Guide for Employees
Procedures for WCSD Employees
Related to Fingerprinting, Background Checks, and Badges
Frequently Asked Questions (FAQs)
Q1: What prompted this change?
A: WCSD must comply with Senate Bill (SB) 287, a state law passed during the 2017 Legislative Session. This new bill requires all non-licensed employees to be fingerprinted and have wants and warrants checked at least once every five (5) years.
Q2: Are there examples of employees who are required and who are not required to have fingerprints and a wants and warrants check completed?
A: If the employee is a Non-Licensed Leadership Team, Professional-Technical Administrator, Education Support Professional, or a School Police employee, s/he is required to have his/her fingerprints and wants and warrants checked by Human Resources/School Police every five (5) years.
Because Certified employees and Licensed Administrators have fingerprints checked at the time their Nevada Department of Education (NDE) license is issued or renewed, they are not required to have their fingerprints done by the District every five (5) years, per state law. Certified employees and Licensed Administrators will be required to have a wants and warrants check performed by WCSD School Police every five (5) years.
In addition to the fingerprint requirement, WCSD Administrative Regulation 4128 requires all District employees to obtain and carry a District-issued photo identification (ID) card (badge) while on District property or at official District/school-sponsored events or activities. Badges will expire every five (5) years and employees must come into Human Resources to have their new ID card issued.
Coaches will still be required to have their fingerprints and wants and warrants checked and a District badge issued every year.
Certified hourly and on-call employees will be required to have their fingerprints and wants and warrants checked every year, and will not be issued a District badge.
Substitute teachers and student interns will receive a badge at the school site when they arrive.
Q3: For licensed employees who only need a District badge, can a school or department send pictures to Finger printing office to have the District badge created?
A: Due to security reasons, we cannot accept electronic submission of photographs to issue a District badge. Employees will need to come in person to Human Resources to have their badge issued.
Q4: What does it mean to be “cleared by Human Resources”?
A: Non-licensed WCSD employees must complete the four (4) steps below prior to beginning their employment and every five years thereafter, in order to be considered “cleared”:
- Be a current WCSD employee, a new hire or a former employee rehired to work in the District.
- Have fingerprints completed with WCSD Human Resources/School Police.
- Have a wants and warrants check cleared through School Police.
- Receive a WCSD badge issued by School Police. School, department, contractor/vendor badges may not be used in lieu of the District badge.
Q5: Is there a fee for being fingerprinted and who pays?
A: All Non-Licensed Leadership Team, Professional-Technical, and Education Support Professional will have $55.00 deducted every five (5) years from their paycheck once their fingerprints and wants and warrants check is completed. Substitute Teachers, Student Teachers, Coaches, Certified Hourlies, and On-Call employees will have to will have $55.00 deducted every year from their paycheck once their fingerprints and wants and warrants check is completed. Unfortunately, the District is not able to cover the cost or waive the fee. These fees are used to cover the costs of the fingerprints and background checks and the District does not profit from the fees that are paid for background checks.
Education Support Professionals, School Police, and Hourly Educational Support Professional On-Call employees will have $11.00 deducted from their next five (5) paychecks after submission of their fingerprints, wants and warrants check, and issuing of a District badge.
Non-Licensed Leadership Team, Professional-Technical Administrators, Substitute Teachers, Coaches, Certified Hourlies, and Certified On-Call employees will have $55.00 deducted from their next paycheck after submission of their fingerprints, wants and warrants check, and issuing of a District badge.
Q6: How will an employee know if/when they are cleared?
A: If any concerns are identified as a result of the fingerprint or wants and warrants check, Labor Relations will be in contact with the employee.
Q7: When does this change go into effect?
A: The Board of Trustees is anticipated to adopted Board Policy 4510 outlining the requirements of SB287 on January 30, 2018 during a regular Board meeting. Human Resources will begin sending information to employees and holding information sessions for employees and Volunteer Services will begin sending information to volunteers once the process is in place. Volunteer Services will begin sending information to volunteers once the process is in place. Once Now that the Board adopts has adopted the new policy, employees and volunteers will be required to have their fingerprints, and wants and warrants check, and badge issued, or reissued, starting in March 2018.
Q8: When can employees come in to have their fingerprints, wants & warrants check, and District badge issued?
A: The Fingerprinting Department hours of operation are Monday thru Friday, 8:00 am to 4:00 pm. Walk-in appointments may be available, however it is highly encouraged that employees and volunteers make an appointment to limit their wait time. Instructions for setting up appointments will be sent to employees who are required to have their fingerprints, wants and warrants, and/or have a new District badge issued.
Q11. Are we paid for our time to get our fingerprints completed?
A: Employees must make an appointment for fingerprints before or after work or during breaks. It is a condition of employment and the employee’s responsibility to ensure the requirement is met. Employees are not paid additional time for this requirement.
Q9: How long will this process take?
A: On average, fingerprinting takes between 15-20 minutes, depending on the wait time. Employees are encouraged to make an appointment in advance to minimize wait time. Fingerprints are typically returned within 10-14 business days from being submitted, which may be extended during heavy volume periods. Additional time will be needed if there are concerns regarding the employee’s fingerprint or wants and warrants check results.
Q10: Can WCSD accept background checks completed by other agencies or groups?
A: No. Per SB 287, the fingerprints must be submitted “to the school district.” Under that law, WCSD will not accept background checks completed by other agencies or groups. All fingerprinting must be completed with the WCSD Office of Human Resources or School Police Department.
Q11: Can the fingerprint clearance be waived if the WCSD employee has other types of clearance that requires fingerprinting (e.g. Sherriff’s Card, Substitute License, and Military clearance)?
A: No. WCSD must fingerprint all WCSD employees for employment purposes and volunteers for volunteering purposes. All fingerprinting must be completed with the WCSD Office of Human Resources or School Police Department.
Q12: Can WCSD new hires begin working while waiting for the background check to be returned?
A: Yes. New hires can work while the District is waiting on the results from the fingerprint and wants and warrants checks. Once the results are returned, Labor Relations will be in contact with the employee and the administrator if any concerns are identified.
Q13: How will employees know when they have to be fingerprinted, have a wants & warrants check, or when a new badge?
A: Employees will receive an email reminder at 90 days, 60 days, 30 days, then weekly before they are due for the background check and/or a new badge. Paper notifications will be sent to work locations and the employee’s home address starting with the 30 day reminder.
Q14: What happens if an employee does not get fingerprinted, have a wants & warrants check completed, or go into Human Resources to have a new badge issued?
A: If employees do not have their fingerprinting, wants and warrants, and/or a District badge issued by the due date, they will be placed on Leave Without Pay immediately. Employees who do not have their fingerprinting, wants and warrants, and/or a District badge issued within 10 business days of being placed on Leave Without Pay will be separated from employment.
Q15: What happens if the employee is out on leave?
A: If an employee is out on leave when their 5-year expiration date occurs, s/he will need to meet the requirements upon returning from leave.
Please contact your Human Resources Technician for additional questions and/or information or Fingerprinting at 348-0292