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Welcome and thank you for viewing
this video

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on the new statewide
Central Register online clearance system.

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The statewide Central Register
is automating its database system.

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This video has been designed
to help provide you with assistance

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in accessing and using the new system.

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The online clearance system, or OCS,

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is a web based application that supports
the mandate under Section 424 A

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of the social services law to inquire
of the statewide Central Register

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or SCR as to the existence of any reports
of child abuse or maltreatment

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indicated against an applicant prior
to employment, certification or licensure.

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The OCS allows registered users
to electronically submit database

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clearance requests to the SCR, thereby
replacing the existing LDSS

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3370 form.

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This modification

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will not change your legal mandate
to submit database checks

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under Section
424 A of the social services law.

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The OCS is merely replacing the LDSS 3370
form,

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so aside
from the absence of the paper form,

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there are no programmatic changes
or new data requirements

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associated with the database
check process.

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All information
currently required on the LDSS

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3370 is also required in the OCS.

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Using this new electronic submission
has many benefits which will conserve time

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and resources for your agency
as well as the SCR.

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These benefits include eliminating
the time needed

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for postal delivery of the hard
copy of the LDS 3370 form,

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eliminating
handwriting and issues of illegibility,

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providing immediate
acknowledgment of the submission,

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reducing overall processing time
by replacing

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the mailing of the hard
copy of the database check letter

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with an electronic notification
and eliminating the send back form

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because any errors or omissions on
the form are

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immediately identified.

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there are two ways to enter a database
check request in the OCS

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agency workers who have been given
the security rights to access

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the OCS can enter the database,
check information

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directly from a personal computer
located in your agency,

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and then electronically submit the request
to the SCR for processing or the agency.

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Workers who have been given the security
right to access the OCS

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can log on to the application
from a personal computer

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located at your agency
and then require that the applicant

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or prospective employee
data enter the database, check information

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upon completion of the entry
by the applicant.

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The agency worker would review
the information for accuracy

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and electronically submit the database.

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Check to the SCR for processing.

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The online clearance system

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can only be used in accordance
with Section 424

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A of the social services law,
where an agency shall inquire

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whether any person who is actively
being considered for employment and

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who will have the potential for regular
and substantial contact with children

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who are cared for by the agency
is the subject of an indicated report.

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So let's get started.

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Your first step is to read
the registration packet

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and designate an agency liaison,

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then have him or her complete
the agency information registration sheet

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that can be found in the registration
packet that was sent to you

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upon completion of the registration
process.

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OCS will create an account
for the agency liaison

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designated on the Agency Information
Registration Sheet.

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The agency liaison will have
responsibility for granting access

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to other agency workers
who need to access the OCS.

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Access must only be granted on a
need to know basis only

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when it is determined that an employee's
job duties require access to the OCS.

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Should the employee be granted access?

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The agency liaison is also responsible
for terminating access.

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When a worker leaves the agency
or has a shift in job responsibility

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that no longer requires
that they access the system.

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The information in the OCS

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will be available for six months
from the completion date after a database

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check has been in a completed status
for six months or greater.

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It will no longer be available
for viewing in the OCS

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completed status means that the SCR
has completed the processing of the form,

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including sending
the electronic notification to the agency.

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Since you are required to maintain
your own copy of the letters from the SCR,

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they'll need to be saved to the agency
computer system, not the OCS

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or printed by your agency
by the date that it becomes

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unavailable for viewing at a time
subsequent to this date.

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Information regarding database checks
submitted by your agency will be purged

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from OCS through a regularly scheduled
automated record retention program.

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To learn more about the OCS

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and child care, click on the link below

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to learn more about the OCS and Child
Welfare and Community Services.

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Click on the second link below.