Entities initiating studies

An entity is a business, organization, state, tribe or local government agency. It can be public, private or a voluntary association. Entities can be organizations that provide care, care placement services, or organizations that license or certify others to provide care or care placement services.

Entities use the DHS database called NETStudy 2.0 to initiate background study requests. The background study process is guided by Minnesota statutes. These laws specify the entities required to initiate background studies. A summary of the background study process can be found in the Background Studies Overview (PDF). Learn about changes in policies and processes on the What's new page.

How to access your account
- Programs licensed by DHS and MDH, and unlicensed PCPOs: Contact the state agency that regulates the type of program you are planning to open. The state regulating agency will contact DHS Background Studies and will provide your contact information and email. DHS Background Studies will then send you an informational email about onboarding into NETStudy 2.0. All entities must complete the onboarding tool before receiving access to NETStudy 2.0.
- Transportation Entities: After contacting the Minnesota Department of Transportation (MnDOT), entities must complete the "Transportation Provider NETStudy 2.0 Account Request" form before DHS Background Studies will send out the onboarding form to grant access to NETStudy 2.0.
- Temporary Personnel or Educational Entities: Entities must email the program information directly to DHS Background Studies Division to receive the onboarding email.
About the applicant portal

The applicant portal is the secure portal used by study subjects to complete the data entry of their personal information and start the application for a background study. Data in NETStudy 2.0 is encrypted when traveling between the user's computer and DHS. Additionally, each user must log into the system with a username and password.

In order for the study subject to be associated with your entity, the entity will need to generate the “Applicant Initiated Instruction Form” through NETStudy 2.0 and send the form to the study subject. If a study subject previously created an account in the Applicant Portal, they do not need to create a new account.
Fingerprints and photos
- State and federal laws require background study subjects to be fingerprinted and photographed.
- Study subjects will need to complete IDEMIA's online pre-enrollment process and schedule the fingerprint and photo appointment at an IDEMIA - IdentoGO enrollment center.
- IDEMIA - IdentoGO enrollment centers are located throughout the state.
- The cost for fingerprinting and photography is $10.50. The fee is paid directly to IDEMIA.
- An acceptable form of identification is required.
- The fingerprint and photo process should take about five-to-10 minutes and is completed by a trained technician.
- Fingerprint images are transmitted through a secure system to the Minnesota Bureau of Criminal Apprehension (BCA) and in some cases when required by law, the fingerprints are also transmitted securely to the FBI for a criminal record search.
- Criminal history results are sent to DHS.
- For details on the fingerprint and photo process view the FAQs about IDEMIA.
Abuse registry check is required for some
Child Abuse Neglect Registry (CANR) checks are required for certain study types when an individual has lived outside of the state in the last five years or currently lives outside of the state. Every state has a different set of rules as to how DHS is allowed to request the CANR checks. Fees required by another state for a CANR check will be covered by DHS.
- Entities that submit background studies to DHS through NETStudy 2.0: Login into NETStudy 2.0 and navigate to the “Help” section. The document you need will be named by provider type first and “CANR Instructions.” All forms must be sent back to DHS in order for DHS to request the CANR check from the other state(s) the study subject previously resided or currently resides.
- Out-of-state entity or in-state entity that does not have access to NETStudy 2.0: Complete the "Consent for release of information from Minnesota state-wide database of substantiated abuse/neglect" DHS-7125 (PDF) form and remit payment of $20 to the Minnesota Department of Human Services. The study subject’s signature must be witnessed by a notary.
When "affiliation" begins and ends

Individuals are added to an entity's active roster in NETStudy 2.0 immediately after a background study application is submitted by the entity for that individual. Affiliation ends when the entity removes the individual from its NETStudy 2.0 roster. The entity is required by law to maintain accurate rosters by removing individuals from their active roster when their affiliation ends. If an individual is removed from the entity's active roster for 180 days or more and later returns, a new background study application and fee must be submitted.
Adding affiliation records for entities with multiple sites
An individual’s background study can be used by the same entity for each site when:
- the sites are all owned by the same license holder,
- the license holder has one designated Sensitive Information Person (SIP) for all sites, and
- the program type for which the affiliation record is being added has the same study requirements.
An affiliation record can be added while the background study application is in process or after an eligible determination has been made by DHS. Entities are unable to add affiliation records for an individual who has been disqualified. Affiliation records do not require additional fingerprinting. For more information, refer to the “add an affiliation record” section in the NETStudy 2.0 User Manual.
Are study determinations transferable?
A study subject's prior background study determination(s) may be immediately available to an entity if the background study was submitted in NETStudy 2.0 and the study subject met these requirements:
- Correct Social Security number submitted
- Fingerprints and photos performed an at authorized location
- Named on a current roster
- Received an eligible determination
The background study requirements for the subsequent study must be the same or less. For example, if the current study requires an FBI record check and the previous clearance did not include an FBI record check, the determination cannot be transferred to the current entity.
Training and support resources

NETStudy 2.0 training is web-based and free. There is a list of YouTube videos (PDF) available that demonstrate how to initiate a background study request in NETStudy 2.0 as well as all other key features of the system. It is easiest to follow along with the videos after you have a NETStudy 2.0 account.

Training materials also include the NETStudy2.0 User Manual, DHS-8327 (PDF) that provides detailed instructions, including screenshots and user tips about how to use NETStudy 2.0 and the NETStudy2.0 Quickstart Guide (PDF) that provides screen shots to show users how to enter a background study request.

Organizations are required to keep staff rosters current. Maintenance tips are shown in the NETStudy 2.0 Roster Management YouTube video.

Specific provider types

Background study processes involve some different steps for these provider types:

For further information

Call the Minnesota Department of Human Services Background Study Division at 651-431-6620 or email dhs.netstudy2@state.mn.us.