Temporary Staffing Services

DOJ Live Scan Criminal History Background Check

I. Policy Summary

Temporary Staffing providers may be used to fill short-term assignments expected to last less than 6 months. Temporary staffing vendors are expected to complete reference checks and background checks prior to assigning personnel to UCSC.

Temporary staffing personnel performing cash handling duties are additionally subject to UC Business and Finance Bulletin - 49 which requires a criminal history background check including fingerprinting. The California DOJ Live Scan program is the only background check service known to include the capture and comparison of an individual’s fingerprints. Because Live Scan services are not available to private employers such as temporary staffing agencies, UC will perform a Live Scan background check on a non-university employee only when cash handling duties are assigned. Completion of any remaining background checks is the sole responsibility of the Temporary staffing vendor.

Questions regarding DOJ Live Scan background checks should be directed to Lori Castro, Senior Manager Employment/Operations at 459-2960 or lhcastro@ucsc.edu.


II. Initiation of the DOJ Live Scan Background Check for Temporary Staffing Assignments that Include Cash Handling Duties

  1. UCSC unit requesting services will inform the Temporary Staffing Vendor Representative that cash handling duties are involved in the assignment.

  2. The Temporary Staffing Employee completes section I and the Temporary Staffing Vendor Representative completes section II of the UCSC Live Scan background check forms available on the UCSC Staff HR web site.

  3. The Temporary Staffing Vendor Representative:

    • Routes the Background Investigation Request (BIR) Form to SHR, Employment.

    • Provides the original Live Scan Service Request Form to their employee.

      NOTE: UCSC Live Scan forms contain critical Department of Justice (DOJ) account information. Therefore, these forms must be used regardless of where the scan is conducted to ensure results are received by SHR Employment.

  4. Temporary Staffing Employee goes to UCSC Mail Services or another DOJ approved service provider to complete the Live Scan process. A list of approved service providers is available on the DOJ web site.

    • Provides the Live Scan Service Technician with the completed UCSC Live Scan Service Request form along with picture ID and social security number.


III. Results Processing

Department of Justice (DOJ) results are normally received within 3-5 business days after the Live Scan was transmitted. SHR Employment checks for receipt of results multiple times per day. Results containing “no records found” will be processed on Fridays. Results containing criminal history will be addressed ASAP. On occasion, receipt of results from DOJ can be delayed. Delay periods will vary. Fingerprint rejects due to lack of clear ridge detail may also occur requiring the individual to be rescanned. The Live Scan background check must be complete before the temporary staffing assignment can begin.

Results containing criminal history:

SHR Employment Manager determines suitability for assignment and informs the Temporary Staffing Vendor Representative of their decision.

  • When the Temporary Staffing Employee is deemed not suitable:

    • SHR Employment processes DOJ No Longer Interested (NLI) form.

    • Temporary Staffing Vendor Representative informs the unit manager that there has been a delay in sourcing a viable candidate.

  • When the Temporary Staffing Employee is deemed suitable:

    • Temporary Staffing Vendor Representative proceeds with assignment.


Results absent of any criminal history (i.e., No Records Found):

  1. SHR Employment sends an email message to the Temporary Staffing Vendor Representative identified on the BIR with a CC to the Employment Manager.

  2. Temporary Staffing Vendor Representative informs the unit manager that Temporary Staffing Employee is suitable for assignment.


DOJ Delay Notice:

  1. SHR Employment sends an email message to the Temporary Staffing Vendor Representative identified on the BIR with a CC to the Employment Manager.

  2. Temporary Staffing Vendor Representative informs the unit manager of the delay.


DOJ Reject Notice:

  1. SHR Employment sends an email message, containing rescanning instructions, to the Temporary Staffing Vendor Representative identified on the BIR with a CC to the Employment Manager.

  2. Temporary Staffing Vendor Representative provides rescanning instructions to their employee.

  3. Temporary Staffing Employee goes to UCSC Mail Services or another DOJ approved service provider to complete the rescan process.

    • Provides original ATI number to the Live Scan Technician.


IV. Processing No Longer Interested (NLI) Forms

The DOJ will notice the University when an individual who previously underwent a Live Scan background check has subsequent conviction activity. The University is required by law to notify DOJ when we no longer have a need to know about such activity. Thus a No Longer Interested (NLI) form must be processed when the temporary staffing assignment involving cash handling has ended.

  1. Temporary Staffing Vendor Representative provides written confirmation to SHR Employment that the cash handling assignment has ended.

  2. SHR Employment completes the NLI form and submits to DOJ for processing.

    • Updates internal tracking spreadsheet.


V. Records Retention

SHR Employment retains the BIR and NLI forms, and a summary of criminal history results.

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Revised November 2011