SSAM III.A Criminal History Checks

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III.A Criminal Records Checks

4/1/11

1. State of Oregon Criminal Record Check

Oregon criminal record checks are conducted by Central Office, (the Background Check Unit; BCU) or field offices certified by SPD to perform criminal records checks, using the State's Law Enforcement Data System (LEDS). To request a criminal records check by Central Office, complete a DHS Criminal History Request Form with instructions:

DHS 301AD when an authorized designee will make the fitness determination.

Submit to BCU by fax, shuttle or postal mail.

If Faxing send to BCU 503-378-5770. Fax only if fingerprints are not necessary.
If mailing send to BCU, PO Box 14870, Salem, OR 97309-5066

The BCU will run the LEDS check and return the results by postal mail unless the decision needs to be made by the BCU (OAR 407-007-0320 (2). The LEDS report and any additional disposition information will be attached to the 301 AD/CP to the local Authorized Designee if there is indication of criminal activity. If fingerprints are required, see Section 3 below.

The determination of whether or not an individual is qualified is based on the Oregon Administrative Rules for "Criminal Record Checks on Providers" (OAR 407-007-0200 to 407-007-0370, available at http://www.oregon.gov/DHS/chc/). The purpose of the rules is to protect vulnerable individuals receiving long term care services by preventing persons with significant criminal histories from working in Senior and People with Disabilities (SPD) licensed or registered facilities and in some other locations where long term care is being provided.

Authorized designees should have a manual from the BCU regarding fitness determinations. Please review this information and the administrative rules when needing to complete a weighing test on a criminal records check. Additional tools and resources are available at the BCU website, http://www.oregon.gov/DHS/chc/.

2. How to Read a LEDS Report

The LEDS search provides a Computerized Criminal History (CCH) record (a "LEDS report"). In order to read and interpret this report, have available a copy of the "Oregon Criminal Code." This book has legal definitions of criminal offenses and the assigned Oregon Revised Statute number. It may be ordered by sending a check for $29.00 to the following address:

Legislative Counsel Committee
900 Court St NE S101
Salem, Oregon 97301-4065

You may also find definitions of crimes by ORS citation at the Oregon Revised Statutes website, http://www.leg.state.or.us/ors/home.htm.

If an individual has a criminal record, the LEDS report will consist of several sections. A detailed overview of these sections follows. Also included are a Fictitious LEDS report (numbered sections are not found on actual reports) and definitions of Court Dispositions and Criminal History Codes found on the LEDS reports.

A LEDS report consists of the following sections:

Section 1: This contains the following identifying information:

Date of the report and military time
One or two lines of LEDS identification numbers
A line beginning with "RR." followed by initials of the requesting person (i.e., the BCU or SPD/AAA LEDS certified person who requested the report), the ORI# (Identifying number of the agency that requested the report), the full name of the requesting person, the PUR (purpose of the report--it will always be "E" for employment), and the SID# of the applicant (State Identification Number assigned to an individual who has been fingerprinted).

Section 2: This section begins with "OREGON CCH RECORD FOR SID/..." and lists the SID#, the date and time of the report, and a statement that the information is continually updated.

Section 3: "ACTION ITEM." A message about fingerprinting will appear here.

Section 4: “SINGLE-SOURCE OFFENDER.” This section may appear on the LEDS report; it means that the individual’s fingerprints have been reviewed and there are no matches to any records which have been sent to FBI from other states.

"MULTI-SOURCE OFFENDER." This section will appear on the LEDS report if the applicant is a multi-state offender (criminal record in Oregon and one or more other states, or if the individual has a national flag on record, such as sex offender registration). The BCU handles all Multi-Source Offender cases after a fingerprint-based criminal records check is completed, so you should never receive a LEDS report with “Multi-Source Offender” listed.

Section 5: This section contains the following background information:

SID# and FBI#
NAM (name), DOB (date of birth), SEX, RAC (race), and POB (place of birth--two digit state code)
HGT, WGT, HAI, EYE (height, weight, hair color, eye color), and FPC (fingerprint classification)
ADDITIONAL IDENTIFIERS, e.g., SMT (scars, marks, tattoos)
SOC (Social Security number)
AKA (also known as) will appear if individual uses another name

Section 6: "ARREST" History. The arrests are numbered and the most recent arrest is listed first. The arrests contain the following information:

Arrest#, Date of arrest, ORI# (jurisdiction of law enforcement agency), and FPN (fingerprint number--distinct number for each arrest/fingerprint card)
NAME USED by the applicant and LAN (local agency number)
Offense by ORS# (Oregon Revised Statutes) and brief description

Section 7: "COURT" Disposition. This will not appear on every report. The court dispositions may or may not be in chronological order. They contain the following data:

Date of court action, and ORI# and name of the court
Offense by ORS# and brief description
Disposition: e.g., CONVICTED-FELONY, DISMISSED
Sentence: e.g., FINE, JAIL, PROB (probation) and court DOCKET#
PROVISION: e.g., PROB REVOKED (probation revoked), RESTN (restitution). PROVISION will not appear on every report.

Sample LEDS Report

Section 1:
10/01/98 1015
B98624G DG .REUS 0351 LEDS
RR.LKR.OR045SSD0.SUSAN BAILEY.

Section 2:
OREGON CCH RECORD FOR SID
BECAUSE ADDITIONS OR DELETIONS MAY BE MADE AT ANY TIME, A NEW COPY SHOULD BE REQUESTED WHEN NEEDED FOR SUBSEQUENT USE IF FURTHER DETAIL IS DESIRED, COMMUNICATE DIRECTLY TO CONTRIBUTOR

Section 3:
ACTION ITEM: IF SUBJECT IS ARRESTED, SUBMIT 'STATE' FINGERPRINT CARD

ONLY-FBI CARD NOT NEEDED

Section 4:
*SINGLE STATE OFFENDER - MAKE FBI-III INQUIRY FOR NON-OREGON RECORDS

Section 5:
SID/OR 11665469
NAM/BROWN,ROBERT LEE DOB/020267 SEX/M RAC/W POB/OR
HGT/602 WGT/170 HAI/BLK ETE/BLU
* ADDITIONAL IDENTIFIERS*
SMT/TAT BACK
SOC/950-99-9999
AKA/BROWN,ROBERT LEE/BROWN, R. LARRY

Section 6:
ARREST #02 06-05-87 ORO042812-PD CORNELIUS FPN/19873453
NAME USED/BROWN, ROBERT LAN\24003
01 ORS 164.225 BURGLARY I

Section 7:
COURT
01 09-27-87 ORO14156-CIR CRT CORNELIUS

CONVICTED
    ORS 164.225 BURGLARY 1ST DEG
    40D JAIL 3Y PROB DOCKET #\422431C
    PROVISION/NO CONTEST PLEA/UNKN RESTN
ARREST #01 06-12-85 OR039000-PD FOREST GROVE FPN/19852301
  NAME USED/BROWN, ROBERT LAN/24113
  01 ORS 163.465 PUBLIC INDECENCY
COURT
  01 06-23-85 OR032021-DIS CRT HILLSBORO CONVICTED
  ORS 163.465 PUBLIC INDECENCY
  2Y PROB DOCKET #\M57732
  PROVISION/SENT 070885

Court dispositions and criminal history codes:

COURT DISPOSITIONS
ADJUDICATION WITHHELD:	No decision at this time
JUVENILE ADJUDICATION	Individual was adjudicated in juvenile court. Juvenile adjudication is a potentially disqualifying condition.
BENCH WARRANT:	Warrant from a judge
CONVICTED-FELONY:	Individual convicted of a felony
CONVICTED-LESSER CHRG	Individual was not convicted on this charge but a lesser charge was entered and the individual was convicted on that new charge.
CONVICTED-MISDEMEANOR:	Individual convicted of a misdemeanor
DIS CRT CASE TERMINATED:	Case terminated at District Court. It may have been dismissed or sent to Circuit Court
DISMISSED:	Case dismissed
DIVERSION:	Special type of sentence or probation. Usually charges are dismissed when all terms of probation are completed
FAIL TO APPEAR:	Individual did not appear for court hearing
NO COMPLAINT FILED:	No complaint against the individual
NO CONTEST:	Individual did not contest charges in court
NO DISPOSITION RECEIVED:	No disposition from the court. Does not mean the case has been dismissed
RESEARCHED NO DISPO	Oregon State Police researched courts for a disposition but could not find one. Further research may be needed by you or SI to ensure you have the correct outcome.
WARRANT SERVED:	A warrant was served

CRIMINAL HISTORY CODES
ABS	Abscond
ACH	Arrest charge or count number
ADN	Arrest disposition
AKA	Also known as
AON	Uniform arrest offense numeric classification code
ARR	Arrested
BAL	Bail
BLK	Black
BLN	Blond
BLU	Blue
BRO	Brown
BURG	Burglary
CA	California
CCH	Computerized Criminal History
CIR CRT	Circuit Court
CIT	State statute citation number
CRIM CITATION	Criminal citation
CTS	Counts
CUST	Custody
DEG	Degree
DIS CRT	District Court
DLU	Date of last update
DOA	Date of arrest
DOB	Date of birth
DOE	Date of expiration
DOP	Date of prints (date fingerprinted)
DOW	Date of warrant
DUII	Driving under influence of intoxicants
DWS	Driving when suspended
Eye	Eye color
FALSE INFO	False information
FBI	Federal Bureau of Investigation number
FPC	Fingerprint classification
FPN	Fingerprint processing number from fingerprint card
FPR	Fingerprint
GRN	Green
HAI	Hair
HEN	Henry fingerprint primary classification
HGT	Height
HND	Hand
HRS	Hours
ICO	Identification comments
ISD	Issued
GRY	Gray
L	Left
LAN	Local Agency Number
LNU	LEDS number of record
M	Month(s)
MIS	Miscellaneous
MISD	Misdemeanor
MNU	Miscellaneous identifying numbers
MUN CRT	Municipal Court
NAM	Applicant's name
OCA	Originating agency case number
OFF	Offense code
OFN	Offense name
OLN	Oregon license number
ORI	Originating agency identifier
ORS	Oregon Revised Statute
POB	Place of birth
PROB, PRB	Probation
R	Right
RAC	Race
RESTN	Restitution
RTP	Record type
SC	Scar
SDY	Sandy
SEX	Sex
SHLD	Shoulder
SID	State Identification Number
SMT	Scars, marks, tattoos
SOC	Social Security Number
STA PRL	State Parole
SUSP	Suspended
TAT	Tattoo
UL	Upper left
UR	Upper right
UUMV	Unauthorized use of motor vehicle
WA	Washington
WEAP	Weapon
WGT	Weight
WHI	White
WNO	Warrant number
WTP	Warrant type
Y	Year(s)
XCON	Ex-convict
XPD	Expiration date

3. National Criminal Records Check

If a national criminal records check is needed, the following procedure is required to obtain and submit fingerprints.

Field office provides applicant with one blue printed fingerprint cards.
Field office directs applicant to a local law enforcement agency, the Oregon State Police, or private vendor to obtain fingerprints.
The applicant returns the card to the field office. The field office checks to make sure all identifying information is provided.
The field office forwards the following to Central Office:
- The completed fingerprint card. Do not bend or fold.
- The DHS 301.
- A check for $12.00 payable to Seniors and People with Disabilities, if the DHS 301 is being submitted for Adult Foster Home licensees & employees.

Send above items to the following:

Department of Human Services
Background Check Unit
P.O. Box 14870
Salem, OR 97309-5066

The BCU sends all fingerprints to the Oregon State Police for processing and routing to the FBI. Results can take two to four weeks. Based on the information received from the FBI, the BCU notifies the field office whether an individual is approved, approved with restriction or denied.
Unclassifiable or illegible fingerprint procedure;

Fingerprints that are unclassifiable or illegible cannot be processed by the Oregon State Police/FBI and are returned to the BCU. A form is attached to the prints that cites the specific reason the prints can not be processed. The most common reason is smudging. The BCU will return the fingerprints to the AD/CP to obtain new finger prints. In order to complete the criminal record check and to avoid additional charges, please do the following:

Give the applicant a new fingerprint card.

Have the applicant take the unclassifiable fingerprint cards and the attached OSP/FBI form back to whoever did the prints and show them. Give them the new card and have them do the prints again.

Send both the old and new cards, the OSP/FBI processing form and the DHS 301 within 14 days to the following address:

Department of Human Services
Background Check Unit
PO Box 14870
Salem, OR 97309-5066

If the old cards and the OSP/FBI form are not returned, OSP will charge another $12.00 processing fee.

If you have a disability and need a document on this Web site to be provided to you in another format, please contact the Office of Document Mangement (ODM) at 503-378-3486 or by e-mail at dhs.forms@state.or.us.

If you have questions about DHS or problems getting DHS services, send e-mail to dhs.info@state.or.us. If you have comments about this site, send e-mail to spd.web@state.or.us.