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STATE OF WASHINGTON

DEPARTMENT OF SOCIAL AND HEALTH SERVICES

Aging and Long-Term Support Administration

Home and Community Services Division

PO Box 45600, Olympia, WA 98504-5600

H17-044 – Policy and Procedure

June 05, 2017

|TO: |Area Agency on Aging (AAA) Directors |

| | |

| |Home and Community Services (HCS) Division Regional Administrators |

|FROM: |Kathy Morgan, Acting Director, Home and Community Services Division |

|SUBJECT: |Required Training: Criminal Justice Information Services (CJIS) Online Security Awareness Training |

|Purpose: |To remind HCS/AAA staff of the ongoing requirement to: |

| |Take the CJIS Online Security Awareness Training within 6-months of hire if you are a new employee or an employee in|

| |a new position and you will have potential access to and/or may handle Criminal Justice Information (CJI), |

| |specifically WSP and FBI fingerprint rap sheets. |

| | |

| |Take the two-year renewal CJIS Online Security Training, when you receive the email notice, if you are a current |

| |employee who will have potential access to and/or may handle Criminal Justice Information (CJI), specifically WSP |

| |and FBI fingerprint rap sheets and have taken the CJIS training in the past. |

|Background: |CJIS Online Security Awareness Training rolled out in 2014 by the Washington State Patrol. In May 2015, BCCU was |

| |audited and was found to be out of compliance as not all necessary DSHS employees had received the training. DSHS |

| |began taking this training in 2015. This training is an ongoing requirement that must be repeated every two years |

| |and is subject to Federal and State audits. |

|What’s new, changed, or |Who is required to take CJIS training? |

|Clarified |Employees with access to fingerprint background check results. Access can include opening mail, completing a CC&S |

| |determination, reviewing background check results related to a client’s choice of provider, etc. |

| | |

| |About the training: |

| |It takes 10-20 minutes to complete including a 25 question quiz. The system will log you out after one hour. A |

| |passing score is 80% or better. Employees who fail the test will be locked out of the system for three hours and |

| |then may take the test again. |

| | |

| |How often is the training required? |

| |In the first 6 months of being hired; and |

| |Every two-years thereafter when staff receives the Expiration Notification email. |

|ACTION: |First time training: |

| |Within 6 months of hire, take the CJIS training if you are a new employee or new to a position and you have access |

| |to criminal justice information. |

| | |

| |Notify the contact in your office that you need to take the training and your name and contact information will be |

| |submitted to HQ. |

| | |

| |Once your name has been submitted, you will receive an email telling you to complete your CJIS training. Complete |

| |the training right away. |

| | |

| |Local Office Contacts: |

| |Send the attached spreadsheet to Linda Gardino by the 5th of each month. Add the names of new or current employees |

| |who need to take the first training and the names of employees who need to be removed from the CJIS system. All |

| |information must be accurate. If it is not, the wrong information will be entered into the CJIS system. Spreadsheets|

| |with missing information will be returned to the office for correction. |

| | |

| |Each month Linda Gardino will provide BCCU with the list of names received from all of the offices. |

| | |

| |Employees whose names have been added onto the training spreadsheet will receive an email telling them to take the |

| |training. This email will contain log-in instructions including a user name and temporary password. The log-in |

| |information is based on the employee information sent to HQ by the local office contacts so it must be accurately |

| |sent to HQ. |

| | |

| |Note: Do not forward your email to another employee. Each employee taking the training must receive an |

| |individualized email based on contact information that was previously submitted. |

| | |

| |Two year renewal training: |

| |Retake the CJIS training within 60-days of receipt of the following Expiration Notification email if you are a |

| |current employees who has access to criminal justice information. |

| | |

| |From: noreply@ [noreply@] |

| |Subject: Expiration Notification |

| | |

| |Good morning, |

| |If you are receiving the following email, please do not delete.  We need to update our CJIS certification every 2 |

| |years.  |

| |  |

| |Hello ____________, |

| |  |

| |Your CJIS Security & Awareness Certification is going to expire within the next 60 days. |

| |Please login to CJIS Online soon to update your certification. |

| |   |

| |  |

| |User ID: _______________ |

| |  |

| |Certification Expiration Date: Sat Jun 24, 2017 |

| |  |

| | |

| |Do not meet criteria for training? |

| |Employees who receive an email for training but no longer have access to Criminal Justice Information, may ask their|

| |local contact to have their name added to the spreadsheet for removal from the CJIS system. Do not call BCCU. If |

| |you do nothing, you will continue to receive emails about training and your office may subsequently be unable to |

| |receive criminal justice information if you do not follow up. |

| | |

| |Difficulty logging in? |

| |If you have forgotten your password, use this link: |

| | |

| |If you have trouble with your email address, see the attachment below for instructions. |

| | |

| |If you continue to have trouble logging in, contact Joyce Hallmark at BCCU: |

| |External Customer/Vendor Relations Analyst |

| |Background Check Central Unit |

| |Office:(360) 902-7760 / joyce.hallmark@dshs. |

|ATTACHMENT(S): |CJIS Security Awareness Training |

| | |

| |[pic][pic] |

|CONTACT(S): |Stacy Graff |

| |Individual Providers and Administrative Hearings Program Manager |

| |(360) 725-2533 |

| |stacy.graff @dshs. |

| | |

| |Linda Gardino |

| |Administrative Assistant |

| |(360) 725-2528 |

| |GardiLF@dshs. |

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HCS MANAGEMENT BULLETIN

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