A community mental health or developmental disability program, local health department, or an individual, business or organization, whether public, private, for-profit, nonprofit, or voluntary, that provides care, including a business or organization that licenses, certifies, or registers others to provide care.

An AD is allowed to:

• Review LEDS and OJIN reports.
• Make the final fitness determination.
• Approve a subject individual to be hired on a preliminary basis if potentially disqualifying crimes or conditions are disclosed.

A CP is:

• Not allowed to review LEDS and OJIN reports.
• Not allowed to make the final fitness determination.
• Allowed to approve a subject individual to be hired on a preliminary basis only if there is no potentially disqualifying history disclosed.
• May only use the DHS 301CP. If there is an AD onsite, either form may be used.

As an AD:

1. Authorized Designee and Contact Person Application ( DHS 298)
2. Criminal Justice Information Systems Security Clearance Background Request (CJIS form)
3. 2 fingerprint cards
   

As a CP:

1. Authorized Designee and Contact Person Application (DHS 298)
2. 1 fingerprint card

As an AD:

1. Authorized Designee and Contact Person Application (DHS 298)
2. Criminal Justice Information Systems Security Clearance (CJIS form)
3. 1 fingerprint card>

As a CP:

1. Authorized Designee and Contact Person Application (DHS 298)

To the Training Coordinator, Department of Human Services BCU, PO Box 14870, Salem OR 97309-5066

Work address.

Submit the Background Check Request (DHS 301AD):

• Complete sections 1 and 2.
• If there is no history disclosed you, or an AD within your organization, determine whether the SI is hired on a preliminary basis. Then complete, sign and date box 11.
• If there is potentially disqualifying history disclosed, only you can make the determination of whether the SI is hired on a preliminary basis. Then complete, sign and date box 12.
• Section 3 is completed by you or by BCU, depending on who runs the criminal record.
• Section 4 is completed by you or by BCU, depending on who makes the final fitness determination.
• Section 5 is always completed by the SI.

Note: The 301AD/CP Instructions provide additional information and can be accessed on the Forms page.

Submit the Background Check Request (DHS 301CP):

• Complete sections 1 and 2.
• If there is no history disclosed, you decide whether the SI is hired on a preliminary basis. Then complete, sign and date box 11.
• If there is potentially disqualifying history disclosed, you are not allowed to determine whether to hire on a preliminary basis. Complete, sign and date box 12.
• Section 3 and 4 are completed by BCU.
• Section 5 is always completed by the SI.

Note: The 301AD/CP Instructions provide additional information and can be accessed on the Forms page.

"Hired on a preliminary basis" means a condition in which a qualified entity allows a subject individual to work, volunteer, be trained, or reside in an environment following the submission of a completed Background Check Request form. Hired on a preliminary basis may also be called probationary status.

Since the system is an online process, it will be different than the look of the current forms, but the information provided will be the same.

All boxes should be completed. If the SI does not disclose all criminal history, the DHS 301 will be closed and the AD/CP will be required to remove the person from the position.

Actual job title for the employee, volunteer, etc. (not generic, for example "new hire" or "care provider").
 
Also include a brief description of job duties, such as direct care with clients, administration of medications, activities of daily living, etc. Because space is limited on the form, it would be helpful to attach a copy of the position description.
 
Include worksite location if different from QE address or if there are various sites. You may list the specific sites or just the term "various sites."

In CRIMS, providers will be able to submit most of their basic qualified entity information over the Web, including their appointing authority and designation of ADs and CPs. Some attachments may need to be mailed or faxed to a secure, central location for scanning and entry into CRIMS.

Yes. If this issue comes up and you or the SI has questions, please contact BCU for more technical assistance.

In CRIMS, providers will be able to submit most of their basic qualified entity information over the Web, including their appointing authority and designation of ADs and CPs. Some attachments may need to be mailed or faxed to a secure, central location for scanning and entry into CRIMS.

Yes. If the SI does not disclose all criminal history, the DHS 301 will be closed and the AD/CP will be required to remove the person from the position.

In CRIMS, providers will be able to submit most of their basic qualified entity information over the Web, including their appointing authority and designation of ADs and CPs. Some attachments may need to be mailed or faxed to a secure, central location for scanning and entry into CRIMS.

Yes. If you or the SI has questions, contact BCU for more technical assistance.

In CRIMS, providers will be able to submit most of their basic qualified entity information over the Web, including their appointing authority and designation of ADs and CPs. Some attachments may need to be mailed or faxed to a secure, central location for scanning and entry into CRIMS.

You can download the forms on the Forms page.

In CRIMS, providers will be able to submit most of their basic qualified entity information over the Web, including their appointing authority and designation of ADs and CPs. Some attachments may need to be mailed or faxed to a secure, central location for scanning and entry into CRIMS.

The Adam Walsh Child Protection Safety Act of 2006 is a federal act requiring national criminal background checks and child protective service checks on prospective adoptive and foster care parents. This act only applies to the department's child foster care programs and private licensed agencies working through the department.

In CRIMS, providers will be able to submit most of their basic qualified entity information over the Web, including their appointing authority and designation of ADs and CPs. Some attachments may need to be mailed or faxed to a secure, central location for scanning and entry into CRIMS.

The conviction of any crime listed in OAR 407-007-0280 within its disqualifying time period.

In CRIMS, providers will be able to submit most of their basic qualified entity information over the Web, including their appointing authority and designation of ADs and CPs. Some attachments may need to be mailed or faxed to a secure, central location for scanning and entry into CRIMS.

Whenever the SI discloses a crime on the DHS 301AD or CP or when a LEDS report indicates a crime in the SI's history.

In CRIMS, providers will be able to submit most of their basic qualified entity information over the Web, including their appointing authority and designation of ADs and CPs. Some attachments may need to be mailed or faxed to a secure, central location for scanning and entry into CRIMS.

Go to Training and other tools, click the link that says provider crime list. This list contains the same information as OAR 407-007-0280, provides the legal description of each crime and lists the time frame for which each crime is potentially disqualifying.

A process carried out by one or more ADs in which a number of factors are considered in assessing a SI's history in order to arrive at a preliminary or final fitness determination. A weighing test must be documented in writing.

When an SI has potentially disqualifying history, a weighing test must be conducted as a part of the preliminary review as well as for the final fitness determination. BCU provides a worksheet that may be helpful and is available on the Forms page.

Currently long-term care facilities and adult foster homes under Seniors and People with Disabilities are required to submit a fee for processing fingerprints.

This means that the legal outcome of a potentially disqualifying crime (for example: dismissal, conviction, etc.) is not readily available. Ask the SI to provide written court documentation as to the outcome of the charge in question. The burden is on the SI to provide the information to you.

No, but if the SI appeals BCU may contact you.

If the SI:

• Refuses to be fingerprinted when required by the rule.
• Fails to respond to a request for additional information.
• Leaves the position prior to completion of the background check.
• Does not fully disclose all criminal history. (This type of closure is usually done by BCU after the criminal records check reveals undisclosed history).

Note: To close a case you must use the Notice of Closed Case in Criminal Records Check (DHS 302)

A copy of their completed Background Check Request (DHS 301AD or CP).

A completed Notice of Final Fitness Determination (DHS 300).

Ensure that the SI is removed from the position immediately.

When an SI is denied, the SI shall not be allowed to work, volunteer, be employed, or otherwise perform in the position listed on the Background Check Request form. A denial applies only to the position and application in question. A denial shall result in immediate termination, dismissal, or removal of the SI.

As an AD or CP you have a responsibility to uphold the decisions for the Department. You may not advocate for the SI. If the SI wants to appeal the decision, he or she may ask immediate supervisors or others for reference letters.

BCU manages the hearings process but may request information from the AD.

• All documents pertaining to the criminal records or background check must be kept for 3 years. This includes the DHS 301 and all other background check forms, LEDS reports, OJIN reports, additional information submitted by the SI, court documents, police reports and other relevant information used in the weighing test.
• To show proof of a background check for someone who has been employed longer than three years, the Notice of Final Fitness Determination or page 1 of the DHS 301 may be kept to show the outcome. All other information must be destroyed.

Rechecks are a program requirement, not a BCU requirement. Contact the program you work with to determine whether or not rechecks are required.

The BCU Training Coordinator: 503-378-5291

The BCU Operations Manager: 503-378-3356

Call BCU toll-free at 1-888-272-5545