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Documentation Requirements for OVCS Criminal History Checks

Documentation Requirements for OVCS Criminal History Checks. Office on Volunteerism and Community Service. Complete Files Used to Determine Eligibility. Must include in every member/staff file the Identity Verification and Criminal History Consideration form

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Documentation Requirements for OVCS Criminal History Checks

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  1. Documentation Requirements for OVCS Criminal History Checks Office on Volunteerism and Community Service

  2. Complete Files Used to Determine Eligibility • Must include in every member/staff file the Identity Verification and Criminal History Consideration form • Program Director signs off on completion of checks • Not just clearance letters from HR department • Any information used, i.e. Criminal History if required, NSOPR dated printouts, CPS response from VDSS

  3. Storage and reviewability • Records may be stored at any secure location as long as they are accessible for timely routine use by the program, as well as by OVCS and CNCS for oversight and monitoring • Files must be able to be reviewed. If an organization feels that they are unable to keep files or make them available for review, they MUST file an Alternate Search Procedure (see ASP PowerPoint)

  4. Confidentiality • Check information should be maintained in a secure location under the control of an authorized records custodian, with access permitted only to individuals who have an official need to review the information.

  5. What If….. • Our agency HR reviews and just sends us a clearance or failure notice. Is that OK? • OVCS/CNCS policy is that applicants are ineligible if they have a murder or sex offense. You may impose stricter regulations, but must state it in your policy • Just be clear in your Program Design how you will review and determine eligibility. Monitoring will confirm that you are doing what you said you would do • The information used to make a decision must be reviewable. If it is not, you must request an Alternate Search Procedure

  6. NSOPR Documentation • The results of an NSOPR check would be a dated screen printout of an executed, nationwide search. • Program Director must sign the results sheet to show that information was looked at, researched, and used in decision-making

  7. State/FBI check • Form SP-24 will be returned by Virginia State Police with a Pass/Fail for State and FBI • If Pass for both, FBI/State is complete • If fail for either, your files should include actual Criminal History Record requests and documentation

  8. Accompaniment • If members/staff are in service/employed before all parts of check are complete: • Record of accompaniment must be in file • Hours/date, who accompanied, who was accompanied, signatures

  9. CPS Check • CPS check form returned by VDSS • If cleared in Section 3 of form, check is complete • If additional action is required, documentation of that additional research and completion must be included

  10. Key Points • If it isn’t a part of the file, it doesn’t exist • Include anything needed to ensure that a reviewer can see that the check is complete • Maintain confidentiality • Must be reviewable • Request ASP for valid reasons it can’t be (i.e., State law)

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