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Home My WebLink AboutBackground Checks and FingerprintsIdaho Department of Correction Standard Operating Procedure Title: Background Checks and Fingerprints Page: 1 of 5 Control Number: 150.01.01.003 Version: 1.0 Adopted: 11-09-2015 Henry Atencio, deputy director, approved this document on 11/09/2015. Open to the public: Yes SCOPE This standard operating procedure (SOP) applies to all staff of the Idaho Department of Correction (IDOC) and any person seeking access into IDOC properties. Revision Summary Revision date (11/09/2015) version 1.0: Initial release of a new Standard Operating Procedure. TABLE OF CONTENTS Scope ........................................................................................................................................ 1 Revision Summary .................................................................................................................... 1 1. Background Checks ......................................................................................................... 2 2. Fingerprinting ................................................................................................................... 3 Definitions ................................................................................................................................. 4 References ................................................................................................................................ 5 BOARD OF CORRECTION IDAPA RULE NUMBER None POLICY CONTROL NUMBER 150 Special Investigations Unit PURPOSE In order to maintain confidentiality and protect the security of the department and its facilities, it is the policy of the Board of Correction that the department performs thorough and careful screening of applicants prior to employment or seeking access into IDOC facilities . Control Number: 150.01.01.003 Version: 1.0 Title: Background Checks and Fingerprints Page Number: 2 of 5 Idaho Department of Correction RESPONSIBILITY Special Investigations Unit Chief The Chief of the Special Investigations Unit (or designee) is responsible for monitoring the Unit’s compliance with this SOP. The Chief is responsible for implementing this SOP and for ensuring staff is practicing the guidelines, standards, and procedures provided herein. Background Investigators The Background Investigators of the Special Investigations Unit are responsible for conducting background investigations on applicants and those seeking entry into Idaho Department of Correction (IDOC) properties. GENERAL REQUIREMENTS 1. Background Checks Prior to final selection for the position, the hiring m anager shall have candidates complete and sign a Background Investigation Questionnaire (BIQ), attached as Appendix A. The hiring manager shall inform each applicant that all items on the BIQ must be fully and accurately completed. The hiring manager will obtain employment references on their final selection using the Employer Reference Questionnaire, attached as Appendix B. All law enforcement and state agency references will need to be obtained no matter when the applicant was employed. All other references to be obtained are the last three employers or last three years whichever is greater. Once the references have been completed they will need to be forwarded to the Special Investigations (SIU) Background Unit to keep with the BIQ . The BIQ and references shall be approved by the Division Chief (or designee) prior to making a conditional offer of employment, to include new hire, rehire reinstatement or transfer from another agency. Background checks for IDOC applicants , contractors, and any person seeking access to IDOC facilities are to be completed in the SIU by the Background Investigators with the exception of religious volunteers and visitors . Maintenance contractors entering only one facility can have the bac kground run by a c ertified ILETS operator at that facility. Control Number: 150.01.01.003 Version: 1.0 Title: Background Checks and Fingerprints Page Number: 3 of 5 Idaho Department of Correction FUNCTIONAL ROLES AND RESPONSIBILITIES Tasks HIRING MANAGER /HUMAN RESOURCES  Obtain BIQ from final applicant(s)  Ensure BIQ is complete  Complete requestor information and attach Request for Criminal Records Check (Appendix C)  Submit to background unit via email backgrounds@idoc.idaho.gov  Obtain employment references (Appendix B )  If applicant is approved, proceed with hiring process as appropriate. If not approved, notify applicant SIU BACKGROUND INVESTIGATORS  Process the background investigation questionnaire  Notify hiring manager of results SIU CHIEF INVESTIGATOR OR DESIGNEE  Review background DIVISION CHIEF OR DESIGNEE  Review applicant suitability  Sign background indicating whether approved.  If not approved, provide justification  Submit to SIU Background Unit 2. Fingerprint Background Check All newly hired, rehired or reinstated IDOC employees, private contractor s or subcontractors and interns shall be fingerprinted for the purpose of running a fingerprint background check. Volunteers and employees of contract service providers who are on a short-term assignment of thirty (30) days or less do not need to be fingerprinted. Three (3) fingerprint cards must be completed for security positions; one (1) fingerprint card is to be completed for all other positions. If the capability exists for the electronic submis sion of fingerprints , then two (2) fingerprint cards must be com pleted for security positions; Fingerprint cards shall be submitted to the SIU Background Unit or electronically within two (2) weeks from the individual’s start date. A valid state or federal-issued photo identification card (ID) must be presented at the time of fingerprinting. Contract Facilities New employees and contractors operating at a contract facility shall follow these same procedures, except they shall complete only one (1) fingerprint card for each applicant. Control Number: 150.01.01.003 Version: 1.0 Title: Background Checks and Fingerprints Page Number: 4 of 5 Idaho Department of Correction Results All fingerprint cards shall be returned to the SIU Background Unit unless submitted electronically. The SIU Background Unit shall maintain records of all fingerprint submissions , and shall ensure that the fingerprint cards are delivered to Idaho State Police Bureau of Criminal Identification. The SIU Background Unit shall notify the SIU Chief Investigator if any criminal information discrepancies are identified during the fingerprint check. The SIU Chief Investigator will then contact the appropriate authority to determine the next step. 3. Records Retention Electronic copies of the BIQ and supporting documentation will be retained for 10 years. Original BIQ documents will not be retained after an electronic copy has been created. DEFINITIONS Applicant: Anyone seeking employment or access to IDOC properties. Hiring Manager: An IDOC employee who is appointed to manage, direct, and control a designated work unit and has the authority to a hire a person for a specific position. Managers include division chiefs, deputy division chiefs, facility heads, deputy wardens (or second-in-commands), district managers, designated lieutenants, program managers, or any appointed unit manager. Background Investigators: An ILETS certified employee working in the Special Investigations Unit who provide administrative, technical and consultative support in the planning, development and implementation of a consistent department -wide background investigation program. Background Investigation Questionnaire (BIQ): A personal history statement that is filled out by the applicant providing information on education, employment experience, criminal/citation history and character. Idaho Public Safety and Security Information System (ILETS): A dedicated data communications network that links local, state, and federal criminal justice agencies to state records and files and to the National Crime Information Center (NCIC) system. (The Idaho Public Safety and Security Information System was previously known as the Idaho Law Enforcement Teletypewriter System.) National Crime Information Center (NCIC) System: A nationwide criminal justice information system (1) owned and maintained by the Federal Bureau of Investigation (FBI) that is dedicated to serving and supporting local, state, and federal criminal justice agencies, and (2) c apable of providing users information from various types of records and files that includes, but is not limited to, enhanced name and fingerprint searches, mug shots, records of subjects under the supervised release of probation and parole, convicted sex offender and violent sexual predator registries, interstate identification index (III) information, information linking, and online manuals and resources. Control Number: 150.01.01.003 Version: 1.0 Title: Background Checks and Fingerprints Page Number: 5 of 5 Idaho Department of Correction Special Investigations Unit (SIU): An investigation unit established to conduct administrative and criminal investigations involving allegations of staff misconduct, offenders who have absconded from probation or parole, and inmates who have escaped, to assist in the recapture of offenders and inmates, to conduct pre-employment background checks, gather intelligence and to coordinate facility investigations. REFERENCES Appendix A, Background Investigation Questionnaire Appendix B, Employer Reference Questionnaire Appendix C, Request for Criminal Records Check – End of Document –