Frequently Asked Questions
Information For
Background Screening - FAQs: Specific to Web Portal Reports
What is the purpose of registering for the Web Portal?
The purpose of the Portal is to provide Area on Agencies on Aging, Aging Resource Centers, Lead Agencies, Services Providers, and Diversion Providers that contract directly or indirectly with the Department with the ability to independently view and print the results for all screenings completed.
You will be able to view and print screening details (results) twenty-four (24) hours a day, seven (7) days a week.
You will be able to search for screening results for prospective candidate screened by other providers.
After registering for the Portal, please take some time to familiarize yourself with the Portal User Guide. You will find the Guide posted on the Portal Home Page.
What information will I need to have at-hand to register for the Portal?
You must have already been added to the DOEA – Provider List before you may register for the Portal. The Provider List will create a unique number for your entity that is specific to only the Department of Elder Affairs. To register for the Portal, you must log into the Clearinghouse, Request Program Access to the Department of Elder Affairs and follow the prompts.
*If you have not, yet, been added to the DOEA – Provider List and given a number, please click on the link titled Contact Us and provide us with descriptive and contact information for your program and the Area on Agencies on Aging or Lead Agency that you are contracted with. A template will be sent to you to complete and return to the doeanetwork@elderaffairs.org
Can multiple staff members, of one facility (provider), be granted Portal access?
Yes. Multiple employees, of the same provider, can register for the Portal. Each employee is required to provide the same information to request Portal access (Provider number, first and last name and business email address).
What is the best way to remember my username for Portal access?
Each user must create their individual account.
The Background Screening Unit can assist you with your log-on Id name, however, you are required to manage your own password.
Usernames and passwords CANNOT be shared with other users.
What must I remember about creating my password?
Passwords must be 8 – 20 characters in length and must contain at least 1 letter and one number and one special character of your choice, such as the following: #, @ % ~ ? : !
After the first time I register, do I need to re-register again? What if I haven't used the Portal for a long time?
It is only necessary to register once. There is no need to repeat your registration, for any reason.
If you have not used the Portal in a long time you will be required to reset your password.
What if I forget my password? Must I always call the Background Screening Unit to reset my password?
If you forget your password, stop after the second failed attempt and click the field titled Forgot Password? You will be asked to enter your username (last name-first name) and answer a security question that you chose when initially registering for the Portal. It is important that you write down the answers to your security questions to ensure you have the correct answers to permit you to independently reset your password. Three failed password attempts will require you to contact the help line in order to reset your password.
What can I do if I cannot find results for an individual fingerprinted within the last 90 days?
There are two actions you can take to locate missing screening results.
Background Screening Provider Search
The Background Screening Provider Search permits you to search for a candidate who has been fingerprinted by another provider or find screening results that do not display under your provider account. To determine if your missing results, follow Background Screening Provider Search instructions (User Guide, pages 6 and 7) to search for your missing screening results. After entering the four (4) applicant identifiers (first and last name and date of birth and Social Security number). click on the Search button. Click on the candidate’s name, highlighted in blue, and the Candidate Screening Detail will appear.
Contact the Background Screening Help line at 850-414-2093
If your Background Screening Provider Search (above) fails to produce any results for a Candidate screened within the past 90 days, contact the Background Screening Unit for assistance.
Can I look up screening results for an applicant screened by another facility within the past 90 days? If so, can I use those screening results to hire the applicant for my program?
A Portal user may look up a screening result for anyone printed within the past 90 days. To do so, follow the same instructions, above, to search for an applicant through the Background Screening Provider Search. As explained, above, you will need to enter the four (4) Candidate identifiers (first and last name and date of birth and Social Security number). However, you will not be able to receive the Florida Department of Law Enforcement Criminal History Public Record.
You may be able to use the letter of a cleared applicant, screened by another program, if the applicant met Level 2 screening standards for your program and there has not been a 90 day break in service (employment). It is recommended that prospective employers clarify the acceptance of a clearance, completed by another program, with the appropriate specified agency.
What if an applicant was granted an exemption? Will I find a copy of a granted exemption letter on the Portal?
No. Information regarding a candidate’s granted exemption will never appear on the Portal. However, the candidate’s profile page will state Eligible under Determination with a date of the change. The Clearinghouse will generate an email to the Contact person notifying them of a change within the system for the individual.
What does the Fingerprints Rejected result mean?
When a candidate’s fingerprints cannot be read by the FBI, the print results are classified as rejected. A second set of prints is required by the FBI. The entity (provider) needs to print the rejection letter from the Portal. The candidate must take the rejection letter to the same livescan vendor who will reprint the candidate. The rejection letter contains important information, including a unique code number that is needed in order to avoid additional payment for the reprinting. If the second set of prints, also, results in rejection, then the department is required to submit an candidate name search to the FBI. This is the responsibility of the specified agency, not the entity (provider). The FBI routinely requires 30 to 45 days to complete a name search. When the department receives the FBI’s completed name check results, then the eligibility determination will be posted on the Portal, by the department, for retrieval by the provider.
Background Screening - FAQs: Exemption from Disqualification Process
Frequently asked questions for applicants applying for an exemption from disqualification for: as a DOEA Direct Service Provider.
Who is required to have an exemption from DOEA?
The Department reviews applications and makes decisions on Exemptions for:
- All Direct Service Providers;
- This may include licensed personnel not working within the scope of their license (for example: a CNA working as an HHA).
Who is required to have an exemption from the Florida Department of Health?
The Florida Department of Health reviews applications and makes decisions for licensed and certified health care professionals, if that person is working in the scope of his or her license or certification (for example: CNA, LPN, RN). For more information regarding the exemption process for licensed or certified individuals with the Department of Health, visit http://www.floridahealth.gov/, or call 850-245-4444.
Is there an application fee?
There is no fee for the Application for Exemption from Disqualification.
Where do I send the exemption application and other documentation?
All documents are required to be legible and in English, to apply:
- Scan and email all documents to doeanetwork@elderaffairs.org or
- Fax to 850-617-6595 or
- Department of Elder Affairs, Background Screening Unit, 4040 Esplanade Way, Tallahassee, FL 32399-7000
- The Department has 30 days to decide once all required or relevant documentation has been received deeming the application complete.
Why does the “not eligible” letter list my non – disqualifying offense(s)?
The “not eligible” letter will list all offense(s) from the first disqualifying offense of an individual. To be considered for an exemption, information for all offenses on your criminal history is required.
What is the 30-day timeframe mentioned in the “not eligible” letter?
https://ahca.myflorida.com/MCHQ/Central_Services/Background_Screening/BGS_results.shtml All applicants have 30 days from the date of receipt of their “not eligible” letters to apply for an Exemption; however, if an extension is needed, please contact the Background Screening Unit. This only applies to individuals seeking employment as a DOEA Direct Service Provider.
Is a Level II screening the same as a criminal history report?
Yes, they both contain state and national checks for offenses. All candidates required by law to be screened pursuant to this section must undergo security background investigations as a condition of employment and continued employment which includes, but need not be limited to, fingerprinting for statewide criminal history records checks through the Department of Law Enforcement, and national criminal history records checks through the Federal Bureau of Investigation and may include local criminal records checks through local law enforcement agencies.
What if I cannot obtain all the arrest reports, court dispositions, probation information and/or other information required?
You must try to obtain this documentation from the Clerk of Courts office, probation office or arresting agency. Documentation from the Clerk of Court and/or the arresting agency must be provided on their letterhead indicating the document(s) are no longer available. You must also provide a signed notarized statement explaining the details of the arrest and the outcome, to include probation or sentencing information, court fees/fines and restitution for each offense for which you are unable to obtain complete documentation.
What is rehabilitation?
Rehabilitation includes successful completion of court-ordered treatment, counseling program, education, and training certificates; proof of participation in community activities; and special recognition or awards received. Rehabilitation can also be demonstrated by voluntary participation, as well.
Are there criteria or things that needs to be included in the Letter of Recommendation?
One reference letter must be from a current or most recent employer on the employer’s letterhead. Other letters must be from individuals you have known for at least two years through contact at the workplace, community activities, education or training centers. Individuals providing a Letter of Recommendation should include their name, address and telephone number for verification or possible interview. In addition, each letter of recommendation must be signed and dated within 6 months of your application submission.
How do I appeal if I am denied the exemption?
A certified letter is mailed to the address on the exemption application. You have 21 days from the date you sign for the certified letter to request an appeal.
- Pursuant to Section 120.569, F.S., you have the right to request an administrative hearing within 21 days of your receipt of this letter. In order to obtain a formal proceeding before the Division of Administrative Hearings under Section 120.57(1), F.S., your request for an administrative hearing must conform to the requirements in Section 28-106.201, Florida Administrative Code, and must state the material facts you dispute.
- Pursuant to Florida law, you have the right to re-apply for an exemption at any time. There are no limits as to the number of times you may apply for an exemption.
Can an exemption from another Florida state agency be considered?
Each specified agency makes their own decisions regarding exemptions. If you have received an exemption from another state agency you may submit a copy with your application.
Elder Law - FAQs
Below are frequently asked questions about legal topics and how clients can prepare for upcoming appointments with legal service providers.
If you have additional questions, please contact the Senior Legal Helpline at 1-888-895-7873.
What should I bring to my legal services appointment?
What should I do if I am the victim of a scam?
Alzheimer’s Disease and Related Dementias Training - FAQs
Please be advised that the Department reserves the right to amend or adopt new rules related to the establishment of training curricula guidelines and requirements for the approval of other qualified training providers. The following answers are based on current best practices.
Required Training Questions
Q: Who is required to complete the initial 1-hour training?
A: Anyone who works or volunteers in a place that serves people living with dementia and must pass a Level-2 background check. This includes people who:
- Spend time with participants or residents on a regular basis
- Help with daily tasks, such as giving medicines, bathing, dressing, or meals
- Support their physical, mental, or emotional well-being
If the person has regular contact with people living with dementia, they need to complete the 1-hour training.
Q: Are volunteers or contractors required to complete the one-hour training program?
A: Yes. Volunteers or contractors must take the one-hour training if they:
- Are required to pass a Level-2 background check, and
- Provide personal care or have regular contact with people living with dementia
Regular contact can include things like:
- Talking with or helping participants every day
- Helping with medicines or other daily tasks
- Helping with bathing, dressing, or meals
- Supporting a person’s physical, mental, or emotional well-being
Q: Who has to complete the additional 2-hour, 3-hour, or 4-hour training?
A: Anyone who works or volunteers in a place that serves people living with dementia and provides personal care or has regular contact needs to complete the additional training. The amount of training depends on where they work.
People need to complete additional training if they:
- Give personal care to participants or residents
- Spend time with them on a regular basis
- Help with daily tasks, such as medicines, bathing, or meals
- Support their physical, mental, or emotional well-being
Q: Can I use a different 1-hour training program instead of the Department’s video?
A: No. Section 430.5025, Florida Statutes states the initial 1-hour training must come from the Florida Department of Elder Affairs. No other training course can be used to meet this requirement.
Hospice agencies are the only exception.
Because they were not included in the new law, hospice agencies may choose to use the Department’s 1-hour training video or submit their own 1-hour training for approval.
Q: Do employees who already took required dementia training in the past still need
to complete the Department’s 1-hour training program?
A: Yes. If an employee was hired before July 1, 2023, they have until July 1, 2026 to complete the Department’s 1-hour training program.
If an employee was hired on or after July 1, 2023, they must complete the 1-hour training program within 30 days of their hire date.
Q: Do employees need to retake the ADRD training if they change employers?
A: It depends on the care setting.
- If the employee stays in the same type of care setting(for example, they move from one assisted living facility to another), they do not need to redo the same ADRD training they already completed.
- If the employee moves to a different type of care setting(for example, from a home health agency to an assisted living facility), they must complete the training that matches their new setting.
The law does not allow swapping one type of training for another.
Q: What is the difference between “having regular contact with” and “providing personal care to” people living with dementia?
A: Personal care means helping someone with their daily needs. This can include:
- Helping with bathing, dressing, eating, or using the bathroom
- Helping someone take their medicine
- Doing homemaker or companion services
- Providing nursing care
- Doing any tasks that support a person’s physical, mental, or emotional well-being
Regular contact means you see or talk with the person every day as part of your job, even if you are not giving personal care. This includes any duties that require in-person interaction on a daily basis, such as greeting them, checking them in, supervising activities, or being in shared spaces with them.
Q: Do employers need to create their own basic written information, or is there one employees can get from the Department?
A: Every care setting must give new employees basic written information about how to interact with people living with dementia when they start their job. Employers can make their own written information if they want to, but they do not have to.
The Department has already created a free, ready-to-use basic written information packet that any employer can download and give to their staff here.
Q: Who has to complete continuing education?
A: Continuing education is only required for employees who work in:
- Assisted living facilities,
- Adult day cares, or
- Adult family-care homes
that provide specialized dementia care (for example, “memory care” programs).
If an employee works in one of these settings, they must complete:
- 4 hours of dementia continuing education every calendar year.
These hours can come from:
- In-person classes (contact hours)
- On-the-job training (up to 2 hours per year)
- Online or electronic learning
The Department does not approve or review continuing education materials.
Training Provider Questions
Q: Are trainers that were previously approved by the University of South Florida still approved?
A: Yes. Any trainers that were approved before July 1, 2023 are still valid under the new law. Trainer approvals do not expire at this time.
Q: How do I become an approved training provider for the State of Florida?
A: To become an approved trainer, you must fill out the online application for the care setting you want to teach in. You will also need to upload documents that show your training, credentials, and experience.
You can find more information about the approval process and online applications here.
Q: Is there a training provider application fee?
A: No. There is no cost to apply to become an approved training provider for the State of Florida.
Q: How long does the approval process take?
A: The Department usually reviews training provider applications within 30 days after they are received. Sometimes the review may take longer if unexpected circumstances warrant a longer review process.
Q: As an approved training provider, in which care settings can I conduct training?
A: You may only give training in the care setting you were approved for.
If you want to train in more than one type of care setting, you must submit a separate application for each one.
Curriculum Questions
Q: Are training curricula that were previously approved by the University of South Florida still approved?
A: Yes. Any training curricula that were approved before July 1, 2023 are still valid under the new law. Training curricula stay valid until their original expiration date, which is three years after they were first approved.
Q: My curriculum was approved as a 4-hour training before July 1, 2023. The law now requires only three hours for my care setting. Can I still use my 4-hour training?
A: Yes. If your curriculum was approved before July 1, 2023, it is still valid. You do not have to change it. If you want to shorten it from four hours to three hours, you can, but you must still teach every part of the approved content. Nothing can be removed.
It is your job as the training provider to make sure the full approved content is taught and that it meets the rule for your care setting.
Q: Where can I find an approved curriculum that meets the ADRD training rules for my care setting?
A: You can view a list of approved curricula here. Each curriculum shows the creator’s contact information. You will need to contact the creator directly to ask:
- whether the curriculum is available for purchase, and
- what the cost will be.
The Department does not set, endorse, or monitor the pricing of training curricula. Costs may vary by provider.
Q: How do I submit my own curriculum for approval?
A: To submit your curriculum, fill out the online application for the care setting you want to create training for, and upload all required documents. The application link is available here.
Q: Is there a curriculum application fee?
A: No. There is no cost to submit a curriculum application.
Q: How long does the approval process take?
A: After we receive your curriculum, it is sent to a subject-matter expert (SME) to review the content. The review typically takes about 30 days from the day it is sent to the SME.
The Department may need more time if something unexpected happens or if the review requires extra attention.
Q: Once my curriculum is approved, in which care settings can it be used?
A: Your curriculum can only be used in the specific care setting you were approved for. If you want your curriculum to be used in more than one care setting, you must submit a separate application for each setting.