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606 CMR 14.00: Background Record Checks What you need to know!






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606 CMR 14.00: Background Record Checks What you need to know!. Continuous Quality Improvement. “Paper” Process More Information E-Submission of Requests BRC Manager: E-Response: “No findings / No Record” E-Response: Adverse Findings. Background Record Checks .
606 CMR 14.00: Background Record Checks What you need to know!

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Slide 1

606 CMR 14.00:Background Record ChecksWhat you need to know!

Slide 2

Continuous Quality Improvement

  • “Paper” Process

  • More Information

  • E-Submission of Requests

  • BRC Manager:

    • E-Response: “No findings / No Record”

    • E-Response: Adverse Findings

Slide 3

Background Record Checks

  • All staff with potential unsupervised contact with children

  • Review of:

    • Criminal convictions or charges

    • DCF* background records

* Formerly DSS

Slide 4

Regulation Requirements

  • Who must have a Background Record Check?

  • Who can review the BRC results?

  • What is the review process?

  • What documentation is required?

  • How often must BRCs be repeated?

Slide 5

Types of Background Check Review

  • EEC Review (Licensees & Reviewers)

  • Employer Review (Employees, Volunteers and Interns)

Slide 6

EEC Review

  • Licensees

  • Reviewers

    • Hiring Authority

    • Clerical / Administrative

  • Repeat every three years (or at license renewal)

Slide 7

Why does EEC approve Reviewers?

  • EEC Regulations

  • CHSB Requirements

Slide 8

Background Histories are Private!!!

Personal!

Confidential!

Slide 9

Willful communication of CORI

Unlawful access to CORI

Unauthorized disclosure of DCF* history

= < $5000 fine and/or up to one year in jail

= < $5000 fine and/or

up to one year in jail

= < $1000 fine and/or up to two and one half years in jail

$$$ JAIL $$$

*formerly DSS

Slide 10

Designate a Reviewer

  • “Need to Know” basis

  • Protect your username and password

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Slide 11

Who Should be a Reviewer?

Considering program size and structure:

  • The Licensee

  • The Hiring Authority

  • Human Resources?

  • The Board Chair?

  • Administrative / Clerical Staff?

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Slide 12

Types of Background Check Review

  • EEC Review (Licensees & Reviewers)

  • Employer Review (Employees, Volunteers and Interns)

Slide 13

Employer Review

  • Current and Prospective:

    • Employees

    • Volunteers

    • Interns

Slide 14

Employer Review of Candidate

  • Verify Identification

  • Obtain signed consent form

  • Submit request via BRC Manager

  • “No Findings / No Record” results returned via BRC Manager

  • Adverse findings returned by mail

Slide 15

Employer Review of Candidate

  • Verify Identification

  • Obtain signed consent form

  • Submit signed original consent to EEC

  • All results returned to designated reviewer by U.S. Post

Slide 16

Background Record Check:Adverse Findings

  • Presumptive Disqualification

    • CORI Table A convictions

    • CORI Table A pending crimes

  • Discretionary Disqualification

    • CORI Table B convictions

    • CORI Table B pending crimes

    • CORI Table A dismissals/ non-convictions

    • DCF histories

Slide 17

Adverse DCF Findings?

  • Verify the report

  • Notify the candidate

    • Copy of report

    • Copy of program policies

    • Process to correct errors

  • Request the 51B

Slide 18

Discretionary Review

  • Review the 51B and additional information

  • Make a decision

  • Document everything

  • Notify EEC – update BRC Manager

Slide 19

Adverse CORI Findings?

  • Verify the report

  • Notify the candidate

  • If presumptive CORI, obtain “No Risk” Letter

Slide 20

Presumptive Disqualification

CORI Table A crimes = Presumptive Disqualification

“No risk” letter

Discretionary Review

Slide 21

Adverse CORI Findings?

  • Review additional information

  • Make a decision

  • Document everything

  • Notify EEC – update BRC Manager

Slide 22

Background Record Storage

  • Personnel File

    • Application

    • BRC Compliance Form

  • Secure, locked file

    • Statements of “no findings”

    • Criminal history printouts

    • DCF summaries

    • 51Bs

    • Supporting documentation

    • Rationale for hire

    • Documentation of all required steps

Slide 23

How will EEC monitor compliance?

  • Verify EEC approval of Reviewers

  • Review program’s BRC policies and procedures

  • Check personnel files

  • Review Discretionary Review files

Slide 24

How Do I Get Started?

  • New license applicants: Submit Licensee and Reviewer consents to EEC Regional Office

  • EEC will notify you, the License applicant, of results

  • Submit Consent for Background Record Check forms for prospective employees

Slide 25

Next Steps:

  • Establish a User Account in BRC Manager

  • Request “Reviewer” Privileges

  • Submit future BRC requests electronically

Slide 26

Questions?

Available on the EEC website (eec.state.ma.us):

  • Regulations

  • Technical Assistance

  • E-training Powerpoint

  • Instructions for BRC Manager

  • Frequently Asked Questions

  • CORIcomments@massmail.state.ma.us

Slide 27

Thank you for your kind attention.


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