Criminal History Records Checks for Contractors, 04-104
Note that attachments are linked at the bottom of the policy.
To view this policy and all other DBHDD Policies, please go to DBHDD PolicyStat: http://dbhdd.georgia.gov/policies. Questions may be sent to PolicyQuestions@dbhdd.ga.gov.
CHRIS Access for Eligibility Letters
CHRIS Provider Functionality Demonstration lesson (with audio)
CHRIS Provider Functionality Demonstration lesson (without audio)
DBHDD Incident Management and Investigations Criminal Records Section FAQs
- When do I or my employees need to be fingerprinted?
- Is there a DBHDD Policy at covers Criminal History Records checks for Contractors?
- How do I register my agency for an OAC Number to use the Cogent (GAPS) system?
- How do I contact the Criminal Records Section if I have questions about a record or the fingerprinting process?
- What Reason Code do I select on the Cogent system for DBHDD Contractors/Providers?
- What happens if I select the incorrect Reason Code?
- When I select the Department of Behavioral Health and Development Disabilities as the agency making my determination, what ORI Number do I use to ensure DBHDD receives the results for review?
- What happens if I select the incorrect agency to make the determination?
- How long does it take to process the Criminal Backgrounds?
- Can I get another copy of the initial Result Letter if I need it?
- Does DBHDD have an appeal process for applicants determined Ineligible to provide services based on their Criminal Background?
- How do I obtain access to the Criminal History Record Information System (CHRIS) database as a provider?
- How do I obtain Eligibility Letters for my applicants?
- Are there instructions on how to Access and Use the CHRIS system as a provider?
- Can I obtain a fingerprint based background check on Students or Interns for my agency providing services to DBHDD?
- Are the Cogent and CHRIS systems the same?
- Can an applicant challenge the contents of the Criminal Background?
- What does DBHDD consider when making an Eligibility Determination?
- Can Eligibility letters be transferred to another agency?
When you have a contract with DBHDD that involves Direct Care, Treatment, Custodial Responsibilities, or any combination of services that would involve direct contact with and support services for individuals.
Yes, DBHDD Policy 04-104 "Criminal History Records Checks for Contractors". This policy can be found in the DBHDD Provider Manual and on the DHBDD PolicyStat website.
That information can be found at www.ga.cogentid.com under the General Information Tab on their Home Page.
The best way to contact the Criminal Records Section concerning an applicant is through email to dbhdd-crs@dbhdd.ga.gov. If you need to speak with someone directly, please call (404) 463-8115, (404) 463-2507, or (404) 232-1187. If you need to speak with the Manager about an issue with Cogent, or the CHRIS system, please call (404) 232-1541.
The Reason Code is DBHDD-Contractor Providing Care/Treatment.
Criminal Records received with an incorrect Reason Code cannot be processed. Your agency will be notified that the applicant must be re-registered and pay again.
The only approved DBHDD ORI for Cogent is GA922961Z.
The Criminal Record would not be processed because DBHDD did not receive it. Also, you would then have to reregister the applicant, have them fingerprinted and pay again.
The Criminal Records Section will issue a Result Letter in seven (7) business days from the time the record is received from Cogent.
You can retrieve as many copies of the letters as you need through the CHRIS system, until they expire. The expiration will be set at sixty (60) days as per DBHDD policy. After the 60th day, you must have the applicant reprinted.
No. DBHDD does not have an appeal process. If the applicant’s criminal background has a disqualifying Conviction based on policy, then applicant is Ineligible to provide services to DBHDD. The applicant is notified of the Disqualification and how what time limit the disqualification has, if any.
You must email a request to the Criminal Records Section at dbhdd-crs@dbhdd.ga.gov. In the subject line of the email, enter “Request to Access CHRIS as a Provider.” In your request give us the following information:
- GAPS ID Number (OAC) Example: GAP123456
- Agency Name
- Agency Contact Person
- Agency Email Address and Phone Number
We will respond to your email with your User ID and Password within five (5) business days of receiving the request.
Note: Only one User ID and Password will be issued to each agency. If you have multiple GAPS OAC Numbers, and different people receive the results then that individual must request access using their assigned GAPS (OAC) Number and the information for the location they are working at.
You will need the applicant’s GAPS Registration ID to search for their Eligibility letter in the CHRIS system. That number is fifteen (15) digits long. Example: GA1234567890.
Note: DBHDD does not email, mail or fax result letters. We will do that in situations where the CHRIS database is down for three (3) business days.
Either of these lessons will walk you through the CHRIS system from how to request access to how to obtain your agency’s Eligibility letters:
CHRIS Provider Functionality Demonstration lesson (with audio)
CHRIS Provider Functionality Demonstration lesson (without audio)
No. DBHDD does not have Federal authority to obtain fingerprints on Students or Interns. This is in accordance with FBI Regulations and the approval of our state legislation O.C.G.A. 37-1-28.
No.
Cogent is the State Approved Vendor for Capturing, Processing, and Disseminating Fingerprints; which translates to Criminal History Record Information (CHRI) and is provided to the approved recipients.
The Criminal History Record Information System (CHRIS) is DBHDD’s Internal database used to track Employee/Contractor Eligibility determinations and produce the required determination letters. No other information is stored in the CHRIS database.
Yes. An applicant can challenge the contents of their Criminal Background. They must make the request in writing to the DBHDD Criminal Records Section and state why they believe the information contained in the Criminal History is incorrect. Upon receipt of the request, the criminal records section staff will review the request and provide information to the applicant as to how to challenge the contents of the criminal history. Example of a challenge would be: An arrest showing a “Guilty” disposition, when the case was actually “Dismissed”. (This is not an APPEAL of our Determination.)
DBHDD only considers Convictions or a Plea of Nolo Contendere for crimes that are described in DBHDD Contractor Background Policy 04-104. An Arrest on an applicant’s Criminal History does not in itself disqualify the applicant. The only exception to that would be if it were a Recent Significant Arrest: The arrest occurred within the last eighteen (18) months for a disqualifying crime and there is no disposition reported. The applicant in this case will be disqualified until such time as the arrest/charge is resolved.
No. As required in your DBHDD Contract or Letter of Agreement, each agency must obtain a new set of fingerprints and Eligibility on an applicant they are going to employ. The previous background check is only good for the agency that requested it and the records are only valid for the minute they were printed and reviewed. Improvements in technology have made it so that Criminal Records are updated within minutes of an arrest and booking. Example: Applicant gets cleared today. However, in the same day he/she gets arrested for a Disqualifying crime. He/She then applies to a new agency. The new agency accepts the old letter. Later the agency learns of the Arrest and Conviction and has to terminate the employee. This is avoided by requiring a new background each time someone is hired. If they are employed with an agency and leave for 1 day, they must be fingerprinted again, and re-evaluated.