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Client Background Screening Process

Categorized In: Case Services - General Client Services Policies

Approved Date: August 19, 2019

Owner: Vicki Rasmussen

In order to protect the client, the public, and Nebraska Vr's interest, client background screens will be conducted in accordance with the background screening requirements defined herein.

For a Federal Background Check Request: Notate on the VR Criminal Background Check Request form that a Public Access to Court Electronic Records (PACER) search is necessary.

For the purpose of this chapter, criminal history/record includes all charges and convictions including misdemeanors and felonies. This will include information from the:

  • Department of Health and Human Services (DHHS) Adult and Child Abuse Neglect Registry
  • Department of Motor Vehicles (DMV)
  • Sex Offender Registry
  • Nebraska Justice System (Nebraska criminal history)
  • Nebraska State Patrol, and
  • Other entities and/or states, if applicable

Staff diligence. Staff must be diligent in obtaining criminal history/record information from the client. Identification of criminal history/record begins during career exploration/planning.

Follow through. Once a background screen request has been submitted, additional information may be needed, (i.e., (paperwork and fingerprints). Follow through on the part of the client and Specialist is important. The referring Specialist should consult with the Office Director prior to cancelling any in-progress background screen request.

A background screen request will be initiated when at least ONE of the following criteria are met:

  • A client is unable or uncertain on how to provide accurate and complete information regarding their charges and convictions.
  • There have been previous rejections from employers or training programs because of background checks.

Acceptance of client responses. Staff should accept responses from clients at “face value.” Background screens will not be conducted for the purpose of verifying client responses.

Staff need to understand how to use criminal charges and convictions as a valuable tool for all clients particularly when clients are interested in the following occupations or settings:

  • Health Care (SOC 29-0000; SOC 31-0000)
  • Child or Adult Care (SOC 39-0000)
  • Education (SOC 25-0000)
  • Human/Social Services (SOC 21-0000)
  • Law Enforcement (SOC 33-0000)
  • Law Related Professions (SOC 23-0000)

Note: The results of a client background screen can be copied into the QE2 task notes or paper record. Do not forward the NDE Legal Services email to the client’s email address.

For clients under the age of 19, juvenile criminal history/records are not normally researched and reported for background screening purposes. Staff should work with the client and other appropriate contacts in order to obtain delinquency/criminal background information as necessary. However, background screens will reveal adult convictions committed as a juvenile.

Nebraska VR will not perform background screening on behalf of employers. (See Note below for exceptions.) Staff need to explain to employers that, if employers choose to perform a background screen on applicants and employees, the employers are responsible to conduct the background screen on their own and cover the cost.

Note: Payment exceptions for OJEs, CWAs, WBLEs, OJTs, and Certificate Programs.

  • When an employer requires a background screen, VR may conduct the background screen for the employer. VR must inform the employer that VR’s background screens are limited in scope and may not include all charges.
  •  In situations where an employer wishes to complete their own background screen. VR can reimburse the employers for their cost.
  • •Private OJTs: In a single authorization to the employer, indicate the amount of the agreed upon employer’s cost in conducting the required background screen separate from the amount of the OJT fee.

VR will not perform background screens on behalf of clients who simply wish to obtain information on their background report as a matter of curiosity. Clients can request information from the Nebraska State Patrol at their own expense.

 

1. Obtain criminal history/record information from client. Staff will gather criminal history/record information from the client during the career exploration/planning process just as other relevant background information is gathered.

  • If a client says they do not have any prior charges or convictions, the career exploration/planning process proceeds without a background screen request.
  • If a client says they do have criminal charges and convictions, staff should take that information into consideration (including, but not limited to, decisions regarding appropriate OJEs, CWAs, WBLEs, OJTs, and Certificate Programs).
  • If a client is unwilling to provide charges and conviction information, the VR staff will inform the client that refusing to provide charges and conviction information is not in their best interest, since consideration of all relevant information may be critical for career exploration/planning.
  • A background screen request will be initiated when at least ONE of the following criteria are met:
    • A client is unable or uncertain on how to provide accurate and complete information regarding their charges and convictions.
    • There have been previous rejections from employers or training programs because of background checks.

2. Begin background screen process if background screen requirements are met.

  • The Office Director must agree a complete background screen is critical.
  • The Specialist completes the VR Criminal Background Check Request.
  • The Office Director reviews for completion and signs the form.

3. Emailing information to NDE Legal Services.

  • The VR Specialist will email NDE Legal Services, brenda.wid@nebraska.gov, the client’s:
    • first initial/last name
    • valid email address
    • scanned VR Criminal Background Check Request
    • retain a copy of the VR Criminal Background Check Request in the client’s file
    • if the client does not have a valid email address, email the VR Specialist’s nebraska.gov email address

4. Brenda will initiate an email to DHHS with the client’s valid email address or the VR Specialist’s nebraska.gov email address.

5. DHHS will email the client with a dedicated link to complete the DHHS Registry.

  •  If the client does not have an email address, an invite will be sent to the VR Specialist.

6. The client utilizes the online DHHS portal using the dedicated link provided to the client via an invite received in the client’s email.

  • If the client does not have an email address, an invite will be sent to the VR Specialist. The VR Specialist can open the email with the client present and have the client complete the DHHS registry online.
  • VR personnel may not enter the information for the client as this is a violation of Nebraska Revised Statute 28-725.
  • NDE Legal Services will track the progress of the request online and view the final status and print the results for their use.

7. Clients will be asked to verify their identity online.

  •  Clients not wanting or not able to verify their identity online will have the option to:
    • download the notary form from the DHHS portal
    • Note: Clients who do not have a Social Security Number should mark “no Social Security Number” on the form; DHHS will search by name and date of birth.
    • have the notary form notarized
    • upload the notary form into the DHHS portal
  •  Clients who have a guardian will also be able to:
    • download the notary form from the DHHS portal
    •  Note: Clients who do not have a Social Security Number should mark “no Social Security Number” on the form; DHHS will search by name and date of birth.
    • have the notary form signed by their guardian
    • have the notary form notarized
    • upload the notary form into the DHHS portal
  • The client will be able to view results of the Registry check following the submittal of the information and may print the findings.
  • All completed notarized forms must be uploaded into the DHHS portal. The notarized form is not to be mailed to NDE Legal Services.

8. Out-of-state background results may require additional steps on behalf of the Specialist and the client. When a client lists any state other than the State of Nebraska for residency, an out-of-state background screen will also be conducted as part of the request process. This may require additional paperwork and fingerprints. You will be notified by Brenda Wid with additional instructions if this is a necessary step.

9. NDE Legal Services Office will complete the background check and send to the VR Specialist any and all dates of charges and convictions.

10. The requesting Specialist will document in a Task Note the receipt and the results of the background screen that may affect career exploration/planning.

  • If the referring VR Specialist or Office Director has questions, they should contact NDE Legal Services, brenda.wid@nebraska.gov.

QE2 Process

Add the appropriate background screen service to the client’s QE2 record. The provider will be NE Dept of Education, Box 94987, Lincoln.

 

Sex Offenders: See: Sex Offender Chapter in VRIS Program Manual for information on working with clients who have a history of sex offense(s).


Approved Date
November 12, 2018 Show this Archived Version
March 08, 2018 Show this Archived Version
March 06, 2018 Show this Archived Version
February 13, 2018 Show this Archived Version
January 30, 2017 Show this Archived Version
November 04, 2016 Show this Archived Version
November 03, 2016 Show this Archived Version
August 03, 2016 Show this Archived Version


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