Re-Screening & Five-Year Re-Screening SOP

Purpose

To ensure all child care personnel meet background screening requirements in compliance with state regulations and to protect the health, safety, and welfare of children in care.

Scope

This SOP applies to all child care personnel, including employees, substitutes, volunteers, and any individuals required to undergo background screening under child care licensing regulations.

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Policy Statement

All background screenings conducted through the e-Screening system are valid for five (5) years. A re-screening must be completed at the five-year mark or sooner if required due to a break in service.

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Procedure

Step 1: Five-Year Re-Screening Requirement

• All child care personnel are required to complete a five-year re-screening.

• The re-screening must be conducted in the same manner as the initial screening.

• The five-year period is calculated from the date of the individual’s last eligible screening.

Step 2: Required Components of Re-Screening

At a minimum, the five-year re-screen must include:

• A criminal records check, both:

  • National, and

  • Statewide

• A Sexual Predator Registry search

• A Sexual Offender Registry search

• A child abuse and neglect history check for any state in which the individual resided during the preceding five (5) years

Step 3: Break in Employment Exceeding 90 Days

• Child care personnel who experience a break in employment in the child care industry exceeding 90 days must be re-screened, regardless of the five-year screening cycle.

• Individuals with a break in service exceeding 90 days are considered unscreened until re-screening is completed.

• Unscreened individuals may not have unsupervised contact with children until all screening requirements are satisfied and clearance is received.

Step 4: Leave of Absence

• Re-screening is not required for personnel who take an approved leave of absence, including but not limited to:

  • Maternity leave

  • Extended sick leave

  • Migrant child care program leave

• Re-screening is required if the individual’s five-year re-screen comes due during the leave of absence.

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Documentation & Compliance

• All screening and re-screening documentation must be maintained in the personnel file.

• Screening records must be available for review by licensing authorities upon request.

• Directors or operators are responsible for monitoring re-screening deadlines and ensuring timely compliance.