Date: March 3, 2021

To: All Inmate Health Vendor

From:

Re: DPSCS - New Vendor Pre-Employment Process (Inmate Health Providers)

Effective March 8, 2021, all requests from vendor with the purpose of having a candidate for employment vetted will follow the process outlined. The Department has implemented a new tracking mechanism, electronic forms, a self-scheduling tool and milestone notifications to improve the customer experience. Because of these changes, some adjustments were necessary to the business process. The steps are outlined in the attachment.

Please note that to ensure we make better use of our resources and dedicate those to viable candidates, a 7-day response window will be applied for all inquiries to vendors and candidates. If the vendor or candidate is unable to provide the appropriate response within the prescribed timeframe, the vendor or candidate must quickly communicate to the Background Investigation Section (dpscs.background@maryland.gov) to request an extension. If there is no response or request for extension, the case will be considered closed.

If you have any questions and concerns about this process, you may reach out to Assistant Managers, Shawn Harrison (shawn.harrison1@maryland.gov) or William Shields (william.shields@maryland.gov).

This process is the first step in incorporating the multiple internal stakeholders in DPSCS under one tool. We appreciate your patience as we continue to improve the client experience.

ATTACHMENTS:

New Vendor Pre-Employment Process Outline (Effective 3/8/21) Background Investigation Vendor Package

Department of Public Safety and Correctional Services

Office of the Secretary

300 East Joppa Road • Suite 1000 • Towson, Maryland 21286-3020

(410) 339-5000 • FAX (410) 339-4240 • TOLL FREE (877) 379-8636 • V/TTY (800) 735-2258 • www.dpscs.maryland.gov

STATE OF MARYLAND

LARRY HOGAN

GOVERNOR

BOYD K. RUTHERFORD

LT. GOVERNOR

ROBERT L. GREEN

SECRETARY

RACHEL SESSA

CHIEF OF STAFF

CHRISTOPHER McCULLY

DEPUTY SECRETARY

ADMINISTRATION

WAYNE HILL

DEPUTY SECRETARY

OPERATIONS

CAROLYN J. SCRUGGS

ASSISTANT SECRETARY

GARY W. McLHINNEY

ASSISTANT SECRETARY

Anna Lansaw, Director of Procurement Sasha Vázquez-González, Executive Director of HR

DPDS-SUDTS (Pre-Trial) Solicitation #: BPM055260 Exhibit 13.

mailto:dpscs.background@maryland.gov mailto:shawn.harrison1@maryland.gov mailto:william.shields@maryland.gov http://www.dpscs.maryland.gov/ vazquesx Pencil

New Vendor Pre-Employment Process Outline (Effective 3/8/21)

Step Responsible Party

Action Description

1. Vendor Representative

Requests the candidate fills out the “Background Investigation-Vendor Package” (Copy Attached)

The form is available in a fillable pdf. Please save the document “Last Name, First Name (Name of Vendor) (Date)”. If you need to request a copy, please email dpscs.background@maryland.gov

2. Candidate Returns Filled Form to Vendor

3. Vendor

Representative Fills out electronically “Request for Background- Vendor” and attaches the “Background Investigation-Vendor Package” received from the candidate.

Link: https://app.smartsheet.com/b/form/ 3d3670cb448049ec981a18788de2e232

The form requests contact information from the candidate and the vendor. The system will issue automatic notifications of milestones in the background process.

4. Vendor Representative or Candidate

Requests fingerprint appointment Link: https://DPSCSHRSD.as.me/Fingerprint

Self-scheduling system issues confirmations via email and text and allows the user to reschedule or cancel as needed.

5. Candidate Attends Appointment. Must bring a valid government issued photo ID

Email notice will be issued to the vendor representative after appointment is completed

6. Background Investigation

Receive notice that prints are transmissible.

7. Background Investigation (Automation)

Notice requesting credential documentation be send to ACOM

8. Vendor Provides credentials to ACOM Electronic submission for credentials. There is no change to this process.

9. ACOM Completes review of credentials

10. Background

Investigation (Automation)

Sends inquiry to vendor to proceed with registration for pre-service training

11. Vendor Responds to inquiry regarding candidate’s readiness to be registered for pre-service training.

The vendor may respond “Yes”, “No”, or “Unable to tell at this time”.

A response is due within 7 days of the inquiry. If the vendor requires

DPDS-SUDTS (Pre-Trial) Solicitation # - BPM055260 Exhibit 13.

mailto:dpscs.background@maryland.gov https://app.smartsheet.com/b/form/3d3670cb448049ec981a18788de2e232 https://app.smartsheet.com/b/form/%203d3670cb448049ec981a18788de2e232 https://app.smartsheet.com/b/form/%203d3670cb448049ec981a18788de2e232 https://dpscshrsd.as.me/Fingerprint https://dpscshrsd.as.me/Fingerprint additional time, it should be communicated to Background Investigation and an additional 7-day window will be granted.

12. Background Investigation (Automation)

Response from vendor is shared with MPCTC

13. MPCTC Registers Candidate for Pre-service Sends log in information to candidate’s email.

14. Background

Investigation (Automation)

Notice of registration sent to vendor

15. Candidate Candidate completes pre-service training

16. MPCTC Certifies candidate completed pre-service training

17. Background

Investigation (Automation)

Notice indicating that training requirement is completed.

Notice is sent to vendor, ACOM, and facility security chiefs.

Candidates may request facility IDs to security chiefs.

18. Background Investigation

Conduct Investigation Once the investigation is completed, notification will be sent to vendor, ACOM and Security Chief of facility assigned.

19. Candidate Takes COVID Tests Results must be shared with the Security Chief. COVID test needs to be performed no more than two weeks prior the candidate’s first day in the facility. (Subject to policy changes)

20. Security Chief Verifies application for facility access Grants access to facility and issues facility ID to candidate.

21. Candidate Commences work at the facility

DPDS-SUDTS (Pre-Trial) Solicitation # - BPM055260 Exhibit 13.

Background Investigation Vendor Package

Instructions:

1. The candidate is the only person allowed to write in this document; otherwise, it may result in disqualification.

2. This package should be filled out completely by the candidate and then submitted electronically by the vendor before scheduling an appointment for fingerprints.

3. Do not leave any blanks. Write N/A if the question does not apply to you.

4. Any false statement or intentional omissions of pertinent information on any document or during any interview may be cause for disqualification or immediate termination if an appointment has already been offered or accepted.

Steps:

1. Candidate fills out this form and submits it to the vendor.

2. Vendor submits this form electronically using the registration link.

3. Vendor or candidate can schedule fingerprint appointment.

4. Candidate should bring a valid government issued ID to the fingerprint appointment.

5. Candidate should timely respond to any communication or request from HRSD- Background

Investigation Unit necessary to conclude this investigation. Candidates that fail to respond timely will be deemed unsuitable for employment.

6. After the investigation is completed, the vendor is notified and the candidate’s information is shared with the Maryland Police and Correction Training Commission for pre-service training.

7. After the completion of the pre-service training, the vendor may request a facility ID for the candidate

8. To comply with COVID safety protocols, candidate will be asked to be tested for COVID and provide a NEGATIVE results before they are granted access to the facility.

Are you an Inmate Health provider?

* As a result of the pandemic, inmate health providers are temporarily subject to a streamlined process.

Candidate’s Information

Last Name First Name Middle Name

Vendor Name Position Applying for Inmate Health Provider

Yes_____ No_____

DPSCS OS 69 HRS (Revised 3/2/2021)

Department of Public Safety and Correctional Services

DPDS-SUDTS (Pre-Trial)

PERSONAL DESCRIPTION FORM

Last Name (Include Jr, Sr…if applicable)

First Name Middle Name

Social Security Number Email Address

Date of Birth Place of Birth (City, State/Province, Country)

Home Address

Home Phone Number Evening Phone Number Mobile Number Work Phone Number

Sex Race Height (Feet/Inches)

Weight (Lbs) Eye Color Hair Color

Driver’s License State Driver’s License Number

Do you have any vehicles registered under your name?

Vehicle #1 State/Tag Number

Vehicle #2 State/Tag Number

Vehicle #3 State/Tag Number

Y_______ N________

Name Given to You at Birth (Last Name, First Name & Middle Name)

Other Names You Have Used People You Have Been Married To:

Vendor Position Applying for

LIST ALL PREVIOUS ADDRESSES WHERE YOU HAVE LIVED: (MUST INCLUDE CITY AND STATE)

DPDS-SUDTS (Pre-Trial)

Applicant Name:_______________________________________________ SSN: XXX-XX-___ ___ ___ ___

DPSCS EMPLOYEE/INMATE CONTACT INFORMATION

Is anyone you are related to by either blood or marriage employed with the Maryland Department of Public Safety & Correctional Services?

____ Yes ____ No

(If “Yes”, list below. If additional space is needed, use the last page of this form)

Name: _________________________________ Relationship: ___________________ Institution: _____________

Name: _________________________________ Relationship: ___________________ Institution: _____________

Name: _________________________________ Relationship: ___________________ Institution: _____________

Do you know (or have you ever known) anyone who is or ever was incarcerated?

____ Yes ____ No

(If “Yes”, list below. If additional space is needed, use the last page of this form)

1. Name: _________________________________ Relationship: ___________________ Institution: _____________

Do you now or have you ever had any type of contact with the inmate? ____ Yes ____ No

Mail ____ Dates: _________________________ to ___________________________________________

Phone ____ Dates: _________________________ to ___________________________________________

Visits ____ Dates: _________________________ to ___________________________________________

2. Name: _________________________________ Relationship: ___________________ Institution: _____________

Do you now or have you ever had any type of contact with the inmate? ____ Yes ____ No

Mail ____ Dates: _________________________ to ___________________________________________

Phone ____ Dates: _________________________ to ___________________________________________

Visits ____ Dates: _________________________ to ___________________________________________

3. Name: _________________________________ Relationship: ___________________ Institution: _____________

Do you now or have you ever had any type of contact with the inmate? ____ Yes ____ No

Mail ____ Dates: _________________________ to ___________________________________________

Phone ____ Dates: _________________________ to ___________________________________________

Visits ____ Dates: _________________________ to ___________________________________________

DPDS-SUDTS (Pre-Trial)

Applicant Name:_______________________________________________ SSN: XXX-XX-___ ___ ___

PRISON RAPE ELIMINATION ACT (PREA 2003)

The Department of Public Safety and Correctional Services has a “ZERO” tolerance policy for sexual abuse and sexual harassment.

1. Have you ever engaged in sexual abuse in a prison, jail, lock up, community confinement facility, juvenile facility or other institution? Y____ N____

If yes, please provide the details:

2. Have you been convicted of engaging or attempting to engage in sexual activity in the community facilitated by force, or coercion, where the victim did not consent or was unable to consent or refuse?

Y____ N____

If yes, please provide the details:

3. Have you been civilly or administratively adjudicated to have engaged in the activities described in questions 1 or 2? Y____ N____

If yes, please provide the details:

4. Have you ever been accused of sexual harassment? Y____ N____ If yes, please provide the details:

I hereby affirm that the above information pertaining to the Prison Rape Elimination Act is true and complete. I am aware that should the background investigation, at any time, disclose any misrepresentation or falsification, the background investigation will cease and I will no longer be considered for this position.

Printed Name: Date:

Signature:

DPDS-SUDTS (Pre-Trial)

SUPPLEMENTAL INFORMATION

Page #, Question# Additional Information

DPDS-SUDTS (Pre-Trial)

SIGNATURE PAGE

While DPSCS is conducting your background investigation, facts may arise or events may occur which may not have been known, or which may not have been anticipated by you, at the time this document was submitted. These facts or events may require that revisions or amendments be made.

I, ________________________________ understand that I must notify the Department of Public Safety and Correctional Services, HRSD Background Investigation Section immediately if I:

1. Have any contact with any law enforcement agency or court; this would include arrest, criminal citations in lieu of arrest, questioning, detainment, traffic citations or any court appearances or summons.

2. Have any contact with or association with any person who is currently incarcerated.

3. Have any change in my employment or employment status, including if I am terminated, receive any reprimands or disciplinary actions.

4. Have any new applications to Law Enforcement/Correctional/ and/or Security Agencies.

5. Experience any event that changes or alters any information I have provided on any application or document.

I understand that I must notify the applicant unit and submit in writing these facts to:

Department of Public Safety and Correctional Services HRSD – Background Investigation Section dpscs.background@maryland.gov

If information should surface during this investigation, which would disqualify you from further consideration, the investigation will be terminated immediately and you will be notified accordingly. I understand that in the event my application is disapproved, non-selected or otherwise does not result in my employment or appointment with the Department of Public Safety and Correctional Services, sources of confidential information and/or the reason(s) for non-selection will not be released or revealed.

On the _______________________ day of _______________, 20____, I have completed the Background Investigation Vendor Package and understand the contents. I hereby affirm that the information given is correct to the best of my knowledge and belief. In signing, I do so with the understanding that all statements will be investigated and if any are found to be incorrect, incomplete or misleading my application may be terminated and any offer of employment withdrawn.

If I am already employed, my employment may be terminated. I hereby authorize the release of any and all information or records pertaining to the information contained in this application, including release of any employment records from any of my previous employers, records of military service, information regarding my educational history, and the release of any information regarding any criminal charges or cases that are pending or have been brought against me in any jurisdiction.

Printed Name:

Signature:

DPDS-SUDTS (Pre-Trial) Solicitation # - BPM055260 Exhibit 13.

mailto:dpscs.background@maryland.gov