Criminal History ChecksOCTOBER 2016

LISC – FAMILY INCOME AND WEALTH BUILDING

Introduction

Disclaimers:

• Not going into technicalities of the Criminal History Check (CHC) process, because this is already available on the CNCS website.

• CNCS regulations do change.

Criminal History Check Resources

http://www.nationalservice.gov/resources/criminal-history-check

Together

SIDEBAR: CNCS ONLINE TRAINING VIDEORequired Annual NSCHC eCourse - http://www.nationalservice.gov/reqCHCtraining

1. Go to the CNCS website, do the online training video, ensuring you complete the assessment

at the end.

2. Save a PDF of the certificate.

3. If you are a subgrantee, you will send this to your local LISC program officer, who will then

send it to LISC-Family Income and Wealth Building. If you are a local program officer, please

send your certificate to Laura D’Alessandro and Candi Blake.

4. This is an annual requirement of CNCS meaning that you will need to do the online training

again within 12 months.

Agenda

Key components of a CHC background check

LISC CHC workbook

The CHC on the monthly financial reports

The Key ComponentsWhen you send a CHC packet to LISC, you will need to include the following paperwork:

A consent form – dated and signed

A copy of a driver’s license or government issued ID

The NSOPW results

State initiation paperwork (optional)

The State Check Results

FBI check initiation paperwork (optional)

The FBI Check, if applicable

If paperwork is missing, LISC-FIWB will contact with you for additional information.

Ensure dates.

Clear dates

• It’s all about the clear date

• A clear date is generated by LISC-FIWB.

• It is formed by taking the latest date of the three key components of the CNCS criminal history check: NSOPW, state initiation and FBI initiation.

• An employee must be cleared before working on and charging to the grant. You will need to have policies in place to make sure this is done.

• Start early, budget this time in.

The Consent Form• Examples

• LISC will look for the name of the person signing consent, and the date it was signed.

Copy of Government-Issued IDLISC will look for the following:• Is the name legible?• Is the DOB legible?• What state is the ID from?• Does this person live in the same

state that they are working in? If not, s/he will need a state check from both the state of residence and the state of work.

The NSOPWNSOPW refers to the National Sex Offender Public Website, www.nsopw.gov

The NSOPW – Returned Hits

The NSOPW ChecklistThese are things that LISC will review on the NSOPW check, and any missing piece we will come back with questions or requests for additional work:

1. Is the name spelled correctly according to their government issued ID?2. Was the search run with the first and last names entered correctly into the first and last name

entry boxes?3. Is there a clear and legible date on the results print out?4. Was the search done nationwide, meaning are there missing states, jurisdictions or territories

that were down at the time of the search?5. If there are returned hits, has the organization considered and initialed each returned hit?

The NSOPW is one of the dates considered in generating a clear date.

The State CheckDesignated Statewide Criminal History Repositories and Alternatives (April 4, 2016)

http://www.nationalservice.gov/sites/default/files/resource/table-of-designated-state-repositories-and-alternates-04-04-16.pdf

The State Check - ChecklistWhen the State check results get to us, LISC will look at:

1. Has the State check been done through the approved state repository as currently outlined on the CNCS website?

2. Does the DOB on the state check match that on the government issued ID which is included in this CHC packet?

3. Has the name been spelled correctly on the state check, according to the government issued ID?4. What is the date on the returned results summary. The date is essential. Even if everything else is

right, if there is no date, or an illegible date, we will be in touch.5. Is the state check from the state that is listed on their government ID? If not, s/he will need state

checks from both state of residence and state of work.6. Has the person been convicted of murder? If so, the employee is no longer eligible to charge their

wages or salary to the SIF grant.

The State check date is another key component in generating a clear date.

The FBI CheckApproved Repositories – New York State example

How to Use Fieldprint –http://www.nationalservice.gov/sites/default/files/resource/Using_Fieldprint_as_an_FBI_Channeler-A_Guide_for_CNCS_Grantees.pdf

Fieldprint FAQs - http://www.fieldprintcncs.com/SubPage_FullWidth.aspx?ChannelID=414

The FBI Check - ChecklistWhen FBI check paperwork comes to LISC, we will look at the following key pieces:

1. Does the name on the report match the name on the government issued ID?

2. Does the DOB match that on the government issued ID?

3. Has the check been done through an approved repository, or Fieldprint?

4. Is it a full background check not just certain categories?

5. Has the person been convicted of murder? If so, the employee is no longer eligible to charge

their wages or salary to the SIF grant.

The FBI check is another key component in generating a clear date.

The FieldPrint ChecklistWhen this comes to LISC, we will look at the following:

1. Does the name that was searched match what is on the government issued ID?

2. Does the DOB match that on the government issued ID?

3. When was the appointment set up/initialized?

4. When was the appointment carried out?

5. What is the final result on the FieldPrint results: clear/green light, or not clear/red light? If it

is not clear/red light, LISC will be in touch with the organization for a discussion on their

review and consideration of the results.

The dates reflecting when the appointment was set up and when it was carried out are key

pieces in generating a clear date.

Initiation – State and FBIIn sum,

If you have State results, and FBI initiation paperwork, a clear date might be able to be

generated based on this. However you are still required to send all final State and FBI results

to LISC regardless if you’ve already received a clear date.

If you have FBI results, and State initiation paperwork, the same as above applies.

Initiation – State and FBI (cont)LISC will review this paperwork and consider it to see if a clear date can be generated. LISC will

look for third party engagement:

The date on the receipt

The date on the check, and who the check is written out to

The name of the agency listed on the receipt

The name on the fingerprint card

Because the paperwork on initiation can vary, there may be other items LISC considers. It is best

to contact LISC-FIWB early to see if the paperwork you would like to use for “initiation” will be

approved.

LISC reserves the right to approve or deny the initiation paperwork, which is reviewed on a case by case basis.

Questions?PLEASE SEND A CHAT MESSAGE OR RAISE YOUR VIRTUAL HAND

The CHC Workbook

• Each organization, aka subgrantee, needs to fill this out.

• These workbooks feed into our Master log.

• The dates entered into the CHC Workbook should be dates on the paperwork, not the dates that staff action the item. If the date cannot be verified via the paperwork, it is altered.

• No paperwork, no date. LISC-FIWB will edit reflect in its Master log what there is evidence for.

• A clear date is then generated, and this is communicated to the LISC Program Officers.

See Excel sheet for example

Questions?PLEASE SEND A CHAT MESSAGE OR RAISE YOUR VIRTUAL HAND

The CHC and the Disbursement Process

The CHC process is tied to the ability to work on, and charge wages or salaries to the SIF grant. Let’s look at an example.

The CHC/Disbursement ChecklistLISC looks for the following items in regards to the names listed on the financial reports:

Are the full names listed on separate lines? Two names cannot be combined onto one line

Is the person’s name recorded in our Master CHC log?

Is the person listed approved to charge to the grant – do they have a clear date?

Does that clear date align with the month that the organization is listing them?

If the person was given a clear date for the same month of the report (e.g. clear date in March

for a March financial report) does their wage need to be pro-rated?

We ensure that the person is not listed as having charged in the previously reported

cumulative if they hadn’t been cleared.

Questions?PLEASE SEND A CHAT MESSAGE OR RAISE YOUR VIRTUAL HAND