1. (a) The Division of Children and Family Services Statewide Volunteer Coordinator will:

   1. (1) Mail the following to the volunteer’s home address (as identified in CHRIS) at least thirty (30) business days prior to the volunteer’s two-year anniversary of his or her last processing of background checks:

      1. (A) A cover letter:

2. (i) Thanking the volunteer for his or her volunteer service;

   1. (ii) Reminding the volunteer that he or she is required to earn five (5) hours of continuing education credit annually following the completion of the first year of volunteer service;

      1. (iii) Explaining that his or her background checks will expire soon and must be renewed;

         1. (iv) Requesting volunteer to complete all enclosed background check forms and return them to the division Central Office Policy Unit within two (2) weeks of receipt;
         2. (v) Informing volunteer that if all enclosed background check forms are not completed and returned to the division Statewide Volunteer Coordinator within the required timeframe, he or she will no longer be eligible to serve as a division volunteer; and
         3. (vi) Requesting volunteer to provide copies of his or her training completion certificates earned over the last year;
      2. (B) CFS-316: Request for Child Maltreatment Central Registry Check; and
      3. (C) CFS-342: State Police Criminal Record Check;
   2. (2) After mailing the information listed above, notify volunteer’s County Office Volunteer Designee or Community Organization Liaison, as applicable, that volunteer’s background checks must be renewed as soon as possible and that required forms have been mailed to the volunteer; and

   3. (3) If volunteer does not return all completed background check forms and copies of training certificates within requested timeframes outlined in aforementioned cover letter:

      1. (A) Contact volunteer by phone prior to his or her two-year anniversary of the last processing of background checks to request that he or she complete and return required background check forms within one (1) week;
      2. (B) Document conversation (or attempt to contact) with volunteer in the volunteer management spreadsheet or CHRIS, as applicable; and

      3. (C) If volunteer still does not return completed background checks and copies of training certificates within required timeframe:

         1. (i) Document in the volunteer management spreadsheet or CHRIS, as applicable, that volunteer is no longer eligible to serve as a volunteer;
         2. (ii) Send a letter to the former volunteer informing him or her that he or she is no longer eligible to serve as a volunteer;
         3. (iii) Notify the volunteer’s County Office Volunteer Designee via email that the volunteer may no longer serve as a volunteer in the county office;
         4. (iv) Submit returned background check forms to applicable background check units for processing (see 9 CAR § 40-204).
         5. (v) Notify County Office Volunteer Designee or Community Organization Liaison, as appropriate, with approval or denial status of volunteer based on the background check reevaluation.

3. (b) The County Office Volunteer Designee or Community Organization Liaison will:

   1. (1) Work with the division Statewide Volunteer Coordinator and volunteer as needed to ensure that a volunteer’s background checks are renewed when required; and
   2. (2) If a volunteer does not renew required background checks in required timeframe, ensure he or she no longer provides services to/at the local county office or through the community organization that helps to support the division.

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