Santa Clara County Social Services Agency
Agency Memorandum #04-06
April 19, 2004
All DFCS Staff
Live Scan Referral Procedures for Out-of-Home Care Providers and VolunteersOverview
/ Live Scan fingerprinting is required for placement caregiver applicants, adults associated with these applicants, and Department of Family and Children’s Services (DFCS) volunteers to ensure positive identification for record checks conducted by the Department of Justice (DOJ), and in most cases, the Federal Bureau of Investigations (FBI).The procedures below are to ensure that:
· Fingerprinting is done for the correct purpose
· Record check results are returned to the correct DFCS social worker or staff person
· Live Scan operators enter correct data into the Live Scan machine
· People who are fingerprinted understand Live Scan fingerprinting procedures, and are directed to the most convenient Live Scan facility
The following people need to be fingerprinted by Live Scan:
· Prospective relative caregivers
· Prospective non-relative extended family member caregivers (NREFM)
· Foster home license applicants (County license only)
· Adoption home study applicants
· Additional adults associated with the above caregivers (see “Note” below)*
· Volunteers working within the Department of Family and Children’s Services
DFCS staff give the “Live Scan Referral” form (SCZ 152) to the person(s) requiring record checks. The SCZ 152 is available on the G drive at: G:/template/Forms/SCZ152.doc. A copy of the form is attached. A hard copy, self-duplicating, 3 page form will be available in the future.
CWS Handbook Section 406 and 421 procedures will be updated to include information in this Memorandum.
*Note: The “additional adults” category is used for persons:
· Age 18 years and older residing in the home of an applicant caregiver
· Age 18 years (other than a professional providing services to the child) known to the social worker to have significant contact with the child
· Over the age of 14 years living in the caregiver’s home who the social worker believes may have a criminal record
· Respite care providers for applicant caregivers
Live Scan
/ The DFCS staff person follows these steps:Referral
/ Step / ActionProcedures
/ 1. / Discuss Live Scan procedures with the person to be fingerprinted./ 2. / Complete the SCZ 152 form.
/ 3. / Make a copy of the SCZ 152 form for the case file.
/ 4. / Give the form to the person to be fingerprinted.
3
Note: / (For relative and NREFM cases) Within five (5) judicial days following the CLETS criminal record check, the social worker shall ensure that Live Scan fingerprinting is initiated (i.e., at least scheduled). The social worker either:· Makes the Live Scan appointment arrangements and enters the appointment time, date and location on the SCZ 152 form, or
· Monitors the person making the arrangement for him or herself to ensure that the fingerprinting is scheduled within 5 days of the CLETS request.
Live Scan
/ Live scan results vary according to the purpose for which the person is fingerprinted andResults
/ should be used only for the purpose for which they are requested./ Purpose
/ Results / Relatives, NREFMs, foster home license applicants, adoptive home study applicants, and adults associated with the caregiver’s home. / Volunteers
/ DOJ criminal record / X / X
/ Child Abuse Central Index / X
/ Federal Bureau of Investigation / X
/ Subsequent Arrest Notification / X
*Note: / Prospective guardians who are approved relatives or NREFMs do not need to be fingerprinted again for the guardianship assessment.
Prospective guardians who are County licensed foster parents or certified FFA foster parents are fingerprinted as NREFMs to obtain necessary record checks and to activate subsequent arrest notification from the DOJ for the guardianship assessment. However, these foster parents do not need to be fully assessed for approval unless:
· The child’s case is not dismissed when the guardianship is granted and
· The foster parent subsequently becomes unlicensed or decertified.
Adoptive Concurrent Placements
/ When a caregiver intends to provide an adoptive home for a child if family reunification is not possible (adoptive concurrent placement), the DFCS staff person making the referral for fingerprinting:1. Requests “Petition for Adoption” criminal and child abuse record checks on the SCZ 152 form and either:
· “Subarrest Relative” (for relatives and NREFMs) or
· “Foster Home License” (for foster home license applicants)
2a. Asks the relative or NREFM to call the intake phone number for the Resource Homes Units (299-KIDS) to be home studied for adoption, or
2b. Asks the unrelated person seeking a foster care license to call the intake phone number for the Resource Homes Units (299-KIDS) to be home studied for a foster care license and adoption.
3. Forwards a copy of the SCZ 152 form to the Resource Homes Clerical, 373 West Julian, 5th Floor, to notify the Resource Homes Units that record checks have been requested for licensing and/or an adoptive home study.
This procedure is intended to reduce the number of times a person needs go to a Live Scan facility to be fingerprinted.
*Note: / Record check results for “Petition for Adoption” and “Foster Home License” will be returned to a designated supervisor in one of the Resource Family Units. Record checks for “Subarrest Relative” are returned to the child’s Social Worker.
Steps for Forwarding
/ (For DFCS Social Workers) When a criminal or child abuse check response has not been received by the time a case is transferred to a new Social Worker, follow these steps:Pending
/ Step / ActionRecord Check Responses when a Case
/ 1. / The Social Worker transferring the case clearly documents which criminal or child abuse check response is pending on the Case Summary (SCZ 409), or for Dependent Intake Social Workers, the purple transfer routing page.is Transferred
/ 2. / When the record check response is received, the Social Worker who transferred the case immediately forwards the response to the assigned Social Worker in an envelope sealed with tape.*Note: / If the correct person to receive a criminal or child abuse record check response cannot be identified, the response is forwarded to the Law Enforcement Clerk (1st floor, 373 West Julian Street). This Clerk identifies and forwards the response to the correct person.
Reviewed by:
Norma Doctor Sparks
Director Department of Family and Children’s Services
Contact Person: / Mary Jane “Jerry” Shall, Office Management Coordinator, Telephone 975-5201,3
Santa Clara County
Social Services Agency
Department of Family and Children’s Services
LIVE SCAN REFERRAL
USE ONE FORM FOR EACH INDIVIDUAL
Case Information
Check appropriate box(s) next to “Name” in this section. For relatives and NREFMs, enter child(ren)’s name(s) and DFCS No.
For Adoptive home and foster care license applicants, enter name(s) of applicant(s). For volunteers, enter volunteer’s name.
Name Child(ren) License Applicant Adoption Home Study Applicant / DFCS Case NumberInformation about Person to be Fingerprinted
Full Name (last, first, middle) / Date of Birth / Place of BirthOther Names Used (e.g., maiden name, alias) / Driver’s License No. / Social Security No.
Residence Street Address / City / State / Zip
Citizenship: U.S. Citizen? Yes No / If not, citizen of what country?
Reason for Criminal and/or Child Abuse Record Check
Select the “Reason for Record Check” and place a “x” in the box in that row indicating if the person is a primary applicant * or an additional adult. **
Reason for Record Check /Primary Applicant
/ Additional Adult / Return Responses to:SubArrest Relative [For assessment of prospective relative and non-relative extended family members (NREFM) for approval] / Undersigned DFCS Social Worker
Foster Home License (For foster home license applicants) / Designated Resource Homes Unit Supervisor
Petition for Adoption (For adoption home study applicants) / Designated Resource Homes Unit Supervisor
Volunteer (Volunteers working with DFCS clients) / N/A / Undersigned DFCS Staff Person
SW Name: SW#: SW Phone#:
*A “Primary Applicant” is a prospective relative or NREFM caregiver; an applicant for a foster care license and/or an adoptive home study; or a prospective DFCS volunteer.
**An “Additional Adult” is a person age 18 years or older residing in the home of an applicant; a person age 18 years or older (other than a professional providing services to the child) known to the social worker to have significant contact with the child, including any person who has a familial or intimate relationship with any person living in the home; any person over the age of 14 years living in the home who the social worker believes may have a criminal record; or respite care provider.
NOTE: An applicant for a foster care license or relative/NREFM approval and an adoption home study (an “adoptive concurrent placement” applicant) must be fingerprinted twice: once for each type of caregiver assessments.
The DFCS staff person completes this section if she or he makes arrangements for the person to be fingerprinted.Appointment Date / Appointment Time / Location
CASE NAME: Appointment Time: ______
Location: ______Please choose the correct type of request from the following categories:
NOTE *: If there are extra adults in the home that need to be fingerprinted, check the correct type of request and check that they are an extra adult or respite care.
()DFCS Staff Person’s Name (Please Print) / Worker Number / Telephone Number
G:\template\forms\SCZ152.doc
Filing: 4th Fastener, Right - Under / Live Scan Request – 04/18/04
Page 2 of 2
INFORMATION ABOUT LIVE SCAN FINGERPRINTING FACILITIES AND PROCEDURES
The STEPS to be fingerprinted by Live Scan depend upon where you choose to be fingerprinted. Your choices are:
Department of Family and Children’s Services (DFCS) FacilitiesDFCS Main Office
373. W. Julian Street, First Floor
San Jose, CA 95110
For Appointments call (408) 975-5116
Appointments:
· Mon., Wed., Thurs., and Fri. – 8:00 a.m. to 3:30 p.m.
· Tues. – 10:00 a.m. to 6:30 p.m. / Children’s Shelter
4525 Union Avenue
San Jose, CA 95124
For Appointments call (408) 558-5480
Appointments:
· 7 Days a week – 10:00 p.m. to 9:00 p.m.
Santa Clara County Sheriff’s Department Facilities
Main Headquarters Office
55 West Younger Ave.
San Jose, CA 95110
For Appointments call (408) 808-4760
Appointments:
· Monday through Friday from 7:00 a.m. to 6:00 p.m.
· Sat. 8:30am- 4:30 / Westside Sub-Station
14374 Saratoga Ave.
Saratoga, CA 95070
For Appointments call (408) 868-6614
Appointments:
· Monday through Friday from 8:00 a.m. to 5:00 p.m.
South County Sub-Station
12431 Monterey Road
San Martin, CA 95046
For Appointments call (408) 686-3651
Appointments:
· Monday through Friday from 8:00 a.m. to 11:30 a.m. and from 1:00 p.m. to 5:00 p.m. / Stanford Sub-Station
711 Sierra St.
Stanford, CA 94305
For Appointments call (650) 725-2499
Appointments:
· Monday through Thursday from 8:00 a.m. to 2:45 p.m.
· Friday 10:30 a.m. to 2:45 p.m.
No Appointment Needed: 9-11:00 a.m. and 1:15-2:45 p.m. daily
Sheriff’s Department Facilities in Other California Counties
Contact the Sheriff’s Department in the California county in which you choose to be fingerprinted to learn location of facilities.
STEPS for Department of Family and Children’s Services (DFCS) Facilities:
1. Call to make an appointment to be fingerprinted at the most convenient facility for you.
2. Arrive at least 30 minutes before the appointment time.
3. Bring a government issued picture identification card or document to the appointment.*
4. Present this “Live Scan Referral” form to the DFCS staff.
STEPS for Santa Clara County Sheriff’s Department Facilities:
1. Call one of the following DFCS facilities to make arrangements to obtain a “Request for Live Scan Services” form:
San Jose DFCS Facilities / South County FacilitiesChildren’s Shelter / (408) 558-5480 / Gilroy Family Center / (408) 846-4400
West Julian Street / (408) 975-5116 / Monterey Road Child Welfare Unit / (408) 846-5000
Union Avenue / (408) 369-4001 / San Martin Family Center / (408) 686-8711
2. Bring a government issued picture identification card or document to the appointment.*
3. Present this “Live Scan Referral” form and the “Request for Live Scan Services” form to the Sheriff’s Department staff.
Note: If you choose to go to the 55 West Younger facility, check in at the Officers’ station window located to the left in the lobby, near the public telephones. Do not take a number or wait in line.STEPS for Sheriff’s Department Facilities in Other California Counties:
1. Call (408) 975-5116 (the main DFCS facility in San Jose) to make arrangements obtain a “Request for Live Scan Services” form.
2. When you receive the “Request for Live Scan Services” form, please immediately call the county’s Sheriff’s Department and follow that Department’s procedures for people requesting to be fingerprinted by Live Scan.
3. Bring a government issued picture identification card or document to the appointment.*
4. Present this “Live Scan Referral” form and the “Request for Live Scan Services” form to the Sheriff’s Department staff.
*Picture Identification: You must present a government issued picture identification card or document (e.g., (Legal picture Identification – California DMV identification card, Driver’s driver’s Licencelicense, Passportpassport, documentation from another country’s consulate). Credit cards cannot be used as proof of identity.
Childrens Shelter
4525 Union Avenue
San Jose, CA 95124
7 Days a week – 12:30pm to 9:30pm
(408) 558-5480 by appointment
SHERIFF’S DEPARTMENTS
Main Headquarters Office
55 West Younger Ave.
San Jose, CA 95110
Monday through Friday from 7:00am to 4:00pm
(408) 808-4760 by appointment
Westside Sub-Station
14374 Saratoga Ave.
Saratoga, CA 95070
Monday through Friday from 8am to 11:30am – 1:30pm to 4:00pm
(408) 867-9715 – Press #2 - by appointment
South County Sub-Station
12431 Monterey Road
San Martin, CA 95046
Monday through Friday from 8am to 11:30am – 1:00pm to 5:00pm
(408) 686-3651 by appointment
Stanford
711 Sierra St.
Stanford, CA 94305
Monday through Friday 8:00am to 4:00pm