Revised CANTS Clearance Process

Illinois Department of Human Services

Division of Developmental Disabilities

DD.25.012

Policy:

This Information Bulletin will provide information to assist Division of Developmental Disabilities (DDD) Provider Agencies, Independent Service Coordinator (ISC) Agencies, and the Fiscal Intermediary Agency (ACES$) in coordinating the required background checks and clearances both for new agency hires (employees, contractors, and/or volunteers in any capacity) and the annual updates for all employees (or contractors/volunteers), specifically for clearances with the Department of Children and Family Services (DCFS) State Central Register/Child Abuse and Neglect Tracking System (CANTS).

Process and Procedure:

The revised DCFS process for completing the required CANTS clearances is as follows:

  • For newly hired employees/contractors/volunteers: As directed in the Home and Community Based-Supports (HCBS) Waivers for Children's Residential and Children's Support, for Providers who provide services to children (under the age of 18), they shall not utilize a staff person, contractor, or volunteer in any capacity until the Provider has inquired of and received the results from the DCFS State Central Register/Child Abuse and Neglect Tracking System (CANTS) - among other required background checks. Provider Agencies/ISCs/ACES$ should allow approximately 7-10 business days from the date of the applicant's electronic authorization (electronic signature) for the results from the completed CANTS check to be available in the DCFS Online CFS689 Background Check portal system.
    • As directed in the HCBS Waiver for Adults with Developmental Disabilities, for providers who do not provide services to children (under the age of 18), the employee (or contractor/volunteer) is authorized to begin providing services pending the outcome of their CANTS check, however, all other required background checks must be successfully completed and the CANTS check authorized (submitted and in process) prior to the employee's (contractor's/volunteer's) start date. Examples of other background checks required are Healthcare Worker Registry (HCWR), Illinois Sex Offender Registry, and Illinois Healthcare and Family Services (HFS) Office of Inspector General (OIG) Sanctions List.
  • For each staff person, contractor, or volunteer in any capacity (pursuant to all three pertinent HCBS Waivers), the Provider shall complete an annual check of all required background check registries, including the DCFS CANTS system. Providers must establish a schedule that results in completion of checks annually (every 365 calendar days).
  • For any outside contractor who has not completed the required background checks and whose services must be utilized in an emergent capacity, (for example, a Heating Ventilation and Air Conditioning (HVAC) technician coming to emergently repair a broken furnace after hours or over a weekend), the contractor MUST be under the direct supervision of and accompanied at all times by a staff person who has had all of their required background checks, including CANTS, completed and with no exclusionary findings.
  • All DDD Provider Agencies, ISCs, and Fiscal Intermediary Agency (ACES$) must be registered with DCFS to utilize the CFS689 Background Check Online Portal system to complete required DCFS CANTS background checks.
  • Registration is required to use the portal. All information is confidential and shared only with authorized designated administrators. To register:
    1. Go to DCFS Account Management to register your email account.
    2. Send an email to DCFS.ProductionControlUnit@illinois.gov with '"DHS Provider Agency Requesting Portal Access" in the subject line. The Springfield Production Control Unit will send out an invitation email with onboarding information and an application in return.
  • Once an employer is registered to use the DCFS Online CFS689 Background Check portal system to complete the CANTS background check, the employer will input the applicant's name, date of birth, gender, ethnicity, race, and email address directly into the DCFS Portal. The applicant will then receive an email from DCFS requesting their participation. The applicant will need to log in, complete the registration process, fill in the applicant information portion, authorize DCFS to complete the CANTS background check (which includes granting the Provider Agency/ISC/ACES$ permission to access their CANTS results), and consent to using an electronic signature.
  • For employees, contractors, and/or volunteers who do not currently have an email account, there are many providers who offer free email accounts including: Gmail by Google, Outlook by Microsoft, Yahoo Mail by Yahoo, and AOL Mail by AOL. Most free email accounts can be accessed from any computer, smartphone, or tablet with an internet connection and web browser.
  • If an applicant does not have access to the internet at home, most public libraries offer free internet access. Provider agencies/ISCs/ACES$ are also encouraged to invite applicants to utilize their office computers/internet connection when needed for applicants to complete their authorization for their CANTS background check through the DCFS Online CFS689 Background Check portal system.
  • The only exceptions when a Provider/ISC/ACES$ will be allowed to submit a CANTS form (CFS689) via the previous email submission process are:
    • If an applicant does not speak English as their native/primary language and requires assistance to complete the CANTS form; or
    • If an applicant has a specific need for an accommodation, for example having a developmental disability, visual impairment, or other documented disability.

In these limited circumstances, the Provider/ISC/ACES$ will have the applicant complete the old paper CFS689 CANTS form, and prior to email submission, will email the DCFS Production Control Unit at DCFS.ProductionControlUnit@illinois.gov with the subject line "Email CANTS Exception Needed" to alert them to the email submission they will be sending and why the exception is needed. The employer will then submit the .pdf file of the scanned, signed paper CFS689 and email to: DCFS.689Background@illinois.gov, as per the previously implemented process.

If a Provider/ISC/ACES$ submits a CANTS form (CFS689) that does not meet an allowable exception, does not email to advise the Production Care Unit (PCU) of the needed exception, or has neglected to register to utilize the online Portal, the CANTS checks they have submitted via the old email system will be returned unprocessed with instructions to submit the CANTS check via the DCFS Online CFS689 Background Check portal system.

If you require technical assistance utilizing the DCFS Online CFS689 Background Check portal system, please contact the DCFS Office of Information Technology Services (OITS) Helpdesk at 1-800-610-2089.

If you have questions specifically relating to use of the DCFS Online CFS689 Background Check portal system, please contact the DCFS Springfield Production Control Unit at: DCFS.ProductionControlUnit@illinois.gov.

If you have any questions about this informational bulletin, please contact the Division of Developmental Disabilities at: DHS.BQM@illinois.gov.

Effective Date

This Information Bulletin is effective immediately upon posting as final.