OKDHS - OAC 340:2-1-56. Criminal history checks

340:2-1-56. Criminal history checks

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Revised 7-1-10

Criminal history checks are completed for all employees appointed to or transferring to positions that are sensitive or critical in nature or to positions that work directly with children. • 1-3

(1) Personnel handling restricted data are considered, for purposes of this Section, to be in a sensitive position. Criminal history checks are completed on designated positions within the Field Operations Division, Children and Family Services Division, Support Services Division, and Developmental Disabilities Services Division. Applicants for positions requiring criminal history checks are advised that, if selected for the position, a favorable criminal history check is required.

(2) Divisions are responsible for designation of positions that require criminal history checks. Divisions must consistently obtain criminal histories on any person selected to fill a position requiring criminal history checks.
(3) Criminal history checks are obtained prior to employment for staff of child care facilities when 24-hour, supervised care is provided, as in group homes, and include a search of Department of Corrections files maintained pursuant to the Sex Offenders Registration Act. [10 O.S. § 404.1]
(4) Criminal history checks are required only on the applicant who is recommended for the position.

(5) Criminal history checks are also obtained on any Oklahoma Department of Human Services (OKDHS) employee selected for transfer to a position that requires a criminal history check.

(6) Criminal history checks are considered restricted information and are protected accordingly. The results of these investigations are maintained in a separate file and are not made a part of the local or Human Resources Management Division personnel files. The history check is maintained for the duration of employment of the person and for one year from the date of the report for employees who separate from OKDHS.
(7) Certain OKDHS volunteers and health care providers are required to have history checks.

INSTRUCTIONS TO STAFF 340:2-1-56

Revised 7-1-10

1. The recommended employee completes Form 11PE021E, Additional Application Information, at the time a conditional job offer is made.

(1) The original Form 11PE021E is sent to the Human Resources Management Division (HRMD), with Form 11AD068E, Report of Accession, and required documents.

(2) The local office retains a copy of Form 11PE021E.

(3) A copy of Form 11PE021E is sent to the person responsible for requesting criminal history checks from the Oklahoma State Bureau of Investigation (OSBI) for the employing division. The authorized person in the division prepares a request to OSBI, which includes name of the recommended employee, any other names used, Social Security number, date of birth, sex, and race.

2. A current OKDHS employee transferring into a position requiring a criminal background history check completes Form 11PE021E. The local office forwards Form 11PE021E to the person responsible for requesting criminal background history checks for the division, and a request is prepared as outlined in Instructions to Staff #1. An employee is not permitted to transfer until a favorable criminal background history check is received.

3. The local office may request a criminal history check of the history of an applicant or employee who has been a resident of another state. The authorized person in the division may obtain information on the cost of criminal history checks by contacting the OSBI.

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