January 11, 2012

The Background Information menu item is for use only by the Utah State Office of Education Educator Licensing Office.  It   allows the selection of any one of three windows for the  maintenance of background checks made about educators at various law enforcement and public safety agencies including the FBI and BCI.  The information on these pages is confidential and not available in any way to unauthorized users.  There is a tab page that allows for the display of an individual educator's background data.  These three windows, batch entry, maintenance (fingerprint received status)  and individual search allow the certification staff to update groups of individuals all from one place.

Data items displayed (not all appear in each of the three windows):

inquiry date (date inquiry was submitted to agency)
last name
first name
middle name
social security number
date of birth (mm/dd/yyyy)
status (from Background Code table)
requester (from list of institutions able to require background checks)
received date (date of response from informant/agency)
system messages (displays data integrity errors during data entry)

Validation Rules

See notes with Data Items.

How these windows work

Batch Update

This window is built for quick data entry of persons whose fingerprints have been submitted to the FBI and BCI.  An operator can quickly enter one person after another from a list of source documents.  The items entered are: name (first, middle, last), date of birth, social security number, requester, and date of request.  As soon as one row is entered a new blank one is automatically displayed so the operator can keep on typing.  The right mouse button can also be used to bring-up the usual insert/add/delete dialog box for maintaining rows.  If an data integrity error is made, such as entering a non-existent social security number or a name which does not match the social security number on file for the person, an error will appear in the system message column.  You can override this error except in the case of the non-existent social security number by clicking on it twice.

Maintenance of Fingerprint Status

After the individual has been enter into the system and a background row created via the batch update, see above, a request for a fingerprint/background check is submitted to the FBI and BCI.  The Maintenance of Fingerprint Status window is used to update the status of the background checks as documents come back into the USOE Licensing from the FBI and BCI.  In this window that lists all the outstanding background checks whose status you can change.  There is a drop-down list from which you can select appropriate status changes such as "no record at Bureau of Criminal Investigation", or "pending FBI fingerprints submitted".  When the status changes from one of the pending statuses to one indicating a criminal record or no criminal record, a received date is entered indicating when the documentation of such information was received back from the FBI or BCI.

Individual Search

When one or more educators has been selected via the Educator Search or the District/School Search this option will allow you to maintain the individual date of the educator whose tab page is currently in focus.

Window access by group:

ADMIN, BACK: add/update/delete

All others: no access