Individual study subjects

In most cases, background studies are initiated and submitted for the study subject by the affiliated entity. If the study subject is required to start the application for their background study, they will receive an Applicant Background Study Instruction Form from the entity and must use the Applicant Portal. The Applicant Portal is the secure portal for background study subjects to complete the data entry of personal information. Study subjects also access background study documents in the Applicant Portal. 

To start the application for the study, follow the steps on the Applicant Background Study Instruction Form that you received from the entity. 

1. Create an account (if you have previously created an account, you do not need to create another one).
2. Login to the Applicant Portal.
3. Follow the instructions on the form mailed to you by your employer.
4. Enter your personal information.
5. Pay the background study fee and/or click submit.

• 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.

DHS background studies include a check of the following databases:

• Minnesota Bureau of Criminal Apprehension (BCA)
• Minnesota Predatory Offender Registry (POR
• Minnesota Social Service Information System (SSIS).

The check may be expanded according to statutory requirements to include records from the following databases:

• FBI criminal history
• National Crime Information Center (NCIC)
• National Sex Offender Registry (NSOR)
• MN State Licensing Boards
• MN Nurse Aide Registry
• MN OIG Excluded Individuals
• Federal OIG List of Excluded Individuals/Entities

Searches may be expanded to include records from law enforcement, courts and other agencies in Minnesota and other states. DHS also receives automated updates of state criminal information from the Minnesota Court Information System (MNCIS).

DHS’ background study system does not use county, state or federal Most Wanted or Fugitive Lists in conducting background studies. Pursuant to state and federal law, DHS’ background study system reviews criminal history information from state and federal registries and repositories, as applicable, when completing a background study. Criminal history information received from county, state or federal databases includes arrests, charges, convictions, and other judicial determinations. Law enforcement agencies use Most Wanted, and/or Fugitive lists as a publicity program to enlist the public’s help in locating alleged suspects in order to arrest them. Inclusion on a Most Wanted or Fugitive list is not a determination of whether the person will be or has been arrested, charged, or convicted of a crime.

A check of the Child Abuse Neglect Registry (CANR) is 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. Any forms authorizing a CANR check must be returned to DHS. Fees required by another state for a CANR check will be covered by DHS.

Most background study determinations are made within 24 to 48 hours from the time when all information is submitted. This includes completing the fingerprint and photo appointment, as well as the consent and disclosure form. In some cases, more time is needed to complete the study. For example, staff must determine whether the information belonging to the study subject will result in the subject's disqualification. Additional information might be required from a court, law enforcement or other agency.

Background study documents are accessible online via the Applicant Portal. This paperless option securely stores documents electronically so study subjects can access them any time. Study subjects receive an email notification when a new background study application is submitted instructing them to make an applicant portal account to access their documents online.

Important details for enrolled study subjects:

• It is important that a study subject’s email address remains the same from the time their background study application is submitted until they receive a determination. If their email address changes, it may require the study subject to be fingerprinted again.
• Certain documents, such as disqualification notices, will be mailed to study subjects in addition to being available on the Applicant Portal.
• Social Security numbers (SSNs) are not required to set up an Applicant Portal account but including the SSN may link background study determinations and possibly eliminate the need to be fingerprinted again.

Entities receive electronic notices of background study determinations. People with cleared background studies may begin providing direct contact services immediately. People who are disqualified will be sent a notice informing them of their status and their right to request reconsideration.

For more information:

• Applicant Access to Electronic Documents Help File (PDF)
• Applicant Access to Electronic Documents Video