Background Check Exemptions

What is a background check exemption?

A background check exemption is the process of determining eligibility for a caregiver license due to a criminal finding. Exemptions are an important and complex process with many steps and data reporting requirements. Binti allows you to robustly track this process with our Licensing module.

How do I indicate that a background check requires an exemption?

To indicate that a background check is required, change the status to "Complete, Exemption Required" for a background check listed on the Background Checks page for a caregiver. 

How do I start/edit an exemption?

The exemption process is completed on the Background Check Exemptions page. There are two ways to navigate to this page:

  1. A blue notice will appear on the Background Checks page with a link to the Background Check Exemptions page. If you have just changed the status of a background check to exemption required, refresh the page to display the notice.

or

  1. On the Caregiver Applications dashboard there will be a link that says “Needs exemption” in the BG Checks column for this family

Once you arrive at the Background Check Exemptions page, click “New exemption” to begin the process or “Edit Exemption” to continue an existing process.

What are the steps of the exemption process?

There are six steps to the exemption process. You can navigate between the steps and fill as much or as little information as needed.

Step 1: Information

There are two sections in Step 1: Exemption Details and Personal Details. 

Exemption Details

Label Input Type Purpose
Exemption Type Dropdown Menu Allows agency workers to select the type of exemption being completed. Can be used to analyze how many exemptions of a certain type are being completed. This dropdown only displays for California agencies. 
Worker Assigned Dropdown Menu Allows assignment of a worker who is managing the exemption process. Can be used to assess workload and find exemptions assigned to a specific worker.
Date Exemption Started Date Selector Used alongside the Exemption decision date to track how long exemptions are taking
Date Individual Notified Date Selector Used to track when an individual was told they needed an exemption, typically states have a required time in which individuals should respond. Can also be used alongside the “Date Exemption Response Received from Individual” field to analyze how long individuals are taking to respond.
Individual Notified Via Multi-choice checkbox Mechanism for audits and records to track how individuals were told about the exemption.
Date Exemption Response Received from Individual Date Selector Can also be used alongside the “Date Individual Notified” field to analyze how long individuals are taking to respond.

Personal Details

The Personal Details section only displays for California agencies and is used for reporting purposes.

Label Input Type Descriptions
Is this exemption required to approve a home for a specific child? Yes/No

CA SB354 allows for more leniency in criminal conviction exemptions and requires specific information to be collected about individuals that are related or kin to a specific child in care, this section collects that information 


 

 

Is this individual a relative of that child? Yes/No
Is that child a member of an Indian tribe? Yes/No
Annual Income Single Choice
How does the individual describe their ethnicity? Multi-choice Checkbox

Step 2: Arrests & Convictions

If you want to enter details of additional convictions or arrests for this exemption, you can use this section. Select "Add Another Arrest or Conviction".

 

Label Input Type Descriptions
Source Text Input How this record was obtained. Example: FBI Fingerprint result or self-reported by individual.
Date of Conviction Date Selector Date the arrest or conviction occurred.
Is the individual currently on probation for this conviction? Yes/No Used to track if the individual is currently still on probation for the conviction. If “yes” is selected, the probation end date can be added.
Search list of available criminal codes Searchable dropdown Used to record the specific criminal code (state, federal, military etc.) of the conviction or arrest. Start typing and Binti will auto-complete if the code is in our database. If the code does not exist, a link beneath this box allows you to add the specific code to Binti for future use.
Code Text Input Shows only when adding a new criminal code. The numeric identifier for a crime. Ex. 14601.5(A)VC
Description Text Input Shows when adding a new criminal code. The written description of the crime. Ex. DRIVE:LIC SUSP/ETC DUI RFUSE TST
Severity Dropdown Menu Shows when adding a new criminal code. The severity of the crime. Options: Felony, Misdemeanor, Arrest-only, Unknown 
Code Type Dropdown Menu

Shows when adding a new criminal code. The type of code.

Options: State, Federal, Military, Self Disclosure.

Step 3: Record Requests

This step is used to record additional requests for records from law enforcement, courts, or other sources that are needed as evidence for the exemption.  Select "Add Another Record Request",

 

Label Input Type Descriptions
Record Source Text Input Where did you request these records from? A certain police department or court system for example? Record that information here
Date of Initial Request Date Selector Record when the records were requested. Over time this data can be used with Date Records Received date to understand how long sources take to respond
Date Records Received Date Selector Record when the records were received. Over time this data can be used with Date of Initial Request to understand how long sources take to respond
Request Notes Text Input Add notes or comments about this request for others to see or for your own tracking purposes, e.g. person you spoke to, number you called, response received etc.

Step 4: Interviews

Record details of interviews conducted as part of this exemption

Label Input Type Descriptions
Interviewee Text Input Who was this interview with?
Interview Date Date Selector When did this interview occur?
Interview Method Dropdown Menu How did this interview occur?
Is Tribe Present? Single Choice Was a tribe representative present for this meeting? Options: Yes, No, Not applicable 
Notes Text Input Record notes of the interview

Step 5: Recommendations

If there are multiple people in the chain of decision makers for an exemption, everyone except the final decision maker can record their recommendation in this section.

 

Label Input Type Purpose
Recommended By Text Input Who is making the recommendation about the exemption?
Role Dropdown Menu What the role of the individual making the recommendation?
Recommendation Date Date Selector What was the date this decision was made? Used for understanding time between different steps in the process.
Recommendation Dropdown Menu

What is their recommendation?

Options: Pending, Approved, Approved with Conditions, Denied, Request Canceled/Individual Withdrew, Exemption Decision Overturned, Rescinded

Is this recommendation limited to a specific child in care? Yes/No Is this recommendation limited to a specific child in care?
Conditions Text Input If approved with conditions, what are the conditions?
Notes Text Input Additional details about why the decision was made.

Step 6: Decisions

Label Input Type Purpose
Exemption Decision Dropdown Menu

What is the decision about this exemption?

Options: Pending*, Approved, Approved with Conditions, Denied*, Request Canceled/Individual Withdrew, Exemption Decision Overturned, Rescinded*


*These options will block approval of the application.

Is this decision limited to a specific child in care? Yes/No Is this decision limited to a specific child in care?
Decision Date Date Selector When was this decision finalized?
Decision Made By Text Input Who is making the decision about the exemption?
Exemption Notes Text Input Additional details about why the decision was made.

What do the navigation options in the exemption process mean?

The exemption process provides various options for saving progress.

On Step 1 you can: 

  • Cancel & Exit. Return to the Exemption page for the household without saving.
  • Save & Continue. Save and move onto the next step.

On Steps 2-6 you can:

  • Cancel & Go Back. Return to the previous step without saving.
  • Save Progress & Go Back. Save and return to the previous step.

On the final step you can also:

  • Finalize & Exit. Save the exemption and return to the Exemption page for the household. You can still go back and edit it later. 

Can I see an agency-wide overview of all exemptions?

Information about exemptions processed agency-wide is available for users with admin level access in the Background Check Exemptions report

 

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