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Tip Sheet for Providers for the National Background Check Program (NBCP)

Apr 13, 2018
Updated NBCP Tip Sheet for Providers.

When you open your Kentucky Online Gateway (KOG) account, KARES should appear on your dashboard. This is the system being utilized for the National Background Check Program (NBCP).

 

If KARES does not appear on your dashboard, please contact the Division of Child Care’s Help Desk by emailing CHFSDCCNBCP@ky.gov. In the body of the email, please provide the name of the facility/provider, the license number, the first and last name of the person requesting access, and the email address associated with the KOG account. DCC can then send you an invitation to KARES. You will need to open the email and follow the prompts.

 

Click on the KARES link. To enter an application into the system, you will click on the “Applications” tab (2nd from left).

 

You will need to select “Application Forms” (this is the 11th selection available in the drop-down box). Each applicant must complete the Waiver Agreement Statement (DCC-500); the Disclosure Form (DCC-501); and the Applicant Pre-Screening form. The signed DCC-500 and DCC-501 are to be stored in the personnel records of the user and/or uploaded in the KARES web portal.

 

To add a new applicant, click on the “Applications” tab and then select “Add New” (this is the 1st selection in the drop-down box). You will be directed to search for an existing profile to ensure the person does not already exist in the system. You will search for the person using the Social Security Number (SSN) and Last Name or Date of Birth. The SSN and at least one of the identifiers is required.

 

If a match is not found, the system will display a not found message. Click the “Add New Applicant” button to create a new Person Summary entry. Using the information contained on the Applicant Pre-Screening form, create a profile. All required fields are denoted with a red asterisk (*). Please make sure to enter all aliases and prior addresses for the applicant.

 

***In the Race field, there are only 4 options listed (Asian or Pacific Islander; Black or African-American; American Indian or Alaska Native; White). These are the races that are acknowledged by the FBI. Please allow the applicant to choose which category they best fit.

 

After the Person Summary page is complete, the user will be asked to verify the applicant’s identity. A current picture ID is required. Preferred verification is a current driver’s license or identification card. A scanned copy of the form of identification should be uploaded to the KARES Web Portal.

 

***If the address listed on the ID differs from the address listed on the application, please enter the address listed on the ID as the permanent address. You can enter the other address as the mailing address. Most fingerprint sites will not scan the fingerprints if the application address and the address on the ID do not match. Examples would be college students who maintain their home state/county driver’s license but live on campus or military families who are stationed in KY but maintain their home state driver’s license.

 

At the bottom of the Pre-Employment Information page, the user will be required to indicate the Position Category and Position Type to which the applicant is applying. The user will be able to select options from a drop-down menu.

 

Once this information has been completed, you will be directed to a screen asking you to confirm applicants have given consent to have their backgrounds checked and have been made aware of the process and terms. The DCC-500 and DCC-501 as mentioned above fulfill this requirement. Placing a checkmark in both boxes is required before moving on with the application process.

 

The next screen is the Registry Screen. There are 3 registries that will be searched: two of the searches will be completed by you and one is an auto-search completed by the system.

 

The first registry listed is the Kentucky Sex Offender Registry. You must click on the link provided by the system. You will be directed to the Kentucky Sex Offender Registry page. You will search by the applicant’s last name. Scroll through the results to determine if your applicant/employee is listed. If the applicant’s/employee’s name does not appear on the registry, you will select “Cleared” on the Registry screen.

 

The next registry is the Kentucky Child Abuse and Neglect Registry. This is completed by an automatic matching feature that will indicate possible matches for abuse registry hits. If the results indicate no matches were found, you will select “Cleared.” If there are matches found, you may click on the Kentucky Child Abuse and Neglect Registry link which will provide contact information for the Office of the Ombudsman. The applicant will need to contact that office to discuss the issue.

 

The last registry listed is the National Sex Offender Registry. You must click on the link provided by the system. You will search by the applicant’s first and last name. Scroll through the results to determine if your applicant/employee is listed. If the applicant’s/employee’s name does not appear on the registry, you will select “Cleared” on the Registry screen.

 

If the registries have not been marked as “Cleared” or “Not Cleared” the process cannot move forward. If a registry is marked as “Not Cleared” a comment is required before proceeding. You click the “Add” button to add comments to the section. When any of the registries is marked “Not Cleared”, the application will automatically be closed once the “Next” button is clicked.

 

***Once the registry results have been submitted, you can provisionally hire the applicant but they must be supervised at all times.

 

The next screen will be the Payment screen. At this time, the Division of Child Care is absorbing the cost of the fingerprint background roll-out utilizing RTT funds. There will be a drop-down box indicating such.

 

After payment is complete, select “Submit” and the application submission confirmation page will be displayed.

 

Click on the “Live Scan Fingerprinting Form” link to generate the Fingerprint authorization form. This form provides authorization for the applicant to have his or her fingerprints collected. The form will provide the information for the closest three fingerprint sites. The fingerprint collection sites are available Monday-Thursday 8:00am – 4:00pm and Friday 8:00am to noon, local time. The applicant will need to take the form and a photo ID to one of the approved fingerprint location sites.

 

After an applicant has been fingerprinted at an authorized fingerprinting location, the user/provider will receive an email notifying them that the applicant/employee has submitted to fingerprinting. The user/provider may also receive an email notification if the FBI rejects the fingerprints. If this occurs, the applicant will have to have to be re-fingerprinted at an authorized location. There is no charge for the second submission of fingerprints.

 

Once the fitness determination has been made, the user/provider will receive an email stating “Fitness Determination Available.” The provider will be able to open the application and select “Hire.” A hire date must be entered. Since all users are new to the KARES system, KARES will not allow you to officially hire someone until their complete background check is received (fingerprint-based results). So, you must use the date the system tells you the person is eligible for hire.

 

***For all your existing employees, you will need to use the date the system says they are eligible for hire. The hire date used by the NBCP/KARES has no bearing on training hours, etc.