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4000 DFPS History Checks for Prospective Employees

CBCU October 2017

CBCU is the screening agent for prospective DFPS employees. This section specifies the screening criteria and process for ensuring that DFPS History Checks are completed in a timely manner for prospective employees before the hiring process is completed.

4100 Division of Responsibilities for Conducting DFPS History Checks

CBCU October 2017

There are multiple entities who are involved in the DFPS History Check process. These entities are listed below with a synopsis of their roles and responsibilities. For a full definition of each entity, see 1300 Definitions of Terms.

CBCU Staff

For all DFPS History Checks, CBCU staff:

  •   thoroughly searches IMPACT to identify potential matches; and

  •   notifies the appropriate parties about matches in a timely manner.

For state office positions, CBCU staff:

  •   reviews match information obtained from the IMPACT search and makes decisions in a timely manner; and

  •   communicates appropriate information to the staffing specialists related to hiring decisions.

Data Integrity (DI) Specialist

The DI specialist confirms that a background check has been completed under this policy before processing an eMAC for a newly hired DFPS employee.

DFPS Hiring Authority

The hiring authority:

  •   reviews match information and makes decisions in a timely manner; and

  •   communicates appropriate hiring decisions to the staffing specialists.

Staffing Specialist

The staffing specialist provides information about the applicant to CBCU staff. The staffing specialist must ensure demographic information is accurate in order for CBCU to conduct a thorough background check.

4200 DFPS History Check Procedures

CBCU January 2016

DFPS conducts DFPS abuse, neglect, and exploitation background checks on all prospective employees, regardless of job duties.

Results found will only be reviewed by the authorized DFPS decision makers (DFPS hiring authority or CBCU staff) and are not shared with any external entities, including staffing specialists.

4210 Initiating a DFPS History Check

CBCU January 2016

When a candidate who is not a current DFPS employee is interviewed and is tentatively selected for a position at DFPS, the staffing specialist initiates a DFPS History Check by sending a due diligence notice via Outlook e-mail to the DFPS BCU-HX CHECKS mailbox (CBCU).

4220 Conducting a Check

CBCU October 2017

Within one business day of receiving the due diligence notice from the staffing specialists for DFPS, CBCU initiates the DFPS History Check request through the DFPS Automated Background Check System (ABCS). This triggers IMPACT to launch a search to determine if the potential employee has any DFPS case-related history. The search identifies matches and potential matches.

4230 Processing Clearances and Non-Prohibitive Matches

CBCU October 2017

If the search indicates that the prospective employee has had no involvement in a DFPS case or that any involvement requires no further action based on the requirements in Appendix 3000-2, CBCU:

  •   notifies the hiring authority by email that the DFPS History Check has been completed and the prospective employee cleared the DFPS History Check; and

  •   documents in IMPACT that CBCU completed the background check and whom CBCU notified about the results.

The hiring authority notifies the staffing specialist of the hiring decision.

4240 Processing Potential Matches

4241 Regional Positions

CBCU October 2017

If CBCU finds a potential match during the DFPS History Check for regional positions, CBCU uses Appendix 3000-2 to determine what action a confirmed match would require (Clear, Bar, or Review).

CBCU sends an email to the hiring authority listed on the due diligence notice. The email includes the potential match information and what action would be required if the match is confirmed. CBCU staff documents in IMPACT the results of the DFPS History Check and to whom CBCU sent the results.

The hiring authority determines whether the Person Record of the potential match belongs to the prospective employee by conducting further research. This research may include contacting the prospective employee to gather more information, such as the spouse’s name or children’s names and ages, and comparing this information to the Person Record in IMPACT.

If the match is confirmed, the hiring authority:

  •   notifies CBCU that the Person Record of the potential match belongs to the prospective employee so that CBCU can merge the Staff Record with the matched Person Record; and

  •   follows the steps in the Regional Positions section of 4250 Processing Confirmed Matches.

If the match is ruled out as belonging to the prospective employee, the hiring authority notifies CBCU that the result does not belong to the prospective employee. CBCU documents the information in the Person Record in IMPACT.

4242 State Office Positions

CBCU January 2016

If a potential match is found during the background check for state office positions, the CBCU documents in IMPACT that a DFPS History Check has been completed for the applicant.

The CBCU determines whether the Person Record of the potential match belongs to the prospective employee by conducting research which may include contacting the prospective employee to gather additional information such as the name of a spouse or children’s names and ages, and comparing this information to the Person Record in IMPACT.

If the match is confirmed, the CBCU follows the steps outlined in the State Office Positions section of 4250 Processing Confirmed Matches.

If the match is ruled out as belonging to the prospective employee, CBCU follows the steps outlined in 4230 Processing Clearances and Non-Prohibitive Matches

4250 Processing Confirmed Matches

4251 Regional Positions

CBCU October 2017

CBCU will merge all matched person records under the Staff Record in IMPACT if:

  •   a match is found during the DFPS History Check for regional positions; and

  •   the match is conclusively determined to belong to the prospective employee.

CBCU follows the steps in 4230 Processing Clearances and Non-Prohibitive Matches when the match falls into one of the Clear categories.

If the match falls into one of the Bar categories, CBCU:

  •   notifies the hiring authority by email that the DFPS History Check has been completed and the prospective employee is not eligible for hire; and

  •   documents in IMPACT that the background check has been completed and who was notified of the results. The hiring authority notifies the staffing specialist of the hiring decision.

If the match falls into one of the Review categories, CBCU sends an email to the hiring authority listed on the due diligence notice. CBCU documents in IMPACT the results of the DFPS History Check and to whom CBCU sent the results.

The hiring authority reviews the case information and determines the prospective employee’s hiring eligibility. (See Appendix 4000-1: Tips for Reviewing DFPS Case History to Assess Hiring Eligibility.) If the hiring authority needs guidance on a particular determination, the hiring authority requests assistance from the DFPS director of administrative legal services.

Once the hiring authority determines whether the prospective employee is cleared for hire or barred from employment, the hiring authority notifies the staffing specialist and CBCU of the determination and the hiring decision.

CBCU documents the determination and the hiring decision in IMPACT.

4252 State Office Positions

CBCU October 2017

If a match is found during the DFPS History Check for state office positions and it is conclusively determined to belong to the prospective employee, CBCU:

  •   documents in IMPACT that a DFPS History Check has been completed for the applicant;

  •   merges any matched Person Records under the staff record in IMPACT; and

  •   uses Appendix 3000-2 to determine what action this result requires (Clear, Bar, or Review).

If the match falls into one of the Clear categories, CBCU follows the steps in 4230 Processing Clearances and Non-Prohibitive Matches.

If the match falls into one of the Bar categories, CBCU:

  •   notifies the hiring authority by email that the DFPS History Check has been completed and the prospective employee is not eligible for hire; and

  •   documents in IMPACT that the background check has been completed and whom CBCU notified about the results.

If the match falls into one of the Review categories, CBCU reviews the case information and determines the prospective employee’s hiring eligibility. (See Appendix 4000-1: Tips for Reviewing DFPS Case History to Assess Hiring Eligibility.) If CBCU needs guidance on a particular determination, CBCU requests assistance from the DFPS director of administrative legal services.

Once CBCU determines whether the prospective employee is cleared for hire or barred from employment, CBCU:

  •   notifies the hiring authority of the eligibility determination; and

  •   documents the hiring eligibility in IMPACT.

The hiring authority notifies CBCU and the staffing specialist of the hiring decision.

4260 Marking Cases as Sensitive in IMPACT

CBCU January 2016

A Sensitive case is a case designated in IMPACT as requiring special handling. The Sensitive designation restricts case access to:

  •  those who are authorized to view Sensitive case information; or

  •  those who are within the unit structure of an open Sensitive case.

If a decision is made to proceed with hiring a prospective employee with a confirmed DFPS History match, the hiring authority (for regional positions) or CBCU (for state office positions) ensures that any DFPS cases associated with this person in IMPACT are marked as Sensitive unless the prospective employee’s only involvement was in a professional capacity.

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