Background Checks for School-based Child Care Programs

Federal law requires all school-based child care staff and volunteers hired on or after September 25, 2019, to undergo a comprehensive background check (CBC) through the FBI and New York State registries that maintain arrest and criminal history.

All current staff, volunteers, new staff and staff or volunteers who cannot show proof of fingerprint results taken prior to September 25, 2019 must undergo a background check.

Programs must:

• Designate a program liaison to coordinate and review the requests and documents for completion and accuracy before they are submitted to the Health Department. The liaison can use this School-based Child Care Program Checklist (PDF) to assist them in their role.
• Submit background check requests and other required documents online at the Background Check Request Portal.

Steps to Submit a Background Check Request

1. Give the forms below to person receiving the background check. Ask them to complete, sign where required, and return to the program:
• Applicant (Staff/Volunteer) Instructions (PDF)
• Authorization and Affirmation Form (PDF)
• Applicant Worksheet (PDF)
  Programs can use this worksheet to gather information for each staff or volunteer that needs CBC clearance. Do not this submit it to the Health Department.
2. Fingerprinting: Program directs staff person receiving the background check to get fingerprinted and give the fingerprint receipt to the program.
3. Submit the background check request: After reviewing all documents for accuracy and completion, the child care program accesses the NYC Health Department Background check request portal, completes the online request form (using the information collected in the Applicant Worksheet), then uploads the following documents.
• Authorization and Affirmation form (PDF) — completed and signed
• Fingerprint receipt

Fingerprinting for School-based Child Care Staff

Fingerprints are taken at IDEMIA IdentoGO Centers. You can schedule an appointment at any location that lists “State Agency Enrollment” under “Available Services.”

IDEMIA charges a fee for their fingerprinting services. This fee is in addition to any required government search fees. Pay all fees in a single payment at the time of fingerprinting.

• The total cost is $102.50. The fee may be higher for locations outside of NYS.
• IDEMIA will also take a photograph of the employee.
• The applicant will receive two receipts from IdentoGo.
• If the program is a NYC Public Schools (NYCPS)-contracted program then they will receive their service code from NYCPS. If the NYCPS-contracted program has questions about fingerprinting, they should email earlychildhoodpolicy@schools.nyc.gov. Please note that the service code for fingerprinting returnable to the Office of Children and Family Services (OCFS) is not acceptable.
• Payment for fingerprinting can be made by credit card, debit card, business check or a No Charge Authorization Code (NCAC) account established with IDEMIA.
• Providers can pay the fingerprinting charge for their employee.

The NYC Health Department will check FBI and NYS Criminal History.

After Background Check Request Submission

While you wait for the results of the background check, note the following:

• New staff or volunteers can work while waiting for the background checks to be completed if they work under line-of-sight supervision by a fully cleared staff person.
• After a request for a background check is submitted using the online form, you will receive an email confirmation with a copy of the submitted background check request form and an application “BLA” number. Retain this email for your records.

Background Check Results

Once the background checks are completed, you will receive an email with the determination. Make sure your program contact email address is current and notify your borough office if the email address changes. Keep the determination letter on file. It must be made available to the Health Department upon request.

Challenging Decisions

A person can challenge a decision that excludes them from working at a child care program due to a criminal history. If a person is not granted clearance and has a record that does not include an automatic disqualifying crime, they can appeal the decision. The individual will be informed of this right and the appeal process in the decision letter.

More Information

If you have issues with the online application, email CBCTechHelp@health.nyc.gov.

For more information and assistance with comprehensive background checks, email CCUquestions@health.nyc.gov.