DCPS Clearance for Staff and Volunteers
This page provides prospective DCPS Partners and Volunteers guidance on the required suitability screenings individuals must complete prior to providing services to DCPS students, schools, or offices.
Below are the types of screenings DCPS requires, as well as the average completion time per screening. All partner staff and volunteer must complete the DCPS clearance process. No other clearances will be accepted.
We recommend individuals allocate an average of 3 weeks (15 business days) to complete all screening processes.
Questions regarding these screenings can be directed to the DCPS Clearance team at DCPS.Clearance@k12.dc.gov.
PLEASE COMPLETE STEPS IN ORDER
Submit a DCPS Clearance Application
Application Types: • Contractor/Program Provider: Someone who is receiving pay for services to DCPS schools or offices, either independently or through a partner organization, but is not an employee of DCPS • Volunteer (Supervised, Unsupervised): Someone who is offering services to DCPS schools or offices with no compensation and may be with student alone at times and/or supervised during programming.
Estimated Time: 30 min
Schedule a fingerprinting appointment through FieldPrint
Estimated Time: 3-5 days
(If necessary) Complete TB test and submit results to DCPS
TB Risk Assessment: • When completing the DCPS Clearance Application prior to a fingerprinting appointment (see above), individuals will complete a TB Risk Assessment Screening (embedded within the application), which will ask questions regarding travel history, TB testing history, and possible TB virus exposure • Based on responses to these questions, the assessment will either satisfy the TB screening requirement, or the individual will be directed to complete a TB test • Those whose risk assessment indicates that they must complete a TB test must send test results to the DCPS Clearance (DCPS.Clearance@k12.dc.gov) team to move forward in the clearance process. DCPS accepts negative skin or blood tests taken, or a clear x-ray analysis issued, within the last 12 months.
Estimated Time: Depends on length of time for candidate to supply TB test or chest x-ray (if directed)
(If necessary) Schedule drug test
• All contractors/program providers with possible unsupervised interaction with students for ten or more minutes must complete and pass a drug and alcohol screening. • Volunteers will not be subject to drug and alcohol testing • Required individuals will be identified based on responses embedded within the DCPS Clearance application • Within 4-6 business days of completing the form, contractors will receive an email containing detailed actions steps to schedule their drug test • Individuals have 15 calendar days from the time the link is provided to complete the test • DCPS may accept drug and alcohol reports from any outside entity, but it must match the 5-panel test run by DCPS. If a contractor has such a test, they should email a copy of the results to the MDAT team at DCPS.MDAT@k12.dc.gov for review and determination if sufficient Definitions: • A contractor/program provider is someone who is receiving pay for services provided to DCPS, either independently or through a partner organization, but is not an employee of DCPS. • A volunteer is someone who is offering services to DCPS schools or offices with no compensation from DCPS or the partnering organization. Step 1: Contractor/program provider schedules drug test • The contractor/program provider organization will direct their contractors/program providers to submit their personal information to ClinHealth (https://clinhealthgroup.com/dcps/contractor) or within the DCPS Clearance Application. • The following information is required to start the drug test process: - First and Last Name - Last Four Digits of SSN - Date of Birth - Email Address - Phone Number - State of Residence • In approximately 2-4 business days of submitting the information, the contractor/program provider will receive an email from OTSWebApp@labcorp.com with instructions to complete their drug screening test. • The link will provide them with the option to select a lab near their current location. Once their test is scheduled, the contractor/program provider will receive a confirmation which they must bring (printed or electronically) to the appointment. Step 2: Complete Test (within 15-day window) • Contractors/program providers have 15 days from the date they receive their drug testing link to complete their drug testing. • Exceptions to the Drug and Alcohol 15-day timeline - Being out of the country during the entire testing window: The contractor/program provider will need to provide proof of being out of the country (e.g., a flight itinerary). - DCPS’ Error: Contractor/program provider being directed to a facility that has been closed, or a DCPS official explicitly told contractor not to test in error. - If the Organization/Company still wants to proceed with the contractor/program provider working for DCPS after the expiration of the 15-day timeline, the POC will need to email firstname.lastname@example.org requesting an extension or a new link. Step 3: Drug and Alcohol Results • MDAT will upload new drug test results into the Clearance database by the close of business on Tuesdays and Fridays Once all the clearance requirements have been completed, the contractor/program provider will receive a letter indicating that they are cleared which they should forward to their organization/agency. • Each school will have a representative that will be able to see when a contractor has cleared. Please note that they will only be able to see if they have successfully cleared Fingerprint, Sex offender Registry (SOR), and the Drug test. • Please allow the results about a week from the 15th day of the candidate being selected for hire to be uploaded in QuickBase. For contractors/program providers who test quicker, results will be uploaded quicker. • The MDAT team does not have any control or influence over when results are released by the lab. Please consider the timeline described in the bullet above prior to contacting the MDAT team to inquire about a contractor’s/program provider’s drug testing results. • Drug test results expire within 60 days after they are released. If a candidate is onboarded with DCPS after 60 days of drug testing, the contractor/program provider will need to retake the test. Step 4: Drug Test Results from Outside Entities • If a contractor/program provider has previously submitted to a drug test with the contractor/program provider organization/company, and there has not been a break in service with the organization/company, the organization/company must submit a copy of the 4 panel drug test results to MDAT at email@example.com. MDAT will update the Clearance Data Base with the drug test results. Step 5: Medical Marijuana • Contractors/program providers are not pre-screened for marijuana, but they are subject to testing for marijuana as part of our reasonable suspicion process. • DCPS recognizes that qualifying individuals in the District of Columbia have the right to obtain and use marijuana for medical purposes through a certified Medical Marijuana Program. Contractors/program provides who are participants in a certified Medical Marijuana Program must submit a copy of their medical marijuana card to the MDAT team at firstname.lastname@example.org • The medical marijuana card must be submitted prior to taking the drug test. These individuals will be required to enter into confidential medical marijuana agreements with DCPS acknowledging their participation in the program and their agreement that any use of marijuana will be in accordance with the guidelines of their medical marijuana program. DCPS recognizes that qualifying individuals in the District of Columbia have the right to obtain and use marijuana for medical purposes through a certified Medical Marijuana Program. Contractors/program provides who are participants in a certified Medical Marijuana Program must submit a copy of their medical marijuana card to the MDAT team at email@example.com • The medical marijuana card must be submitted prior to taking the drug test. These individuals will be required to enter into confidential medical marijuana agreements with DCPS acknowledging their participation in the program and their agreement that any use of marijuana will be in accordance with the guidelines of their medical marijuana program.
Estimated Time: 4 weeks