XV. Summer Camp Background Checks

Summer Camp Resources:

• Summer Camp Background Check Roster
• DCF Clearinghouse Forms:
  • Affidavit of Good Moral Character
  • Clearinghouse Privacy Policy Acknowledgement
  • Clearinghouse Demographic Sheet
• Summer Camp FL K-12 Teacher Memo - If applicable
• FSU Summer Camps Website

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Unlike FSU's typical background checks, summer camp background checks are conducted and adjudicated by The Florida Department of Children and Families ("DCF") through a state-run, web-based system called the Care Provider Background Screening Clearinghouse ("Clearinghouse"), described in 435.12 of the Florida Statutes.

Summer Day Camps, and Summer 24-hour Camps are defined in Section 409.175 of the Florida Statutes as:

"recreational, educational, and other enrichment programs operated [on a 24-hour basis if a 24-hour camp] during summer vacation for children who are 5 years of age on or before September 1 and older, that are not exclusively educational."

FSU was required to begin utilizing the statewide care provider background screening "Clearinghouse" database for Summer Camp Background Checks in the summer of 2016.

Summer Camp Background Checks are conducted to ensure the safety and security of the minors attending camps, camp personnel, and others on campus.

Disqualification from Summer Camp employment/volunteer service is defined in Section 435.04 of Florida Statute and includes "anyone who is arrested for and awaiting final disposition of a prohibited offense, regardless of adjudication; anyone who has entered a plea of nolo contendere or guilty to a prohibited offense; and any juvenile adjudicated delinquent in which the record of committing a prohibited offense has not been sealed or expunged."

WHO NEEDS A CHECK?

Section 409.175 of the Florida Statutes requires employers to conduct Level 2 Background Checks (including fingerprinting) on all Summer Camp personnel (including owners, operators, employees, and volunteers that provide care for children) before they engage in camp work. The Office of Human Resources will vet all personnel to ensure the required screenings are completed. If a Summer Camp is run virtually and includes live virtual interaction, a Standard Background Check will be required.

Volunteers

Most volunteers must receive background checks. Volunteers may be exempt from a Summer Camp Background Check only if:

1. They are volunteering on an intermittent basis for less than 10 hours per month; AND
2. They will not be considered responsible for any vulnerable population; AND
3. Others designated as responsible for any vulnerable population who have been properly screened are always present and in direct line of sight; AND
4. There is no possibility of the volunteer being alone with a vulnerable population under any circumstances.
   • Even if a volunteer meets these criteria, the Office of Human Resources will run a National Sex Offender Database Search before the volunteer may begin service. If there are unfavorable results, the volunteer will be disqualified from participation in the summer camp.

New Summer Camp Personnel

• All new employee and volunteer candidates must have a Level 2 DCF Background Check completed through the Clearinghouse (including fingerprinting).
  • Cost:
    • $55 (fingerprinting on campus) or
    • $74 (out of town fingerprinting at a Fieldprint location)
  • Required Forms & Initiation Process: See “Initiating Summer Camp Background Checks” below.
• Summer Camp Background Checks are valid only for camp employment. If a candidate is being considered for both a summer camp and non-summer camp role (both effective in the summer months), please consult with Human Resources on the appropriate background check requirements.

Returning Summer Camp Personnel

• Returning summer camp personnel (rehires or current employees) who were screened via DCF's Clearinghouse and have retained fingerprints within the Clearinghouse only require an FBI Resubmission.
  • Upon initial fingerprinting for a current Summer Camp session, prints are retained within the Clearinghouse for the next three Summer Camp sessions. Fresh printing will be required for each fifth Summer Camp session.
  • FBI Resubmissions consist of the submission of retained fingerprints within DCF's Clearinghouse to obtain an updated FBI National Criminal History Report.
    • Cost: $25
    • No new documents required outside inclusion on each sessions’ Summer Camp Roster
  • The Office of Human Resources will review the Clearinghouse profile of all personnel included on each Summer Camp Roster to determine the required action and provide appropriate instructions.
• Returning summer camp personnel (rehires or current employees) who either 1) were not screened via DCF ‘s Clearinghouse, or 2) were screened via DCF ‘s Clearinghouse but do not have retained fingerprints within the Clearinghouse must be freshly fingerprinted and screened like new summer camp personnel.
  • Cost
    • $55 (fingerprinting on campus) or
    • $74 (out of town fingerprinting at a Fieldprint location)
  • Required Forms & Initiation Process: See “Initiating Summer Camp Background Checks” below.
  • The Office of Human Resources will review the Clearinghouse profile of all personnel included on each Summer Camp Roster to determine the required action and provide appropriate instructions.

* FDLE and the FBI set the fees associated with this cost. Rates are subject to change.

INITIATING SUMMER CAMP BACKGROUND CHECKS

Important Reminders

• Approval by Human Resources must be received before employment/volunteer service begins.
• Summer Camp Background Checks can only be conducted within 60 days of Summer Camp employment/volunteer service.

1. Complete Required forms and NiFTy to HR-ERS@FSU.EDU (do not email):
   
   1. Department Forms : for each camp
      
      1. The FSU Summer Camp Background Check Roster
         1. Complete both Camp Info and Roster Tabs
         2. Ensure the Budget Manager approves the budget information before submission
   2. Candidate Forms : completed by the candidate/volunteer
      
      1. Candidates/Volunteers requiring a new Level 2 DCF Summer Camp Background Check including fresh fingerprinting:
         1. The Clearinghouse Demographic Sheet
            
            1. All “*” Fields are Required.  Please submit only completed forms.
         2. The Clearinghouse Privacy Policy Acknowledgement Form
            
            1. The department should provide the candidate/volunteer the FDLE/FBI privacy policies (found within the form linked above) for their records.
            2. Keep the original Acknowledgement Form on file in your department.
         3. The Affidavit of Good Moral Character
            
            1. Notarized in the State of Florida OR signed by the Camp Owner/Director/Operator. 
            2. Do not submit to HR unless the candidate/volunteer signed the line indicating their record contains a disqualifying offense.
            3. Keep the original on file in your department.
      2. Candidates/Volunteers in years 2-4 within the Clearinghouse do not require any forms.
         1. Must still be included in the Camp Roster.
2. HR reviews the Camp Rosters to determine the required action for each candidate and initiates new background checks, if required.
3. Once initiated, HR will email fingerprinting instructions to the candidate/volunteer and department.
   
   1. The candidate must be fingerprinted within 30 days of initiation within the Clearinghouse.
4. The candidate/volunteer will proceed with fingerprinting locally or using Fieldprint services.
5. HR will advise the hiring department of the outcome.

Fingerprinting

See Fingerprinting Page for fingerprinting instructions and locations.

Reminders:

• Fingerprinting can only be completed within 60 days of the Summer Camp employment.
• Fingerprinting can only be completed after being instructed to proceed from Human Resources.
  • A candidate must be fingerprinted within 30 days of initiation.
• Services are provided on a first-come, first-served basis. Please do not send large groups at the same time for printing; this will likely result in a much longer wait time for candidates.
• Individuals MUST provide valid photo identification when being fingerprinted; photocopies are not accepted.
• Candidates will be required to have their photo taken when they are fingerprinted.

Other

• K-12 Public Florida School Teachers : Under Florida Statute 409.175 summer camp candidates who are also K-12 Teachers in the Florida school system and have already received a Level 2 background check through their school system do not need an additional background check for summer camp if:
  • They have not had a 90-day break in service from their FL K-12 teaching job, AND
  • They submit a Memo verifying their Florida K-12 Public School background check for HR to review.
    • The Affidavit of Good Moral Character must be completed each year and the original retained by the hiring department for review.
    • The Clearinghouse Privacy Policy and Demographic forms are not required.
    • These candidates should still be included on the Camp Roster submitted to Human Resources.
    • If the Memo cannot be completed, a recent Paystub form the school district can be accepted.
• Summer Camp Job Codes: Departments hiring camp personnel must use the specified camp job codes [T017/A017 (Camp Counselor or Assistant-non-exempt) or T027/A027 (Camp Teaching or Coordinator-exempt)] in their job offers. A document outlining the use of the "T" versus "A" Job Code can be found HERE.
  • In the past OPS Camp Express Pools have been deployed to collect candidate applications for OPS Express Job Offer hires; however, effective Summer 2019 departments will now create applicant records manually, opposed to collecting applications, all within a single Summer OPS Express Pool and then prepare the OMNI-HR Job Offers. This new process will expedite and streamline the OPS hiring process. Please reference the Listserv “OPS Express – Hiring Process Improvements” for more detail and training resources.