk a person may pose to DFPS resources and clients, based on the person’s criminal history or abuse and neglect history. See Appendix 5: Tips for Reviewing DFPS Case History to Assess Hiring Eligibility.
For details on how risk assessments apply to different groups requesting background checks, see:
3000 Background Checks for Non-DFPS Staff
7000 Background Checks for DFPS Volunteers and Interns
8000 Background Checks for State and Federal Audit Staff
Search Engine for Multi-Agency Reportable Conduct (SEMARC)
Background Checks Definition April 2026
SEMARC is a centralized search system for authorized users to access information across multiple agencies about individuals with a history of reportable conduct.
DFPS data in SEMARC includes only employment-based investigations, such as child care investigations, school investigations, investigations conducted against DFPS and SSCC staff for maltreatment of clients, and provider investigations where there is a child victim. Family-based and Adult Protective Services investigations are not included.
SEMARC results are used to determine a person’s eligibility for employment, volunteer positions, certification, contracts, or licensure by entities such as long-term care facilities, public schools, probation departments, and child care operations.
SPARC
Background Checks Definition April 2026
Service Portal and Resource Center (SPARC) is the replacement for the eMAC system. A SPARC is an electronic request form used to move, add, change, or remove a person’s access to DFPS information technology resources.
Background Checks Definition April 2026
A sponsor is a DFPS program manager or higher-level employee who does both of the following:
- Initiates requests to provide access to DFPS resources for persons who are not DFPS employees but need access for business purposes.
Background Checks Definition April 2026
A staffing specialist is an employee of the human resources vendor, Northgate Arinso (NGA), who processes requests for job postings using the Centralized Accounting and Payroll/Personnel System (CAPPS). This includes initiating due diligence checks in ABCS.
Background Checks Definition April 2026
State office positions are DFPS job roles under the direct supervision of the state office chain of command. These positions may be housed in the state office or assigned to regional offices, depending on their role.
Background Checks Definition April 2026
Statewide Intake (SWI) is the DFPS central point of contact for reports of abuse, neglect, and exploitation of children and adults in Texas. SWI operates 24 hours a day, seven days a week, 365 days a year. SWI staff do the following:
- Assess reports by applying state laws and DFPS policies.
- Enter the information into IMPACT.
- Notify the correct DFPS program and field office of the reported abuse, neglect, or exploitation.
Background Checks Definition April 2026
The subject of a background check is the person whose criminal history or abuse and neglect history is being reviewed as part of a background check.
Talent Acquisition Group (TAG)
Background Checks Definition April 2026
The Talent Acquisition Group (TAG) consists of hiring specialists who are DFPS employees in the Human Resources division. They manage the hiring process for DFPS employees.
Texas Department of Public Safety (DPS)
Background Checks Definition April 2026
The Texas Department of Public Safety (DPS) enforces laws protecting public safety and providing for the prevention and detection of crime. It is a central holding place for criminal history records in Texas. If a case goes to court, the clerk of the court reports the disposition (outcome) of the case to DPS.
Texas Name-Based Criminal History Check
Background Checks Definition April 2026
A Texas name-based criminal history check is a criminal history search requested through the Texas Department of Public Safety (DPS) that uses a person’s name instead of fingerprints. Results include all Texas-based arrests and dispositions (outcomes), including convictions and cases with unknown dispositions. The search sometimes produces results on juvenile criminal history. This type of check is often referred to as a DPS check.
Background Checks Definition April 2026
A vendor is an entity that has an approved business need to contract with DFPS. A vendor has contractors who provide services to DFPS staff, clients, facilities, or information technology resources.
For more information about vendors that request background checks through Background Checks, see:
2000 Background Checks for Contracted Services
Instagram