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Conducting the Child Protective Services Check

This comprehensive guide outlines the procedures for requesting a fee exemption and conducting Child Protective Services (CPS) checks for volunteers involved in the OVCS VA AmeriCorps program. It details the necessary steps, including crafting a fee exemption request, receiving an agency code, completing required CPS forms, and following up on results. Adhering to these instructions is crucial to ensure a smooth background check process. Remember to contact your Program Officer for any questions or issues during the process.

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Conducting the Child Protective Services Check

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  1. Conducting the Child Protective Services Check Office on Volunteerism and Community Service

  2. Step 1- Requesting Fee Exemption • Program Must Write a Fee Exemption Request Letter • Should request an “Agency Code Assignment” • Identify your program as part of OVCS VA AmeriCorps portfolio • State that instructions for the letter and contact come from OVCS AmeriCorps Manager Amanda Healy • Address the letter to • Ms. Kim Davis, Central Registry Research Tech Virginia Department of Social Services Office of Background Investigations 801 East Main Street, 6th Floor Richmond, VA 23219-2901 (804) 726-7549(ofc.), (804) 726-7897(fax) kim.davis@dss.virginia.gov

  3. Step 2- Receive an Agency Code • Upon review and acceptance of your fee exemption request, VDSS will assign an agency code to program • Use this Code on all requests you submit to receive fee exemption

  4. Step 3- Complete CPS form • Download the CPS form from the VDSS site here • Ensure that the member/staff ACCURATELY completes the form • Small mistakes can lead to delays • For example, leaving off the middle name, or forgetting a birth date for a family member may result in the form being returned

  5. Step 3- Submit Form, continued • Must be Notarized • Originals must be mailed to Kim Davis at VDSS (address on Slide 2)

  6. Step 4- Results • Results will appear in Section V, Central Registry Findings If information is entered in number one, it will be a request for items that are missing or improperly completed. Must resubmit! If information is entered in number two, a founded disposition has appeared in the CPS database, and the grantee should contact their Program Officer immediately, and contact the local DSS that will be provided on the form for details on the CPS offense. If number three is checked and signed, the CPS database is clear for the individual submitted and no further action is needed for this check.

  7. Step 5- Follow up on Results • As noted on last slide, if Box 3 is complete, the CPS check is done! • If either Box 1 or Box 2 is marked, follow the instructions for receiving or submitting info • Document all steps of the process in the member background check file!

  8. Important Keys • Submit as early as possible • Fill forms out carefully and completely • Contact Program Officer with any questions/issues

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