Program staff checks

As a new employee of a DHHS licensed agency or DHHS contracted agency your background screening process will be fully automated in the Direct Access Clearance System (DACS). Each agency is responsible to identify a minimum of two “Background Screening Agents” to be responsible for training and completing all of the agency’s background screening applications in DACS, payments, and all communications with OL regarding background screenings.

• Each employee will meet with an authorized agency screening agent to complete their online background clearance application. This meeting requires the screening agent to verify the applicant’s identification and enter information contained on the identification into DACS.
  • If there are criminal or abuse/neglect history items to disclose, you are asked to do so in either an uploaded document via your screening agent or if you choose not to share details with them, you may submit directly to OL at [email protected], please be sure to place the DACS application number and your name and dob on your email or we will not know whose application to link the disclosure to.
• Screening agent will submit payment for the online application processing. This payment authorizes a subscription to the FBI’s “Rap Back” System which continually monitors all fingerprint based criminal records in real time.
  • If the applicant already has a RapBack subscription in DACS, the system will allow the screening agent to link to that application without paying new fees.
• Screening agent will require a disclosure form to be signed and uploaded into DACS in order for OL to conduct continual monitoring of the RapBack criminal database and all regional and state databases as statutorily required for that applicant’s employment or affiliation with a licensee.
• DACS will generate a fingerprint authorization form, which will be printed by the screening agent and provided to the applicant to take to the live scan fingerprinting location (list of locations may additionally generated through DACS as needed). This form must be presented to the live scan agent AFTER DACS application is submitted in order for the prints to be linked to the applicant in DACS. Live scan operator will sign and return a copy of the form to be uploaded into DACS by the screening agent.
  • Only agencies with OL administrative approval and a documented exception to live scan fingerprinting will be allowed to submit hard card prints rolled at a public safety office.

• OL will process this original clearance and continually monitor this clearance unless the screening agent separates that employee due to termination of their employment with the agency. No renewals will be required for as long as the applicant is actively employed in a licensed DHHS or DHHS contracted agency. No hard copies of clearances will be required of programs, as all clearance information will be maintained in the DACS program. Each screening agent has permissions to link a cleared application to as many sites under that licensed organization as will be applicable for that applicant. OL staff will check site rosters for ongoing screening compliance.
• In the event that a new fingerprint based criminal offense is detected, OL will be alerted and will change the employment status to “supervised only” until the disposition is achieved. OL Rule R501-14 outlines how OL makes employment determinations.
  • Charges will be fairly assessed by the Office of Licensing as described in state law
  • A licensed program shall not be provided the details of any applicant’s screenings nor can they disclose screening results except as authorized by Utah or federal law
• Prints will remain active for 60 days to allow for re-employment in a licensed setting. After 60 days if not linked to another licensed setting, the RapBack subscription will be closed and a new DACS application will be necessary to re-open for employment in a DHHS licensed agency.