DFCS Online Policies & Procedures

  DFCS Online Policies & Procedures

   <<< Return to OPP Table of Contents
Handbook 1: Intake
1-18 (CLETS) California Law Enforcement Telecommunications System

 

Intake
1-18  (CLETS) California Law Enforcement Telecommunications System
Reference Points
Overview
CLETS Request Forms: Combined Forms for Required Live Scan Follow-up
Regular vs. Urgent Requests for CLETS Results
Urgent Phone-In Requests for CLETS
Fax Requests for CLETS
CLETS Checks for Relative Home Approvals
CLETS Checks on Parents of Children Taken into Temporary Custody
Forwarding the CLETS Request to the Sheriff's Dept.
Forwarding CLETS Results to the Social Worker
Subsequent CLETS Request on the Same Person
Other References


Reference Points
Effective Date: TBA
Last Updated: 1/30/08
 Legal Basis:
Popup Window Welfare and Institutions Code (WIC) 16504.5(b)
 Non CWS/CMS Forms:
MS Word Sheriff's Dept. Criminal Record Check Request (CLETS) - (SCZ686A)
MS Word Sheriff's Dept. Criminal Record Check Request (CLETS) - Combined SCZ 686A-SCZ152 for Caregivers and Volunteers SCZ686A
MS Word Facsimile inquiry for Child Abuse Central Index Check (CACI)


Overview  

All requests for criminal background checks through the California Law Enforcement Telecommunications System (CLETS) go through the Assessment Center, at which a secure fax machine is located to send requests and receive results. CLETS checks are required for all relatives and non-relative family members (NREFMs) prior to an approval of the home for placement of a child.  CLETS checks are also submitted for parents of children placed into temporary custody as part of a child abuse/neglect investigation.  

    < Return to OPP Table of Contents | ^ Back to Top of Page
   
CLETS Request Forms - Combined Forms for Required Live Scan Follow-up  

Requests for CLETS for caregivers and other individuals requiring background checks for relative/NREFM approvals must be accompanied by a referral for Live Scan fingerprinting.  No CLETS request is processed without the accompanying Live Scan Referral. The purpose of this step is to ensure that DFCS is in compliance with the Welfare and Institutions Code (WIC) 16504.5(b) and Federal Bureau of Investigation (FBI) requirement for the Live Scan within 10 days of the CLETS request. Even if the person does not comply with fingerprinting, the completion of the Live Scan Referral shows the Department's effort in notifying that person of the requirement.

There is no requirement for parents or other individuals related to a child abuse/neglect investigation to submit to Live Scan fingerprinting after a CLETS requests is submitted.

 

There are two different forms for requesting a CLETS record check.  Which form to use depends upon the person for whom the record check is submitted. Social workers use the:

  • Sheriff's Dept. Criminal Record Check Request (CLETS) - SCZ 686A for Parents and Adult Subjects when requesting criminal record histories for:
    • Birth parents.
    • Other adults under investigation who are not being assessed in conjunction with an out-of-home placement approval (see below).
  • Sheriff's Dept. Criminal Record Check Request (CLETS) - Combined SCZ 686A-SCZ152 for Caregivers and Volunteers SCZ686A when requesting criminal record histories for:
    • Relatives or non-relative extended family members (NREFMs) requesting to become caregivers for a child.
    • Adults living in the home of relative caregivers.
    • Adults who will be having significant contact with a child living in a relative or NREFM home.
    • Respite care providers.
    • Persons who do volunteer work for the Department.
     
    < Return to OPP Table of Contents | ^ Back to Top of Page
   
Regular vs. Urgent Requests for CLETS Results  

Most CLETS requests should be made on a Regular priority basis.  Results with this priority can be expected to arrive to the social worker via Pony delivery in approximately two business days.

An Urgent request for a criminal record check is appropriate when there is an extremely pressing need for criminal record check information. Urgent requests can be made by phone with the assistance of the Receiving, Assessment and Intake (RAIC) Center. The results can be expected within 2-4 hours.

The following Urgent requests are processed immediately:

  • Emergency Response (ER) emergency assessments while the ER social worker is in the field.
  • Emergency relative or NREFM temporary placement assessments, while the social worker is in the field, per WIC § 309(d).
  • Requests by RAIC and Weekend Diversion social workers for emergency assessments of individuals for investigation or placement.

Social workers with a request that requires immediate processing due to circumstances other than those listed above should call the RAIC to discuss the reasons for their request - (408)792-1860.

    < Return to OPP Table of Contents | ^ Back to Top of Page
   
Urgent Phone-In Requests for CLETS  

Social workers in the field making Urgent requests for emergency assessments may telephone the RAIC 24 hours a day/7 days a week for assistance with criminal record checks. Telephone: (408)792-1860.

  • The Assessment Center staff begins filling in the appropriate combined form by filling in:
    • That the request is urgent.
    • Whether it is an initial or update request.
    • Name of the social worker making the request and that worker's worker number.
    • Floor number, if the worker is from the Julian Office.
    • Date and time the call is received.
    • Information about the case and subject for whom the check is being obtained.
      • If there is no case number attached to the request, a pseudo number is used, usually the date, such as 071204.
    • The purpose of the Record Check.
      • Remember to take the cell phone or contact number of the social worker in the field, so that CLETS results can be called back to the social worker, while he/she is still in the field.
       
  • To complete the CLETS (SCZ686A) part of the combined form, the Assessment Center social worker:
    • Prints and signs his/her own name, worker number and phone number in the Name of Requestor box.
      • The Assessment Center staff person's name and number goes here, not the ER, DI or continuing worker's information.
      • Counselors do not have a worker number.
    • Signs and dates the form.
    • Telephones the Sheriff's Department to alert their staff that the Urgent request from the social worker in the field requires immediate attention.
    • Forwards the CLETS request by fax to the Sheriff's Department.
  •  
  • If the Urgent request for criminal record checks are for temporary WIC § 309(d) relative or NREFM placement assessments, the Assessment Center social worker also:
    • Prepares and faxes the Facsimile inquiry for Child Abuse Central Index Check (CACI) to the Department of Justice.
  • To complete the request procedure, the RAIC social worker completes the Live Scan Referral. Based on information supplied by the social worker in the field, the RAIC staff:
    • Completes Live Scan Referral - For Out-of-Home Caregivers and Volunteers (SCZ 152) is used for relative or NREFMs requesting to be caregivers for a child. It is also used for persons who do volunteer work for the Department.
    • Ponies or emails a copy of the SCZ152 to the:
      • Social worker
    • Mails the original SCZ152 to the respective party listed on the form.
      • The original is sent to the social worker, rather than a copy, if the person's whereabouts is unknown.
  • When the CLETS record check results are received, the Assessment Center social worker calls back the social worker in the field to provide CLETS results.
    • The hard copy of the CLETS results are sent via Pony delivery to the social worker.
    • The hard copy of the CACI results, if obtained by the Assessment Center social worker, are also sent via Pony delivery to the social worker
    < Return to OPP Table of Contents | ^ Back to Top of Page
   
Fax Requests for CLETS  

When a CLETS combined form is received at the Assessment Center by fax, the Assessment Center social worker:

  • Reviews the SCZ686A form to make sure the information is complete.
  • Prints and signs his/her own name, worker number and phone number in the Name of Requestor box.
    • The Assessment Center staff person's name and number goes here, not the ER, DI or continuing worker's information.
    • Counselors do not have a worker number

  • Signs and dates the form.
  • Faxes the CLETS request to the Sheriff's Dept.


To complete the request procedure for relative/NREFM approvals or volunteers, the Assessment Center social worker:

  • Reviews the Live Scan Referral - For Out-of-Home Caregivers and Volunteers (SCZ 152).
  •  
  • Places a copy of the request in the Live Scan Referral basket.
  • Matches the Referral to the person, if they appear at the Assessment Center for Live Scan.
  • Staples the Live Scan Referral to the Live Scan application brought in by the person to be Live Scanned.
  • Sends the Referral and application to 373 W. Julian Office, Attn: Adoption Clerical, 1st floor.
    < Return to OPP Table of Contents | ^ Back to Top of Page
   
CLETS Checks for Relative Home Approvals   See CLETS Criminal Background Checks for Relative Home Approvals.
    < Return to OPP Table of Contents | ^ Back to Top of Page
   
CLETS Checks on Parents of Children Taken into Temporary Custody  

When children are brought to the Assessment Center after being placed into temporary custody, Assessment Center staff request criminal background checks on the child's parents, using the Sheriff's Dept. Criminal Record Check Request (CLETS) - SCZ 686A for Parents and Adult Subjects in order to assist in getting the information as soon as possible for the Dependent Intake investigation. For CLETS requests for a child's parents, the Assessment Center staff person:

  • Fills in the SCZ 686A:
    • Marks Request Urgent.
    • For “Social Workers Requesting CLETS,”   writes in Assessment Center supervisor's name, E61A, (408)792-1860.
    • Checks box “From: Children's Shelter Assessment Center.”
    • Completes Case/Subject Box
      • If there is no case number found in CWS/CMS or on Telnet, a pseudo number is used, usually the date, such as 071204.
      • The Request cannot be processed without a date of birth for the subject


To complete the SCZ686A, the Assessment Intake Center social worker:

  • Prints and signs his/her own name, worker number and phone number in the Name of Requestor box.
    • The Assessment Center staff person's name and number goes in this box, not the ER, DI or continuing worker's name or information.
    • Counselors do not have a worker number.
    < Return to OPP Table of Contents | ^ Back to Top of Page
   
Forwarding the CLETS Request to the Sheriff's Dept.  

Once the Assessment Center staff completes the SCZ686A, the staff person:

  • Faxes the form to the Sheriff's Department.
    • Sheriff's fax number is preprogrammed as 01.
    • Assure that the fax went through by checking for “OK” on the fax confirmation report.
  • Calls the Sheriff's Department at 808-4705 to let the Sheriff's Dept. know that the CLETS request has been faxed and whether the request urgent or regular.
    • Alternate numbers to reach the Sheriff's Department are 808-4739 or 808-4700.
     
  • Logs the CLETS request details into the CLETS log, located in Assessment Center supervisor's office.
  • Periodically checks the fax machine to check on the response from the Sheriff's Department.
  • Locks the supervisor office, if the supervisor is not present, to maintain fax machine security.
    < Return to OPP Table of Contents | ^ Back to Top of Page
   
Forwarding the CLETS Results to the Social Worker  

CLETS responses are sent by fax from DOJ to the Assessment Center secured fax machine. Assessment Center social workers periodically check the fax to monitor receipt of CLETS responses. When a faxed CLETS response is received, the social worker:

  • Logs the CLETS response details into the CLETS log, located in the Assessment Center supervisor's office.
  • Routes the request to the social worker by pony, if it is a Regular Request.
  • Calls the DI or continuing social worker to notify the social worker that the response is at the Assessment Center, if it is a Rush or Urgent Request
    < Return to OPP Table of Contents | ^ Back to Top of Page
   
Subsequent CLETS Request on the Same Person   The current SCZ686A is also used by social workers to subsequently request an updated CLETS record check on an individual. The Sheriff's Department will provide any new information and refer the social worker requesting an update to the social worker who made the original request in order to locate the prior CLETS record check results. The current SCZ 686A also allows for the Sheriff's Department to indicate if the subject has an outstanding warrant.
    < Return to OPP Table of Contents | ^ Back to Top of Page
   
Other References  
bullet2 CLETS Criminal Background Checks for Relative Home Approvals
PDF Agency Memorandum #04-06: Live Scan Referral Procedures for Out-of-Home Care Providers and Volunteers
    < Return to OPP Table of Contents | ^ Back to Top of Page