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Comprehensive Background Checks for Group Child Care Programs

Federal law requires all staff and volunteers who work in a child care program to undergo a comprehensive background check (CBC) every five years. This includes all current staff, volunteers, new staff and any staff with a break in service of more than 180 days. The NYC Health Department conducts these checks for Group Child Care programs.

Programs must:

  • Designate a program liaison to coordinate and review the requests and documents for completion and accuracy before they are submitted to the Health Department. The liaison can use this CBC Liaison Checklist (PDF) to assist them in their role.
  • Submit background check requests and other required documents online at the CBC Request Portal

Steps to Submit a Background Check Request

  1. Give the forms below to person receiving the background check. Ask them to complete, sign where required, and return to the program:
  2. Fingerprinting: Program directs staff person receiving the background check to get fingerprinted and give the fingerprint receipt to the program.
  3. Submit the background check request: After reviewing all documents for accuracy and completion, the child care program accesses the CBC Request Portal, completes the online form using the Applicant Worksheet, then uploads the documents. You must include the program's Online Clearance System number. If your program does not have an Online Clearance System account, or the original account cannot be accessed, contact your borough office (PDF) for assistance.
    • Statewide Central Register of Child Abuse and Maltreatment (SCR) form (LDSS3370) — completed and signed
    • Authorization and Affirmation form — completed and signed
    • Fingerprint receipt
Comprehensive Background Check Request Portal

Fingerprinting for Child Care Staff

Fingerprints are taken at IDEMIA IdentoGO Centers. You can schedule an appointment at any location that lists “State Agency Enrollment” under “Available Services.”

IDEMIA charges a fee for their fingerprinting services. This fee is in addition to any required government search fees. Pay all fees in a single payment at the time of fingerprinting.

  • The total cost is $102.50. The fee may be higher for locations outside of NYS.
  • Staff making fingerprint appointments will be required to add the child care program DCID number Provider ID field.
  • IDEMIA will also take a photograph of the employee.
  • The applicant will receive two receipts from IdentoGo.
  • The service code for NYC Health Department Child Care service provider fingerprinting through the NYC Department of Investigation is 157XX3 for programs that are not contracted with the NYC Public Schools (NYCPS). NYC Public Schools will provide staff of contracted programs with their service code directly. Please note that the service code for fingerprinting returnable to the Office of Children and Family Services is not acceptable.
  • Payment for fingerprinting can be made by credit card, debit card, business check or a No Charge Authorization Code (NCAC) account established with IDEMIA.
  • Providers can pay the fingerprinting charge for their employee.

The NYC Health Department will check these registries:

  • FBI and NYS Criminal History Check
  • Statewide Central Register of Child Abuse and Maltreatment
  • NYS Justice Center for the Protection of People with Special Needs
  • NYS Sex Offender Registry
  • National Crime and Information Center: National Sex Offender Registry Check

After Background Check Request Submission

While you wait for the results of the background check, note the following:

  • New staff or volunteers can work while waiting for the background checks to be completed if they work under line-of-sight supervision by a fully cleared staff person.
  • After a request for a background check is submitted using the online form, you will receive an email confirmation with a copy of the submitted background check request form and an application number. Retain this email for your records.
  • For staff or volunteers who lived outside New York State at any time in the last five years, the background check will also include a check of those state or U.S. territory registries. This may take additional time. You will also be notified of the result of the checks.

Background Check Results

Once the background checks are completed, you will receive an email with the determination. Make sure your program contact email address is current and notify your borough office if the email address changes. Keep the determination letter on file. It must be made available to the Health Department upon request.

Once a person successfully completes the background, they do not need to be fingerprinted again to work in another child care program. However, they will require a waiver, and the hiring program must complete the online background check request form to redo the New York Statewide Central Register of Child Abuse and Maltreatment (SCR) form for each additional work site. Staff and volunteers must have an SCR and Staff Exclusion List (SEL) completed for each location. If there is any break in service that lasts more than 180 days, background checks need to be redone, including new fingerprinting.

Challenging Decisions

A person can challenge a decision that excludes them from working at a child care program due to a criminal history. If a person is not granted clearance and has a record that does not include an automatic disqualifying crime, they can appeal the decision. The individual will be informed of this right and the appeal process in the decision letter.

Conditional Approval

Conditional approval is granted for individuals who have lived or worked outside of New York State within the last five years if their federal and New York State clearance requirements have been conducted, but the out-of-state clearances are pending. Programs will be notified by email when out-of-state clearance checks are complete. Staff who receive conditional approval can continue to work at their current program under line-of-sight supervision by fully cleared staff.


More Information

For questions about using the online background check request form and the background check process, contact CBCTechHelp@health.nyc.gov.