STANFORD LEGAL OFFICE MEMORANDUM

TO: / LIVE SCAN PARTICIPANTS
FROM: / Stanford Legal Office
SUBJECT: / LIVE SCAN BACKGROUND CHECKS

The purpose of this Memorandum is to provide Live Scan participants with some information about the Live Scan process and its objectives. If you are receiving this memorandum, your program coordinator has already determined that it is appropriate for you to participate in the Live Scan process.

Stanford University has secured permission from the California Department of Justice (“DOJ”) pursuant to Penal Code section 11105.3 to conduct Live Scan background checks of employees, volunteers and students who work with youth in connection with a Stanford program or a program that takes place on the Stanford campus. The policy underlying Penal Code section 11105.3 is to ensure the safety of youth and children who participate in after school and summer programs. The Live Scan process involves submitting fingerprints to the FBI, which will review for criminal offender record information (CORI). CORI reports are then submitted to Stanford’s Office of Risk Management for the purpose of determining eligibility to participate in the requested program. Risk Management will contact the requesting program with the results of the background check. Risk Management and the program informed of the Live Scan results are required to keep the results confidential, but must act on the results to the extent necessary to ensure the safety of the Stanford community and youth programs.

Please access the online Live Scan application form by visiting: Click on the “Fingerprinting Appointments” link (appearing under the “What’s New” section of the homepage; look for the fingerprint icon) to continue. During the application process, the applicant will be asked for the name of the Agency. In filling out the Agency name, please be sure to spell out the complete name, and AVOID abbreviating any words, as the system will not accept punctuation or spaces. This means that Stanford (as the Agency) should be written as: Leland Stanford Junior University.

FILLING OUT THE LIVE SCAN APPLICATION

Please see Page 4 of this document for an example on how to fill out the form.

FREQUENTLY ASKED QUESTIONS:

  1. I am coming from out-of-state to work at a summer camp at Stanford, and will be arriving just before the camp starts. What should I do?

You must arrange to have your Live Scan application submitted to the California DOJ prior to beginning your employment/volunteer work with a Stanford program. The California DOJ will not accept fingerprints unless verified by an authorized California agency with a Live Scan processing office, such as the Sheriff’s Office of Santa Clara County, located on Stanford’s campus. Because the results may take up to a few weeks to process, you must also verify the following before beginning your employment/volunteer work: 1) that you have suffered no criminal felony or misdemeanor conviction; and 2) that you are qualified to work with Youth and will contribute to an appropriate and supportive environment for Youth. A Verification Form is attached to this memorandum.

  1. I have a current criminal background check on file in another state/country. Will Stanford accept a verified copy of that background check in lieu of the Live Scan?

It ispossible. Please provide a copy of the background check to your program administrator, and your program administrator should contact the Office of Risk Management to determine whether the check is sufficient.

  1. I am a current Stanford employee. Do I have to undergo the Live Scan application?

Not for purposes of your current employment. No one should feel that the Live Scan check is required to maintain employment at Stanford. The Live Scan check is only required for participation in programs involving Youth to ensure their safety and protection; but participation in or supervision of those programs is optional for each employee. If the employee opts to participate in these programs, then the Live Scan check is required. Job applicants may be required to undergo the Live Scan check if the sought position involves participation in or supervision of programs involving Youth.

  1. I have suffered a minor criminal misdemeanor conviction. Does that mean I cannot work with the Stanford program?

Most likely, you will not be able to work with the Stanford program. In advance of submitting to the Live Scan process, you should probably disclose the information to the program administrator and, subsequently, work with the program administrator and Risk Management to determine if the conviction makes you an unsuitable match for the program. Any DUI would probably make you ineligible to work in a capacity that requires driving. In instances where the charge was administrative (e.g., driving on a suspended license), there may be some flexibility, provided you will not be required to drive any of the program’s participants or staff.

  1. I have an additional question that has not been addressed in this document. How can I get my question answered?

Contact your program administrator who, in turn, may contact the Office of Risk Management or the Legal Office.

VERIFICATION FOR SUITABILITY TO WORK WITH YOUTH AT STANFORD

I, ______, hereby verify that in connection to my participation as a ______(job/volunteer function, e.g., tutor, tennis coach, etc.), I have submitted an accurate and complete Live Scan application to the California Department of Justice.

I further verify that I have suffered no felony or misdemeanor criminal conviction.

I further verify that I am qualified to work with Youth and will provide an appropriate and supportive environment for Youth.

I understand that the program supporting the Live Scan application and Stanford University will rely on this verification and may terminate my participation or employment for any misstatements.

______

Signature

______

Date

1