NETStudy User Manual - Minnesota Department of Human
Contents
1. Can enter and save study requests and the study payment right Must pay for studies created by self s he will be presented with the following instructions page upon login Welcome to the Minnesota Department of Human Services NETStudy application To process your background study you must enter the following required information full name date of birth gender Minnesota Driver s License number or Minnesota State ID if you have one address and any other names by which you have been known After entering your information you will be asked to review it and verify that the information is correct After verifying that the information is correct click on Pay For Study and you will be redirected to the US Bank website to make your payment Once you are at the US Bank website click on Pay without Registering to make your payment US Bank accepts Visa and MasterCard credit and debit cards After payment has been accepted you will receive a confirmation number from the US Bank website Your background study has been accepted and your transaction is complete NOTE Please carefully review the information you entered and make sure itis correct before clicking on Pay For Study Once your payment has been made on the US Bank website you are not eligible for a refund Begin Creating Your Background Study The individual will then be prompted to click on a button titled Begin Creating Your Background St2. Other information has been obtained as a result of the background study which is being included with the notice to the county or private agency that initiated the study in order to fully inform the agency of the results of the study 20 County agency studies related to INDIVIDUAL ADULT FOSTER CARE The background study request has been processed and a notice is being mailed to the individual and the county or private agency that submitted the study The individual is not disqualified Other information has been obtained as a result of the background study which is being included with the notice to the county agency that initiated the study in order to fully inform the agency of the results of the study Done Passed The background study request has been processed and a notice is being mailed to both the individual and your program indicating that the study subject may provide direct contact services for your program Direct contact services is defined in Minnesota Statutes section 245C 02 subdivision 11 as providing face to face care training supervision counseling consultation or medication assistance to persons served by a program County or private agency studies related to CHILD FOSTER CARE The background study request has been processed and a notice is being mailed to the individual and the county or private agency that submitted the study The individual is not disqualified DQ Set Aside The individual remains dis
3. or unless another user with that right submits it This right is automatically granted once the user is made active and is automatically suspended when the user is made inactive Can edit submit study requests created by others This right should be granted to those individuals who are responsible for verifying the data that has been entered in for the background study requests and submitting them to DHS Many organizations will choose to grant this right to supervisors or other employees who are responsible for oversight of the background study process NOTE If there are any users who do not have the right to submit their own background study requests there must be at least one individual with this right in order to assure that those background study requests can be submitted If all staff has been granted the right to submit background study requests they created then this is a moot point Can submit study requests without additional review approval Granting this right allows a user to create studies and then submit them directly to DHS with no further review by anyone in the organization If this right is not granted instead of being submitted to DHS for processing the study is first routed to a holding queue so that it can be reviewed by another individual ex a supervisor or a lead worker for accuracy and completeness The individual performing this review presumably a user with rights to submit studies would then submit
4. Hs Minnesota Department of Human Services Lovin O Login Not yet logged in Facility ID i wt a Password oo oo When you have entered the required information to log in to your account click the lt Login gt button and you will be linked to the Main Menu Main Menu Upon the first login to your account you will see the Main Menu with six options As the first user for the account you will be able to create other users Whether other users see all six of these options or only select ones depends on the rights you grant the user when you create him her Please select from the following options Create Background Study Request Verify Submit Background Study Requests 0 Review Results of Study Requests Manage Users Manage Sub Accts Make Payment and Submit Studies 0 The six functions on the Main Menu are explained below Manage Sub Accounts A sub account is a separate account within the main account for the organization For example an organization may be licensed as a hospital Although a single license is issued to the hospital for all hospital related services the hospital may actually be organized into several departments Nursing Services Therapy Services Volunteer Services etc Although all background studies are conducted under the one license number it may be useful for the organization to create smaller sub accounts for purposes of efficiency accountability and
5. MN ID Number 2 f Race g SSN h Phone i Date of Birth j Age 3 Address tab a Address b State c City d Zip code e International addresses 4 Other Names tab 5 PCA Services tab 6 Submitting the study D Verify Submit Background Study Requests 1 Payment Status 2 Submitting the background study request 3 Maintaining evidence of submission E Make Payment 1 Method 1 anyone within your facility can pay 2 Method 2 background study subject creates and pays for their own background study 3 Method 3 accountant pays F Reviewing Results of Background Studies 1 Turnaround time Request ID Name DOB Created Created by Result Date Results Status See attachment A for statuses and definitions ONDARON V Security Data Protection Application Log On Discouraging Browsing Anonymous Users Creating Your Password Password Protection Inactivating Users Logging Off Closing Browser Trommoowp VI Attachments A NETStudy Statuses and Definitions B Frequently Asked Questions C For Further Information D US Postal Service Recommendations 3 E Background Study Fee Schedule Overview NETStudy is an internet based application that allows users to submit and receive the results of background studies electronically via the Internet You must use one of the following internet browsers Internet Explorer Version 6 0 or hig
6. appear Please select from the following options Make Payment and Submit Studies 1 Within Make Payment and Submit Studies this user will only see the request ID s of the background study requests that are ready for payment This user will not be able to see background study subject s name or date of birth In keeping with the minimum access necessary standard an accountant for example would only need access to pay for the background study requests and not have a need to access the private information contained in background study requests Review Results of Study Requests The status of background requests submitted can be checked by choosing this option at the Main Menu As described in the Manage Users section above the rights granted to users determines his her ability to view results and determines the scope of their review rights Some options include the right to only view the results of background study requests s he created view only the results of background study requests created by others view only the results of background study requests created within their sub account or view the results of all background study requests created by all users across the entire organization e A user may not be granted the right to view any background study results if access to this information is not necessary for them to do their work Because of the unique and often complex nature of individual backgroun
7. background study on the individual has been completed Information has been found as a result of the background The information will be sent to the court that initiated the background study Finding Barrier County or private agency studies related to ADOPTIONS The background study on the individual has been completed Information has been found as a result of the background study which will be sent to the county or private agency that initiated the background study The information obtained DOES include a barrier conviction A letter explaining this matter in further detail has been mailed to the agency Studies conducted under interagency agreement between tribal organization and DHS related to CHILD FOSTER CARE AND ADOPTIONS The background study on the individual has been completed Information has been found as a result of the background study which will be sent to the tribal organization that initiated the background study The information obtained DOES include a barrier conviction A letter explaining this matter in further detail has been mailed to the tribal organization Incomplete Fingerprints were not received The individual s background study can t be completed Inv Must Immediately Remove The Licensing Division has information regarding the individual that may cause this person to be disqualified Your program must immediately remove this individual from any position allowing direc
8. in the process the background study request has already been Verified However to conduct a final review to assure that all information is correct within a background study request click on Delete to view the information If all information is correct click Return to previous menu If incorrect information is found at this point because the background study request will have already been marked as Verified your only option is to Delete Study Request and initiate a new one 14 Delete Study Request Delete Study Request Return to previous menu Request ID 1526110 Date Created 7 22 2011 12 53 PM Created By EI Payment Confirmation ID Subject Name John Michael Doe Gender M Date of Birth 5 5 1971 Driver License ID No Race SSN Phone Address Line 1 444 Lafayette City State Zip Saint Paul MN 55155 No other first names for this study No other last names for this study If everything is correct once you click on Make Payment button NETStudy will connect you with the U S Bank Website DHS Web Payments where your agency will make payment with an agency MasterCard or VISA credit debit card thy Minnesota Department of Human Services DHS Web Payments B privacy customer service B were et Welcome to the Electronic Payment System REGISTERED USER LOG IN User ID If you have already registered with the payment Password system you may log
9. lt Create Study gt button What happens to the study next depends on the rights granted to the user If the user has been granted the right to submit background study requests without further approval see section entitled Manage Users above a message will appear stating Background study request created successfully This individual can t provide services until payment has been made To make payment click on Make Payment and Submit Studies button to be directed to the US Bank website Follow the instructions on the US Bank website to make payment Once payment has been made log back into NETStudy go to the Review Results page and print out the submitted study for your records The individual will then be able to provide direct contact services with continuous supervision pending a notice from the Department of Human Services The data that was entered is saved but is not submitted to DHS at this point A user must make payment on the US Bank website see section entitled Make Payment NOTE for programs that pay for background study requests through other means such as a licensing fee please disregard directions for making payment and your NETStudy account will not include this information If the user has not been granted the right to submit studies without further review a message will be displayed that confirms that the study has been created Background Study request created successfully The data that
10. owner in NETStudy the Department of Human Services on line background study submission system 10 Identifying the NETStudy delegates within the program agency for which s he is the designated sensitive background study information person and determining the appropriate level of NETStudy access for each new delegate 11 Assuring that all persons with access to NETStudy have read and signed an individual NETStudy access agreement and assuming responsibility for the NETStudy activities of all delegates 12 Deactivating a delegate s access to NETStudy when the delegate leaves employment with the program agency and or when the delegate s duties no longer require access to NETStudy 13 Deactivating a delegate s access to NETStudy violation of any term of the NETStudy User Agreement is suspected 14 Reviewing and signing the Sensitive Background Study Information Person Responsibilities form annually and providing a copy to DHS Accessing your account Once your account has been created you can log into your account at httos ogs dhs state mn us You will need your Facility ID and will need to establish your User ID and a password You must maintain this information for all future access to NETStudy E NETStudy Login Microsoft Internet Explorer provided by DHS Stat File Edit View Favorites Tools Help Back gt amp A Search Favorites Media C4 Address a https bgs dhs state mn us a Login asp
11. rights can be printed through the Print Privacy Notice icon In order to enter in background study information a user must confirm that the background study subject has been provided the privacy notice Create Background Study EEE YOU MUST SELECT A CHECKBOX AT THE BOTTOM OF THIS PAGE TO CONFIRM THE PRIVACY NOTICE HAS BEEN RECIEVED MINNESOTA DEPARTMENT OF HUMAN SERVICES LICENSED FACILITIES a EDUCATIONAL PROGRAMS TEMPORARY EMPLOYMENT AGENCIES PROFESSIONAL SERVICES AGENCIES BACKGROUND STUDY PRIVACY NOTICE Because the Minnesota Department of Human Services is requesting that you provide private information about yourself the Minnesota Government Data Practices Act requires that you be poe of the following a CONFIRM PRIVACY NOTICE Print Privacy Notice G Please select one of the checkboxes below F I am the subject of this background study and I confirm I have reviewed the privacy notice F I am initiating this background study on someone else and I confirm the privacy notice has been provided to the subject of the background study General Information tab This tab is used to enter identifying information regarding the background study subject As required under Minnesota Statutes section 2450 05 subdivision 1 it is the responsibility of the organization submitting the background study request to verify that the information collected and _entered _in the background study request is correct before submitting th
12. security The application only allows one level of sub account to be created i e a sub account cannot be created within another sub account ne Creating a sub account or accounts is optional and may accomplish two major functions 1 It serves to organize the background studies into units that can be more easily managed by the individual s responsible for oversight of a given area and 2 It can restrict users ability to access the results of studies outside their sub account For example a hospital might choose to create a sub account called Nursing Services to manage the studies of the nursing staff Once the sub account Nursing Services is created background studies that are created under this sub account will be flagged as such in the application This would allow a nursing supervisor to review and track only those studies that pertain to nursing staff Likewise a user created under Nursing Services would be restricted from seeing the background studies and results of any employee who is not part of the Nursing Services sub account e g non nursing staff The issue of user rights is covered in more detail in the following section entitled Manage Users Manage Users This function allows certain users to create other users and to assign them rights A user who can create other users is referred to in the application as a User Manager The user who first activated the account is automatically gra
13. subject either formally or informally in the past Examples include but are not limited to changes of name as a result of marriage or divorce other legal changes of name nicknames and English language names informally adopted as substitutes for foreign language names PCA Services Tab only appears for certain programs and certain users In this tab you will be asked to indicate If the subject of the background study is going to provide personal care assistant PCA or qualified professional QP services for which the agency intends to bill under T1019 with or without a modifier and or enroll as a PCA QP in Minnesota Health Care Programs MHCP A user must answer the question by answering yes or no Answering Yes simply means that if additional time is needed to conduct the background study the notice received from DHS will include a statement that the background study subject will not able to enroll as a PCA or QP until the background study has been completed and the individual and the agency receive a notice stating either that the individual is not disqualified or that the individual is disqualified but the disqualification has been set aside for the above named agency Important Note If at any time during the creation of a study The user clicks lt Cancel Return to Main Menu gt the user will be returned to the Main Menu and any information already entered will When all required information has been entered click the
14. the individual a copy of his her notice of disqualification which explains the reason s for disqualification e Ensure that he she requests reconsideration within 30 days of receiving his her notice of disqualification and e Ensure that the individual is under continuous direct supervision as defined in Minnesota Statutes section 245C 02 subdivision 8 when providing direct contact services If the program is a nursing home or boarding care home licensed by the Minnesota Department of Health the subject must also be supervised when having access to persons receiving services Letters explaining this matter in further detail have been mailed to the individual and your program Disqualified C County or private agency studies related to CHILD FOSTER CARE The individual s background study is affiliated with an initial application for child foster care The individual is disqualified from a position allowing direct contact with or access to people receiving services A letter explaining this matter in further detail has been mailed to the individual A copy of the letter has been mailed to the county or private agency that submitted the background study Done Passed Other Finding County or private agency studies related to CHILD FOSTER CARE The background study request has been processed and a notice is being mailed to the individual and the county or private agency that submitted the study The individual is not disqualified
15. will receive written notification once the background study is complete Studies conducted under interagency agreement between tribal organization and DHS related to CHILD FOSTER CARE AND ADOPTIONS The background study request has been received but is not complete A notice has been sent to the tribal organization that initiated the background study indicating more time is needed to complete the study The tribal organization will receive written notification once the background study is complete Studies conducted for Guardian Ad Litem The background study request has been received but is not complete A notice has been sent to the court that initiated the background study indicating more time is needed to complete the study The court will receive written notification once the background study is complete Must Immediately Remove The individual is disqualified and must be immediately removed from a position allowing direct contact with or access to people receiving services The individual and your program will receive written notification of the individual s background study status County or private agency studies related to CHILD FOSTER CARE The individual is disqualified and must be immediately removed from a position allowing direct contact with or access to people receiving services The individual license holder and the county or private agency will receive written notification explaining the individual s background st
16. A PLZ VIEW VW POINT PT VIEWS VWS POINTS PIS VILLAGE VLG PORT PRT VILLAGES VLGS PORTS PRIS VILLE VL PRAIRIE PR VISTA VIS RADIAL RADL WALK WALK RAMP RAMP WALKS WALK RANCH RNCH WALL WALL RAPID RPD WAY WAY RAPIDS RPDS WAYS WAYS REST RST WELL WL RIDGE RDG WELLS WLS RIDGES RDGS RIVER RIV ROAD RD ROADS RDS ROUTE RTE Department of Human Services Background Study Division Background Study Fees Last updated 8 12 13 Program Service Type Fee amount Adoption background studies conducted for licensed private child placing agencies 70 Adoption background studies conducted for county agencies 0 Adult day care centers 20 Adult foster care 20 Chemical dependency treatment programs Rule 31 20 Child care centers Rule 3 20 Child foster care 0 Child placing agencies Rule 4 20 Children s residential facilities Chapter 2960 20 Children s therapeutic services and supports 20 Crisis respite services 245B CR 20 Day training and habilitation services 245B DTH 20 Detox services Rule 32 20 Educational Programs 20 Family adult day services 20 Family child care DHS does not conduct these background studies N A Guardian ad litem background studies 20 or 50 when FBI record check required Guardian and conservator background studies Subject resided in Minnesota for the ten years preceding the background study 50 or 80 when FBI record check req
17. CHILD FOSTER CARE The request for a variance to the individual s disqualification has been denied Letters explaining this matter in further detail have been mailed to the subject the license holder and the county or private agency Finding County or private agency studies related to ADOPTIONS The background study on the individual has been completed Information has been found as a result of the background study which will be sent to the county or private agency that initiated the background study The information obtained does not include a barrier conviction A mailer explaining this matter in further detail has been sent to the agency Studies conducted under interagency agreement between tribal organization and DHS related to CHILD FOSTER CARE AND ADOPTIONS The background study on the individual has been completed Information has been found as a result of the background study which will be sent to the tribal organization that initiated the background study The information obtained does not include a barrier conviction A mailer explaining this matter in further detail has been sent to the tribal organization Studies conducted for the Board of Behavioral Health and Therapy The background study on the individual has been completed Information has been found as a result of the background study The information will be sent to the Board of Behavioral Health and Therapy Studies conducted for Guardian Ad Litem The
18. HCP until a background study under Minnesota Statutes Chapter 245C has been completed and your agency and individual receive a written notice stating either that the individual isn t disqualified or that the individual is disqualified but the disqualification has been set aside for your agency Not Done Must Supervise The background study request has been received and is being processed More time is needed to complete the study While this study is being processed your 23 program must ensure that the individual is under continuous direct supervision as defined in Minnesota Statutes section 245C 02 subdivision 8 when providing direct contact services If the program is a nursing home or boarding care home licensed by the Minnesota Department of Health the subject must also be supervised when having access to persons receiving services Not Done No Superv Requ The background study request has been received and is being processed However a notice is being mailed to both the individual and your program indicating that more time is needed to complete the study Your program may allow the subject to provide direct contact services without continuous supervision When the study has been completed one of two things will happen A The subject and your program will receive a background study clearance form or B the subject and your program will receive further notification of the individual s background study status County
19. LE CRESCENT CRES JUNCTION JEE CREST CRST JUNCTIONS JECTS CROSSING XING KEY KY CROSSROAD XRD KEYS KYS CURVE CURV KNOLL KNL DALE DL KNOLLS KNLS DAM DM AKE LK DIVIDE DV AKES LKS DRIVE DR LAND LAND DRIVES DRS LANDING LNDG ESTATE ES ANE LN ESTATES ESTS LIGHT LGT EXPRESSWAY EXPY LIGHTS LGTS EXTENSION EX LOAF LF 26 Primary Postal Service Primary Postal Street Standard Street Standard Suffix Suffix Suffix Suffix ame Abbreviation Name Abbreviation LOCK LCK ROW ROW LOCKS LCKS RUE RUE LODGE LDG RU RUN LOOP LOOP SHOAL SHL ALL ALL SHOALS SHLS ANOR R SHORE SHR ANORS RS SHORES SHRS EADOW DW SKYWAY SKWY EADOWS DWS SPRING SPG EWS EWS SPRINGS SPGS ILL L SPUR SPUR ILLS LS SPURS SPUR ISSION SN SQUARE SQ OTORWAY TWY SQUARE SOS OUNT T STATION STA OUNTAIN TN STRAVENUE STRA OUNTAINS TNS STREAI STRM ECK NCK STREE ST ORCHARD ORCH STREETS SES OVAL OVAL SUMMIT SMT OVERPASS OPAS ERRACE ER PARK PARK THROUGHWAY TRWY PARKS PARK RACE TRCE PARKWAY PKWY TRACK TRAK PARKWAYS PKWY TRAFFICWAY TREY PASS PASS TRAIL TRL PASSAGE PSGE UNNEL TUNL PATH PATH URNP IKE TPKE PIKE PIKE UNDERPASS UPAS PINE PNE UNIO U PINES PNES UNIONS UNS PLACE PL VALLEY VLY PLAI PLN VALLEYS VLYS PLAINS PLNS VIADUCT VIA PLAZ
20. Letters explaining the terms under which the individual may work have been mailed to your program or agency County or private agency studies related to CHILD FOSTER CARE The license holder has been granted a variance to the individual s disqualification Letters explaining the terms of the variance have been mailed to the license holder and the county or private agency DQ Recon Requested The individual is disqualified A request for reconsideration has been submitted Refer to your previous correspondence from DHS for details regarding the individual s ability to work or remain in a position allowing direct contact pending reconsideration You will be notified in writing once a decision is made regarding the individual s request for reconsideration County or private agency studies related to CHILD FOSTER CARE The individual is disqualified A request for reconsideration has been submitted Refer to your previous correspondence from DHS for details regarding the individual s ability to work or remain in a position allowing direct contact pending reconsideration You will be notified in writing once a decision is made regarding the individual s request for reconsideration 21 DQ Variance Denied The request for a variance to the individual s disqualification has been denied Letters explaining this matter in further detail have been mailed to the subject and your program County or private agency studies related to
21. MANAGED BY THE SAME INDIVIDUALS AND AS A RESULT CAN CREATE MORE WORK IF TWO INDIVIDUALS ARE WORKING ON THE SAME RESPONSE 25 US Postal Service Recommendations Attachment B Primary Postal Service Primary Postal Street Standard Street Standard Suffix Suffix Suffix Suffix Name Abbreviation ame Abbreviation ALLEY ALY EXTENSIONS EXTS ANNE ANX FALL FALL ARCADE ARC FALLS FLS AVENUE AVE FERRY FRY BAYOO BYU FIELD FLD BEACH BCH FIELDS FLDS BEND BND FLAT FLT BLUFF BLF FLATS ELTS BLUFFS BLFS FORD FRD BOTTO BT FORDS FRDS BOULEVARD BLVD FOREST FRST BRANCH BR FORGE FRG BRIDGE BRG FORGES FRGS BROOK BRK FORK FRK BROOKS BRKS FORKS FRKS BURG BG FORT FT BURGS BGS FREEWAY FWY BYPASS BYP GARDEN GDN CAMP CP GARDENS GDNS CANYON CYN GATEWAY GTWY CAPE CPE GLEN GLN CAUSEWAY CSWY GLENS GLNS CENTER CTR GREE GRN CENTERS CTRS GREENS GRNS CIRCLE CIR GROVE GRV CIRCLES CIRS GROVES GRVS CLIFF CLF HARBOR HBR CLIFFS CLES HARBORS HBRS CLUB CLB HAVE HVN COMMON CMN HEIGHTS HTS CORNER COR HIGHWAY HWY CORNERS CORS HILL HL COURSE CRSE HILLS HLS COURT Cr HOLLOW HOLW COURTS CTS INLE INLT COVE CV ISLAND Is COVES CVS ISLANDS ISS CREEK CRK ISLE IS
22. NETStudy User Manual Minnesota Department of Human Services Background Studies Division PO Box 64242 St Paul MN 55164 0242 August 2013 Overview Il Designated Sensitive Background Study Information Person 1 Acknowledgement of responsibilities 2 NETStudy User Access Agreement Ill Accessing your account A Log in to your account at https ogs dhs state mn us B Use your Facility ID number User ID and Password to log in IV Main Menu A Managing Sub Accounts 1 What is a sub account 2 Benefits of creating sub accounts B Managing Users 1 Creating Users a User ID b User Name c Sub Account d Active e Password 2 Assigning User Rights a Create Background Studies 1 Can enter and save background study request 2 Can edit submit background study requests created by others 3 Can submit background study request w out additional review approval b View Results 1 Can view results of background studies initiated by self 2 Can view results of background studies initiated by others c Manage Users Sub Accounts 1 Can add edit delete users and sub accounts d Study Payment 1 Cannot pay for background studies 2 Able to pay for all background studies 3 Must pay for background study requests created by self C Creating Background Study Requests 1 Privacy Notice tab 2 General Information tab a Name First b Name Middle c Name Last d Gender e MN DL or
23. ase or hint that will remind you but not give it away to anyone that might find it Don t store your password in a computer file Storing your password ina computer file whether on your hard drive or on a floppy disk can make it vulnerable to access by others If you ever receive a telephone call from someone claiming to need your password report it immediately No one in DHS should ever call you and ask for your password Your user ID and password are unique and are used to identify you on our systems As previously stated you should never share them with anyone If you ever receive a call requesting that you divulge your ID and password simply refuse and notify the Background Studies Division at 651 431 6620 Please note we may ask you for your login ID to verify your identity Inactivating users At times it may be appropriate to inactivate a user for example if a user is on an extended leave Inactivating a user is done through the Manage Users menu and suspends all of their rights until such time as the user is activated again Logging off closing browser Logging off NETStudy after a session or if the user has to leave the workstation is important in order to assure that another individual does not make inappropriate or unauthorized use of NETStudy IMPORTANT NOTE Failure to close the browser while the computer is unattended could allow unauthorized users to access private data by using use the browser s lt BACK gt butt
24. b account MANAGE USERS SUB ACCOUNTS Can add edit delete users and sub accts Granting this right defines the role of User Manager described above It allows the user to create new users or to modify or delete existing users However if the user who is granted this right is a member of a sub account they can only add edit delete users within their sub account Granting this right also allows the user to create edit or delete sub accounts Study Payment Cannot pay for studies Choosing this option disables a user from the ability to pay for any background studies Able to pay for all studies Choosing this option allows a user to pay for all background study requests that show up in the Make Payment area Must pay for studies created by self Choosing this option allows a user to create and pay for their own background study After payment is made the background study is saved and another user from the program will have to Verify and Submit the background study request See Verify and Submit Background Studies Create a Background Study There are four tabs in NETStudy used to create a background study 1 Privacy Notice 2 General Information 3 Address and 4 Other Names Some programs have an additional tab called PCA Services Privacy Notice tab Before a background study request can be submitted on an individual the subject must be informed of their privacy rights A copy of these
25. ce Optional field Enter the race of the subject from the drop down menu If the subject chose not to provide this information leave this field blank NOTE Unfortunately because of limitations imposed by other databases the racial descriptions are not consistent with common practice SSN Optional field Enter the subject s social security number in the format 123456789 not 123 45 6789 If the subject does not have a social security number or chose not to provide it leave this field blank Phone Optional field Enter the subject s telephone number including area code in the following format 1234567899 not 123 456 7899 If the subject does not have a telephone number or chose not to provide it leave this field blank Date of Birth Required field Enter the subject s date of birth in the format mm dd yyyy ex 12 25 1960 Age This is not a field that is entered by the user rather it is computed based on the subject s date of birth as entered above when the user leaves the Date of Birth field This field will calculate the subject s age in years It is intended as a means of double checking the date of birth in case data entry errors occurred For example if the date of birth 12 25 1960 was entered incorrectly as 42 25 1690 this field would indicate that the individual is 319 years old Address tab Enter the background study subject s mailing address in this tab The address will be used to not
26. ct s information if an error is observed at this point A new background study request must be entered verified paid for and submitted 13 Make Payment NOTE for programs that pay for background study requests through other means such as a licensing fee please disregard the following section Programs subject to the attached fee schedule See attachment C must pay for background study requests submitted through NETStudy before they are submitted to DHS Payment is made through the US Bank website DHS Web Payments When a payment confirmation is received the background study request will be submitted to DHS There are three methods to make payment Method 1 lf a user has one of the following rights Can enter and save study requests Can edit submit study requests created by others or Can submit their own study requests without additional review approval AND the study payment right of Able to pay for all studies the Make Payment and Submit Studies button will appear Please select from the following options Make Payment and Submit Studies 1 What s This 1 Within Make Payment and Submit Studies you will see all of the background study requests that are ready for payment HELPFUL HINT Remember that the background study law requires the organization to verify that the information contained in the background study request is correct before submitting the request to DHS At this point
27. d have the effect of removing any motivation a user might have to create and submit a study for purposes of inappropriate browsing Other organizations might require all users to have their background study requests reviewed before submission rather than being submitted directly to DHS This would allow a second user to verify that the background study subject is appropriately studied via NETStudy Creating your password As a basic rule a good password adheres to as many of the following guidelines as a system will accommodate Do not use familiar names Avoid using commonly known facts about yourself Do not use words found in the dictionary Utilize both letters and numbers Use special characters if possible Use upper and lower case letters if possible Combine misspelled words Password protection Do not share your password with anyone If you share your password with someone else then you compromise the accountability of your user ID You may have to accept the responsibility of any actions they take on our system using your ID Do not share your password with anyone for any reason If you feel your password has been compromised change it immediately Never write down your password The safest place to store your password is in your head Using the previous tips for creating a better password devise something that will be secure yet you can remember If for some reason you feel you can not remember your password try writing a phr
28. d studies results will continue to be communicated via US mail in addition to NETStudy This will ensure that the subjects of background studies who currently do not have a means of accessing the results electronically and the organization will receive written notification of the background study results The written notice will contain greater detail regarding the result and any actions required of either party Periodically results of completed background studies will be purged from NETStudy It is important that the agency maintain the paper notification of the study result The Review Results of Studies screen includes the following elements from left to right on the screen NOTE It is possible to sort the studies by clicking on the column header 17 Request ID Click this link to view the information that was submitted as part of the background study process This is a tracking that is used through NET Study Study ID The study ID is also referred to as the background study and is the number that will appear on all correspondence Facility ID The program s license agency or program Created by The User Name of the user who created the background study request Date Created The date that the background study request was created Submitted By The User Name of the user who submitted the study Date Submitted The date the background study request was submitted Results Status See Attachment A for the statu
29. e background study request to DHS The information should be entered as follows Name First Required field Enter the subject s legal first name Do not enter nicknames Do not enter generational indicators e g Jr Sr Il Ill IV etc professional indicators MD PhD LICSW etc or clerical designations Father Sister Rabbi etc Middle Required field Enter the subject s legal middle name if they have one Do not enter nicknames If they do not have a middle name you will be prompted to verify that they don t have one and NETStudy will enter in NMN no middle name Last Required field Enter the subject s legal last name Do not enter generational indicators e g Jr Sr Il Ill IV etc professional indicators MD PhD LICSW etc or clerical designations Father Sister Rabbi etc Gender Required field Click on the appropriate button to indicate the subject s gender MN DL or MN State ID Required field when the subject has a Minnesota driver s license or Minnesota state ID Only enter this information if the subject has a Minnesota driver s license or Minnesota state identification number Do not enter driver s license or identification numbers from other states If the subject does not have a Minnesota drivers license or Minnesota state identification number you will be prompted to verify that they don t have one and leave this field blank Ra
30. er from your agency who can edit submit study requests by others 2 Pay after verify this status will be displayed when the background study subject s information was entered into NETStudy by a staff person within your agency Before this background study request can be submitted to DHS for processing the information entered must be verified and the fee for the background study must be paid 3 Payment failed this status will be displayed when a background study subject created a background study request but was unsuccessful in making payment at the US Bank website The agency will not be able to verify this background study request A new background study request must be created and payment made 4 Payment in process this status will be displayed when a background study subject created his her background study request and is in the process of making the payment through the US Bank website Once the payment has been made the status will change to either paid or payment failed Note For background study requests initiated and paid for by the background study subject payment must be made right after the subject enters the information needed to create a study The background study subject will not be able to log back in at a later time to make the payment Please note that the ability to verify or delete depends on the payment status Verify Submit Background Study Requests MEMKE Request ID Name DOB Created Created By Pa
31. es they would only be able to do so for studies within their sub account If they are granted the right to view the results of studies they can only view the results of studies for their own sub account Active Any active user can at a minimum enter and save the background study data on a subject but the data cannot be submitted to DHS unless the user is granted that additional right or unless another user with that right submits it Choosing not to make a user active e g designating them as inactive suspends any rights they are assigned For example if a user is on an extended leave the organization may choose to suspend their rights until they return Password The User Manager who creates the user must assign a temporary password The new user is allowed to change the temporary password at the login screen of the application Passwords must be between six and 20 characters in length and must include at least one alpha character e g letters A through Z and at least one of the following non alpha characters 0123456789 amp The password field is also case sensitive so the way it is entered is how it must always be entered There are three areas of rights that can be granted as described below CREATE STUDIES Can enter and save study request Making a user active see above allows the user to enter and save background study data but the data cannot be submitted to DHS unless the user is granted that additional right
32. es to that user Since the login process is also encrypted the user id and password for each session is also secure This leaves the most likely source of hacking as a user who shares knowingly or not an ID and password with someone else Anonymous Users Some organizations may choose to create anonymous users For example an organization may choose to station a computer in their Human Resources office that would allow applicants for employment to input their own data for purposes of the background study This anonymous user might simply be named New Hire In such a case it is important to grant the New Hire user the minimum amount of rights in order to assure security of the data This user should only be assigned the right to create a study They should not be allowed to submit or review studies manage other users or review the status result of studies Please note that it is the responsibility of the organization to verify the information provided by the study subject Failure to do so could result in submission of a background study request containing inaccurate information 18 Discouraging browsing Organizations must take reasonable measures to assure that there is no inappropriate use of NETStudy Certain features of NETStudy can be used to assist the organization in this task For example some organizations may choose to not allow a user to view the status result of a background study request s he created This woul
33. her Firefox version 2 0 or higher or Safari version 3 0 or higher This user manual will provide you with the information you will need to open your account to create studies to pay for studies to receive results online and to manage users Sensitive Background Study Information Person SIP Prior to your account being created your program agency must designate a sensitive background study information person The designee will be required to complete sign and return the form acknowledging his her responsibilities as the designated sensitive background study information person The sensitive background study information person must assure that NETStudy users review complete and sign a NETStudy User Access Agreement form before granting additional users access to NETStudy The program s designated sensitive background study information person is responsible for 1 Assuring that the information contained in background study requests is verified before submitting the background study requests to DHS 245C 05 subd 2 understand that verification can be done by me or one of my delegates 2 Assuring that only background study requests authorized in Minnesota Statutes Chapter 245C are initiated through the program agency s NET Study account 3 Limiting the access to NETStudy and information received as a result of background studies to the minimum access necessary 4 Receiving all official correspondence from DHS concerni
34. ify the subject of the background study result or to contact the subject if additional information is needed Address Required field It is recommended that the user enter abbreviations in conformance with the US Postal Service recommendations See Attachment D State Required field Choose the state from the drop down menu The state must be chosen before the city because if the state is Minnesota then the application assists the user with entering the city see City below City Required field Enter the city If the state that was previously chosen was Minnesota then when the user starts typing the city name the application will present the user with a list of valid cities or townships in Minnesota the names will appear in the large box beneath City and Zip The user must choose one of the cities from the list by clicking on it to highlight it Zip Required field Enter the subject s five digit zip code International addresses NETStudy cannot be used to submit background studies for individuals with international addresses The background study request must be submitted using the paper form with a note attached explaining why a background study of the individual is necessary and listing the individual s full address 10 Other Names tab Enter any other names by which the background study subject has been known in this tab This includes other first or last name s that were used by the background study
35. in now Enter your User ID and Password then click Log In Register Forgot Password Pay Without Registering As a first time user going to the US Bank website your agency should click the Register and fill out the User Registration form From there on your agency should enter in the User ID and Password that was created for the US Bank website Only MasterCard and VISA credit or debit cards will be accepted Follow the instructions on the US Bank website to make payment US Bank will provide you with a receipt of payment It is your responsibility to keep track of the background study requests for which payment was made The Background Studies Division does not have access to that information 15 To receive a proof of submission page for your agency s record you will have to log back into NETStudy go to Review Results and print the Study Request Information page by clicking on the request ID WARNING Please assure that you have carefully reviewed and verified the information contained in the background study request before making payment and submitting it to DHS If you discover an error in the information submitted after payment has been made you will be required to initiate and pay for a new background study request with correct information DHS will not reimburse you for the background study request that was submitted containing incorrect information Method 2 f a user has been granted the right
36. ng the disposition of background studies submitted by the program agency and assuring that all programs agencies for which s he is the sensitive information person comply with actions ordered in background study results 245C 07 5 Determining whenever contacted by DHS whether a background study subject is providing direct contact services in one or more of the programs agencies for which s he is the designated sensitive background study information person and if so at which location or locations 245C 07 Failure to provide this information to DHS in a timely fashion may result in the suspension of the program agency s NET Study account 6 Assuring that any information received about the possible criminal or maltreatment history of an individual who has been the subject of a background study for any licensed program agency for which s he is the designated sensitive information person is immediately provided to DHS 245C 05 subd 6 7 Assuring that an employee with a disqualification that has been set aside only provides services at or under the specific program agency license number s identified in the notice granting the set aside 245C 22 subd 5 8 Assuring that an employee with disqualification that has not been set aside but for whom the license holder has been granted a variance only provides services at or under the specific license s identified in the variance 245C 30 9 Serving as the master account
37. nted the rights of a User Manager so that they can create other users if they so choose The user who activates the account may create additional users who are also User Managers at their discretion Again it is the responsibility of the SIP to assure the account is managed appropriately See section Il To create a user the User Manager must address the following User ID Users must be assigned a unique user ID that they will use to log in to NETStudy It can be up to 50 characters long and is not case sensitive User Name Users must be assigned a unique user name that will identify them in the application It can be up to 70 characters long and is not case sensitive Sub account It is optional to assign a user to a sub account If you choose not to assign the user to a sub account any of the rights that are granted to that user will apply across the entire organization For example if you grant the user the right to review results of studies they will be able to review the results of all studies across the organization with some optional limits discussed below If you grant the user the right to create other users he she will be able to create users and assign them to any sub account or to no sub account at all If you choose to assign a user to a sub account that user s actions will be confined to the sub account to which they are assigned For example if they are granted the right to create edit and submit background studi
38. on to view previous screens 19 Attachment A NETStudy Statuses and Definitions Updated August 2012 Key DQ Disqualified Call for Status Call the Background Studies Call Center at 651 431 6620 for further information Disqualified A The individual is disqualified from a position allowing direct contact with or access to people receiving services Your program may choose whether or not to allow the person to continue to provide direct contact services pending a possible reconsideration decision by the Commissioner If your program does choose to allow the person to continue in a position allowing direct contact services the program must first e Obtain from the individual a copy of his her notice of disqualification which explains the reason s for the disqualification and e Ensure that he she requests reconsideration within 15 days of receiving his her notice of disqualification Letters explaining this matter in further detail have been mailed to the individual and your program Disqualified B The individual is disqualified from a position allowing direct contact with or access to people receiving services Your program may choose to allow the person to continue to provide direct contact services pending a possible reconsideration decision by the Commissioner If your program does choose to allow the person to continue in a position allowing direct contact services the program must first e Obtain from
39. or private agency studies related to CHILD FOSTER CARE The background study request has been received and is being processed A notice is being mailed to the individual and the county private agency indicating that more time is needed to complete the study If the study is affiliated with a currently licensed child foster care the license holder has also received a notice While the study is being completed the individual may be in a position providing direct contact services without continuous supervision Once the study is complete the individual and the county or private agency and licensed holder if applicable will either receive a background study clearance form or further notification of the individual s background study status Processing Not Yet Begun The background study request has been submitted but processing has not yet begun NOTE If this status persists for more than three business days email the NETStudy Administrator at DHS NETStudyAdmin state mn us Remains Set Aside This individual s background study was submitted because he she is a person affiliated with a licensed program The individual s background study resulted in criminal or maltreatment information being obtained which causes him her to be disqualified A previous study done by the agency that submitted this background study request resulted in the same findings At that time the individual was disqualified requested reconsideration and the di
40. qualified but the disqualification has been set aside for this program The individual can work in a position allowing direct contact with or access to persons receiving services from your program Letters explaining this matter in further detail have been mailed to the individual and your program County or private agency studies related to CHILD FOSTER CARE The individual remains disqualified but the disqualification has been set aside for this child foster care license or application Letters explaining this matter in further detail have been mailed to the individual the license holder if applicable and the county or private agency DQ Previously Set Aside The individual was the subject of a previous background study which resulted in his her disqualification The individual requested reconsideration and the disqualification was set aside for the program or agency that submitted the previous background study Regarding the current background study the individual remains disqualified but the disqualification has been set aside for the program or agency that submitted the current background study request The individual can work in a position allowing direct contact with or access to persons receiving services from your program Letters explaining this matter in further detail have been mailed to the individual and your program DQ w Variance Your program has been granted a variance to the individual s disqualification
41. ses and definitions NOTE These definitions can be viewed by clicking on the icon to the right of the Results status header Result Date The date of the status Subject Name The name of the background study subject Gender The gender of the background study subject Date of Birth The date of birth of the background study subject Driver License ID No A Minnesota driver s license or Minnesota State ID Race The race of the background study subject SSN The social security number of the background study subject This will show in asterisks Phone The phone of the background study subject Address The address of the background study subject City State Zip The city state and zip code of the background study subject Other Names Other first and last name by which the background study subject has been known Security There are a number of issues to consider that relate to the security of the data managed in NETStudy Some of the measures are a function of NETStudy and others are the responsibility of the organization to implement Data protection during transmission NETStudy uses secure sockets layer SSL to encrypt traffic between each workstation s browser and the web server This prevents someone who might intercept the traffic from being able to read the requests and the responses Application log on NETStudy security requires each user to log on in order to have access to the information that appli
42. squalification was set aside for the same licensed program Because this background study resulted in no new information that would indicate the individual may pose a risk of harm to persons served by the program his her disqualification remains set aside for program for which the background study request was submitted A mailer has been sent to your program the individual and if the background study request was for a licensed child foster care program to the county or private agency explaining this matter in further detail Study Cancelled The study was cancelled at the request of your program or agency or because either the study subject is no longer affiliated with the program or it was a duplicate of a study previously submitted 24 Attachment A For Assistance e Contact the Background Study Administrator for questions related to the status or results of a background study turnaround time background study requirements changing the program s sensitive background study information person results questions etc By emailing at DHS BackgroundStudyAdmin state mn us e Contact the NETStudy Administrator for technical issues related to your NETStudy account such as unable to log in web site down forgotten password request to open a NETStudy account payment stuck in processing etc By email at DHS NETStudyAdmin state mn us PLEASE DO NOT E MAIL BOTH ACCOUNTS WITH THE SAME INQUIRY AS THESE ACCOUNTS ARE NOT
43. t contact with or access to persons receiving services from your program pending a possible disqualification decision by the Commissioner You and the individual will be notified in writing of the Commissioner s decision Inv Must Supervise The Licensing Division has information regarding the individual that may cause this person to be disqualified Your program may allow the person to continue in a position allowing direct contact with persons receiving services from your program pending a possible disqualification decision by the Commissioner providing that your program has arranged for the individual to be continuously within sight or hearing of a supervising staff person whenever s he is in a position allowing direct contact with persons receiving services from your program You and the individual will be notified in writing of the Commissioner s decision 22 Limited Set Aside The individual remains disqualified but the program has been granted a limited set aside to the individual s disqualification Letters explaining this matter in further detail have been mailed to the individual and your program More Time Is Needed County or private agency studies related to ADOPTIONS The background study request has been received but is not complete A notice has been sent to the county or private agency that initiated the background study indicating more time is needed to complete the study The county or private agency
44. the study for processing VIEW_ RESULTS Can view results of study requests created by self As this implies granting this right would allow the user to see the result of any study they created Granting this and only this right would allow the individual to track only those studies they created Withholding this right might be used as a means to discourage inappropriate browsing see section Security below since the individual would have no means of viewing the result of any study he she created Can view results of study requests created by others Granting this right allows the user to see the result of studies initiated by others This would be appropriate in cases where the user was responsible for overseeing the work of others or if the user was paired with someone who was not authorized to view their own Withholding this right might be appropriate when the organization is assigning each user to track only the studies they created NOTE Checking both of the above allows the user to see studies created by themselves and by others As noted above if the user is a member of a sub account these rights only apply to studies that were created in that sub account For example if a user is a member of the sub account Nursing Services granting them the right Can view results of study requests initiated by others would only allow them to see studies initiated by other users within the Nursing Services su
45. udy Once all of the required information has been entered the user should click on the Create Study button The user will then receive a screen that shows all of the information s he entered and be asked to Confirm Study Request If there are any errors in the information the user can either Delete Study Request or Edit Study Request If the user clicks Delete Study Request s he will be asked to confirm that s he wants to delete the background study request If the user clicks Edit Study Request s he will be 16 able to make any necessary corrections Once the user has verified that all information entered is correct s he should click on Pay for Study to be directed to the US Bank website After payment has been accepted the background study subject will receive a confirmation number from US Bank The background study request has been accepted and the transaction is complete After the fee for the background study request has been paid the background study request will be visible under Verify Submit Background Study Requests A user from your agency who can edit submit study requests by others must verify that the information entered in the background study request is correct to submit it on to DHS for processing Method 3 If a user only has the Able to pay for all studies right an example of this might be an accountant the Make Payment and Submit Studies button will
46. udy request created successfully This individual can t provide services until payment has been made This background study request will now be in the Make Payment queue Payment of the fee for the background study request needs to be made before the background study request will be submitted to DHS See Make Payment If the payment status was paid a page will come up that states Study request submitted Print this page for your records View Verify Submit Background Study Requests Request ID 894857 Facility 1D iis Created By student Date Created 6 15 2009 10 40 AM Submitted By full rights Date Submitted 6 15 2009 10 56 AM Payment Confirmation Number dhs222222222222 Subject Name John Michael Doe Gender M Date of Birth 12 12 1978 Driver License ID No Race SSN Phone Address Line 1 12 Main St City State Zip Apple alley MN 11111 No other first names for this study No other last names for this study Print this page and keep in your records REMEMBER As stated previously an organization submitting a background study request is responsible to verify that the information collected and entered in the background study request is correct before submitting the background study request to DHS 245C 05 subdivision 2 At this point payment has been made and the background study request has been submitted to DHS The user is not able to make a change to the background study subje
47. udy status No Finding County or private agency studies related to ADOPTIONS The background study on the individual has been completed No criminal or maltreatment history has been found A notice has been sent to the county or private agency that initiated the background study Studies conducted under interagency agreement between tribal organization and DHS related to CHILD FOSTER CARE AND ADOPTIONS The background study on the individual has been completed No criminal or maltreatment history has been found A notice has been sent to the tribal organization that initiated the background study Studies conducted for the Board of Behavioral Health and Therapy The background study on the individual has been completed No criminal or maltreatment history has been found A written notice has been sent to the Board of Behavioral Health and Therapy Studies conducted for Guardian Ad Litem The background study on the individual has been completed No criminal or maltreatment history has been found A notice has been sent to the court that initiated the background study Not Done Cannot Yet Enroll The individual may not provide personal care assistant services or qualified professional services as defined in Minnesota Statutes section 256B 0659 subdivision 1 in Minnesota Health Care Programs MHCP for which the agency intends to bill under T1019 with or without a modifier or enroll as an individual Personal Care Assistant in M
48. uired Guardian and conservator background studies Subject resided in a state other than Minnesota at any time during ten years preceding the background study 130 includes required FBI record check Independent living assistance for youth 245A 22 20 Juvenile facilities licensed solely by the Minnesota Department of 0 Corrections Minnesota Sex Offender Treatment Programs 20 Personal Care Provider Organization PCA 20 Professional Services Agencies 20 Residential facilities for adults with mental illness Rule 36 20 Intensive residential treatment service programs IRTS Variance 20 Residential habilitation services 245B DD waiver 20 Residential programs and services for physically disabled Rule 80 20 Residential facilities for people with DD both ICF DD certified and those 20 not certified 245B RS Semi independent living services 245B SILS 20 Supplemental nursing services agencies 20 Supported employment services 245B SES 20 Temporary personnel agencies 20 Unlicensed home and community based waiver providers of services to seniors 20 and individuals with disabilities Background studies conducted for programs licensed by the Minnesota 0 Department of Health ex hospitals nursing homes home health agencies boarding care facilities board and lodging facilities 28
49. was entered is saved but is not submitted to DHS at this point Another user with the proper rights must review verify the information and submit it to DHS for processing see the next section entitled Verify Submit Background Studies Verify Submit Background Studies As previously stated an organization submitting a background study request is responsible to verify that the information collected and entered in the background study request is correct before submitting the background study request to DHS 245C 05 subdivision 2 Background study requests awaiting review can be accessed via the Verify Submit Background Studies option at the Main Menu Clicking on this option opens a screen that displays all 11 background study requests that are awaiting verification prior to submission Also displayed are the request ID that identifies the request the subject s name and date of birth the date and time it was created the name of the user who created the study and whether the payment has been made or not Verify Submit Background Study Requests includes a column titled Payment Status There are four payment status options 1 Paid this status will be displayed when the background study subject entered their own information in NETStudy and paid the fee for their background study Before this background study request can be submitted to DHS for processing the information entered must be verified by a us
50. yment Status erify Delete 894814 Dough NMN Boy 5 5 1971 6 2 2009 2 48 PM nontrusted Paid Yerify Delete 894828 Jolly Green Giant 5 5 1971 6 8 2009 10 38 AM adminO2 Pay after verify Yerify Delete 894827 Mickey Dee Mouse 5 5 1971 6 8 2009 10 33 AM nontrusted Payment in process Yerify Delete 894815 Susie NMN Que 5 5 1971 6 2 2009 2 53PM tester01 Payment failed As previously stated an organization submitting a background study request is responsible to verify that the information collected and entered in the background study request is correct before submitting the background study request to DHS 245C 05 subdivision 2 If a user observes that information in a background study request is incorrect the user can edit the information by clicking Delete and making the necessary changes Click on the Submit Study button once everything is correct If the payment status was pay after verify a message box will pop up stating 12 Microsoft Internet Explorer E l x To make payment click on Make Payment and Submit Studies button to be directed to the US Bank website Follow the instructions on the US Bank website to make payment Once payment has been made log back into NETStudy go to the Review Results page and print out the submitted study for your records The individual will then be able to provide direct contact services with continuous supervision pending notice from the Department of Human Services AN Background st
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