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1000 Centralized Background Check Unit (CBCU)

CBCU January 2016

The CBCU consists of DFPS employees who are responsible for processing background checks for a variety of DFPS populations. The CBCU is part of the Operations division of DFPS.

1100 Responsibilities for Background Check Policy

CBCU January 2016

All affected DFPS employees are responsible for:

  •  being aware of background check policies; and

  •  maintaining open communication regarding background checks.

For responsibilities specific to CBCU staff, see 1400 CBCU Program Organization.

1200 History of the CBCU

CBCU January 2016

The Centralized Background Check Unit (CBCU) was established in 2007 under the authority of Senate Bill 758 from Texas’s 80th Legislature. This bill mandated that DFPS create a program improvement plan that would build upon previous child protective services reforms. One of the requirements of the plan was to streamline criminal history background checks to increase the efficiency and effectiveness of those checks.

Prior to 2007, background checks for Child Care Licensing, agency contractors, and volunteers were processed by various DFPS staff across the state. With the roll out of the CBCU in 2008, completion of these background checks was consolidated into one unit. There are benefits to DFPS using a more centralized approach to processing background checks, which ultimately lead to better DFPS regulatory and program decisions. These benefits include:

  •  greater consistency across the state

  •  improved efficiency and streamlined processes

  •  CBCU staff become experts in the subject of background checks

  •  CBCU staff are available during business hours and provide a Support Line dedicated to customer service

To further utilize the expertise of CBCU staff as it relates to background checks across the agency, the Editing and Publication Guide for DFPS Policy was updated in January 2014 to require that CBCU review any policy, procedure, or rule development which references background checks. (In the Editing and Publication Guide for DFPS Policy, see 1110 Approvals for Changes in Background Check Policy.) This requirement was implemented to further increase consistency and accuracy regarding background checks across the agency.

1300 Definitions of Terms

CBCU October 2017

ABCS (Automated Background Check System)

ABCS is the data-entry portal used to electronically submit background check requests for individuals who are not employed by DFPS but who have a business need to access DFPS information technology resources, clients, Case Connection, or facilities.

ABCS feeds the background check requests into IMPACT for processing. The ABCS User Guide explains how to access and use the system. For details on how ABCS is used by the different populations that request background checks through CBCU, see:

2000 Background Checks for Purchased Client Services

3000 Background Checks for External User Access to Information Resources

5000 Background Checks for Court Appointed Special Advocates (CASA) Employees, Volunteers, and Board Members

ABCS Requestor

The ABCS requestor is the person authorized to enter background check requests in ABCS for a specific contract or entity. An ABCS account can have up to seven authorized requestors.

The ABCS requestor for purchased client services (PCS) contracts is usually the PCS contractor or the contractor’s designee, but may also be the DFPS contract manager or other DFPS staff.

The ABCS requestor for external users is a DFPS employee or an individual not employed by DFPS who is authorized to submit background checks for a particular entity.

A cleared background check from DFPS is required before becoming an ABCS requestor.

There are two types of requestors: users and administrators.

Users

Users have the ability to enter new background check requests and update their own information, such as updating a password or an email address.

Administrators

In addition to the permissions of a user, administrators can maintain all account information, which includes the ability to delete other users.

Barred

Barred (or absolute bar) means that a person is prohibited from accessing DFPS clients, resources, or case information, depending on the area of request.

For more information on how this term applies to the different populations that request background checks through CBCU, see:

2452 Absolute Bar (for purchased client services)

3462 Background Check Determinations: Absolute Bars (for external user access to information resources)

5420 Denied (for CASA employees, volunteers, and board members)

Case Connection

Case Connection is a web-based application on the HHSC public website that allows CASA employees, volunteers, and board members assigned to a case to access a child’s substitute care records and certain case information.

CBCU Staff

The Centralized Background Check Unit (CBCU) is a program within Operations Support Services. CBCU staff perform background checks for the following populations:

  •   CPS staff attempting to facilitate a Parental Child Safety Placement by requesting exigent FBI checks.

  •   Court Appointed Special Advocates (CASA).

  •   Potential DFPS employees.

  •   DFPS volunteers and interns.

  •   DFPS external stake holders.

  •   Purchased Client Services contractors.

  •   External users.

  •   Non-DFPS employees who have access to DFPS information technology and buildings.

CBCU also conducts Central Registry checks for the public upon individual request.

Central Registry Check

A name-based search in IMPACT (Information Management Protecting Adults and Children in Texas) of the DFPS Central Registry of reported child abuse and neglect investigation records in Texas. As required by the Texas Family Code 261.002, DFPS maintains the Central Registry. The Central Registry consists only of information gathered during Child Protective Services, Child Care Licensing, and Adult Protective Services Provider investigations of child abuse and neglect in cases which were given a disposition of “reason to believe” or “confirmed,” and the person had a role of designated perpetrator or sustained perpetrator.

CLASS (Child Care Licensing Automation Support System)

CLASS is a computer application used by Child Care Licensing staff for record management.

Cleared

Cleared means that there is no further action required regarding the results of a person’s background check or DFPS History Check.

For details on how this term is used by the different populations that request background checks through the CBCU, see:

2451 Cleared (for Purchased Client Services)

3461 Background Check Determinations: Cleared (for External User Access to Information Resources)

5410 Cleared (for Court Appointed Special Advocates (CASA) Employees, Volunteers, and Board Members)

Contractors

Contractors are the entities that contract with DFPS or HHSC and provide services to these agencies or their clients. The contractor may be the entity’s owner, sole proprietor, executive director, and so on. The term contractor includes both current and potential contractors.

For more information about contractors that request background checks through CBCU, see:

2000 Background Checks for Purchased Client Services

3000 Background Checks for External User Access to Information Resources

Contraindication

Contraindication refers to results of a criminal history check that do not constitute an absolute bar to access but do require review through a risk assessment.

  •  Likely contraindications are offenses that weigh more heavily against allowing the individual to access DFPS resources, due to the severity of the offenses and the risk that such past behavior may pose to DFPS resources.

  •  Possible contraindications are offenses that may adversely affect an individual’s eligibility to access DFPS resources, depending on the duties of the individual’s position and the level of access required.

Court Appointed Special Advocates (CASA)

Texas CASA is a network of 72 community-based programs that recruit, train and support citizen-volunteers to advocate for the best interests of abused and neglected children in courtrooms and communities. Volunteer advocates — empowered directly by the courts — offer judges the critical information they need to ensure that each child’s rights and needs are being attended to while in foster care.

CASA ABCS Representative

The CASA ABCS representative is a CASA employee designated by the CASA program liaison to collect and verify the personal information of CASA employees, volunteers, and board members for the purposes of completing a DFPS History Check.

The ABCS representative enters the personal information into the ABCS system so the background check can be completed. The ABCS representative must consent to the completion of his or her own background check before gaining access to ABCS.

CASA HHS Enterprise Portal Representative

The CASA HHS Enterprise Portal representative is the person in each local CASA program who approves requests for new HHS Enterprise Portal and Case Connection accounts for CASA employees, volunteers, and board members.

CASA Program Liaison

The CASA program liaison is the person within each local CASA program who designates a person for the role of ABCS representative for that local program.

Criminal Conviction

In general, criminal conviction refers to a criminal prosecution that results in a judgment that the defendant is guilty of the crime. Criminal convictions can include:

  •  a guilty plea;

  •  a plea of nolo contendere (no contest); or

  •  a judgment or order rendered for a crime.

Each CBCU program area may have additional stipulations or requirements regarding what is or is not considered a criminal conviction. For information on how this is defined in each policy area, see:

2441 Assessing DFPS and Criminal History Records (for purchased client services)

3460 Background Check Determinations (for external user access to information resources)

Data Integrity Specialists

Data integrity specialists are DFPS staff in each region who work under the Program Support Division processing requests for access to DFPS computer applications.

DFPS Facilities

DFPS facilities are any facilities that either house or support DFPS operations.

DFPS History Check

A DFPS History Check is a search in IMPACT of investigation records on child and adult abuse, neglect, and exploitation in Texas. The search is based on the subject’s name, date of birth, gender, address, Social Security number, and any other criteria provided. The search identifies all Child Protective Services, Adult Protective Services, and Child Care Licensing cases that reference the subject of the background check, regardless of the subject’s role or relationship.

DFPS Information Technology Resources

DFPS information technology resources is any information collected by DFPS, including information stored in electronic format, or the tools used to access and make use of that information (including computer programs and applications, databases, computer systems, and networks).

Direct Access

Direct access includes:

  •  access to records on DFPS clients and any information on DFPS clients that is exempt from disclosure under provisions of state and federal law, including a client’s:

  •  name,

  •  address,

  •  date of birth,

  •  Social Security number,

  •  educational records,

  •  medical records,

  •  financial records,

  •  case information, and

  •  school attendance information;

  •  access to DFPS information technology resources; and

  •  unescorted access (that is, access without a badge, key, or key card) to DFPS facilities.

Direct Contact

Direct contact includes:

  •  physical contact with a DFPS client, excluding casual or inadvertent contact;

  •  physical access to the home or living quarters of a DFPS client;

  •  communication with a DFPS client, excluding casual or inadvertent communication;

  •  access to confidential DFPS client records, including a client’s:

  •  name,

  •  address,

  •  date of birth,

  •  Social Security number,

  •  educational records,

  •  medical records,

  •  financial records,

  •  case information, and

  •  school attendance records; and

  •  access to DFPS information resources.

Direct contact does not include:

  •  casual or inadvertent physical contact with a DFPS client;

  •  casual or inadvertent communication with a DFPS client; or

  •  contact at an educational presentation or seminar for a group of DFPS clients by a presenter who does not have access to confidential information about the clients.

For providers of Supervised Independent Living (SIL) services, the direct contact definition above does not apply. These providers are only required to conduct background checks through ABCS for their employees, subcontractors, and volunteers who work directly under the SIL contract. However, these providers must take actions necessary to maintain the safety of any young adult to whom care is provided under the contract. If the contractor believes that additional background checks are warranted, the contractor requests these background checks through a source other than ABCS.

DPS Criminal History Check

A DPS Criminal History check is a name-based criminal history check requested through the Texas Department of Public Safety (DPS). The check returns all Texas-based arrests and dispositions, including both convictions and cases with unknown dispositions. In some cases, the search produces results on juvenile criminal history.

DPS RAP Back

Updates to the Texas criminal history information of subjects for whom DFPS obtained fingerprint-based check results from the DPS database. If a subject has a fingerprint-based check for DFPS purposes or policy, DPS automatically notifies DFPS every time there is a subsequent arrest of the subject in the state of Texas.

Due Diligence Checks

Due diligence checks are any of the background investigations or checks that may be requested or required to determine whether a prospective employee is eligible to work for DFPS. The DFPS History Check is one type of due diligence check. Examples of other due diligence checks are the criminal history checks and driving record checks that DFPS Talent Acquisition Group (TAG) staff request from the Texas Department of Public Safety.

Due Diligence Notice

A due diligence notice is the email sent by the TAG specialist to CBCU that provides detailed person information regarding the prospective employee. The due diligence notice is the method by which the CBCU learns that a DFPS History Check needs to be completed on a prospective employee.

eMAC

An eMAC is an electronic request form used to move, add, change, or remove an individual’s access to DFPS information technology resources. The eMAC system is an online tool used for submitting, tracking, and processing eMAC requests.

Employer

Employer (as the term is used in 3000 Background Checks for External User Access to Information Resources) means the employer or manager of the individual who is the subject of the background check request. The employer is under contract to provide services to DFPS.

External Sunsetting

External sunsetting is an automated process in IMPACT. It ensures that all background checks submitted through ABCS (including background checks submitted to fulfill PCS, external user access, and CASA policy requirements) are moved to an inactive state in IMPACT when more than 24 months pass from the date of their last background check.

Automated emails are sent to:

  •  the main email address for the contractor (as identified in ABCS); and

  •  the contract manager.

The emails include a spreadsheet listing any persons with:

  •  background checks that will expire soon (those that are 23 months since the last request); and

  •  expired background checks (those that are 25 months or more since the last request).

If the person listed in the notification is no longer providing services to DFPS clients, no action is needed by the contractor.

At the same time that the email notification is sent, an automated process closes any overdue records in IMPACT and moves the person to an inactive status. If a person is made inactive and he or she has been previously identified as an authorized user of ABCS, the person will lose access to the ABCS system.

FBI Criminal History Check

An FBI Criminal History check is a fingerprint-based criminal history check requested through the FBI. It returns all offenses committed within the United States. An FBI check may be required if an individual is unable to obtain an out-of-state criminal history check.

FBI Exigent Check

A name-based search of the Federal Bureau of Investigation (FBI) database of crimes committed within the United States. Results consist of U.S.-based arrests and dispositions obtained from fingerprints, disposition reports, and other information submitted by agencies having criminal justice responsibilities. These checks are only performed for CPS staff to facilitate an emergency Parental Child Safety Placement if:

  •   the subject is known to have resided outside of Texas in the past 3 years or is currently residing in another state; and

  •   the subject is an adult or emancipated minor.

The subject must follow-up with an FBI Fingerprint Check within a short timeframe. See CPS Handbook 3211.22 FBI Exigent and Fingerprint Checks for more details.

FBI Name Check

A name-based search of the Federal Bureau of Investigation (FBI) database of crimes committed within the United States. Results consist of U.S.-based arrests and dispositions obtained from fingerprints, disposition reports, and other information submitted by agencies having criminal justice responsibilities. This type of check is only available after the subject’s fingerprint submissions have resulted in rejection at the FBI level twice. The FBI Name Check must be submitted within 90 days of the last rejection date. 

HHS Enterprise Portal

HHS Enterprise Portal, sometimes referred to as the Identity Access Management System (IAM), is owned and maintained by Health and Human Services (HHS). The portal allows users to:

  •   access applications such as the Automated Background Check System (ABCS);

  •   register for an account; and

  •   submit access requests for resources and applications.

The portal also allows approvers to approve or deny access requests.

Hiring Authority

A hiring authority is the DFPS employee who is responsible for hiring and onboarding DFPS applicants. The hiring authority may be a Talent Acquisition Group specialist or the direct supervisor of the job position to be filled. The hiring authority reviews (or assigns for review) the DFPS History Check information on prospective employees to determine:

  •  whether the candidate is eligible to be hired; and

  •  whether to designate the case or cases as sensitive.

Hiring Specialists

Hiring specialists are administrative DFPS employees who facilitate the hiring of staff for all DFPS programs. Hiring specialists:

  •  post, screen and hire for direct delivery workers and support staff;

  •  provide the status on the direct delivery hiring for vacant positions;

  •  provide the start date of new employees;

  •  provide hiring reports to regional management; and

  •  provide DFPS salary and policy interpretation.

Identity Access Management (IAM) System

The Identity Access Management (IAM) System is an alternate term for the HHS Enterprise Portal.

IMPACT

IMPACT (Information Management Protecting Adults and Children in Texas) is the automated case management system for investigations of abuse, neglect, and exploitation conducted by DFPS.

Office of Refugee Resettlement (ORR)

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

An Out-of-State Abuse and Neglect History check is a search of records for abuse and neglect investigations that are maintained by another state.

Out-of-State Criminal History Check

An Out-of-State Criminal History check is requested through the statewide law enforcement repository for a particular state. The results prove that an individual has no criminal history in that state or provide a full report on the individual’s criminal history, including specific arrests. The results must include the individual’s full name and identifying information (such as date of birth and Social Security number), the state providing the results, and the date that the check was conducted.

Principal

A principal is any person who has the ability to make unilateral fiscal decisions on behalf of the contractor. Persons with the following titles or roles are automatically considered to be principals:

  •  Executive director

  •  Chief executive officer

  •  Comptroller

  •  Signature authority

  •  Chief financial officer

A principal may also be:

  •  an individual who fulfills these roles but who is a subcontractor; or

  •  an entity that manages financial or accounting operations.

Professional Capacity

Professional capacity is the reporter or collateral designation in an abuse or neglect case documented in IMPACT that identifies the person as someone who:

  •  is obligated to report abuse and neglect; or

  •  works with clients in addressing abuse and neglect issues.

Purchased Client Services (PCS)

Purchased client services (PCS) are the services DFPS provides to clients through contracts with local businesses.

Purchased Client Services (PCS) Contractor’s Staff

A PCS contractor’s staff includes the current and potential:

  •  staff of the contractor;

  •  volunteers of the contractor;

  •  subcontractors;

  •  staff of the subcontractors; and

  •  volunteers of the subcontractors.

Regional Positions

Regional positions are DFPS job positions that are housed in the various DFPS service regions and are under the direct supervision of the regional chain of command. These positions generally work for one particular DFPS program, such as CPS or APS.

Risk Assessment

A risk assessment (as the term is used in 5000 Background Checks for Court Appointed Special Advocates (CASA) Employees, Volunteers, and Board Members) is an evaluation conducted by CBCU to determine the level of risk that an individual poses based on his or her abuse and neglect history. See Appendix 4000-1: Tips for Reviewing DFPS Case History to Assess Hiring Eligibility.

A risk assessment involves a review by CBCU staff that includes consideration of:

  •  the nature of the individual’s access to DFPS clients and client information;

  •  the nature and seriousness of the abuse and neglect findings;

  •  the age of the person at the time of the incident;

  •  the length of time since the incident;

  •  the person’s efforts toward rehabilitation since the incident, if available in the records;

  •  any pattern of abuse and neglect history;

  •  the extent to which the individual cooperated with the efforts made by DFPS investigators to provide services; and

  •  any other mitigating or aggravating factors.

Sponsor

A sponsor is a DFPS program manager or higher-level employee who initiates a request to provide access to, and takes responsibility for the actions of, individuals who are not DFPS employees but require access to DFPS resources for business purposes. The individual is assigned to a unit within the sponsor’s unit structure in the IMPACT system. A sponsor is an employee of DFPS and is not someone from an external entity.

Staffing Specialist

A staffing specialist is an employee of the human resources contractor (Northgate Arinso) who processes requisitions for job postings using the CAPPS system, including the routing and tracking of due diligence requests.

State Office Positions

State office positions are DFPS job positions that are under the direct supervision of the state office chain of command. These positions may be housed in state office or in a regional office, depending on their role.

Statewide Intake (SWI)

Statewide Intake (SWI) is the DFPS central point of contact for reports of child and adult abuse, neglect, and exploitation in Texas. SWI staff are available 24 hours a day, seven days a week, 365 days a year. SWI staff assess the information reported by applying state statutes and DFPS policy, enter the information in IMPACT, and ensure that the report is forwarded to the correct DFPS program and field office.

Talent Acquisition Group Specialists

Talent Acquisition Group specialists are DFPS employees in the Workforce Development division of the Operations division who:

  •  post, screen, and hire for direct delivery workers and support staff;

  •  provide the status on the direct delivery hiring for vacant positions;

  •  provide the start date of new employees;

  •  provide hiring reports to regional management; and

  •  provide DFPS salary and policy interpretation.

Texas Department of Public Safety (DPS)

The Texas Department of Public Safety (DPS) enforces the laws protecting the public safety and providing for the prevention and detection of crime. It is a central repository for criminal history arrest records in Texas. If the case went to court, the clerk of the court exercising jurisdiction reports the disposition to DPS.

1400 CBCU Program Organization

CBCU January 2016

The CBCU handles background check matters for all licensed childcare providers and operations, Purchased Client Services Contractors, DFPS volunteers and interns, external stakeholders for DFPS, and non-employees who have access to DFPS systems and buildings.

The CBCU also processes Texas abuse/neglect database checks for new hires to DFPS and Central Registry checks for the public upon individual request.

1410 CBCU Staff Responsibilities

CBCU January 2016

The CBCU is comprised of the positions listed below. Each of these positions may be expected to complete other duties as assigned by a CBCU manager or the CBCU director.

See:

1411 CBCU Inspector

1412 Administrative Assistants

1412.1 CBCU Licensing Admin

1412.2 FBI Specialist

1412.3 CBCU Director’s Admin

1413 System Support Specialist

1414 CBCU Manager

1415 Program Specialist

1416 CBCU Director

1411 CBCU Inspector

CBCU January 2016

CBCU inspectors support the Child Care Licensing (CCL) and Residential Child Care Licensing (RCCL) programs. These two programs are collectively referred to as “Licensing.”

CBCU inspectors work in conjunction with Licensing field staff to ensure compliance with background check standards. Operations and providers regulated by the Licensing program submit the required background checks (see TAC §745.615 for details on who is required to complete background checks.), and the results are sent to an internal DFPS database known as Childcare Licensing Automation Support System (CLASS).

CBCU inspectors use CLASS to access background check results, document actions and assessments, communicate the results to child care providers, and coordinate with Licensing field staff.

1412 Administrative Assistant

CBCU January 2016

Administrative assistants (admins) provide support to the program and the agency in several capacities.

See:

1412.1 CBCU Licensing Admin

1412.2 FBI Specialist

1412.3 CBCU Director’s Admin

1412.1 CBCU Licensing Admin

CBCU January 2016

The majority of admins in the CBCU perform work related to the background checks completed by operations regulated by Licensing.

CBCU Licensing admins:

  •  process, evaluate, and research possible background check matches against the DFPS Central Registry;

  •  assist in the background check process by forwarding Central Registry matches to CBCU inspectors for assessment, requesting desk reviews for older Central Registry findings, sending and tracking letters to persons with Central Registry matches to notify them of their right to due process, and tracking open investigation cases;

  •  document information in the Childcare Licensing Automation Support System (CLASS);

  •  provide customer service to providers and Licensing staff regarding background check-related matters, including helping to monitor the 800 support line.

  •  enter information in the CLASS system in order to initiate background check requests when the provider is unable to enter requests into the automated public provider system; and

  •  provide administrative support in such areas as maintaining unit statistics, logging and tracking assignments, processing closed case records, processing files to be sent to the Legal department, and distributing mail and faxes.

1412.2 FBI Specialist

CBCU January 2016

The FBI specialists are admins that serve as support staff in the background check processes for Licensing as well as other program areas and external stakeholders. They are responsible for:

  •  documenting fingerprint rejections for background checks for Licensing in the CLASS system and initiating name-based FBI searches as needed following fingerprint rejections;

  •  locating information about new DPS arrests for persons who have previously had fingerprint-based criminal background checks completed, and routing this information to the appropriate CBCU inspector for processing;

  •  conducting research to locate missing FBI results for all populations and entering them into the CLASS system;

  •  providing troubleshooting assistance with all matters related to background check results, especially those related to fingerprint-based results; and

  •  providing general background check assistance through monitoring of the 800 support line and the Ask CBCU email box.

1412.3 CBCU Director’s Admin

CBCU January 2016

The director’s admin provides assistance to the CBCU director and five unit managers.

The director’s admin:

  •  enters and submits monthly travel requests for the director and managers;

  •  maintains an inventory of office supplies and orders new supplies as needed;

  •  orders specialized office supplies, ergonomic equipment and other purchases specifically for CBCU staff;

  •  submits requests for new data reports;

  •  saves completed monthly reports to the CBCU share drive;

  •  transcribes and prepares minutes for CBCU manager meetings;

  •  attends workgroup meetings with both CBCU and other agency staff as requested;

  •  corresponds and interacts with DFPS agency staff, public providers, Department of Public Safety (DPS), and other external agencies regarding background checks, policies, and procedures;

  •  distributes and validates monthly invoices from the DPS and the DPS approved fingerprinting finger for background check fees;

  •  maintains an expense log to assist with tracking the department’s budget;

  •  serves as the CBCU Records Management Coordinator and liaison to DFPS Records Management;

  •  assists with planning and coordinating all-staff meetings;

  •  participates in the planning and coordination of events for the State Employee Charitable Campaign; and

  •  assists with special projects, reports, and other requests as needed.

1413 System Support Specialist

CBCU January 2016

The systems support specialist (SSS) positions support the division in a variety of background check functions, depending upon the unit to which they are assigned. SSS positions are responsible for:

  •  supporting the work of inspectors and admins in Licensing background checks;

  •  processing DFPS’s internal requests for data on new employees, interns, non-client services contractors, and volunteers regarding any involvement they may have in investigations initiated by any of the following DFPS agencies: Child Protective Services, Adult Protective Services, or Child Care Licensing;

  •  processing criminal history and Central Registry background checks on volunteers and employees associated with the following organizations: Children’s Advocacy Centers, Big Brothers/Big Sisters of America, Texas chapters of the Make-A-Wish Foundation, and the I Have a Dream/Houston program;

  •  processing DFPS abuse/neglect history requests for the Court Appointed Special Advocates (CASA) organization;

  •  completing Central Registry searches initiated by a requestor in the general public on him or herself or initiated by the Cenpatico organization for behavioral health services providers;

  •  completing APS abuse/neglect history checks for DADS foster care providers; and

  •  processing criminal history and DFPS abuse/neglect history matches for Purchased Client Services contractors and their staff.

Depending on the background check population to which they are assigned, SSSs may be responsible for

  •  reviewing and assessing background check results against applicable policies;

  •  sending notification of results to requestors;

  •  evaluating the risk that a person poses to the health or safety of children or vulnerable adults; or

  •  completing other duties as needed to provide support to the division as a whole.

1414 CBCU Manager

CBCU January 2016

The CBCU managers are responsible for the oversight of all job duties performed by inspectors, system support specialists, and administrative assistants.

Managers participate in the process of establishing and modifying procedures for the program as well as assisting CBCU staff in assessing the risk posed by individuals whose background checks have resulted in a match.

Managers review and make a final decision regarding any risk evaluations or requests for emergency release submitted to them by inspectors and system support specialists. The CBCU manager is charged with ensuring that customer service is appropriately delivered to all internal and external stakeholders.

1415 Program Specialist

CBCU January 2016

The CBCU program specialists:

  •  complete various program improvement activities;

  •  assist with special projects;

  •  identify and meet staff training needs;

  •  ensure that program policies and procedures are adequately documented and clarified;

  •  play a guiding role in the development of curriculum and handbook materials for staff;

  •  act as a liaison to various other programs and entities as needed, including serving as legislative coordinator for the division;

  •  are responsible for compiling and distributing various data reports regarding program volume and performance; and

  •  serve as a support to the CBCU management team and are assigned additional duties as needed to further program development.

1416 CBCU Director

CBCU January 2016

The CBCU director is charged with the oversight and administration of the CBCU division. The director:

  •  ensures consistency of background check processes and decision making across the division;

  •  works with stakeholders to align agency background check policies, processes, and decision-making;

  •  is the liaison between DFPS and key stakeholders involved with the background check process, such as Texas Department of Public Safety (DPS) and the fingerprint scanning vendor under contract with DPS;

  •  works to form collaborative relationships with community partners, such as volunteer agencies and other state agencies;

  •  works with program staff, IT, and program support on collaborative technical projects that enhance background check processes within the agency;

  •  works with program staff and the Audit division as a technical expert for internal and external audits of agency background checks;

  •  ensures that background check completion timeframes, consistency, and quality assurance measures are developed to meet statutory requirements and agency goals;

  •  assists during legislative session to ensure legislative analysis and fiscal impact reviews are completed for any legislation presented that pertains to background checks; and

  •  reports to the director of Operational Support Services for DFPS.

1500 Contacting the Centralized Background Check Unit

1510 CBCU Contact Information

CBCU March 2017

CBCU Support Line

The number to call for general background check assistance is 1-800-645-7549. This CBCU Support Line is available to the public Monday through Friday from 8:00am until 4:30 pm.

CBCU staff assigned to cover the Support Line answer incoming calls and provide general assistance, connect callers with the CBCU staff person designated to handle the specific background check or issue, and refer callers to other resources, as appropriate.

Callers are provided with the name and number of the CBCU staff person assigned to the issue and are encouraged to attempt to contact that person first in the future.

CBCU Contact List

The Background Check Contacts page is maintained by CBCU on the DFPS public website. This page provides external stakeholders with contact information according to the population served. Consult the Background Check Contacts page on the DFPS public website to identify the contact number or email address specific to the population served.

CBCU Mailing Address

The mailing address for CBCU is listed below.

DFPS

Centralized Background Check Unit

Mail Code: 121-7

P.O. Box 149030

Austin, Texas 78714-9030

CBCU Fax

The main fax number for CBCU is 512-339-5871.

Consult the Background Check Contacts page to identify the fax number associated with a specific population served.

When sending a fax to CBCU, following information should be included:

  •  identity of the sender (including contact information);

  •  subject matter;

  •  operation number (if Licensing background check); and

  •  intended CBCU recipient’s name.

1520 CBCU Email Contacts

CBCU January 2016

Mailbox Name

and Address

Purpose

CBCU Staff Assigned to the Mailbox

DFPS Ask CBCU

 

Available to all populations and the general public for any background check questions that do not fall under the purpose of another mailbox (listed below).

Also used to:

  •  request assistance for foster/adoptive household members who require fingerprinting but are physically unable to leave the home (See CCL 2009 Field Communication #132 regarding Fingerprinting for Home Bound Individuals).

  •  send notification of Administrative Review requests being handled by Office of Consumer Affairs or CPS Resolution Specialists.

FBI Specialists

 

 

DFPS PCS Background Checks

 

Purchased Client Services (PCS) contractors and DFPS PCS staff submit questions and other correspondence related to background checks.

PCS

System Support Specialists

DFPS CCL FBI RESULTS

 

Licensed providers (Daycare and Residential) and DFPS staff submit inquiries or issues related to a Licensing FBI background check.

FBI Specialists

DFPS CASA BGC Checks

 

Inquiries, questions, and other correspondence regarding background check requests for Court Appointed Special Advocates (CASA) program board members, staff, and volunteers.

Non-Licensing

System Support Specialists

DFPS VOLUNTEER CHECKS

 

Inquiries, questions, and other correspondence regarding background check requests for DFPS Volunteers, Interns, and Child Welfare Board Members.

Non-Licensing

System Support Specialists

DFPS BCU-HX CHECKS

 

Background check requests for DFPS new hires and potential employees, as well as related questions or correspondence.

Non-Licensing

System Support Specialists

DFPS EXTERNAL ACCESS BGC

 

Inquiries about background checks requested for non-employees who have access to DFPS systems (such as State Office janitors, State Office security guards, IT contractors, DFPS Temps, and DADS foster parents). Some background check requests and other technical issues for these populations are also addressed through this mailbox.

Non-Licensing

System Support Specialists

DFPS Cenpatico BGC Requests

 

 

Background check requests for Cenpatico behavioral health providers, as well as questions or other related correspondence.

Non-Licensing

System Support Specialists

DFPS CAC TX BGC REQUEST

 

 

Background check requests for Big Brothers Big Sisters (BBBS) and CACTX (Children’s Advocacy Centers of Texas) program board members, staff, and volunteers, as well as related questions or correspondence.

Non-Licensing

System Support Specialists

DFPS FAD CBCU Background Checks

 

CPS FAD staff submit inquiries or other correspondence related to risk evaluations and due process for CPS foster/adoptive applicants.

Program Specialist

DFPS TX Abuse Neglect BGC

 

Background check requests from the general public, as well as questions or other related correspondence.

Non-Licensing System Support Specialists

DFPS CBCU Exempt BGC

 

Background check requests for exempt operations in Licensing

Licensing System Support Specialists and Admins

 

 

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