Clearances

0070-559.10 | Revision Date: 07/29/15

Overview

This Policy Guide provides instruction on how and when to use required clearances. Clearances support the Department’s efforts to maintain child safety by providing staff with tools to assess and respond to the needs of children and prospective caregivers.

TABLE OF CONTENTS

Policy

Clearances

Live Scan and California Law Enforcement Telecommunications System (CLETS)

Criminal Clearance Tracking System (CCTS)

Requesting Criminal History Information

Retention of Records

Child Abuse Central Index (CACI)

Child Welfare Services/Case Management System (CWS/CMS)

Family and Children’s Index (FCI)

Response Times

At Risk Indicators

Confidentiality and Use of Information on FCI

Juvenile Automated Index (JAI)

Los Angeles Eligibility Automated Determination Evaluation and Reporting System (LEADER)

Out of State Child Abuse/Neglect Registry

Welfare Case Management Information System (WCMIS)

Procedure

Criminal Background Checks for Child Abuse Referrals

CSW Responsibilities

SCSW Responsibilities

Using the California Law Enforcement Telecommunications System (CLETS) to Assess a Home Placement

CSW Responsibilities

SCSW Responsibilities

Referring an Individual to Criminal Court using CLETS

JCS CSW Responsibilities

Referring an Out-of-County Individual to Live Scan

CSW Responsibilities

Receiving and Responding to an Arrest Notification from the Department of Justice

CSW Responsibilities

SCSW Responsibilities

Working with Individuals Who Cannot be Live Scanned

CSW Responsibilities

Seeking and Receiving Information from the Child Abuse Central Index (CACI) Database

CSW Responsibilities

DI CSW Responsibilities in a Pre-Disposition Case

DI SCSW Responsibilities in a Pre-Disposition Case

Case-Carrying CSW Responsibilities When Receiving Results on a VFM/VFR, Post-Disposition Case

Case-Carrying SCSW Responsibilities When Receiving Results on a VFM/VFR, Post-Disposition Case

Family and Children’s Index (FCI) Search on Referrals

SAAM’s Unit Responsibilities

CSW Responsibilities

Receiving a FCI Request Made from another Department

Verifying Users Responsibilities

Public Inquiry Responsibilities

ARA or ARA Designee Responsibilities

Completing a Child Welfare Services/Case Management System (CWS/CMS) Clearance

ER/DI/G & APRD CSW Responsibilities

Completing a Welfare Case Management Information System (WCMIS) Clearance

ER/DI/G & APRD CSW Responsibilities

Assessing the Home of a Prospective Relative Caregiver or Non-Relative Extended Family Member (NREFM) with the Juvenile Automated Index (JAI) System

CSW Responsibilities

Approvals

Helpful Links

Attachments

Forms

Referenced Policy Guides

Statutes

Version Summary

This policy guide was updated from the 07/01/14 version to support the implementation of the Individualized Investigation Narrative, updating when a CWS/CMS clearance is required on Emergency Response Referrals.

POLICY

Clearances

The following clearances are conducted to determine the criminal and child welfare history of clients served by DCFS. The CSW and SCSW must evaluate the results of each clearance to determine their risk to the child’s well-being and to ensure the child’s safety:

Live Scan and California Law Enforcement Telecommunications System (CLETS)

The CLETS database runs a criminal record check based upon demographic data supplied by the subject of inquiry. Live-Scan reveals a criminal history record based upon the submission of the subjects’ fingerprints to the DOJ.  These clearances can confirm the identity of a subject and give the subject’s history of arrests and convictions.

 

Prior to the placement of a child in a the home of a relative, or non-relative extended family member or adoptive home, a criminal records check must be conducted on all persons who:

 

Within 10 calendar days following the criminal records check, the CSW must ensure the Department of Justice performs a fingerprint clearance check on those persons undergoing the criminal records check, to verify accuracy of the results. Once obtained, results must be checked to assess the safety of the home.

 

Prospective relative and non-relative extended family member caregivers are responsible for providing their own transportation to Live Scan equipment sites. The department may, at its discretion, facilitate this process through the dispersion of tokens, vouchers, etc. Applicants must be informed of the nearest DCFS Live Scan site.

 

All regional offices (except Covina Annex), and the Edmund D. Edelman Children’s Court are equipped with Live Scan machines accessible during regular business hours, Monday-Friday.  With the new Criminal Clearance Tracking System (CCTS), it becomes the responsibility of the Live Scan Technician in each respective office to enter requests into CCTS. The information for an applicant, who is going to another office to be Live Scanned, will be entered on-line by the technician in the sending office.

Criminal Clearance Tracking System (CCTS)

The CCTS is a confidential, comprehensive web-based application that automates the manual tracking of Live Scan, California Law Enforcement Telecommunications System (CLETS) and Child Abuse Central Index (CACI) activity. 

 

To view Live Scan results, CSW’s and SCSWs can access the system via the link which is provided in the e-mail notifications or via LA Kids. Dependency Investigators and Adoption CSW’s with secondary assignments can access the results relating to their cases. Kinship Support Division Staff Workers and Supervisors have access of all requests and results for the purpose of performing assessment of homes.

Requesting Criminal History Information

DCFS may request criminal history information on individuals when the request is related to:

 

Criminal history information requested for any other reason is not permitted and will subject the person making the request to be discharged from the Department.

 

Criminal record checks must not be requested when:

 

A Criminal Records Exemption may be requested and issued only if permission is granted by the California Department of Social Service within 14 days of receipt of the request.

Retention of Records

It is recommended that the counties retain criminal background and CACI clearances results for a minimum of three years after the home is no longer in use. The results may be stored in the child’s case file. Automated systems handling criminal offense records information must be located in secure premises, and be secure from unauthorized access, alternation, deletion or release.

Child Abuse Central Index (CACI) 

The Child Abuse Central Index (CACI) is a database of information about child abuse investigations that have occurred in California.  Information collected includes:

 

When a child abuse/neglect investigation is concluded with a substantiated finding in the categories of sexual abuse, physical abuse, severe neglect, emotional/mental abuse or exploitation, the investigating CSW is to complete the BCIA 8583, Child Abuse or Severe Neglect Form to the Department of Justice (DOJ).

 

CSWs are required to check the CACI for data regarding all prospective relative caregivers, non-relative extended family members as well as, all other adults and children who reside in the home or have significant contact with the child.

 

Live-Scan criminal record checks will automatically include a check of the CACI.  Responses from the CACI will either be returned with the Live-Scan results (if there are no possible matches for the person) or they will be returned within sixty days if there is a possible match for the person. 

 

If the person appears to have a record in the CACI database, the information must be evaluated by the CSW and the SCSW to determine the risk that that person may pose to the child.  The information must be taken into consideration when evaluating placement options, to ensure the well-being of the child.

Child Welfare Services/Case Management System (CWS/CMS)

The Child Welfare Services/Case Management System (CWS/CMS) is a database management system that enables California’s Child Welfare Services workers to electronically record and retrieve client information.  A search of the database will reveal whether a client has been a victim or suspect of child abuse or neglect, and whether he or she has received child welfare services in California.

 

The following information is needed to complete the search:

 

CWS/CMS features the following System-Wide Access to Information:

 

A CWS/CMS clearance is required on adults (with the exception of a licensed foster parent) when:

 

 

 

 

Family and Children's Index (FCI)

The FCI system is a computerized, centralized interagency database designed to facilitate identification of children and families who are at risk of child abuse and neglect, and who have had relevant contacts with public agencies. The system houses basic allowable information, information regarding another provider agency’s contact(s) with the child and child’s family, and the identity of agency contact person for pursuing additional information. Only authorized providers have access to the database.

 

The Search, Attach, Assign & Merge Specialist (SAAMS) Unit will search FCI for any known records. They will attach their findings to the referral and forward it to the CSW.  The CSW must contact all the agencies listed on the FCI report prior to closing a referral or promoting a referral to a case.

 

Initial Family & Children’s Index (FCI) searches are mandatory for all persons listed on the referral and the referral address.  Subsequent searches must be made for all additional household members of persons associated with the home.

 

The following departments have a Memorandum of Understanding (MOU) to participate in the FCI:

 

Participating FCI agencies agree to export, on a regular basis, the following allowable information into the FCI system whenever a record in their agency’s database(s) meets one or more of the following at-risk criteria:

 

Upon completion of a FCI, an ER CSW may decide that a Child Abuse Multi-Disciplinary Team (MDT) is needed. A Child Abuse MDT can be established to allow provider agencies (e.g. social services, children services, health services, mental health services, probation, law enforcement, and school) to share confidential information.

Response Times

At-Risk Indicators

Agencies participating in FCI agree that "at-risk" indicators are:

 

The attached list provides information detailing what each agency is required to export into the system.

Confidentiality and Use of Information on FCI

Agencies participating in the FCI system should designate employees who have access to view, and enter information into, the database. Unauthorized personnel cannot access the data; every employee with access must have a signed confidentiality statement on file with their employer.

 

Requests for physical case history files must be made to the provider agency through an MOU, subpoena, or otherwise. Transmission of files through email or unsecured FTP/telnet protocols is prohibited.

 

Staff must be aware of agency’s criteria for a record to be in the FCI.  If an inquiry is received on a child that does not show a match for the agency or there is no match in the index at all, staff is prohibited from giving out information. The Agency’s Program Manager should be consulted when staff is unsure when it is not permissible to give out information.

 

If there is reasonable belief that the child’s life is in danger, the information must be shared.

Back to Policy

Juvenile Automated Index (JAI)

A JAI clearance checks Los Angeles County Superior Court’s Juvenile Automated Index to determine if a child age 14 through 17 years has ever been a ward or dependent of the court.

 

A JAI clearance may be conducted on any children 14-17 years old residing in the home who the CSW believes may have a criminal record.

 

A JAI clearance must be completed for children age 14 through 17 for applicant adoption assessments and independent adoptions.

Los Angeles Eligibility Automated Determination Evaluation and Reporting System (LEADER)

The Los Angeles Eligibility Automated Determination Evaluation and Reporting System (LEADER) is a system developed by DPSS that provides financial management and eligibility determinations for Los Angeles County’s Cal-Works, Medi-Cal, Food Stamps, and other welfare benefit assistance programs. A check of this database can reveal if a family is currently receiving public assistance and, if the family is known to the database, the last known address and the identity of family members.

Out of State Child Abuse/Neglect Registry

Each State has its own Child Abuse/Neglect Registry. A list of State Child Abuse Registries is available at www.ccld.ca.gov/AdamWalshI_2609.htm, under List of Contacts for Other State’s Child Abuse and Neglect Registries.  A check of these databases will determine if a subject is reported to have been the perpetrator or victim of child abuse or neglect.

Welfare Case Management Information System (WCMIS)

The Welfare Case Management Information System (WCMIS) is Los Angeles County’s welfare case identification and indexing system. DCFS uses WCMIS to record the eligibility status for all welfare and Children’s Services applicants and recipients and to assign state identification numbers to DCFS cases and referrals.  WCMIS houses the most current information regarding Child Welfare Services. A WCMIS clearance is used to determine if an individual has a history with DCFS and/or to locate siblings of the child who may also be in the system.

 

Prior to child placement, a WCMIS clearance is required on every adult (with the exception of a licensed foster parent) who:

PROCEDURE

Criminal Background Checks for Child Abuse Referrals

CSW Responsibilities

  1. During the investigation of a child abuse referral, CSWs must initiate a criminal background check on all child abuse referrals when at least one of the following is alleged:

 

For referrals alleging emotional abuse or general neglect, the CSW must consult with the SCSW to determine if initiating a criminal background check is relevant and appropriate.

 

  1. Obtain a CLETS or CACI clearance in one of the following two ways:
  1. Complete the DCFS 5600-B in CWS/CMS on one of the following individuals:
  1. Complete the DCFS 5600-A when requesting clearances for emergency placements. An emergency placement occurs when a child is:

 

  1. Submit all requests to your SCSW for online approval.

 

  1. Submit the DCFS 5600-A to the Live Scan Technician located in the regional office.

 

  1. Request that the parents/legal guardians submit to being Live Scanned, if it is determined upon completion of child abuse investigation that ongoing services (court or voluntary) will be provided.

 

  1. Complete a DCFS 5600. Submit to the SCSW for approval.

 

  1. If a parent/legal guardian refuses to be Live Scanned, his/her refusal must not prevent the provision of VFM or Family Preservation services.

 

  1. Document that individual’s refusal in the Contact Notebook.

SCSW Responsibilities

  1. Review the DCFS 5600, 5600-A, or 5600-B.
  1. If complete and correct, sign and forward to the Live Scan Technician for processing.
  1. If not, return to the CSW for corrective action.

 

  1. Check e-mail via Outlook to receive notification that the applicant has been Live Scanned.

 

  1. Retrieve automated results via Outlook with the CCTS link. Confer with the CSW regarding the criminal clearance results, if necessary.

Back to Procedure

Using the California Law Enforcement Telecommunications System (CLETS) to Assess a Home for Placement

CSW Responsibilities

  1. When notified of a relative or non-relative extended family member’s interest in placing a child in their home, contact the caregiver and obtain the information needed to request a CLETS.

 

  1. Complete the DCFS 5600-A, if the CLETS is requested pursuant to a temporary emergency placement with a relative or non-relative extended family member,
  1. Verify the subject’s identity by requesting a valid photo ID.
  1. Prior to placement, check the valid photo ID of every person whose CLETS was obtained.

 

  1. Direct the applicant to the Live Scan location closest to his/her home to initiate the Live Scan process as soon as possible but no later than ten (10) calendar days.

 

  1. Notify the subject of the identification requirements. Refer to resources page for list of permissible identification documents.

 

  1. Complete the DCFS 5600 and/or DCFS 5600-B for the prospective caregiver, all other adults residing in the caregiver’s home, and all adults having significant contact with the child. 
  1. Complete the DCFS 5600-A, If the child is in the office, on their way to an office, or in jeopardy of being placed in the next 12 hours.

 

  1. Submit to the SCSW for approval.
  1. Contact the Child Abuse Central Index (CACI) to request a check of all prior allegations of child abuse and/or neglect concerning the home.
  1. Complete the BCIA-4084, Facsimile Inquiry for Child Abuse Index (CACI), and fax it to DOJ at either (916) 227-5054 or (916) 227-3253.

 

  1. The Live Scan Technician will notify the CSW within 10 calendar days after the receipt of the 5600 if the party did not appear.

 

  1. If the applicant fails to complete the Live Scan within ten calendar days, contact the applicant to reschedule the Live Scan. Resubmit the DCFS 5600 to the Live Scan Technician.

 

  1. Simultaneously submit a search for foster placement/emergency shelter care in the event that a relative placement cannot be made.

 

  1. Upon receipt of the automated Live Scan results, evaluate the prospective caregiver and review the prospective guardian’s criminal history

 

  1. File all copies of the DCFS 5600, 5600-A, 5600-B and criminal history results in the Case Activity Folder.

SCSW Responsibilities

  1. Review the DCFS 5600, DCFS 5600-A, or DCFS 5600-B.
  1. If complete and correct, sign and forward to the Live Scan Technician for processing.
  1. If not, return to the CSW for corrective action.

 

  1. Check e-mail via Outlook to receive notification that the applicant has been Live Scanned.

 

  1. Retrieve automated results via Outlook with the CCTS link. Confer with the CSW regarding the criminal clearance results, if necessary.

Back to Procedure

Referring an Individual to Criminal Court using CLETS

JCS CSW Responsibilities

  1. For arraignment hearings, when a prospective relative, parent/legal guardian or non- relative extended family member appears at court and requires a criminal clearance, send him/her to the Service Desk.

 

  1. For any other hearing, if a prospective relative, parent/legal guardian, or non-relative extended family member including any other adult residing in the home or having significant contact with the child, requires a criminal clearance.

 

  1. Notify him/her of the identification requirements.

 

  1. Have him/her complete the DCFS 5600 and DCFS 5600-B prior to calendar call or as soon as the individual requests placement of a child. 

 

  1. Indicate the case-carrying CSW’s name in Section III of the DCFS 5600 and DCFS 5600-B.

 

  1. Annotate the court officer’s name, courtroom and telephone extension at the top of the DCFS 5600-B.

Back to Procedure

Referring an Out-of-County Individual to Live Scan

CSW Responsibilities

  1. Determine the appropriate Live Scan site for the out-of-county applicant.

 

  1. Verify the hours, address, and ability of site to process Live Scan requests.

 

  1. Send the BCII 8016 to the out-of-county applicant.
  1. Have the applicant complete the demographic information of the Live Scan request.
  1. The applicant must take the BCII 8016 to the Live Scan site.
  1. Inform the applicant of possible fees on-site and of the identification requirements.
  1. Inform the applicant they must present a valid and unexpired photo ID.

 

  1. When considering the placement of a child with an out-of-state relative or non-relative extended family member, follow existing procedures on the Interstate Compact on the Placement of Children (ICPC).

Back to Procedure

Receiving and Responding to an Arrest Notification from the Department of Justice

CSW Responsibilities

  1. Review the results of the Subsequent Arrest Notification.

 

  1. Assess the home immediately for the safety of the child if the conviction of the caregiver prohibits the child from remaining in the home due to a crime that exceeds a minor traffic violation.

 

  1. Conduct an investigation of the circumstances surrounding the arrest. Interview any witnesses and obtain copies of police reports.
  1. Determine whether or not the person’s arrest poses a risk to the child placed in the home.
  1. Remove the child if he/she is deemed at immediate risk.
  1. Provide information regarding the investigation to the person to whom it relates, if the information is a basis for prohibiting the child from remaining in the caregiver’s home.

 

  1. If the caregiver was convicted of a crime which is not on the prohibited list and a decision is made to allow the child to remain in the home of a relative or non-relative extended family caregiver, submit a Waiver Request packet and follow the procedures.

 

  1. Provide a copy of the Subsequent Arrest Notification to the ASFA unit located in your office.
  1. CSWs may request Subsequent Arrest Notification Service for relatives and non-relative extended family members.

 

  1. The receipt of a Subsequent Arrest Notification for an individual will be terminated in the following instances:
  1. That individual moves out of the home
  1. A prospective relative caregiver’s or non-relative extended family member’s home was not approved or not used
  1. A child who was placed in an individual’s home leaves (e.g. is replaced, returns home, etc.).
  1. If other children remain placed in the home, do not terminate the Subsequent Arrest Notification
  1. The relative caregiver or non-relative extended family member is no longer providing care for the child
  1. At the time Kinship Guardianship has been granted to the relative caregiver
  1. At the time that an Adoption is finalized

 

  1. When an arrest notification is no longer required, proceed as follows:
  1. To discontinue the Subsequent Arrest Notification, submit a BCIA 8302, No Longer Interested” (NLI) Notification, request via CCTS by completing the following:
  1. Search for the applicant’s record by searching CCTS.
  1. Click the “Create/Update No Longer Interested Request” button located on a display summary request.
  1. Enter or confirm the applicant type, date of birth, and sex before clicking on the “Submit NLI Request” button.
  1. If faxing or mailing the NLI request, provide the following information:
  1. Forward to SCSW for approval online.

 

  1. To cancel a NLI request for any reason, click on the “Cancel NLI Request” button prior to the “NLI submitted to DOJ.”

 

  1. File the approved BCII 8302 in the Placement Notebook.

 

  1. Document the date the BCII 8302 was mailed/faxed to the DOJ in the Contact Notebook.

SCSW Responsibilities

  1. Review the BCII 8302 form, approve online. If appropriate, discuss any concerns with the CSW, and ensure that the BCII 8302 form is faxed to DOJ at (916) 227-4722.

Back to Procedure

Working with Individuals Who Cannot be Live Scanned

CSW Responsibilities

For Applicants who cannot be Live Scanned due to a Physical Disability:

 

  1. Complete the BCII 9010.

 

  1. Instruct the individual to verify that he/she cannot be fingerprinted by taking the BCII 9010 to a law enforcement agency to confirm.

 

  1. Obtain the BCII 9010 from the individual once law enforcement has signed the bottom.

 

  1. Mail the signed BCII it to the Live Scan Technician at the following address:

    California Department of Justice
    Bureau of Criminal Identification and Information
    Applicant Processing Program
    P.O. Box 903417
    Sacramento, Calif. 94203-4170

 

For Applicants with Fingerprints Unreadable by Live Scan:

Responding to an Applicant who is Physically Unable to go to a Live Scan Site:

  1. When available, obtain the applicant’s fingerprints via portable Live Scan machine.

 

  1. If unable to obtain the applicant’s fingerprints via portable Live Scan machine, manually roll the fingerprints on the FD 258 (fingerprint card.)

 

  1. Roll a second set of prints for the FBI clearance. 

 

  1. Complete the Identifying information fields of the FD 258 for both cards.

 

  1. If fingerprints were manually rolled, complete mail the BCII 9004, Request for Exemption from Mandatory Electronic Fingerprint Submission Requirement, to:

    Department of Justice
    Bureau of Criminal Identification and Information
    P.O. Box 903417
    Sacramento, California 94203-4170

 

  1. To obtain FBI results, mail the FD 258 finger print card to:

    Bureau of Criminal Identification and Information
    Applicant Processing Program
    FBI Response Unit
    P.O. Box 903417
    Sacramento, Calif. 94203-4170
    Fax # 916-227-3820.
    FBI.ResponseUnit@doj.ca.gov

 

  1. For more information regarding this procedure, call the DOJ Field Liaison Program Representative for Los Angeles County:

Back to Procedure

Seeking and Receiving Information from Child Abuse Central Index (CACI) Database

CSW Responsibilities

  1. If the person has submitted to a Live Scan, check the Live Scan Results for the CACI results.

 

  1. If the Live Scan results do not indicate the CACI search results, or the results have not been received within 10 business days, complete the BCIA-4084, Facsimile Inquiry for Child Abuse Central Index Check (CACI).

 

  1. Fax it to the Department of Justice (DOJ):

 

  1. If the clearance was conducted to assess the home of a prospective caregiver, proceed with the placement if the CACI clearance and all other factors suggest that the placement will be safe.

 

  1. If the clearance was conducted to investigate the history of the parents and children in a case, assess the history to assist in determining the risk level to the children as well as assisting in the development of the case plan.

 

  1. Forward the CACI results to the Dependency Investigator.

DI CSW Responsibilities in a Pre-Disposition Case

  1. The CSW will forward the CACI results to the Dependency Investigator.

 

  1. Contact the agency that submitted the SS 8583, Child Abuse Summary Report, to the Department of Justice when the report’s results meet both of the following criteria are met:

 

  1. Ask that agency to provide all available information regarding the incident. 

 

  1. Notify the person undergoing the CACI of any new information revealed.

 

  1. Document all information regarding the incident and all comments/information on the person undergoing the CACAI in the Contact Notebook.

 

  1. Discuss your findings with the case-carrying SCSW.

DI SCSW Responsibilities in a Pre-Disposition Case

  1. Review the CACI results, information gathered from investigating agencies regarding the allegations, and the person’s statements.

 

  1. Consult with the case-carrying SCSW to consider a new placement, or to update the case plan, if necessary to ensure the safety of the child.

Case-Carrying CSW's Responsibilities When Receiving Results of a VFM/VFR Case Post-Disposition

  1. Contact the agency that submitted the SS 8583 to the Department of Justice, when the results are received on a person whose results had been “delayed for 60 days” and the results indicate an investigation that was not previously documented in CWS/CMS.

 

  1. Ask that agency to provide all available information regarding the incident. 

 

  1. Notify the person undergoing the CACI of any new information revealed.

 

  1. Document all information regarding the incident and all comments/information on the person undergoing the CACI in the Contact Notebook.

 

  1. If the CACI results indicate an investigation that was not previously documented in CWS/CMS, consult with your SCSW to evaluate any risk that the results indicate.

SCSW Responsibilities When Receiving Results of a VFM/VFR Case Post-Disposition

  1. Review the CACI results, information gathered from investigating agencies regarding the allegations, and the person’s statements.

 

  1. Instruct the CSW to update the case plan, and/or replace the child from their relative placement, based upon the risk to the child.

Back to Procedure

Family Children’s Index (FCI) Search on Referrals

SAAM’s Unit Responsibilities

  1. Search FCI for all persons listed on the referral and the referral address. If records are found, note finding by selecting agency acronym under the “Agency” column on the screen.

 

  1. Print and attach any results to the referral (including no record on FCI) and any printed agency contact information that is provided the CSW/SCSW.

 

  1. Forward both the records found and the agency contact information to the CSW. 

CSW Responsibilities

  1. Review the FCI Report.

 

  1. If the FCI Report indicates that the family had contact with other public agencies, all listed agencies must be contacted prior to closing the referral or promoting the referral to a case.

 

  1. If other FCI participating county departments or partner agencies do not respond within 5 business days from the time when the request was made, e-mail the DCFS FCI leads at FCILead@dcfs.lacounty.gov with the following information:

 

  1. Document all contacts and attempted contacts with the agency in the Contact Notebook. 

 

  1. File the FCI search results printout in the Case Activity Folder.

 

It is mandatory for CSWs, SCSWs or HSAs to follow-up on all FCI hits, except under the following circumstances:

Back to Procedure

Receiving a FCI Request Made from Another Department

Verifying Users Responsibilities

  1. Prior to sharing information, verify the requestor’s identity and right to access.

Public Inquiry Responsibilities

  1. All inquiries should be responded to immediately, and most must be responded to within three business days (72 hours) of the time the inquiry was made.

 

  1. Search for the name of the requesting party on the FCI online system in under “List of Users:”
  1. If the person making the inquiry is not on the list, inform the requesting party that he/she needs to get approval from his/her agency’s Program Manager to access to the system.
  1. Obtain the contact information for an agency’s Program Manager from the ‘Quick Reference’ link on the “User List” screen.
  1. If the person making the inquiry is from an agency that is not listed in “Agency Program Managers” section of the “Quick Reference” screen, his/her agency is not one of the participating agencies and must be directed to the agency’s Program Manager.

 

  1. If an inquiry is made via phone, ask the user a “Verification Question,” located on the “User List” screen.
  1. If the requesting party is listed as a user but does not have a verification question in the “Q/A” column, instruct him/her to log into the FCI system and create one by clicking on ‘Information & Options’ and choosing ‘Change your Verification Question.  If the user has never activated his/her account, he/she can view a quick tutorial on how to do so.

 

  1. If an inquiry is made via email, find the requesting party in the “User List,” call the person, proceed as if the inquiry were via phone.

 

  1. If the account of a user making an inquiry is disabled, inform the Program Manager of the situation, along with the name and agency of the user.

 

  1. Log the inquiry in the Department Assignment Control System (DACS).

 

  1. Search CWS/CMS to locate and determine the case/referral status.
  1. If case/referral is closed, gather the pertinent information and forward to the requestor within 72 hours.
  1. If case/referral is open, forward the request to the applicable ARA.
  1. Provide the requestor with the name and telephone number of the ARA to whom the request was sent as well as the referral disposition and allegations.
  1. Names, addresses and phone numbers may be shared over the phone to an authorized caller

ARA or ARA Designee Responsibilities 

  1. Within 72 hours of receiving the FCI request, forward the requesting party with the following information:

 

  1. Notify Public Inquiry when the request is completed.

Back to Procedure

Completing a CWS/CMS Clearance

ER/DI/G & APRD CSW Responsibilities

  1. Complete a CWS/CMS search in the following situations:

 

 

  1. Document the CWS/CMS clearance results in the Contact Notebook and/or Investigation Narrative for ER.

 

  1. If the adult and/or child have a record on CWS/CMS, review the history, the investigation, the conclusion of the referral and/or case, if any child welfare services were provided, and the family’s prior level of compliance. 

 

  1. Discuss prior DCFS history with the person and document the person’s statements in the Contact Notebook.

 

  1. Ensure timely updates of changes to contact information.

 

  1. If the person has a record on CWS/CMS, the SCSW will evaluate the information to determine the risk that person may pose to the child.

Back to Procedure

Completing a Welfare Case Management Information System (WCMIS) Clearance

ER/DI/G & ARPD CSW Responsibilities

  1. Submit a request for WMCIS clearance in any of the following circumstances:

 

  1. Request a WCMIS search and printout from your assigned unit clerk.  Provide the name and date of birth of each child and adult in the home for whom a clearance is required.

 

  1. Document the WCMIS clearance results in the Contact Notebook and/or Investigation Narrative for Emergency Response.

 

  1. If the adult and/or child have a record on WCMIS, review the history, the results of the investigation, the conclusion of the referral and/or case, if any child welfare services were provided, the family’s prior level of compliance.

 

  1. Discuss prior DCFS history with the person, and document the person’s statements in the Contact Notebook.

 

  1. File the WCMIS printouts in the Services Eligibility Folder.

 

  1. If the person has a record on CWS/CMS, the SCSW will evaluate the information to determine the risk that person may pose to the child.

Back to Procedure

Assessing the Home of a Prospective Relative Caregiver or Non-Relative Extended Family Member (NREFM) with the Juvenile Automated Index (JAI) System

CSW Responsibilities

  1. Telephone Intake and Detention Control (IDC) at (323) 881-1303 during business hours or (213) 639-4500 for the Emergency Response Command Post (ERCP) and for after-hours inquiries.

 

  1. Request that a copy of the record, if any, be mailed to the CSW.

 

  1. Discuss the results with the subject of the inquiry.

 

  1. Document the phone call, the results of the inquiry in CWS/CMS, and discussions of the inquiry in the Contact Notebook or in the Adoption Folder.

 

  1. Assess the results of the clearance and any discussion with the subject of the clearance to determine if (s)he represents a danger to the safety and well-being of the identified child victim.

 

  1. Confer with the SCSW as necessary.

 

  1. Document the results of the discussion with the SCSW in Investigative Narrative for a referral, Case Notes for a case, or Adoption Folder for an adoption.

 

  1. File the JAI printout on the left side of the Placement Folder. If the JAI was completed for the requirements of the Applicant Assessment, file the printout in the Adoption Folder.

Back to Procedure

APPROVALS

None

HELPFUL LINKS

Attachments

Acceptable Types of Forms of Identification

CLETS: Appropriate Requests for Criminal History Information

CWS/CMS Search Tips for Child Abuse Referrals

DCFS Office Location Codes

Exportable Information into the FCI System

WCMIS – How to Read a WCMIS Printout

WCMIS Case Person Summary

Referenced Guide – When to Obtain a Clearance

Forms

LA Kids

DCFS 5600, Live-Scan Criminal History Request

DCFS 5600-A, Criminal History CLETS / NCIC III Request

DCFS 5600-B, Criminal History CLETS Request-Investigations

DCFS 5602, WIC 361.4 Exemption Request

BCIA-4084, Facsimile Inquiry for Child Abuse Central Index (CACI)

BCIA 8020, Request for Applicant Name Check by the Federal Bureau of Investigation

BCIA-8049, Subsequent Arrest Notification

BCII 8016, Request for Live-Scan Service Applicant Submission

BCII 8043, Applicant Fingerprint Card Follow-Up Request California Applicant Live-Scan Services List

BCII 8302, No Longer Interested Notification (NLI) Notification

BCII 9004, Request for Exemption from Mandatory Electronic Fingerprint Submission 

Requirement

BCII 9010, Request for DOJ Name Check

How to Obtain a Consulate ID from the Consulate of Mexico

Hard Copy

FCI Search Results Printout

Referenced Policy Guides

 

0070-548.17, Completion and Submission of the BCIA 8583, Child Abuse or Severe Neglect Indexing Form

0100-520.10, Evaluating a Prospective Caregiver

0100-520.70, Exemptions for Criminal History Records

0100-525.10, Interstate Compact on the Placement of Children (ICPC)

Statutes

Civil Code (CC) Section 56.10 (c) – Describes when a provider of health care or a health care service plan may disclose medical information.

 

CC Section 56.104 – Authorizes a health care provider or a health care service plan to disclose information relevant to the incident of child abuse or neglect that may be given to an investigator from an agency investigating the case, including the investigation report and other pertinent materials that may be given to the licensing agency.

 

CDSS MPP Division 31-405.1 – Explains that when a social worker is arranging a child’s placement, the social worker will assess all factors required in WIC Section 361.3.

 

Penal Code (PEN) Section 11165.12 – In part, defines "Unfounded report," "substantiated report," and “inconclusive report.”

 

PEN Section 11170(a) – The Department of Justice shall maintain an index of all reports of child abuse and severe neglect submitted.... The index shall be continually updated by the department and shall not contain any reports that are determined to be unfounded. The department may adopt rules governing record keeping and reporting pursuant to this article.

 

PEN Section 11170(b)(3) – The Department of Justice shall make available to a law enforcement agency, county welfare department, or county probation department that is conducting a child abuse investigation relevant information contained in the index.

 

WIC Section 361.3 – States that when a child is removed from the custody of his/her parents, preferential consideration shall be given to a request by a relative of the child for placement of the child with the relative. Provides a list of factors that should be taken into consideration when determining if a relative placement is appropriate. Defines preferential consideration and relative consideration.

 

WIC Section 361.4 – States that prior to placing a child in the home of a relative, or the home of any prospective guardian or other person who is not a licensed or certified foster parent, the social worker shall ascertain the appropriateness of the placement by conducting a criminal background check.

 

WIC Section 361.4(c) – States, in part, that whenever a child may be placed in the home of a relative, or a prospective guardian or other person who is not a licensed or certified foster parent, the county social worker shall cause a check of the Child Abuse Index … to be requested from the Department of Justice. The Child Abuse Index check shall be conducted on all persons over the age of 18 years living in the home.

 

WIC Section 366.21(f) – States that at the permanency hearing, the court shall consider the criminal history… of the parent or legal guardian subsequent to the child's removal, provided that he or she agreed to submit fingerprint images to obtain criminal history information as part of the case plan.

 

WIC Section 16504.5 – Authorizes a child welfare agency to initiate or submit a criminal background check when an investigation involves a child in which the child is alleged to come within the jurisdiction of the juvenile court…, evaluating the home of a relative or non-relative extended family member, when attempting to locate a parent or guardian of a child who is the subject of dependency court proceedings, and when determining the suitability for reunification of a parent or legal guardian with a dependent child subject to the jurisdiction of the juvenile court.

 

WIC Section 18961 – Authorizes county agencies to share certain identifying information regarding families who are at-risk for child abuse or neglect for the purpose of forming multi-disciplinary teams.

 

WIC Section 18961.5 – States, in part, that any county may establish a computerized database system within that county to allow provider agencies to share identifying information, regarding families at risk for child abuse or neglect for the purposes of forming a multidisciplinary personnel team, for the prevention, identification, management, or treatment of child abuse or neglect, or for the provision of child welfare services to a child or child's family….

 

WIC Section 18961.6 – States, in part, that if the County of Los Angeles establishes a database, the database may include the convictions of family members and persons living in the child's home for crimes that involved a child as a victim. Entered convictions, however, shall only be accessible to those provider agencies, currently entitled to obtain criminal history records. These provider agencies shall include, but not be limited to, children's services, probation, and law enforcement.

 

WIC Section 18961.7 – Allows the formation of a child abuse multidisciplinary team for the purpose of investigating reports of child abuse or neglect made pursuant to Section 11160, 11166, or 11166.05 of the Penal Code, or for the purpose of child welfare agencies making a detention determination.

 

Back to Helpful Links