Cf: F-9.4, F-9.4a-P, F-9.5
PROTECTION OF CRIMINAL BACKGROUND INFORMATION
The Central Community School Board utilizes the Louisiana State Police (LSP) Bureau of Criminal Identification and Information for performing criminal background checks on employment candidates. In order to process criminal background checks utilizing this system, the Central Community School Board shall:
Comply with state and federal laws, rules, regulations, procedures,
and policies, including, but not limited to, the most current version
of the Federal Bureau of Investigation (FBI) Criminal Justice Information
Services (CJIS) Security Policy and the Louisiana Noncriminal Justice
Agency Guide regarding the access, use, and dissemination of Criminal
History Record Information (CHRI).
Only use CHRI for the purpose requested as stated in the Louisiana
Noncriminal Justice Agency Guide.
Obtain and retain any required documents mandated by state or
federal law for the purpose of submitting and processing a fingerprint
based CHRI background check for each individual request.
Establish the necessary security and management controls for the security and confidentiality of CHRI received in accordance with the most current version of the FBI CJIS Security Policy and Louisiana Noncriminal Justice Agency Guide. This includes, but is not limited to:
Designating a Noncriminal Agency Coordinator (NAC) who will
act as liaison between the Central Community School Board and
LSP Bureau. The NAC will receive audit information from
the LSP Bureau and serve as the onsite contact person during audits.
Designating a Central Community School Board Security Officer
who is responsible for ensuring compliance with the terms of this
Agreement and state and federal laws, rules, regulations, procedures,
and policies regarding access, use, and dissemination of CHRI.
Ensuring its officers, employees, agents, and any other
persons associated with the Central Community School Board who
have access to CHRI, have received security awareness training.
Ensuring its officers, employees, agents, and any other
persons acknowledges and understands that the use of this system
provides for tracking and monitoring of computer access and location-specific
variables, as authorized by federal and state laws, rules, regulations,
procedures, and policies, including, but not limited to, the most
current version of the FBI CJIS Security Policy and Louisiana
Noncriminal Justice Agency Guide as it pertains to CHRI. Tracking
and monitoring is to ensure the use, storage, dissemination, and
processing of CHRI is completed in an appropriate environment
and limited to authorized personnel.
Establishing and implementing minimum screening requirements
as required by CJIS Security Policy for its officers, employees,
agents, and any other persons associated with the Central Community
School Board who have access to CHRI. No individual may
be granted access by the School Board when a felony conviction
of any kind exists, unless explicitly approved by the LSP Bureau
or CJIS System Officer (CSO).
Restricting access to physical or electronic CHRI to authorized
personnel. Physical copies shall be maintained in a controlled,
secure environment, such as in a locked cabinet in a room not
accessible to all staff and visitors. When a physically
secured location cannot be met, electronic media shall be protected
with encryption that meets the most current FBI CJIS Security
Disseminating CHRI only when authorized by state or federal
law approved by the U.S. Attorney General.
Ensuring the Central Community School Board establishes
incident response policy and procedures, including an operational
incident handling capability for agency information systems, whether
physical or electronic. The School Board shall track, document,
and promptly report a security incident of physical or electronic
CHRI to the LSP Bureau Information Security Officer (IS) who shall
report the incident to the Louisiana CJIS ISO, Local Agency Security
Officer, appropriate School Board officials, and/or local authorities.
Establishing and implementing policy and procedures for CHRI media protection, including, but not limited to, storage and access, media transport, electronic CHRI sanitization, and physical disposal.
Notify individuals of their right to update, challenge, or correct
any discrepancies within his or her CHRI, and the Central Community
School Board providing direction on how to do so.
Retain supporting documentation for a minimum of three (3) years
from the time CHRI results are returned for audit purposes. Documentation,
including but not limited to, Authorization Forms that support the
Central Community School Board’s purpose for requesting the individual
to complete a background check coincides with an authorized purpose
in state or federal law. The LSP Bureau recognizes the School
Board may have a document retention policy that requires a time period
greater than three (3) years.
Allow the LSP Bureau to conduct on-site audits to ensure compliance
with the terms of this Agreement.
Immediately notify the LSP Bureau of any changes to sections
1 and 3 provided in this Agreement. If access is no longer needed
nor authorized by applicable state or federal law, rule, regulation,
procedure or policy, the Central Community School Board shall immediately
notify the LSP Bureau to terminate access.
Maintain and keep current a list of all Central Community School System School Board employees with digital or physical access to CHRI and their purpose for access.
Staff shall create and utilize procedures to comply with the requirements of this policy.
New policy: September 13, 2021
Ref: Board minutes, 9-13-21
Central Community School Board