016-15-14 Ark. Code R. § 3

Current through Register Vol. 49, No. 6, June, 2024

Rule 016.15.14-003 - Procedure I-D1, CFS-050-A,B,C,D,E

The County Office Volunteer Coordinator will:

A. Provide volunteer applicant with a Volunteer Packet and instructions on completion. The forms in the Volunteer Packet that the volunteer applicant will receive are:

1) CFS-050-A: DCFS Volunteer Opportunities

2) CFS-050-C: DCFS Volunteer Application

3) CFS 050-D: DCFS Volunteer Confidentiality Statement

4) CFS-050-E: Volunteer Agreement

5) APS-0001: Authorization for Adult Maltreatment Central Registry Check

6) CFS-316: Request for Child Maltreatment Central Registry Check

7) CFS-342: State Police Criminal Record Check

8) CFS-593: Arkansas State Vehicle Safety Program Additional Requirements for DCFS Drivers

9) VSP-001: Authorization to Operate State Vehicles and Private Vehicles on State Business

10) VSP-002:Authorization to Obtain Traffic Violation Record

11) Arkansas State Vehicle Safety Program Manual

B. Answer volunteer applicant questions, as applicable

C. Collect the Volunteer Packet forms listed above from the applicant once all forms have been completed.

D. Review Volunteer Packet forms submitted by volunteer applicant.

E. Complete Section B of CFS-050-B: DCFS Volunteer Checklist, as appropriate, to ensure that all documents required of volunteer applicant have been completed.

F. Forward the completed Volunteer Packet, including CFS-050-B: DCFS Volunteer Checklist, to DCFS Central Office Policy Unit, Slot S-564for processing and approval.

G. If approval of volunteer is received from Central Office via completed CFS-050-B: DCFS Volunteer Checklist:

1) Inform volunteer as soon as possible.

2) Assign volunteer an appropriate point of contact in the county office prior to commencement of any volunteer activities.

3) Provide DCFS orientation to volunteer prior to commencement of any volunteer activities, but preferably within two weeks of approval notification to volunteer.

4) Establish mutually agreed upon schedule for volunteer.

5) Handle complaints as needed.

6) Notify DCFS Central Office Policy Unit if volunteer quits or is asked to leave.

7) Place copy of completed CFS-050-B: DCFS Volunteer Checklist in volunteer record. H. If approval of volunteer is not received from Central Office:

1) Inform volunteer as soon as possible.

2) Place copy of completed CFS-050-B: DCFS Volunteer Checklist in volunteer record.

DCFS Policy Unit will:

A. Review forms in the Volunteer Packet using CFS-050-B DCFS Volunteer as a guide to ensure all required volunteer applicant forms have been completed and submitted.

B. Route all background check request forms to the appropriate units.

1) Submit the completed CFS-316: Request for Child Maltreatment Central Registry Check for each volunteer applicant. The CFS-316 must be notarized. The Child Maltreatment Central Registry Check shall be repeated every two years.

a) Route each completed CFS-316 to the Central Registry Unit.

b) Document results in CHRIS.

c) Scan results in E-doctus.

2) Submit the completed APS-0001: Authorization for Adult Maltreatment Central Registry Check to Adult Protective Services. The APS-0001 must be notarized. The volunteer applicant must have no history of true abuse and/or neglect.

a) Route each completed APS-0001 to Adult Protective Services.

b) Document results in CHRIS.

c) Scan results in E-doctus.

3) Submit the completed CFS-342: State Police Criminal Record Check for each volunteer applicant. The CFS-342 must be notarized. The State Police Criminal Record Check shall be repeated every two years.

a) Route each completed CFS-342 to the Criminal Records Unit.

b) Document eligible or ineligible results in CHRIS.

c) Scan results in E-doctus.

4) Submit the signed CFS-593, VSP-1, and VSP-2 to the Vehicle Safety Program Coordinator along with a clear copy of the driver's license for each volunteer applicant.

a) Copy the front and back of the driver's license.

b) Document results in CHRIS.

C. Enter all other required volunteer data in CHRIS.

D. Complete Section C of CFS-050-B: DCFS Volunteer Checklist.

E. Notify county office with approval or denial status of volunteer via completed CFS-050-B: DCFS Volunteer Checklist, as applicable.

F. Scan completed CFS-050-B: DCFS Volunteer Checklist in E-doctus.

G. Maintain records and correspondence with county office staff regarding volunteers. H. Document in CHRIS when volunteer resigns or is asked to leave, as applicable.

PROCEDURE I-D2: Volunteer Background Check Renewals

08/2014

The DCFS Central Office Policy Unit will:

A. Mail the following to the volunteer's home address (as identified in CHRIS) at least 30 business days prior to the volunteer's two year anniversary of his/her last processing of background checks:

1) A cover letter:

a) Thanking volunteer for his/her volunteer service

b) Explaining that his/her background checks will expire soon and must be renewed

c) Requesting volunteer to complete all enclosed background check forms and return them to the DCFS Central Office Policy Unit within two weeks of receipt

d) Informing volunteer that if all enclosed background check forms are not completed and returned to the DCFS Central Office Policy Unit within the required timeframe, he or she will no longer be eligible to serve as a DCFS Volunteer

2) APS-0001: Authorization for Adult Maltreatment Central Registry Check to Adult Protective Services

3) CFS-316: Request for Child Maltreatment Central Registry Check

4) CFS-342: State Police Criminal Record Check

B. After mailing the information listed above (items a-d), notify volunteer's county supervisor that volunteer's background checks must be renewed as soon as possible and volunteer should receive appropriate forms soon.

C. Process, document, and scan all completed, returned background check forms (see Procedure I-Dl above for more detailed background check processing instructions).

D. If volunteer does not return all completed background check forms within requested timeframes outlined in aforementioned cover letter:

1) Contact volunteer by phone prior to his/her two year anniversary of the last processing of background checks to request that he/she complete and return required background check forms within one week.

2) Document conversation (or attempt to contact) with volunteer in CHRIS.

3) Process, document, and scan all completed, returned background check forms (see Procedure l-Dl above for more detailed background check processing instructions).

4) If volunteer still does not return completed background checks within required timeframe:

a) Document in CHRIS that volunteer is no longer eligible to serve as a volunteer.

b) Send a letter to the former volunteer informing him/her that he/she is no longer eligible to serve as a volunteer.

c) Notify the volunteer's county supervisor via e-mail that the volunteer may no longer serve as a volunteer in the county office.

The County Supervisor will:

A. Work with the DCFS Central Office Policy Unit and volunteer as needed to ensure that volunteer's background checks are renewed when required.

B. If volunteer does not renew required background checks in required timeframe, ensure he/she no longer provides services to/at the local county office.

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016.15.14 Ark. Code R. § 003

6/19/2014