October 11, 2001

MB-AASA-HCS/AAA/RCS/MSD/DDD-01-45

MANAGEMENT BULLETIN

TO: Home and Community Services (HCS) Regional Administrators

Residential Care Services (RCS) Regional Administrators

Human Resource Consultant Assistants

SUBJECT: BACKGROUND CHECKS ON STATE EMPLOYEES

The process for completing background checks on current state employees begins this week. Background checks are required of employees who are in positions in which they have unsupervised access to minors or vulnerable adults. The implementation of the law that resulted in this process, as well as the personnel policy, were negotiated with both the Washington State Federation of State Employees and NW SEIU.

Background application packets and a list of position numbers for those employees who are required to have background checks in each of your offices are being distributed by AASA Personnel the week of October 8, 2001. If you have new staff that require background checks who are not on the list that accompanies these applications, contact Linda Brandsma at (360) 725-2340.

The application packets include a flow chart that describes the background check process. Please note that this chart is in draft form and may be revised as the process gets underway. The background unit (BCCU) is also establishing a 1-800 number for staff who have questions.

The specific responsibilities of field and administration staff are outlined below and are organized according to the flow of the process:

AASA HEADQUARTERS

Completed by Friday, October 12, 2001:

• Distribute application packets to HRAs (HCS) and regional administrators (RCS)
• Provide a list of position numbers affected by background checks
• Provide a draft flow chart of the background check process

HRAs (HCS) AND REGIONAL ADMINISTRATORS (RCS)

Must begin distribution Monday, October 15, 2001:

• Distribute application packets supervisors
• Ensure that packets go to each person required to have a background check

Due by Friday, November 2, 2001:

• Collect and verify receipt of a sealed envelope from each employee that includes the name, position number, mail stop, and supervisor's name

Due Friday, November 9, 2001:

• Return sealed envelopes by unit to HRA (HCS) and supervisors (RCS)
• Bundle and return all envelopes by office to Linda Brandsma, MS 45600

AASA HEADQUARTERS

Due to BCCU by Friday, November 16, 2001:

• Verify receipt of sealed envelopes from field
• Forward sealed envelopes which will be bundled by region to BCCU

BCCU

AASA background checks conducted the week of December 3, 2001:

• Receive sealed envelopes and review applications for completeness
• Return incomplete applications in a sealed envelope along with another envelope to Linda Brandsma who will send them to the employee's supervisor. That supervisor is responsible for returning the envelope to the employee for completion and sending that sealed envelope to Linda Brandsma. She is responsible for returning it to BCCU.
• Process applications
• Refer results to the review team (BART)

BART

Reviews begin the week of December 10, 2001:

• Reviews background check results
• Contact Appointing Authority to discuss available actions for those employees to be retained with restrictions or not retained
• Meets with Assistant Secretary to discuss actions
• Records decisions and notifies Appointing Authority of background check results

APPOINTING AUTHORITY

Completed by December 31, 2001:

• Notifies employee of background check results
• Coordinates with supervisor and Personnel Manager when actions are recommended
• Reports any change in action to BCCU

BCCU

Completed by December 31, 2001:

• Submits data to the Department of Personnel

Address question regarding this process to:

Sue McDonough, Program Manager

Telephone: (360) 725-2533

E-mail: mcdonsc@dshs.wa.gov

Penny Black, Director Home and Community Services Division	Denise Gaither, Director Management Services Division
Patricia Lashway, Director Residential Care Services Division Attachment cc: Office Chiefs Supervisors