What type of background checks are required?

Maryland Youth Camp Regulations require two types of background checks for individuals who have direct and/or regular contact with minors:

1. CJIS Criminal Background Check (State of Maryland + FBI)
   • Requires fingerprinting
   • Reviews both state and federal criminal history
      
2. Child Protective Services (CPS) Background Check
   • Does not require fingerprints
   • Requires completion of notarized forms
   • Coordinated through the HCC department overseeing the program
      

How long is the background check valid?

At Hagerstown Community College, CJIS fingerprint-based background checks remain valid for the duration of continuous employment or service with the College’s youth programs.

• If there is a break in service, fingerprinting and a new background check must be completed.
• Human Resources must be notified immediately if an employee or volunteer who has been fingerprinted is arrested while working for the College.
   

Can a commercial background check company be used instead of the State/FBI system?

No. Maryland Youth Camp Regulations require the State/FBI Criminal History Check System (CJIS). Commercial background check vendors do not meet the requirements for working with minors in a youth camp environment.

What is the difference between a HireRight-style commercial check and a CJIS fingerprint check?

• CJIS fingerprint checks capture data directly from law enforcement submissions at both the state and federal levels. They provide the most complete and accurate record of criminal history.
• Commercial vendors rely on public databases, which may not include all arrests, charges, or case outcomes. They do not access the full FBI or Maryland CJIS fingerprint repositories.
   

For this reason, CJIS fingerprinting is required for anyone working directly with minors in youth program settings.

Why must fingerprinting be repeated even if someone has been fingerprinted before?

Fingerprint records used for background checks cannot legally be stored by the State or FBI unless connected to an arrest or certain sensitive government positions. Because the check-specific fingerprint record is destroyed after processing, individuals must be fingerprinted again each time they begin new employment or volunteer service. Additionally, a clean record from a previous year does not guarantee no offenses have occurred since, so updated screening is required.

Who pays for the fingerprinting and background check?

At HCC, the Camp or Program Director covers the cost of background checks. 

What happens if a background check comes back “flagged”?

If HCC receives information indicating a potential issue:

1. Human Resources reviews the record to determine the nature of the charge(s).
2. A preliminary determination is made regarding eligibility for employment or volunteer service.
3. The individual is notified and given the opportunity to clarify or contest the findings.
4. A final decision is made based on Maryland childcare background standards and HCC policy.
   • Certain offenses automatically disqualify an individual from working with minors.
5. The Camp/Program Director is informed of the outcome and any actions required.
    

Is everyone connected to a youth program required to be fingerprinted or background checked?

No. Only those who have direct and/or regular contact with minors must complete fingerprinting and background checks. Individuals who work in administrative, support, or indirect roles may not fall under these requirements, depending on their level of interaction with youth participants.