OAR 407-007-0315: Hired on a Preliminary Basis

(1) A preliminary fitness determination is required to determine if an SI may participate in training or orientation, work, volunteer, or otherwise perform in the position listed on the background check request prior to a final fitness determination. An SI may not be hired on a preliminary basis prior to the completion of a preliminary fitness determination. (2) An SI may be hired on a preliminary basis only: (a) During the period of time prior to a final fitness determination; (b) For the position listed on the background check request; and (c) If not prohibited by section (4) of this rule. (3) To be hired on a preliminary basis, an SI and QED must provide minimum information required for a background check request as indicated in OAR 407-007-0250. (4) The QE may not hire a SI on a preliminary basis under any of the following circumstances: (a) Program rules, Oregon statutes, or federal directives do not allow hiring on a preliminary basis . (b) Once submitted in ORCHARDS, the background check record indicates that preliminary hire is not allowed and the QE does not subsequently request a review by BCU as indicated in section (5) of this rule resulting in the QE being allowed to hire the SI on a preliminary basis. (c) The QE or BCU determines that: (A) More likely than not, the SI poses a potential threat to vulnerable individuals, based on a preliminary fitness determination and weighing test; (B) The SI’s most recent background check under these rules or other Department or Authority criminal records check rules or abuse check rules resulted in a denial; or (C) The SI is currently involved in contesting a background check under these or other Department or Authority criminal records check rules or abuse check rules; or (D) BCU has reason to believe hiring on a preliminary basis is not appropriate based on circumstances or compliance with the background check process of the SI, QED, or QE. (d) An outcome of not hiring on a preliminary basis may only be overturned by the BCU. (5) If requested by the QED, BCU may review a newly submitted background check request when hiring on a preliminary basis has not been allowed. For example: (a) BCU may review the background check request for disclosed criminal history that caused BCU’s background check online system to not allow hiring on a preliminary basis. If BCU does not find any potentially disqualifying convictions or conditions in the SI’s disclosures, BCU updates the SI’s status accordingly. The QE may hire the SI on a preliminary basis if nothing in section (4) of this rule applies. (b) If the SI has disclosed potentially disqualifying convictions or conditions, BCU may conduct a preliminary fitness determination pursuant to OAR 125-007-0250 with a weighing test. If BCU makes a positive decision in the preliminary fitness determination, BCU updates the SI’s status accordingly and the QE may hire the SI on a preliminary basis if nothing in section (4) of this rule applies. If BCU makes a negative decision, BCU must revoke hiring of the SI on a preliminary basis. (6) An SI hired on a preliminary basis must be actively supervised at all times unless sections (7) or (8) of this rule apply. (a) The individual providing active supervision at all times must do the following: (A) Be in the same building as the SI or, if outdoors of QE buildings or any location off the QE property, be within line-of-sight and -of-hearing, except as provided in section (6)(b)(B) of this rule; (B) Know where the SI is and what the SI is doing; and (C) Periodically observe the actions of the SI. (b) The individual providing the active supervision may be either: (A) An SI who has been approved without restrictions pursuant to these rules or previous Department or Authority criminal records check rules; or (B) The adult client, an adult client’s adult relation, the client’s legal representative, or a child’s parent or guardian. Active supervision by these individuals is appropriate in situations where care is given directly to clients usually in a home such as but not limited to in-home care, home health, or care by home care workers, or personal care assistants. (i) The adult client may actively supervise a homecare worker, personal care services provider, independent provider, or an employee of an in-home care agency or home health agency if the client makes an informed decision to employ the provider. Someone related to the client may also provide active supervision if the relative has been approved by the Department, the Authority, the QED, or the private-pay client receiving services through an in-home care or home health agency. (ii) A child client’s parent or guardian is responsible for providing active supervision in the case of child care providers. The supervision is not required to be performed by someone in the same building as the child. (7) An SI allowed to work on a preliminary basis is exempt from active supervision if SI is working under an approved background check and is currently going through a recheck required by program rules or OAR 407-007-0600 to 407-007-0640 unless there is evidence of potentially disqualifying convictions or conditions since the previous background check. If BCU finds evidence of criminal activity or potentially disqualifying abuse since the previous background check, BCU may revoke working on a preliminary basis. (8) An SI approved without restrictions within the previous 24 months through a documented criminal records check or abuse check pursuant to these rules or prior Department or Authority criminal records check rules or abuse check rules may be hired on a preliminary basis without active supervision. Twenty-four months is calculated from date of previous approval to the date of hire in the new position. Exemption from active supervision is not allowed in any of the following situations: (a) If the SI cannot provide documented proof that he or she worked continuously under the previous approval for at least one year. (b) If there is evidence of potentially disqualifying convictions or conditions within the previous 24 months. (c) If, as determined by the QE or BCU, the job duties in the new position are so substantially different from the previous position that the previous fitness determination is inadequate for the current position. (9) Revocation of hired on a preliminary basis is not subject to hearing or appeal. The QE or BCU may immediately revoke hired on a preliminary basis for either of the following reasons: (a) There is any indication of falsification of the background check application. (b) The QE or BCU determines that allowing the SI to be hired on a preliminary basis is not appropriate, based on the application, criminal record, position duties, preliminary fitness determination by the Department, or Department program rules. (10) Nothing in this rule is intended to require that an SI who is eligible to be hired on a preliminary basis be allowed to work, volunteer, be employed, or otherwise perform in the position listed on the background check request prior to a final fitness determination. (11) Preliminary fitness determinations must be documented in writing, including any details regarding a weighing test, if required.