Criminal History Record Check Frequently Asked Questions
When do I or my employees need to be fingerprinted?
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.
Is there a DBHDD Policy that covers Criminal History Records checks for Contractors?
How do I register my agency for an OAC Number to use the Gemalto (GAPS) system?
That information can be found at www.aps.gemalto.com/ga/index.htm. Select “AGENCIES,” select “Become a Requesting Agency,” and proceed with the enrollment process.
How do I contact the Criminal History Background Check (CHBC) Section if I have questions about a record or the fingerprinting process?
The best way to contact the CHBC Section concerning an applicant is to send an email to [email protected]. If you need to speak with someone directly, call (404) 232-1541 or (404) 232-1641. If you need to speak with the Manager about an issue with the CHRIS system, call (404) 232-1541. For Gemalto-related issues, call Gemalto at 1-888-439-2512.
What Reason for fingerprinting do I select on the Gemalto system for DBHDD Contractors/Providers?
DBH/DD - Contractors Providing Care/Treatment
What happens if I select the incorrect reason for fingerprinting?
If an incorrect reason for fingerprinting is identified by CHBC staff during the approval process, the CHBC staff can correct/modify the reason. Some examples of an incorrect reason include requesting a Georgia check only, and identifying the applicant as a state employee, student, volunteer, or an intern.
When I select the Department of Behavioral Health and Developmental Disabilities as the agency making my determination, what ORI Number do I use to ensure DBHDD receives the results for review?
The only approved DBHDD ORI for Gemalto is GA922961Z. This number is already prepopulated in the “Reviewing Agency ID” field” and cannot be modified. Input your agency's ORI Number in the “Requesting Agency ID” field so that applicants’ results are received and processed in a timely manner.
What is agency approval?
On June 1, 2020, Georgia Applicant Processing Service (GAPS) launched a new website. One of the new features is called “Approve Registration.” This step requires DBHDD to review and approve all pending Gemalto Applicant Registrations prior to a fingerprint submission.
Who receives the approval email?
The applicant will receive the following notification from Gemalto Cogent GAPS stating approval status:
Your registration has been approved. You must proceed to a GAPS fingerprint site to have your fingerprints scanned and submitted to the Georgia Bureau of Investigation (GBI) and the Federal Bureau of Investigation (FBI), if applicable within 90 days. If you fail to submit prints within 90 days, your registration will be canceled, a refund will be made to the method of payment you provided, and you will need to register again.
Note: Enter the applicant’s email address and verify that all information is correct before submitting the Applicant Registration in Gemalto. An incorrect email address cannot be modified during the approval process, resulting in the applicant not receiving future notifications.
It should also be noted that providers do not receive a notification when the approval or denial email is sent to the applicant. However, the provider can check the status of the applicant’s registration on the Gemalto website.
Can a registration be rejected by DBHDD?
Yes. If registration is rejected for any reason by DBHDD, the applicant will receive the following notification from Gemalto Cogent GAPS:
Your registration with the Georgia Applicant Processing Service (GAPS) was declined for the following reason:
Reason for rejection will be stated
Note: Providers do not receive a notification when a registration has been rejected. The rejection email is sent to the applicant. The provider can check the status of the applicant’s registration on the Gemalto website.
If a registration is rejected, Gemalto Cogent GAPS will provide information on how to obtain a refund.
How can I check the approval status?
Visit https://www.aps.gemalto.com/ga/index.htm. Select “APPLICANTS,” select “Registration Status and Result,” and enter the required information to check the status.
Why is an applicant still showing as pending?
If registration is showing pending in Gemalto, it is for one of the following reasons:
- Registration is pending approval.
- The Gemalto Registration Notification Forms have not been received by the DBHDD Criminal Records Background Section for processing
- The Gemalto Registration Notification Forms have not been completed or the forms are incomplete
- Pending verification of information received from provider
Note: Registrations are processed in the order they are received. If an applicant has not received an approval or denial email within seven business days, the provider should contact the CHBC Section via email at [email protected] to inquire about the status.
How can I cancel a registration?
Visit https://www.aps.gemalto.com/ga/index.htm. Select “APPLICANTS” followed by “Cancel Registration” and enter the required information.
How long does it take to process the Criminal History Record Check?
The Criminal History Background Check Section will issue an Eligibility Letter within seven business days from the time the record is received from Gemalto.
Can I get copies of the eligibility letter if I need it?
You can retrieve as many copies of the letters as you need through the CHRIS system. Letters prior to June 27, 2013 cannot be retrieved, and the applicant must be reprinted. Eligibility letters are not transferable from provider to provider.
Does DBHDD have an appeal process for applicants determined ineligible to provide services based on their criminal history?
Yes. On August 15, 2014, DBHDD implemented an Individualized Assessment process for those applicants determined ineligible based on conviction data contained in their criminal record when reviewed against DBHDD Policy 04-104. The applicant is notified of the assessment process, what information is needed, and he/she will have 30 calendar days to request the Individualized Assessment. If the applicant does not respond to the notification with the information requested within the time frame provided, he/she will be deemed ineligible. For further information regarding the Individualized Assessment process, see DBHDD Policy 04-104.
How do I obtain eligibility letters for my applicants?
You will need the applicant’s GAPS Registration ID to search for their eligibility letter in the CHRIS system. That number is 15 characters long (including “GA”). Example: GA1234567890000.
Note: DBHDD does not email, mail, or fax eligibility letters. However, we will do so in situations when the CHRIS database is down for three business days or longer.
Are the Gemalto and CHRIS systems the same?
Gemalto 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.
Can an applicant challenge the contents of the Criminal History Record Check?
Yes. An applicant can challenge the contents of their Criminal History Record. They must make the request in writing to the DBHDD Criminal History Background Check Section and state why they believe the information contained in their criminal history record is incorrect; the requests should be sent to [email protected].
Upon receipt of the request, staff with the CHBC section will review the request and provide information to the applicant as to how to challenge the contents of the criminal history. An example of a challenge would be: An arrest showing a guilty disposition when the case was dismissed. (This is not an APPEAL of our Determination.)
What does DBHDD consider when making an eligibility determination?
DBHDD only considers Convictions or a Plea of Nolo Contendere for crimes that are described in DBHDD Policy 04-104.
Can eligibility letters be transferred to another agency?
No. As required in your DBHDD Contract or Letter of Agreement, each agency must obtain a new set of fingerprints and eligibility for an applicant they are going to employ.
How do I retrieve my DBHDD CHRIS database User ID and Password if I have forgotten it or have been locked out of the system?
If you have forgotten your User ID and/or Password for the DBHDD CHRIS database or your account has been locked, email the DBHDD Criminal History Background Check Section at [email protected]. In your email, provide your OAC/GAPS Number along with your Agency Name and Contact Person. We will research your request and provide the information to you or reset your account. We will send a response to the original email received indicating what actions have been taken or providing you with your access information. We cannot provide this information over the phone, so send the request to the email address provided above.