Understanding the Determination of Suitability Award Condition at Directors Day 2023
Understanding the
Determination of
Suitability Award Condition
DIRECTORS DAY 2023
When?
Condition applies when……
◦
OVW and OVC funds are included in one or more of your awards.
AND
◦
Grant funded activities have the purpose of benefitting minors.
Who?
o
Who in your organization does this apply to?
o
What does interaction mean?
o
Who is a participating minor?
The following individuals are NOT included in this requirement:
◦
other participating minors, another client, a minor’s parent
How?
Programs must formally determine that someone is “suitable” to interact with
minors through a comprehensive background check.
Specific requirements for background checks should include:
o
A review of the previous 5 years
o
Fingerprint based criminal history report
o
Website checks
o
Completed every 5 years
What?
Programs must
maintain written documentation on file, which includes:
o
The person’s name
o
The date of background check results
o
Date of suitability determination
o
T
he determination of suitability
o
Who made the determination
The determination should be made by someone with adequate knowledge of the awarded
program, condition requirements, and the organization’s background check policies.
What CVSSD Will Review
During the Monitoring process, fund coordinators will ask to review the following:
◦
Organization’s policy (procedure, determination factors, frequency, search method)
◦
Documentation of determination
◦
Confirmation that the determination was made prior to interaction with minor(s)
◦
Confirmation that the determination is renewed every 5 year
◦
Documentation for subawards (showing special condition is met)
CVSSD will NOT review background check results.
Resources
Preventing Child Sexual Abuse in Youth-Serving
Organizations
,
webinar by the National Children’s Advocacy
Center, available on OVW’s website.
◦
https://www.nationalcac.org/recorded_trainings/preventing-
child-sexual-abuse-in-youth-serving-organizations/
What You Need to Know About Background Screening
,
Guidebook by DOJ’s
Office of Community Oriented Policing
Services and National Center for Missing and Exploited
Children.
◦
https://cops.usdoj.gov/RIC/ric.php?page=detail&id=COPS-P260
This document outlines the conditions, individuals involved, process, and documentation requirements related to the Determination of Suitability Award Condition at Directors Day 2023. It includes details on when the condition applies, who it applies to, how suitability is determined, and what documentation is necessary. The importance of background checks and maintaining written records is emphasized to ensure the safety of minors in grant-funded activities. CVSSD's monitoring process is highlighted, along with resources for preventing child sexual abuse in youth-serving organizations.
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Presentation Transcript
Understanding the Determination of Suitability Award Condition DIRECTORS DAY 2023
When? Condition applies when OVW and OVC funds are included in one or more of your awards. AND Grant funded activities have the purpose of benefitting minors.
Who? oWho in your organization does this apply to? oWhat does interaction mean? oWho is a participating minor? The following individuals are NOT included in this requirement: other participating minors, another client, a minor s parent
How? Programs must formally determine that someone is suitable to interact with minors through a comprehensive background check. Specific requirements for background checks should include: oA review of the previous 5 years oFingerprint based criminal history report oWebsite checks oCompleted every 5 years
What? Programs must maintain written documentation on file, which includes: o The person s name o The date of background check results o Date of suitability determination o The determination of suitability o Who made the determination The determination should be made by someone with adequate knowledge of the awarded program, condition requirements, and the organization s background check policies.
What CVSSD Will Review During the Monitoring process, fund coordinators will ask to review the following: Organization s policy (procedure, determination factors, frequency, search method) Documentation of determination Confirmation that the determination was made prior to interaction with minor(s) Confirmation that the determination is renewed every 5 year Documentation for subawards (showing special condition is met) CVSSD will NOT review background check results.
Preventing Child Sexual Abuse in Youth-Serving Organizations, webinar by the National Children s Advocacy Center, available on OVW s website. https://www.nationalcac.org/recorded_trainings/preventing- child-sexual-abuse-in-youth-serving-organizations/ Resources What You Need to Know About Background Screening, Guidebook by DOJ s Office of Community Oriented Policing Services and National Center for Missing and Exploited Children. https://cops.usdoj.gov/RIC/ric.php?page=detail&id=COPS-P260
