Fingerprinting Job Aid:

The Ohio State University has recently expanded the Activities and Programs with Minor Participants, Policy 1.50 for those in the university community, which includes our Extension offices throughout the state of Ohio. Therefore, a fingerprint background check (BCI or BCI/FBI) will be required for all new and current extension employees. You are receiving this email because you have been identified by the Extension Human Resources department as a current employee who needs to complete a BCI fingerprint background check.If you have not lived in Ohio for the past five years you will need to complete both the BCI & FBI fingerprint background check. If so, please notify your Webcheck agent before they scan your fingerprints.

Request the BCI and FBI to be run under reason code: 2151.86 – Out of home child care. You may provide the attached letter as support to conduct the background check under this reason code.

For more information on background checks, please go to There is a link that has locations for fingerprinting services around the state or you can also go to your local Sheriff’s Office. Please respond to hen you have finished your fingerprinting so that they can expect your results in the mail.When completing the form for your fingerprint background check, please be sure to provide the following into the “mail to section” before the Webcheck agent scans your fingerprints.

Attention: Gina Thorpe – Extension [INCLUDE COUNTY YOU WORK IN HERE]

OSU Office of Human Resources

1590 N. High St., Ste. 300

Columbus, Ohio 43201

The CFAES HR office recently submitted HRAs with lists of individuals in each county and with Extension appointments who need to be background checked in correlation with the Minors Policy. We have received several questions about how these background check fees will be reimbursed to the employees on these lists. Please have your employees copy their receipt for their records then send the original receipt by campus mail or USPS to Kaylee Buzard (address listed below) who will then submit an eRequest to reimburse that employee. The original copy of the receipt is needed by the fiscal office in order to conduct the reimbursement. Sending a photo copy will only delay this process and if no original receipt is provided we cannot reimburse. If your office has a pcard available for these background checks you may utilize it as an option. Please DO NOT use county checking accounts for these background checks.If you have any further questions or concerns please let us know.Kaylee Buzard -109 Research Services- 1680 Madison Ave- Wooster, OH 44618

There have been a lot of questions about how these required background checks will be paid for. The funding will come from the CFAES Human Resources budget, therefore your offices will not be responsible for the cost. There are three mechanisms for paying for the background checks:

  1. Complete on OSU Campus through the Central Office of Human Resources (OHR)
  2. OHR has our chartfield on file, and will bill us directly
  3. Complete at your local office and use your office PCard to pay.
  4. An eRequest will be used to document the transaction.
  5. Be sure to submit the request under 41200 via the “funding source” or “workflow” org (not the same as the chartfield).
  6. Attach a copy of the receipt to the eRequest for review.
  7. Maintain the originals in your local office.
  8. Complete at your local office and pay for it personally.
  9. After completion, submit the original receipt to Kaylee Buzard for processing. Keep a copy for your personal records.
  10. 109 Research Services Building

1680 Madison Ave.

Wooster, OH 44691

  1. Kaylee will process the reimbursement in the eRequest system.

(When sending in your receipt from paying personally- you may consider sending your name, email, phone # and Employee ID- so they have what they need when they go to enter the information in eRequest.)

Please take the BCI letter below with you to the fingerprinting location and give to them as an explanation of support to conduct the background check under this reason code…. BEFORE they take your prints:

Melissa Mayhan

Assistant General Counsel

Office of Legal Affairs 1590 North High Street, Suite 500, Columbus, OH 43201

Dear Ms. Mayhan:

Matt Kanai referred your correspondence to me, wanting to know the position of the Bureau of Criminal Identification and Investigation (BCI) on a question concerning criminal record checks. OSU wishes to obtain criminal background checks for certain individuals who may supervise children during programs organized by the University, if I understand correctly. You wrote:

We have a number of programs conducted or sponsored by the university that do not fall into legal definitions of some of the terms above but are similar to those programs. For example, we have programs that are similar to day camps but do not meet the definition of “child day camp” in ORC 5104.01 or we may have individuals who coach children but not “as part of an extracurricular activity sponsored by a school district, public school, or chartered nonpublic school.” In order to achieve consistency in the way that we background check the individuals who work in these programs, we would like to use the reason code 2151.86 to obtain background checks who, as part of these programs, exercise care, custody, and control of minor participants. We believe that they would fall into the category of “Any other person who performs a similar function with respect to, or has a similar relationship to, children.”

You asked whether individuals who may function as coaches, or who may otherwise provide supervision of activities provided to children or youth, will fall within the category of "Person responsible for a child's care in out-of-home care" as defined in ORC 2151.011 (A)(35), which would make this individual eligible for a criminal record check pursuant to 2151.86.

It is BCI’s position that the function you describe falls within the definition of a person responsible for a child’s care in out-of-home care as you have suggested. Such persons are eligible for the criminal record check authorized by ORC 2151.86. You may feel free to use my correspondence to communicate this position to others who may have a need to know this.

I will follow up separately to respond to your question about a list of offenses to correspond with the reason codes.

Please let me know if you have any further concerns. Thank you for your inquiry.

Sincerely,

Greg Trout

Chief Counsel, BCI

You may be asked to supply a phone # for where the prints will be sent:

The background check office info: 614-292-3595