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 as follows: Refer to TrustLine (TL) Health & Safety - Completing the Forms .

Form for the 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 DOJ, but the applicant 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 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. If applicant goes to the SCCOE site, finger printing will be free. Some locations require scheduling an appointment, while others offer drop-in and/or mobile service. Refer to Live Scan Locations and the SCD 514 for information on Live Scan county locations and detailed information including fees.

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

• California Driver’s License,
• California DMV Identification Card,
• Driver’s License from any of the 50 states, or
• Alien Registration Card.

Reminder: The EC must ensure that the information under the “Agency 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.

Employment Counselor (EC) Responsibilities

The 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 and that TL fingerprint imaging fees are paid by the child care provider. If approved, the TL child care provider may submit verification of the imaging fee to the County for reimbursement. Inform the provider if they go to the SCCOE site, fingerprint imaging will be free.

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 he or she must inform their provider that the county may only be able to pay for 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 to pay any costs incurred for child care used while the provider was pending TL, and the finger imaging fee will not be reimbursed.
• Explain that provider and client must sign the “TrustLine Informing Notice” (SCD 209).
• Complete the “TrustLine Referral” (SCD 511).
• Complete the information under both “Agency Information” (box 6) and “Resource & Referral/Alternative Payment Program” (box 13), mark “Stage I" or “Cal-Learn” under Program and enter case number.
• Explain to the client that the provider (TL Applicant) needs to complete Sections 4, 8, 9, 10 (optional), and 11.

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

• Assist client and/or provider to scan completed TL application and email to SCCOE as needed.
• Complete the “Checklist for TrustLine and Health and Safety Self-Certification” (SCD 533) and forward to IDM station.
• Have the child care provider complete a “License-Exempt Home Certification” (SCD 1753) if they are a non-caretaker/relative caring for the children of only one family besides their own. This must be scanned in IDM prior to issuing a child care payment.
• Issue “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 is approved.
• Complete the License-Exempt TL Pending Child Care Worksheet” (SCD 9), issue to client, and forward to IDM for scanning.
• Update and send the SCD 9 to IDM if the case needs to be transferred to another worker and an approval NOA cannot be issued.

Client Responsibility

The client is responsible to ensure 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 finger imaging fee with verification, if the provider is approved for TL, or that fingerprint imaging at SCCOE is free.
• Signs the “TrustLine Informing Notice” (SCD 209).
• 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 forms and submits to the County by due date:
  • “Health and Safety Self-Certification” (CCP 4)
  • “License-Exempt Home Certification Registration” (SCD 1753) (attach a copy of valid California Driver License or valid California ID AND a copy of signed Social Security Card)
  • “Request for Taxpayer Identification Number and Certification” (W-9)
  • “TrustLine Informing Notice” (SCD 209)
• Completes the SCD 511 and 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 the day of the fingerprint scanning and pays all Live Scan fees as appropriate. If applicant decides to go to SCCOE to complete fingerprint scanning, go to section 2a.

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

SCCOE provides Live Scan fingerprint images at no cost. Services are available from 8:15am - 2:15 PM, Tuesdays and Thursdays by appointment only. Address: 1290 Ridder Park Dr, San Jose, Ca 95131

To schedule an appointment:

1. Go to https://www.sccoe.org/depts/Human-Resources/Fingerprint/Pages/default.aspx (or call (408) 453-6835).
2. Click “Live Scan Appointment click Here” on the top right-hand side of the website.
3. Scroll down to the calendar, select month/year, and click on available date. A drop-down menu will appear to select an available time. Only dates in bold are available to be selected.
4. Enter your contact information and click “Complete Appointment.”
5. Your appointment confirmation will appear in the next window.

On the day of appointment:

1. Bring ID and both copies of the TLR 9163G and arrive no more than 5 minutes before the scheduled appointment.
2. Call (408) 453-6835 and wait in the lobby for Live Scan staff to come get you.

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

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

If done at sites other than SCCOE:

• Submit verification of finger imaging rolling fee to County for reimbursement.

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 to the CWES designated staff person at Senter Road. The CWES designee sends the SCD511 to the IDM station and emails assigned EC/case manager.

California Department of Social Services (CDSS) Responsibility

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

• Transmit background check results to California CCRRN.
• Send results to the applicant.