February 2018
This revision of the DFPS Centralized Background Check Unit Operating Handbook was published on February 5, 2018. Summaries of new or revised items are provided below.
Reorganization: CBCU Changing to BC (PATS 10592)
Part of the original Centralized Background Check Unit (CBCU) moved to HHSC effective September 2017. The group remaining at DFPS is the Background Checks (BC) division. This revision reflects:
• the separation;
• changes to New Hire procedures for background checks; and
• PCS procedures for background checks.
See:
2000 Background Checks for Purchased Client Services
2100 Division of CBCU and PCS Staff Responsibilities for Purchased Client Services
2110 CBCU DFPS Background Checks (BC) Staff Responsibilities
2120 PCS Staff
2200 Types of Background Checks
2210 PCS Background Checks That Are Always Required
2220 PCS Background Checks That May Be Required
2221 Fingerprint-Based Criminal History Checks
2222 Out-of-State Abuse and Neglect History Checks
2300 Overview of the Background Check Process
2310 Making the Initial Request for a Background Check
2320 Renewing a Background Check
2330 Options for Contractors With Multiple PCS Contracts
2340 Background Checks for Residential Operations Regulated by Child Care Licensing
2350 Reporting and Making Determinations for New Incidents
2400 Procedures
2410 Requesting a Background Check
2411 Requesting a Background Check During Contract Execution
2412 Requesting a Background Check at a Time Other Than Procurement
2420 Fingerprint-Based Criminal History Checks
2421 Completing a Fingerprint-Based Check
2422 Receiving Notification From DPS About New Arrests
2430 Retaining All Background Check-Related Correspondence From BC the CBCU
2440 Assessing the Results of Background Checks
2441 Assessing DFPS and Criminal History Records
2442 Assessing Sex Offender Registry Records
2443 Assessing Juvenile History Records
2444 Assessing Incomplete, Inconclusive, or Contested Criminal History Records
2450 Making a Determination
2451 Cleared
2452 Absolute Bar
2453 Eligible for a Risk Evaluation
2454 Contraindication
2455 Redeterminations (Renewals)
2500 Requesting a Review of a Determination
2510 Requesting a Review of a Determination Based on Criminal History
2520 Review of a Determination That Is Based on a History of Abuse, Neglect, or Exploitation
2521 Requesting the Review
2522 Conducting the Review
3000 Background Checks for External User Access to Information Resources
3100 Populations Exempted From Background Checks
3200 Background Check Waivers
3300 Division of Responsibilities for Background Checks for External Users
3310 Sponsor Responsibilities
3320 DI Specialist Responsibilities
3330 BC CBCU Staff Responsibilities
3400 Procedures
3410 Requesting a Background Check
3411 Requesting a Background Check After a Network Account Has Been Deleted
3420 Out-of-State Criminal History Checks
3430 Out-of-State Abuse or Neglect History Checks
3440 Background Check Renewals
3450 New Incidents and Investigations
3451 Reporting New Criminal Incidents (Self-Reporting Requirement)
3452 New DFPS Abuse and Neglect Investigations
3460 Background Check Determinations
3461 Background Check Determinations: Cleared
3462 Background Check Determinations: Absolute Bars
3463 Background Check Determinations: Risk Assessment
3464 Incomplete Out-of-State Background Checks
3470 Requests to Review BC's the CBCU's Background Check Decisions
3480 DFPS Background Checks and Employment
3490 Use of DFPS Background Check Resources
4000 DFPS History Checks for Prospective Employees
4100 Division of Responsibilities for Conducting DFPS History Checks
4200 DFPS History Check Procedures
4210 Initiating a DFPS History Check
4220 Conducting a Check
4230 Processing Clearances and Non-Prohibitive Matches
4240 Processing Potential Matches
4241 Regional Positions
4242 State Office Positions
4250 Processing Confirmed Matches
4251 Regional Positions
4252 State Office Positions
4260 Marking Cases as Sensitive in IMPACT
5000 Background Checks for Court Appointed Special Advocates (CASA) Employees, Volunteers, and Board Members
5100 CASA Background Check Policy
5110 Background Check Renewals
5120 DFPS Background Checks and Employment with CASA
5130 Improper Use of DFPS Background Check Resources
5200 Roles and Responsibilities
5210 CASA Employees, Volunteers, and Board Members
5220 CASA Automated Background Check System (ABCS) Representative
5230 CASA HHS Enterprise Portal Representative
5240 BC CBCU Staff
5300 Procedures for Requesting a Background Check
5400 Background Check Determinations
5410 Cleared
5420 Denied
5430 Risk Assessment
5500 New Incidents and DFPS Abuse and Neglect Investigations
5600 Requests to Review BC's the CBCU's Background Check Decisions