1. (a) The Division of Children and Family Services County Office Volunteer Designee or Community Organization Liaison will:

   1. (1)

      1. (A) Provide volunteer applicant with a Volunteer Packet and instructions on completion.
      2. (B) The forms in the Volunteer Packet that the volunteer applicant will receive are:

2. (i) CFS-050-A: DCFS Volunteer Opportunities;

   1. (ii) CFS-050-C: DCFS Volunteer Application;

      1. (iii) CFS 050-D: DCFS Volunteer Confidentiality Statement;

         1. (iv) CFS-050-E: Volunteer Agreement;
         2. (v) CFS-316: Request for Child Maltreatment Central Registry Check;
         3. (vi) CFS-342: State Police Criminal Record Check;
         4. (vii) Federal Bureau of Investigation fingerprint card (if not using harvester) for any volunteer applicant who has not lived continuously in Arkansas for the past five (5) years;
         5. (viii) CFS-593: Arkansas State Vehicle Safety Program Additional Requirements for Division of Children and Family Services drivers;
         6. (ix) VSP-001: Authorization to Operate State Vehicles and Private Vehicles on State Business;
         7. (x) VSP-002: Authorization to Obtain Traffic Violation Record; and
         8. (xi) Arkansas State Vehicle Safety Program Manual.

      2. (C) The forms in the Indirect Service Volunteer Packet that the volunteer applicant will receive are:

         1. (i) CFS-050-C: Volunteer Application;
         2. (ii) CFS-050-D: Confidentiality Statement; and
         3. (iii) CFS-050-E: Volunteer Agreement;
   2. (2) Ask applicant to submit a W-9 if the volunteer plans to transport clients and wishes to be reimbursed for mileage;
   3. (3) Answer volunteer applicant questions, as applicable;
   4. (4) Collect the Volunteer Packet forms listed above from the applicant once all forms have been completed including the volunteer applicant’s W-9, if applicable;
   5. (5) Review Volunteer Packet forms submitted by volunteer applicant;
   6. (6) Call the references listed on the application to gather more information;
   7. (7) Complete Section A of CFS-050-B: DCFS Volunteer Checklist, as appropriate, to ensure that all documents required of volunteer applicant have been completed;
   8. (8) Forward the completed Volunteer Packet, including CFS-050-B: DCFS Volunteer Checklist, to the Division of Children and Family Services Statewide Volunteer Coordinator, Slot S-565 for processing and approval;

   9. (9) Provide the transaction number (upon receipt from the Division of Children and Family Services Volunteer Coordinator) to volunteer applicants who:

      1. (A) Have not lived in Arkansas continuously for the past five (5) years; and
      2. (B) Choose to use the harvester to conduct the Federal Bureau of Investigation fingerprint-based Criminal Background Check;

   10. (10) If approval of volunteer is received from the Division of Children and Family Services Statewide Volunteer Coordinator via completed CFS-050-B: DCFS Volunteer Checklist:

       1. (A) Inform volunteer as soon as possible;
       2. (B) Assign volunteer an appropriate point of contact in the county office prior to commencement of any volunteer activities;
       3. (C) Provide the Division of Children and Family Services orientation to volunteer prior to commencement of any volunteer activities, but preferably within two (2) weeks of approval notification to volunteer;
       4. (D) Establish mutually agreed upon schedule for volunteer;
       5. (E) Complete Section C of CFS-050-B: DCFS Volunteer Checklist and file in volunteer record;
       6. (F) Handle complaints as needed; and
       7. (G) Notify the Division of Children and Family Services Statewide Volunteer Coordinator if volunteer quits or is asked to leave; and

   11. (11) If approval of a volunteer is not received from the Division of Children and Family Services Statewide Volunteer Coordinator:

       1. (A) Inform the volunteer as soon as possible; and
       2. (B) Place copy of completed CFS-050-B: DCFS Volunteer Checklist in volunteer applicant record.

3. (b) The Division of Children and Family Services Statewide Volunteer Coordinator will:

   1. (1) Review forms in the Volunteer Packet using CFS-050-B Division of Children and Family Services Volunteer as a guide to ensure all required volunteer applicant forms have been completed and submitted;
   2. (2) Mail a thank you post card to the volunteer applicant;

   3. (3)

      1. (A) Route all background check request forms to the appropriate units.

      2. (B)

         1. (i) Submit the completed CFS-316: Request for Child Maltreatment Central Registry Check to the Central Registry Unit for each volunteer applicant.
         2. (ii) The CFS-316 must be notarized.
         3. (iii) The Child Maltreatment Central Registry Check shall be repeated every two (2) years.
         4. (iv) Route each completed CFS-316 to the Central Registry Unit.
         5. (v) Document results in CHRIS.

      3. (C)

         1. (i) Submit the completed CFS-342: State Police Criminal Record Check for each volunteer applicant.
         2. (ii) The CFS-342 must be notarized.
         3. (iii) The Division of Arkansas State Police Criminal Record Check shall be repeated every two (2) years.
         4. (iv) Route each completed CFS-342 to the Criminal Records Unit.
         5. (v) Document eligible or ineligible results in CHRIS.

      4. (D)

         1. (i) Submit the signed CFS-593, VSP-1, and VSP-2 to the Vehicle Safety Program Coordinator along with a clear copy of the driver’s license for each volunteer applicant.
         2. (ii) Copy the front and back of the driver’s license.
         3. (iii) Document results in CHRIS.

      5. (E)

         1. (i) For all volunteer applicants who have not lived in Arkansas continuously for the past five (5) years, submit the appropriate paperwork for a Federal Bureau of Investigation fingerprint-based Criminal Background Check to the Division of Children and Family Services Criminal Records Unit to process this check and collaborate with the Criminal Background Check Unit accordingly.
         2. (ii) There are two (2) options for processing the Federal Bureau of Investigation check:

4. (a)

   1. (1) (a)(1) Electronic fingerprint scanning.
   2. (2) (2) Volunteer applicants do not need to fill out a Federal Bureau of Investigation fingerprint card, as a request for electronic scanning will be done via CFS-342: State Police Criminal Record Check.
   3. (3) (3) The Criminal Records Unit will use the CFS-342: State Police Criminal Record Check to get a transaction number from the Division of Arkansas State Police.
   4. (4) (4) The Criminal Records Unit will forward the transaction number to the Division of Children and Family Services Statewide Volunteer Coordinator.
   5. (5) (5) The Division of Children and Family Services Statewide Volunteer Coordinator will forward the transaction number to the Division of Children and Family Services County Volunteer Designee or Community Organization Liaison to then forward to the volunteer applicant.
   6. (6) (6) Applicants must go to an approved electronic harvester to have fingerprints scanned; and

5. (b)

   1. (1) (b)(1) Ink fingerprint.

   2. (2)

      1. (A) (2)(A) Volunteer applicants will complete CFS-342: State Police Criminal Record Check and the Federal Bureau of Investigation fingerprint card with good, unsmudged prints.
      2. (B) (B) Take care not to staple through the fingerprints on the Federal Bureau of Investigation fingerprint card.

   3. (3)

      1. (A) (3)(A) If the prints are not readable, the volunteer will have to resubmit.
      2. (B) (B) Volunteer applicants may not use an electronic harvester if they have already submitted ink fingerprints and the attempt was unsuccessful.
   4. (4) (4) If a legible set of fingerprints cannot be obtained after a minimum of two (2) attempts, a name-based Federal Bureau of Investigation check will be conducted instead;
   5. (4) Enter all other required volunteer data into the volunteer management spreadsheet or CHRIS, as applicable;
   6. (5) Maintain other records and correspondence with county office staff and Community Organization Liaisons regarding volunteers;
   7. (6) Notify a County Office Volunteer Designee or Community Liaison, as appropriate, with approval or denial status of volunteer via completed CFS-050-B: DCFS Volunteer Checklist for record keeping purposes;
   8. (7) Maintain a copy of the CFS-050-B: DCFS Volunteer Checklist for record keeping purposes;
   9. (8) Assist county office staff and Community Organization Liaisons with orientations for new volunteers as needed/upon request;
   10. (9) Assist county office staff and Community Organization Liaisons with trouble-shooting volunteer-related issues; and
   11. (10) Document in volunteer management spreadsheet or CHRIS, as applicable, when volunteer resigns or is asked to leave, as applicable.

Codification Notes: This section as promulgated prior to codification into the Code of Arkansas Rules provided as follows: "04/2018"