Current through Register Vol. 49, No. 9, September, 2024
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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