R501-14-4. Renewal Background Screening Procedure

  (1) An applicant for background screening renewal shall legibly complete, date and sign a background screening application and consent on a form provided by the Office.

  (2) An applicant shall disclose all criminal charges, including pending charges, and all supported or substantiated findings of abuse, neglect or exploitation on the background screening application. The applicant may provide disclosure statements and related documents as direct attachments to the application or directly attached in a sealed envelope. If the applicant submits a sealed envelope, the background screening agent shall forward it unopened.

  (3) The background screening application and personal identifying information shall be submitted to the background screening agent.

  (a) Notwithstanding R501-14-4(3), an applicant for a background screening renewal who is not currently enrolled in the FBI Rap Back System is not required to submit fingerprints for a FBI Rap Back System search and applicable FBI Rap Back System fees unless:

  (i) the applicant's most current background screening has lapsed as described in part 7 of this Section;

  (ii) the human services program or background screening agent with which the applicant is associated requires a FBI Rap Back System search;

  (iii) the applicant wishes to provide services with an additional licensee and has not submitted fingerprints for a FBI Rap Back System search and applicable FBI Rap Back System fees; or

  (iv) the renewal application is submitted on or after July 1, 2018 and the applicant is not already enrolled in the FBI Rap Back System.

  (4) A background screening agent wishing to submit background screening renewal applications for multiple applicants may submit a summary log of the renewing applicants in lieu of individuals' applications.

  (a) A summary log may only be used for applicants:

  (i) who are enrolled in the FBI Rap Back System with the Office;

  (ii) with a current approval;

  (iii) whose name and address have not changed since their last background screening approval;

  (iv) who have not had any of the following since their last background screening approval:

  (A) criminal arrests or charges;

  (B) supported or substantiated findings of abuse, neglect or exploitation; or

  (C) any pending or unresolved criminal issues.

  (b) Summary logs shall contain:

  (i) applicant full legal name,

  (ii) applicant date of birth,

  (iii) the last four numbers of each applicant's social security number;

  (iv) program name; and

  (v) name of program representative completing summary form.

  (c) A background screening agent choosing to submit a summary log of the renewing applicants in lieu of individuals' applications shall maintain current documentation signed by each applicant, in which they attest to the accuracy of the information described in R501-14-4(4)(a) and (b).

  (5) An application shall be submitted each time an applicant may have direct access to a child or vulnerable adult at any human services program other than the program identified on the initial application.

  (6) The background screening agent shall:

  (a) inspect the applicant's government-issued identification card and make a determination as to whether or not it appears to have been forged or altered; and

  (b) review for completeness and accuracy and sign the application.

  (7) Renewal applications from background screening agent and applicant shall be submitted to the Office no later than one year from the date of their most recent background screening approval. A screening that has lapsed for 30 days beyond that time is void and a new initial application must be submitted.