DSP Required Record Keeping

Agencies MUST keep sufficient documentation available for Department review to demonstrate that each DSP:

This documentation includes:

1. Completed DSP Training Program Approved OJTs and CBTAs Training Assessments (Effective 6/1/2013, this document supersedes Appendix 3). 
   • The DSP Training Program Approved OJTs and CBTAs form or other DHS-approved OJT documentation form must be signed by both the DSP and the person supervising the competency to document the required competencies were demonstrated at the 100% level of accuracy.
2. Choose method a or b below:
   1. Completed DSP Core Competency Area Checklist (IL462-1286).  Agencies using this form must include:
      • Date the DSP demonstrated knowledge of each informational competency at an 80% or higher level of accuracy.
      • Date skill was demonstrated in performing each interventional competency at an 100% level of accuracy.
      • The transfer of dates that the DSP demonstrated competency in both informational and interventional competencies.
   2. Completed DSP Training Program: Core Competency Verification (IL462-1290).  Agencies using this form must:
      • Attach assessment test results for each classroom module showing the trainee's successful completion of classroom training at the 80% or higher level of accuracy.
      • Attach completed DSP Training Program Approved OJT/CBTAs Training Assessments (This document supersedes Appendix 3 as of 6-1-13).
3. Choose the training method used (a or b) for information on how to document Informational Competencies:
   1. Classroom Training - sign-in sheets for each module or classroom training  session. All sign-in sheets must include:
      • module or class name
      • class date
      • class times
      • instructor signature and trainee signature
   2. Online Training - Agency Course Coordinators must ensure that a Certificate of successful completion is maintained for each trainee.
      • For Providers using approved online training for the classroom component of the DSP training, it is easiest to complete the DSP Training Program: Core Competency Verification (IL462-1290) rather than the DSP Core Competency Area Checklist (IL462-1286) and attach the Certificate of successful completion to it as documentation of satisfactory completion of the DSP classroom curriculum.
      • For all approved online training programs, complete IL462-1290 pages 1 and 3 just like that for instructor-led training and on Page 2, complete top portion and enter dates of the First Aid and CPR certifications.
      • If using the SIU online program, enter the date each Module was successfully completed in the "Date of Assessment" column and the actual test score for each module in the corresponding "Score" column. For the SIU online program, it is recommended that Module activities also be maintained.
      • If using Relias Learning or College of Direct Support online programs, enter the date of the Certificate of successful completion for each Module in the "Date of Assessment" column.  Optionally, the date can be entered beside Module 1 with a line drawn down the column through Module 6.In the "Score" column, enter, "passed at 80% or higher" for each Module, or optionally, enter "passed at 80% or higher" beside Module 1 and draw a line down the column through Module 6.
4. Documentation that the DSP (and all employees) has had an Illinois State Police criminal background check result (Fee_App, fingerprint; UCIA, name-based) reported to the Health Care Worker Registry (HCWR).  New hires must have a fingerprint criminal background check (Fee_App) completed with no disqualifying criminal convictions reported to the HCWR. 
5. Documentation of required registry clearances for the DSP (and all employees) at time of hire and annually thereafter:
   1. Health Care Worker Registry: Confirms the DSP has had a criminal background check, no substantiated finding of abuse, neglect or exploitation reported by the DHS Office of the Inspector General (OIG), or Department on Aging (DoA), and no disqualifying criminal convictions.
   2. DCFS State Central Register (CANTS): Confirms whether there has been a finding of abuse or neglect adjudicated by DCFS. If so, a waiver from DHS is required before the person can work for DD providers.
   3. Illinois Sex Offender Registry: Confirms there are no criminal convictions or outstanding warrants for sex-related offenses reported by this registry.
6. Documentation at the time of hire that the DSP (and all employees) is not reported on the Illinois Department of Healthcare and Family Services (HFS), Office of Inspector General (OIG) Sanctions List. This list contains the names of providers and individuals currently terminated, suspended, barred, voluntarily withdrawn or otherwise excluded from participation in the Illinois Medical Assistance Program. If an individual is on the sanctions list, it will be necessary for the agency to confirm the person's eligibility for employment with HFS per its OIG guidelines.
7. For DSPs trained to administer medications or needing proof of completion of 8th grade, Original TABE (Test of Adult Basic Education) score sheet or Original ABLE (Adult Basic Literacy Examination) or Comprehensive Adult Student Assessment System (CASAS) score sheets.
8. Verifications of initial and all subsequent First Aid and CPR certifications from the American Red Cross or American Heart Association or proof of current certification as an Emergency Medical Technician through an examination approved by the Illinois Department of Public Health and/or National Registry of Emergency Medical Technicians (NREMT).
9. For DSPs trained to administer medications, documentation of the dates of medication administration class, test results, and successful completion of the competency-based training assessment.

These documentation forms must be kept in the employee's training or personnel file or location available for review by Department staff.