TrustLine (TL) Health & Safety - TL Application Process

TL and Health & Safety Forms

A license-exempt provider who is NOT exempt from TL must comply with TL requirements and be provided with the TL and Health & Safety forms.  For further information regarding these forms refer to TrustLine (TL) Health & Safety - Completing the Forms .

Form for the Associate Employment Counselor (AEC)/Employment Counselor (EC)

• Checklist for TrustLine and Health and Safety Self-Certification (SCD 533)

Forms for the Client/Child Care Provider

• IMPORTANT NOTICE Child Care TrustLine Registry System (SCD 514)
• License-Exempt Home Certification/Registration (SCD 1753)
• Health & Safety Self-Certification (CCP 4)
• Health & Safety Facility Checklist (SCD 1178)
• TrustLine Informing Notice (SCD 209)
• Request for Taxpayer Identification Number & Certification (W-9) (Not a copy)
• TrustLine Parent Pamphlet (PUB 438) (optional, warehouse only)
• TrustLine License-Exempt Provider Pamphlet (PUB 439) (optional, warehouse only)

Form for Live Scan

• Two copies of TrustLine Registry Application (TLR 9163G) (seven pages)

Forms for Santa Clara County Office of Education (SCCOE)

• TrustLine Referral (SCD 511)
• Second copy of TLR 9163G

Note: TL may require the same documents.

Fingerprinting Services

Provider fingerprints are ONLY accepted electronically via the Live Scan process. Manual fingerprinting (fingerprint cards) is no longer accepted.

Live Scan Services

Live Scan refers to the process of capturing and transmitting fingerprint images through an authorized Live Scan location. The location can be a local law enforcement agency or a private establishment. Live Scan dramatically reduces the processing time for TL applications because not only are fingerprint images transmitted electronically to the Department of Justice (DOJ), but the applicant's informational data is also sent electronically by the Live Scan operator.

The TL child care provider applicant is required to complete the TLR 9163G, and bring the form to the Live Scan operator on the day of the fingerprint scanning.

The TL applicant is required to pay all fees related to Live Scan. Fingerprint imaging fees vary by site. The TL applicant is responsible for paying the fee directly to the Live Scan location. Some locations require scheduling an appointment, while others offer drop-in and/or mobile services. Refer to Live Scan Locations and the SCD 514 for information on county-specific locations and details, including fees.

The TL applicant must also show any of the following ID cards to the Live Scan operator:

• California Driver’s License,
• California Department of Motor Vehicles (DMV) ID Card,
• Driver’s License or ID Card from any of the 50 states, or
• Permanent Resident Card.

Reminder: The AEC/EC must ensure that the information under the “Agency Identifying Number” and “Agency Information” (Sections 5 and 6) and the “Resource & Referral/Alternative Payment Program” (Section 13) of the TLR 9163G is pre-populated with the correct information and codes.

Associate Employment Counselor (AEC)/Employment Counselor (EC) Responsibilities

The AEC/EC is responsible for the following:

Refer to TrustLine (TL) Health & Safety - Processing TL and Completing the TrustLine Referral (SCD 511) for additional responsibilities.

• Explain the TL process, including that the child care provider is responsible for paying the TL fingerprint imaging fees. If approved, the TL child care provider may submit verification of the imaging fee to the county for reimbursement. 

Note: Fingerprint imaging fee reimbursements will be paid as a one-time child care expense after the provider has been approved and entered in the provider database.

• Give the provider the TL packet and inform the client that if the provider does not complete the TL/Live Scan process, child care payments can NOT be approved.
• Communicate to the client that they must inform their provider that the county may only be able to pay for up to 120 retroactive calendar days from the date TL is approved.
• Check for a valid California Driver’s License or Identification Card and signed Social Security card.
• Explain that if TL is NOT approved, the client will be responsible for paying any costs incurred for child care used while the provider was pending TL, and the fingerprint imaging fee will not be reimbursed.
• Explain that both the provider and client must sign the SCD 209.
• Complete the SCD 511.
• On the TLR 9163G, complete the information under both “Agency Information” (box 6) and “Resource & Referral/Payment Program” (box 13), mark “Stage I" or “Cal-Learn” under Program and enter the case number.
• Explain to the client that the provider (TL Applicant) needs to complete Sections 4, 8, 9, 10 (optional), and 11 on the TLR 9163G.

Note: Two copies of the TLR 9163G need to be completed. The Live Scan location keeps one copy, and the provider returns the second copy to the SCCOE.

• Assist the client and/or provider with scanning the completed TL application and emailing it to the SCCOE as needed.
• Complete the SCD 533 and send it to Imaging.
• Have the child care provider complete an SCD 1753 if they are a non-caretaker/relative caring for the children of only one family besides their own. This form must be scanned into Imaging prior to issuing a child care payment.
• Issue the Notice of Action Child Care Services (NA 832) for no more than 120-calendar days retroactively once TL is cleared/approved.
• Discontinue child care if TL is denied/revoked after it has been approved.

Client Responsibility

The client is responsible for ensuring that the provider:

• Receives and reviews the TL packet.
• Is aware that the county may only be able to pay for 120-calendar day period, once the provider is approved for TL registration.
• Is aware that the county will reimburse the fingerprint imaging fee with verification if the provider is approved for TL.
• Signs the SCD 209 and CCP 4.
• Completes the required TL forms and submits required documentation within seven days.

Provider Responsibility

The child care provider has seven calendar days to take the following steps:

• Completes the following form and submits them to the county by the due date:
  • SCD 1753 (attach a copy of a valid California Driver License or valid California ID AND a copy of a signed Social Security Card)
• Completes two copies of the TLR 9163G.
• Chooses the Live Scan location of their choice and schedules an appointment. Some locations offer drop-in and/or mobile service.

Note: The SCD 514 contains a listing of Live Scan Operators in the county.

• Brings both copies of the TLR 9163G to the Live Scan operator on the day of the fingerprint scanning and pays all Live Scan fees as appropriate. 

Note: The Live Scan Operator keeps one copy of the TLR 9163G and transmits fingerprint images and provider informational data electronically to the DOJ. The applicant keeps the other copy for their records and emails it to the SCCOE at trustlinescc@sccoe.org, along with other TL related forms.

After the fingerprint imaging is complete, the child care provider can scan or take pictures of the application and email the following to the SCCOE at trustlinescc@sccoe.org:

• Second copy of the TLR 9163G,
• SCD 511.

If the child care provider would like to request reimbursement for fingerprint imaging fees, they must submit verification of the fingerprint imaging fee to the  county.

Reminder: Fingerprint imaging fee reimbursements will be paid after the provider has been approved and entered into the provider database.  

SCCOE Responsibility

After the child care provider submits the completed forms via email to the SCCOE, the Coordinator at SCCOE will:

• Review the TL application packet for quality assurance.

• Complete the bottom half of the SCD511 and email it to the CWES designated staff person at Senter Road. The CWES designee sends the SCD 511 to Imaging and emails the assigned AEC/EC.

California Department of Social Services (CDSS) Responsibility

For applicants without an email address, upon receiving background results, CDSS will:

• Transmit background check results to the California Child Care Resource and Referral Network (CCRRN).
• Send the results to the applicant.