Ohio Rev. Code Ann. § 5123.081 – Criminal records check

(A) As used in this section:
1. (1)
  1. (a) "Applicant" means any of the following:
    1. (i) A person who is under final consideration for appointment to or employment with the department of developmental disabilities or a county board of developmental disabilities;
    2. (ii) A person who is being transferred to the department or a county board;
    3. (iii) An employee who is being recalled to or reemployed by the department or a county board after a layoff;
    4. (iv) A person under final consideration for a direct services position with a provider or subcontractor.
  2. (b) Neither of the following is an applicant:
    1. (i) A person who is employed by a responsible entity in a position for which a criminal records check is required by this section and either is being considered for a different position with the responsible entity or is returning after a leave of absence or seasonal break in employment, unless the responsible entity has reason to believe that the person has committed a disqualifying offense;
    2. (ii) A person who is to provide only respite care under a family support services program established under section 5126.11 of the Revised Code if a family member of the individual with a developmental disability who is to receive the respite care selects the person.
2. (2) "Criminal records check" has the same meaning as in section 109.572 of the Revised Code.
3. (3) "Direct services position" means an employment position in which the employee has the opportunity to be alone with or exercises supervision or control over one or more individuals with developmental disabilities.
4. (4) "Disqualifying offense" means any of the offenses listed or described in divisions (A)(3)(a) to (e) of section 109.572 of the Revised Code.
5. (5)
  1. (a) "Employee" means either of the following:
    1. (i) A person appointed to or employed by the department of developmental disabilities or a county board of developmental disabilities;
    2. (ii) A person employed in a direct services position by a provider or subcontractor.
  2. (b) "Employee" does not mean a person who provides only respite care under a family support services program established under section 5126.11 of the Revised Code if a family member of the individual with a developmental disability who receives the respite care selected the person.
6. (6) "Minor drug possession offense" has the same meaning as in section 2925.01 of the Revised Code.
7. (7) "Provider" means a person that provides specialized services to individuals with developmental disabilities and employs one or more persons in direct services positions.
8. (8) "Responsible entity" means the following:
  1. (a) The department of developmental disabilities in the case of either of the following:
    1. (i) A person who is an applicant because the person is under final consideration for appointment to or employment with the department, being transferred to the department, or being recalled to or reemployed by the department after a layoff;
    2. (ii) A person who is an employee because the person is appointed to or employed by the department.
  2. (b) A county board of developmental disabilities in the case of either of the following:
    1. (i) A person who is an applicant because the person is under final consideration for appointment to or employment with the county board, being transferred to the county board, or being recalled to or reemployed by the county board after a layoff;
    2. (ii) A person who is an employee because the person is appointed to or employed by the county board.
  3. (c) A provider in the case of either of the following:
    1. (i) A person who is an applicant because the person is under final consideration for a direct services position with the provider;
    2. (ii) A person who is an employee because the person is employed in a direct services position by the provider.
  4. (d) A subcontractor in the case of either of the following:
    1. (i) A person who is an applicant because the person is under final consideration for a direct services position with the subcontractor;
    2. (ii) A person who is an employee because the person is employed in a direct services position by the subcontractor.
9. (9) "Specialized services" means any program or service designed and operated to serve primarily individuals with developmental disabilities, including a program or service provided by an entity licensed or certified by the department of developmental disabilities. If there is a question as to whether a provider or subcontractor is providing specialized services, the provider or subcontractor may request that the director of developmental disabilities make a determination. The director's determination is final.
10. (10) "Subcontractor" means a person to which both of the following apply:
  1. (a) The person has either of the following:
    1. (i) A subcontract with a provider to provide specialized services included in the contract between the provider and the department of developmental disabilities or a county board of developmental disabilities;
    2. (ii) A subcontract with another subcontractor to provide specialized services included in a subcontract between the other subcontractor and a provider or other subcontractor.
  2. (b) The person employs one or more persons in direct services positions.
(B) A responsible entity shall not employ an applicant or continue to employ an employee if either of the following applies:
1. (1) The applicant or employee fails to comply with division (D)(3) of this section.
2. (2) Except as provided in rules adopted under this section, the applicant or employee is found by a criminal records check required by this section to have been convicted of, pleaded guilty to, or been found eligible for intervention in lieu of conviction for a disqualifying offense.
(C) Before employing an applicant in a position for which a criminal records check is required by this section, a responsible entity shall require the applicant to submit a statement with the applicant's signature attesting that the applicant has not been convicted of, pleaded guilty to, or been found eligible for intervention in lieu of conviction for a disqualifying offense. The responsible entity also shall require the applicant to sign an agreement under which the applicant agrees to notify the responsible entity within fourteen calendar days if, while employed by the responsible entity, the applicant is formally charged with, is convicted of, pleads guilty to, or is found eligible for intervention in lieu of conviction for a disqualifying offense. The agreement shall provide that the applicant's failure to provide the notification may result in termination of the applicant's employment.
(D)
1. (1) As a condition of employing any applicant in a position for which a criminal records check is required by this section, a responsible entity shall request the superintendent of the bureau of criminal identification and investigation to conduct a criminal records check of the applicant. If rules adopted under this section require an employee to undergo a criminal records check, a responsible entity shall request the superintendent to conduct a criminal records check of the employee at times specified in the rules as a condition of the responsible entity's continuing to employ the employee in a position for which a criminal records check is required by this section. If an applicant or employee does not present proof that the applicant or employee has been a resident of this state for the five-year period immediately prior to the date upon which the criminal records check is requested, the responsible entity shall request that the superintendent obtain information from the federal bureau of investigation as a part of the criminal records check. If the applicant or employee presents proof that the applicant or employee has been a resident of this state for that five-year period, the responsible entity may request that the superintendent include information from the federal bureau of investigation in the criminal records check. For purposes of this division, an applicant or employee may provide proof of residency in this state by presenting, with a notarized statement asserting that the applicant or employee has been a resident of this state for that five-year period, a valid driver's license, notification of registration as an elector, a copy of an officially filed federal or state tax form identifying the applicant's or employee's permanent residence, or any other document the responsible entity considers acceptable.
2. (2) A responsible entity shall do all of the following:
  1. (a) Provide to each applicant and employee for whom a criminal records check is required by this section a copy of the form prescribed pursuant to division (C)(1) of section 109.572 of the Revised Code and a standard impression sheet to obtain fingerprint impressions prescribed pursuant to division (C)(2) of section 109.572 of the Revised Code;
  2. (b) Obtain the completed form and standard impression sheet from the applicant or employee;
  3. (c) Forward the completed form and standard impression sheet to the superintendent at the time the criminal records check is requested.
3. (3) Any applicant or employee who receives pursuant to this division a copy of the form prescribed pursuant to division (C)(1) of section 109.572 of the Revised Code and a copy of the standard impression sheet prescribed pursuant to division (C)(2) of that section and who is requested to complete the form and provide a set of the applicant's or employee's fingerprint impressions shall complete the form or provide all the information necessary to complete the form and shall provide the standard impression sheet with the impressions of the applicant's or employee's fingerprints.
4. (4) A responsible entity shall pay to the bureau of criminal identification and investigation the fee prescribed pursuant to division (C)(3) of section 109.572 of the Revised Code for each criminal records check requested and conducted pursuant to this section.
(E) A responsible entity may request any other state or federal agency to supply the responsible entity with a written report regarding the criminal record of an applicant or employee. If an employee holds an occupational or professional license or other credentials, the responsible entity may request that the state or federal agency that regulates the employee's occupation or profession supply the responsible entity with a written report of any information pertaining to the employee's criminal record that the agency obtains in the course of conducting an investigation or in the process of renewing the employee's license or other credentials. The responsible entity may consider the reports when determining whether to employ the applicant or to continue to employ the employee.
(F) As a condition of employing an applicant in a position for which a criminal records check is required by this section and that involves transporting individuals with developmental disabilities or operating a responsible entity's vehicles for any purpose, the responsible entity shall obtain the applicant's driving record from the bureau of motor vehicles. If rules adopted under this section require a responsible entity to obtain an employee's driving record, the responsible entity shall obtain the employee's driving record from the bureau at times specified in the rules as a condition of continuing to employ the employee. The responsible entity may consider the applicant's or employee's driving record when determining whether to employ the applicant or to continue to employ the employee.
(G) A responsible entity may employ an applicant conditionally pending receipt of a report regarding the applicant requested under this section. The responsible entity shall terminate the applicant's employment if it is determined from a report that the applicant failed to inform the responsible entity that the applicant had been convicted of, pleaded guilty to, or been found eligible for intervention in lieu of conviction for a disqualifying offense.
(H) A responsible entity may charge an applicant a fee for costs the responsible entity incurs in obtaining a report regarding the applicant under this section if the responsible entity notifies the applicant of the amount of the fee at the time of the applicant's initial application for employment and that, unless the fee is paid, the responsible entity will not consider the applicant for employment. The fee shall not exceed the amount of the fee, if any, the responsible entity pays for the report.
(I)
1. (1) Any report obtained pursuant to this section is not a public record for purposes of section 149.43 of the Revised Code and shall not be made available to any person, other than the following:
  1. (a) The applicant or employee who is the subject of the report or the applicant's or employee's representative;
  2. (b) The responsible entity that requested the report or its representative;
  3. (c) The department if a county board, provider, or subcontractor is the responsible entity that requested the report and the department requests the responsible entity to provide a copy of the report to the department;
  4. (d) A county board if a provider or subcontractor is the responsible entity that requested the report and the county board requests the responsible entity to provide a copy of the report to the county board;
  5. (e) Any court, hearing officer, or other necessary individual involved in a case dealing with any of the following:
    1. (i) The denial of employment to the applicant or employee;
    2. (ii) The denial, suspension, or revocation of a certificate under section 5123.166 or 5123.45 of the Revised Code;
    3. (iii) A civil or criminal action regarding the medicaid program or a program the department administers.
2. (2) An applicant or employee for whom the responsible entity has obtained reports under this section may submit a written request to the responsible entity to have copies of the reports sent to any state agency, entity of local government, or private entity. The applicant or employee shall specify in the request the agencies or entities to which the copies are to be sent. On receiving the request, the responsible entity shall send copies of the reports to the agencies or entities specified.
3. (3) A responsible entity may request that a state agency, entity of local government, or private entity send copies to the responsible entity of any report regarding a records check or criminal records check that the agency or entity possesses, if the responsible entity obtains the written consent of the individual who is the subject of the report.
4. (4) A responsible entity shall provide each applicant and employee with a copy of any report obtained about the applicant or employee under this section.
(J) The director of developmental disabilities shall adopt rules in accordance with Chapter 119. of the Revised Code to implement this section.
1. (1) The rules may do the following:
  1. (a) Require employees to undergo criminal records checks under this section;
  2. (b) Require responsible entities to obtain the driving records of employees under this section;
  3. (c) If the rules require employees to undergo criminal records checks, require responsible entities to obtain the driving records of employees, or both, exempt one or more classes of employees from the requirements.
2. (2) The rules shall do both of the following:
  1. (a) If the rules require employees to undergo criminal records checks, require responsible entities to obtain the driving records of employees, or both, specify the times at which the criminal records checks are to be conducted and the driving records are to be obtained;
  2. (b) Specify circumstances under which a responsible entity may employ an applicant or employee who is found by a criminal records check required by this section to have been convicted of, pleaded guilty to, or been found eligible for intervention in lieu of conviction for a disqualifying offense but meets standards in regard to rehabilitation set by the director.