Notifications

Notifications for Day Care Operations

What Are Employment Eligibility Determinations for Day Care Operations?

An eligibility determination is CBCU's assessment of whether a person may be present in a child care operation based on the results of the person's background check. As background check types are processed, CBCU staff processes the result, and makes a determination of the person's ability to be present at the operation, with or without conditions (Employment Eligibility Determination). The possible Employment Eligibility Determinations are: Eligible, Ineligible, Provisionally Eligible, and Conditionally Eligible.

Eligible — The person can be present at the operation.
Ineligible — The person cannot be present at the operation.
Conditional — The person can present at the operation, under the stated conditions.
Provisional — The person can be present at the operation, under the stated conditions.

What Do Day Care Providers Need to Know about Risk Evaluation Decisions?

Risk Evaluations are requested and completed by the subject of the background check. Providers will be notified of the decision by:

  • Employment Eligibility Determination Notification stating person can be present.
  • Employment Ineligibility Determination Notification stating the person cannot be present. The operation is required to inactivate the person.
  • Conditional Determination Letter stating the person can be present with conditions.

What is an Employee List Validation Notification?

The Employee List Validation Notification advises providers to update and validate their employee list. CCL's Centralized Background Check Unit will send the notification to the operation 30 days before the Employee List Validation is due.

If you have an online Child Care Licensing Account, you will also receive a message in the Message Board that the Employee List Validation is coming due.

What is Employee List Validation?

To support Child Care Licensing's participation in the FBI National Rap Back service rules require each operation to validate that the list of persons associated with the operation is accurate. This requirement ensures that CCL only receives the National Rap Back service information for persons who are still actively employed by, or otherwise associated, with a child care operation.

Providers may complete the Employee List Validation process using the online Child Care Licensing Account and following the steps below:

  • View Online Background Check History page;
  • Verify all persons requiring background checks are on the list;
  • If a person is not on the list, submit a background check for the person;
  • Ensure all persons associated with the operation have a status of "active" or "pending;"
  • Verify that anyone who is no longer associated with the operation is "inactive" (You may need to inactivate a person whose status still says "active" or "pending."); and
  • Once the list is accurate, validate the list.

Anytime an operation is advised that a person cannot be present, the operation is required to inactivate the person from the Employee list.

What is a Background Check Renewal Due Notification?

The Background Check Renewal Due Notification is a notification reminding providers to complete background check renewals timely. This notice is sent for all active persons on the operation's validated person list 30 days prior to the required renewal date.

Notifications for Residential Child Care Operations

What Are Employment Eligibility Determinations for Child-Placing Agencies?

An eligibility determination is CBCU's assessment of whether a person may be present in a child care operation based on the results of the person's background check. As background check types are processed, CBCU staff processes the result, makes a determination of the person's ability to be present at the operation, with or without conditions (Employment Eligibility Determination). The possible Employment Eligibility Determinations are: Eligible, Ineligible, Provisionally Eligible, and Conditionally Eligible.v

Eligible — The person can be present at the operation.
Ineligible — The person cannot be present at the operation.
Conditional — The person can present at the operation, under the stated conditions.
Provisional — The person can be present at the operation, under the stated conditions.

CPAs also receive a detailed Background Check Match Letter for people associated with Foster Adoptive Homes. The Match Letter provides the person's results, whether the subject can be present (if so, whether there are conditions required), and any additional action needed.

What Do CPA Providers Need to Know about Risk Evaluation Decisions?

Risk Evaluations are requested and completed by the subject of the background check. CPAs will continue to provide information to CBCU in support of a risk evaluation. Providers will be notified of the decision by Employment Eligibility Determinations:

  • Employment Eligibility Determination Notification stating person can be present.
  • Employment Ineligibility Determination Notification stating the person cannot be present. The operation is required to inactivate the person from their employee list.
  • Conditional Determination Letter stating the person can be present with conditions.

What Are Employment Eligibility Determinations for General Residential Operations?

An eligibility determination is CBCU's assessment of whether a person may be present in a child care operation based on the results of the person's background check. As background check types are processed, CBCU staff processes the result, makes a determination of the person's ability to be present at the operation, with or without conditions (Employment Eligibility Determination). The possible Employment Eligibility Determinations are: Eligible, Ineligible, Provisionally Eligible, and Conditionally Eligible.

Eligible — The subject can be present at the operation.
Ineligible — The subject cannot be present at the operation in the.
Conditional — The subject can present at the operation, under the stated conditions.
Provisional — The subject can be present at the operation, under the stated conditions.

What Do GRO Providers Need to Know about Risk Evaluation Decisions?

Risk Evaluations are requested and completed by the subject of the background check. Providers will be notified of the decision by:

  • Employment Eligibility Determination Notification stating subject can be present.
  • Employment Ineligibility Determination Notification stating the subject cannot be present. The operation is required to inactivate the subject from their employee list on their online Child Care Licensing Account.
  • Conditional Determination Letter stating the subject can be present with conditions.

What is an Employee List Validation Notification?

The Employee List Validation Notification advises providers to update and validate their employee list. CCL's Centralized Background Check Unit will send the notification to the operation 30 days before the Employee List Validation is due.

A message will be displayed in the Message Board of the online Child Care Licensing Account that the Employee List Validation is coming due.

What is Employee List Validation?

To support Child Care Licensing's participation in the FBI National Rap Back service rules require each operation to validate that the list of persons associated with the operation is accurate. This requirement ensures that CCL only receives the National Rap Back service information for persons who are still actively employed by, or otherwise associated, with a child care operation.

Providers may complete the Employee List Validation process using the online Child Care Licensing Account and following the steps below:

  • View Online Background Check History page;
  • Verify all persons requiring background checks are on the list;
  • If a person is not on the list, submit a background check for the person;
  • Ensure all persons associated with the operation have a status of "active" or "pending;"
  • Verify that anyone who is no longer associated with the operation is "inactive" (You may need to inactivate a person whose status still says "active" or "pending."); and
  • Once the list is accurate, validate the list. Anytime an operation is advised that a person cannot be present, the operation is required to inactivate the person from the Employee list.

What Is a Background Check Renewal Due Notification?

The Background Check Renewal Due Notification is a new notification reminding providers to complete background check renewals timely. This notice is sent for all active persons on the operation's validated person list 30 days prior to the required renewal date.

Notifications for the Subject of the Background Check

What Background Check Information Does the Subject of the Background Check Need to Know?

The Centralized Background Check Unit will send notifications communicating various information relating to background check results, any actions or information needed from the person, and completion due dates.

Notifications will be via email if the person provided an email address with the background check request. CBCU highly encourages email addresses be provided for all background check requests. If an email is not provided, the notifications will be mailed.

How Are Background Check Results Communicated to the Subject of a Background Check?

An Eligibility Notification is sent to the subject of the background check advising of the person's ability to be present at the operation. As background check types are completed, CBCU staff processes the result and makes a determination of the person's ability to be present at the operation, with or without conditions (Employment Eligibility Determination). The possible Employment Eligibility Determinations are:

Eligible — The person can be present at the operation.
Ineligible — The person cannot be present at the operation.
Conditional — The person can present at the operation, under the stated conditions.
Provisional — The person can be present at the operation, under the stated conditions.

If a person has criminal or abuse or neglect history, the Centralized Background Check Unit also sends a letter providing:

  • The person's detailed background check results and eligibility determination and
  • Instructions for disputing a background check result.

What Is A Risk Evaluation Decision Letter?

The Risk Evaluation Decision Letter informs the person of CBCU's decision to approve or deny a risk evaluation request.

What Is a Child Abuse/Neglect Due Process letter?

The Child Abuse/Neglect Due Process letter advises the person of their ability to request a review of their Texas abuse or neglect findings.

The review is conducted by the State Office of Administrative Hearings and includes all Texas findings of abuse and neglect against the person that has not been previously reviewed by SOAH. The letter advises the person of the findings eligible for review and provides 30 days to request the hearing and instructions to make the request.

What Is the Background Checks Required Notification?

This notification informs the person if fingerprinting or out-of-state check are required based on information provided with the background check request. The notification gives instructions for completing the checks.

What Is the 15-Day Notification?

This notification informs the person that CBCU has not received the results for background check types the person was responsible for completing from the Background Checks Required Notification.

What Is the Fingerprint Rejection Notification?

This notification informs the person that their fingerprints were rejected and provides instruction for resolving the rejection.