10000 Background Checks for Single Source Continuum Contractors (SSCC)
Background Checks June 2026
DFPS Background Checks completes background checks on the following who are not employed by DFPS, but who have a business need for direct access to or direct contact with DFPS resources and clients:
- Staff members
- Volunteers
- Contractors
- Subcontractors of a single source continuum contractor (SSCC) for Community-Based Care (CBC)
These SSCC staff members, volunteers, contractors, and subcontractors may have direct access to or direct contact with DFPS resources and clients, only after being assessed for risk based on the background check results. This policy explains the criteria for assessing risk.
A background check includes the following:
- A Texas name-based criminal history check
- An FBI fingerprint-based check.
- A DFPS history check.
- A reportable conduct check.
- An out-of-state abuse and neglect history check, in certain situations. This additional type of background check is required when there is good cause, such as when DFPS has a reasonable belief that the person may have a history of abuse or neglect in another state.
SSCC staff members, volunteers, contractors, and subcontractors are not allowed direct access to, or have direct contact with, DFPS resources or clients, until all required background checks have been completed and approved by Background Checks staff. See 10340 Incomplete Background Check.
10100 Division of Responsibilities for Background Checks on SSCC Staff Members, Volunteers, Contractors, and Subcontractors
10110 SSCC Responsibilities
Background Checks June 2026
Single source continuum contractors (SSCCs) do as follows:
- Enter background check requests into the Automated Background Check System (ABCS).
- Inactivate SSCC staff members, volunteers, contractors, and subcontractors in ABCS within 24 hours after the person:
- Is no longer associated with the SSCC.
- No longer needs direct access to or direct contact with DFPS resources or clients.
- Is barred from direct access to or direct contact with DFPS resources or clients.
- Confirm that background checks are completed and approved by Background Checks before requesting direct access to or direct contact with DFPS resources or clients for a person.
- Make sure required renewal background checks and required forms are submitted before the expiration date of the existing background check, to avoid interruption of system access.
- Make sure new background checks and required forms are submitted to restore access if an account was deleted because of inactivity.
- Notify Background Checks if a person subject to this policy discloses any criminal history or history of being a perpetrator of abuse, neglect, exploitation, or reportable conduct.
10120 Contract Administration Manager (CAM) Responsibilities
Background Checks June 2026
CAMs are the DFPS sponsors of the single source continuum contractor (SSCC) for Community-Based Care (CBC). CAMs do as follows:
- Communicate with the SSCC to make sure everyone complies with background check policy.
- Take appropriate actions to address noncompliance.
- Make sure that background checks and required forms are submitted as required in 3000 Background Checks for Non-DFPS Staff.
- Make sure that the SSCC verified the accuracy of the personal information of each person seeking direct access to or direct contact with DFPS resources or clients, including in documentation for background check renewals.
- Obtain and provide any missing or additional information that Background Checks requires.
- Notify the SSCC when a subject is determined ineligible to have direct access to or direct contact with DFPS resources or clients.
- Notify DFPS Application and Data Support staff when a person:
- Is no longer associated with the SSCC.
- No longer needs direct access to or direct contact with DFPS resources or clients.
- Is barred from direct access to or direct contact with DFPS resources or clients.
10130 Application and Data Support Responsibilities
Background Checks June 2026
Application and Data Support staff members do as follows:
- Request background checks for single source continuum contractors (SSCCs), staff members, volunteers, contractors, and subcontractors who need direct access to or direct contact with DFPS resources or clients, if the SSCC did not already request the background checks.
- Verify that all background checks are determined eligible before approving and assigning direct access to DFPS resources.
- Terminate direct access to DFPS resources when notified that an SSCC staff member, volunteer, contractor, or subcontractor has any of the following situations:
- Does not clear the required annual renewal background check.
- Is no longer associated with the original SSCC.
- No longer needs direct access to DFPS resources.
10140 Background Checks Staff Responsibilities
Background Checks June 2026
Background Checks staff members do as follows:
- Complete background checks accurately and in a timely manner.
- Notify Application and Data Support staff to mark cases as sensitive in IMPACT, when applicable.
- Notify the single source continuum contractor (SSCC) when the subject of the background check has abuse, neglect, exploitation, criminal, or reportable conduct history that DFPS Background Checks staff reviewed and determined eligible.
- Notify the SSCC by email and copy the contract administration manager (CAM) when the subject of the background check has abuse, neglect, exploitation, criminal, or reportable conduct history that DFPS Background Checks staff reviewed and determined ineligible.
10200 Background Check Renewals
Background Checks June 2026
The single source continuum contractor (SSCC) must initiate a renewal background check request for everyone every 12 months from the date of the original request, for as long as the person is authorized to have direct access to or direct contact with DFPS resources and clients. The person can continue accessing DFPS resources and contacting clients while waiting for the outcome of a renewal background check.
If the results of the renewal background check reveal criminal, abuse, neglect, exploitation, or reportable conduct history that would make the person ineligible to have direct access or direct contact, the person is no longer allowed direct access to or direct contact with DFPS resources or clients.
10300 Background Check Determinations
Background Checks June 2026
The Background Checks staff decides to determine if a person is eligible or ineligible to have direct access to or direct contact with DFPS resources and clients based on the results of the background check.
In addition, if a single source continuum contractor (SSCC) staff member, volunteer, contractor, or subcontractor was previously determined eligible to have direct access to or direct contact with DFPS resources and clients, and is later involved in a new DFPS abuse, neglect, or exploitation investigation, has anew criminal arrest, or new reportable conduct history, Background Checks reviews the details of the new investigation, arrest, or reportable conduct history to determine whether the person may continue accessing DFPS resources and contacting DFPS clients, or be determined ineligible to have access to and contact with DFPS resources and clients. See 1412 New DFPS Investigations.
The determination is based on the following appendices:
Appendix 3: Criminal History Bars for DFPS Volunteers, Interns, and Non-DFPS Staff
The appendices indicate the following:
- The criminal convictions that are absolute bars to access to and contact with DFPS resources and clients.
- The DFPS history of abuse, neglect, exploitation, or reportable conduct that is an absolute bar to access to and contact with DFPS resources and clients.
Single source continuum contractor (SSCC) staff members, volunteers, contractors, and subcontractors authorize Background Checks staff to disclose any criminal, abuse, neglect, exploitation, and reportable conduct history found during the background check to the SSCC and contract administration manager (CAM). This authorization is granted when the person signs Form 2951 SSCC Staff Background Check Request and Release of Information and submits it to the CAM.
There are several possible determinations (outcomes) of a background check. These are described in the subsections below.
10310 Eligible
Background Checks June 2026
When the subject of the background check is a single source continuum contractor (SSCC) staff member, volunteer, contractor, or subcontractor, Background Checks staff notifies the SSCC that the person was determined eligible to have direct access to or direct contact with DFPS resources and clients, if either of the following applies:
- The person does not have any history of abuse, neglect, exploitation, or reportable conduct and also has no criminal convictions.
- The person’s history does not result in an ineligible determination.
However, see 10330 Risk Assessment for exceptions for juvenile criminal history and criminal convictions not listed.
In the eligible notification to the SSCC, Background Checks staff lists any criminal, abuse, neglect, exploitation, or reportable conduct history that was reviewed and determined eligible. This includes the following information for each DFPS investigation, criminal incident, or reportable conduct check:
- The date the DFPS investigation closed, or the date the criminal incident was resolved.
- The specific type of DFPS, criminal, or reportable conduct history.
- The person’s role in the investigation, criminal incident, or reportable conduct.
- The overall finding of the DFPS investigation, outcome of the criminal investigation, or reportable conduct.
10320 Absolute Bar
Background Checks June 2026
When the subject of the background check is a single source continuum contractor (SSCC) staff member, volunteer, contractor, or subcontractor, Background Checks staff notifies the contract administration manager (CAM) and SSCC that the background check resulted in the person being determined ineligible to have direct access to or direct contact with DFPS resources and clients, if the person has any of the following:
- Criminal history listed on Appendix 3: Criminal History Bars for DFPS Volunteers, Interns, and Non-DFPS Staff.
- Abuse, neglect, exploitation, or reportable conduct history identified in Appendix 1: Abuse, Neglect, Exploitation, and Reportable Conduct History Bars for DFPS Employees, Prospective Employees, Non-DFPS Staff, CASA Employees, Volunteers, and Board Members.
- Abuse, neglect, exploitation, criminal, or reportable conduct history that requires a risk assessment, and that Background Checks staff determines ineligibility. See 10330 Risk Assessment.
Background Checks staff does not include any information that identifies the specific criminal, abuse, neglect, exploitation, or reportable conduct history in the ineligible notification to the SSCC and CAM.
10330 Risk Assessment
Background Checks June 2026
When the subject of the background check is a single source continuum contractor (SSCC) staff member, volunteer, contractor, or subcontractor, Background Checks staff reviews the history to determine whether a risk assessment is required before making a determination on whether to allow the person to have direct access to or direct contact with DFPS resources or clients, if the person has any of the following:
- One or more criminal convictions not listed on Appendix 3: Criminal History Bars for DFPS Volunteers, Interns, and Non-DFPS Staff.
- Abuse, neglect, or exploitation history not identified in Appendix 1: Abuse, Neglect, Exploitation and Reportable Conduct History Bars for DFPS Employees, Prospective Employees, Non-DFPS Staff, CASA Employees, Volunteers, and Board Members.
- Reportable Conduct identified in Search Engine Multiagency Reportable Conduct (SEMARC) that is not any of the following:
- Sexual abuse or sexual exploitation.
- Engaging in, soliciting, or attempting to engage in a romantic or sexual relationship with a student or minor.
- Inappropriate relationships or other conduct demonstrating boundary violations.
- Physical abuse, including physical misconduct or the use of physical restraints that result in physical harm, when the conduct occurred within the last five years.
Background Checks staff also conduct a risk assessment on all juvenile criminal history obtained from the Texas Department of Public Safety (DPS) or the FBI. If Background Checks staff assess that there is risk of immediate harm if direct access to or direct contact with DFPS resources or clients is allowed, Background Checks staff consult with the DFPS Office of the General Counsel (Legal Division) to make a final determination.
Based on the risk assessment, Background Checks staff do one of the following:
- Notifies the SSCC that the person is eligible to have direct access to or direct contact with DFPS resources and clients. See 10310 Eligible.
- Notifies the SSCC and the contract administration manager (CAM) that the person is ineligible to have direct access to or direct contact with DFPS resources or clients. See 10320 Absolute Bar.
A person is not granted direct access to or direct contact with DFPS resources or clients until the risk assessment is complete, and the person is determined eligible.
10340 Incomplete Background Check
Background Checks June 2026
If a background check is requested, but Background Checks staff cannot successfully complete it, all of the following occur:
- Background Checks staff close the background check.
- Background Checks staff record the background check as non-applicable.
- The person cannot have direct access to and direct contact with DFPS resources or clients.
This occurs in the following circumstances:
- The person does not communicate with Background Checks staff or provide the information and documents needed within five business days or by the Background Check staff-assigned due date, after being asked for the information or documents.
- Background Checks staff is unable to obtain all required information to complete the background check within 30 calendar days after the request date.
The contract administration manager (CAM) may contact Background Checks staff to request an extension of the 30-day deadline. The CAM must provide proof that reasonable steps were taken to provide the required information.
If a background check is closed for a person under these circumstances, the CAM submits a new background check request to restart the process once the required documentation is available. Please see 10120 Contract Administration Manager (CAM) Responsibilities.
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