Employer registration is now open. Access the Employer Registration Form and select the “New” registration type to register your agency today. There is no fee to register with the CAPS Check Unit.
Registration Process | Requesting a CAPS Check | Fees and Processing Information | Statute and Rule Requirements | Special Consideration for County Departments of Human/Social Services | Contact Information
Employers are those agencies named in the law that are required to request a CAPS check. See the Statute and Rule Requirements
section of this website for a list of employers required to request a CAPS check. Employers are also persons who are hiring a care provider through the Consumer Directed Attendant Support Services (CDASS) program that may request a CAPS check, but are not required to do so.
Every employer who will be requesting CAPS checks beginning Jan. 1, 2019, must register with the CAPS Check Unit (CCU) before requesting any CAPS checks. Registration is an online process, through the link above. Registration opened Nov. 30, 2018. Registration allows the CCU to confirm that you are statutorily authorized to request a CAPS check and the CCU will provide each approved employer with a unique CAPS Check Employer ID number that must be provided whenever a CAPS check is requested.
For employers who contract with a vendor to conduct employment background checks, you will provide the vendor’s information when registering. The employer will then be responsible for sharing the CAPS Check Employer ID with their vendor.
For employers who would prefer registering via US Postal Service First Class Mail, a downloadable registration form is available here
. Please note that incomplete and/or illegible forms will be returned to the employer without processing and will delay registration.
Information that will be requested in order to process the CAPS Registration includes:
- Name of agency
- Agency type (based on employers listed in the statute)
- Contact information, including address, email and phone
- Agency license number (from CDPHE)
- Colorado Tax ID number
- Vendor name and contact information (if your company uses a vendor to complete background checks)
For employers who have multiple locations or entities, for example Corporation A has two hospitals and a separate hospice organization under its corporate umbrella, registration will be dependent on your Human Resources, hiring and accounting practices.
If your parent agency has multiple locations and/or types of entities associated with the parent company that uses different payment sources and/or different Human Resources units you may want to register each of those locations/entities separately. For example:
- If your company has multiple locations/entities and cannot internally separate the various budget/accounting lines from a co-mingled ACH or credit card charge, you should register separately for each of those locations/entities.
- If your company uses the same human resources unit for all hiring within the parent company AND you are billing to the same accounting code or can resolve a co-mingled ACH or credit card charge internally, you should only register one time.
If you register multiple locations/entities separately, be certain that the Employer Name is a unique name. For example, Home Health – Boulder and Home Health – Westminster.
Registration, which is required for all employers, began Nov. 30, 2018, so that employers can get approved with the CCU before CAPS checks are required to begin. This ensures that your agency is not delayed in receiving CAPS check results. You will not be allowed to request a check until your registration is complete, your agency has been approved under the statute, and you’ve received your CAPS Check Employer ID.
Employers are responsible for updating agency information when it changes. If you have already registered and need to update your information, use the Employer Registration Form
and select “Update” as the type of registration.. For employers who would prefer to update registration via U.S. Postal Service First Class Mail, a downloadable update registration form is available here
. Please note that incomplete and/or illegible forms will be returned to the employer without processing and will delay registration updates and may cause a delay in providing CAPS check results.
The CCU will communicate registration review results via email unless your agency opts for communication via the U.S. Postal Service. Please note that if your agency opts in for U.S. Postal Service communication, the CCU will place the review results in the mail within five (5) business days and there will be additional time for the Postal Service to deliver the letter.
Employers must request a CAPS check from the CAPS check unit before hiring new employees who will provide direct care to at-risk adults (defined in the Statute and Rule Requirements section) beginning Jan. 1, 2019. Employers may request a CAPS check for current employees. CAPS check requests will be an online process, through a link that will be made available on this website. Your agency’s CAPS Check Employer ID number, received when your agency registers with the CCU, will be required to access the online request system and for every CAPS check request. Once you have accessed the online request system, the persons requesting a check on behalf of the employer, for example, the HR representative or the background check vendor, will establish a user name and password to enter the secure online CAPS Check Request form.
Each employee that you request a CAPS check for will need to provide detailed demographic and contact information on the state-developed Employee Authorization form to assist the CCU in conducting the check. The employee will need to complete the information on the Employee Authorization form and sign that form authorizing the employer to request the check. This form should be kept with the employer in the employee’s personnel file. The form will not be submitted to the CCU. The employer will attest to having the signed Employee Authorization form as part of the CAPS check request process. The Employee Authorization form will be available for download from this website in late December. The form can be mailed to the employer via US Postal Service upon request.
Information that will be requested on the Employee Written Authorization and CAPS Check Request forms include:
- Name of Agency
- CAPS Check Employee ID (provided upon employer registration)
- Full name and previous names (maiden, nickname, alias)
- Date of Birth
- Last four digits of Social Security number
- DORA license number (if applicable)
- Personal contact information (address, email, phone numbers)
- Residential history for at least the past five years
Payment at the time of the request must be made via the online payments system before the employer will be allowed to submit their request. Multiple requests may be entered on the same online request form without reentering employer data. Data loading (bulk data uploads via excel or csv files) into the CAPS system will not be available at this time. The CCU will monitor the need for a data loading protocol over the first year of CAPS check operations to determine whether this option should be made available in the future.
Please note: When you submit a CAPS check request, all requests submitted on a single CAPS Check Request transmission must be paid for in the same, single transaction. If your parent agency has multiple locations and/or types of entities associated with the parent company that uses different payment sources and/or different Human Resources units you may want to register each of those locations/entities separately so that CAPS checks can be requested separately. For example:
- If your company has multiple locations/entities and cannot internally separate the various budget/accounting lines from a co-mingled ACH or credit card charge, you should register separately for each of those locations/entities and request CAPS checks under the separately assigned CAPS Check Employer ID.
- If your company uses the same human resources unit for all hiring within the parent company AND you are billing to the same accounting code or can resolve a co-mingled ACH or credit card charge internally, you should only register one time so you can request all CAPS checks through one transaction.
For employers who would prefer requesting a CAPS check via U.S. Postal Service First Class Mail, a downloadable, fillable PDF CAPS Check Request form will be available from this website in late December. No handwritten requests will be accepted. An agency check or bank warrant must be mailed with the request. Please keep in mind that several days may be added to the time it takes for a letter to arrive to the CCU via U.S. Postal Service due to the State mail delivery system, and conversely, may take several days longer for you to receive your results via U.S. Postal Service. Please note that incomplete, illegible and/or handwritten forms or forms sent without payment in full will be returned to the employer without processing and will delay CAPS check results.
CAPS results will be auto-provided via email (unless your agency opts in for U.S. Postal Service communication). To ensure that your agency gets timely results is suggested that employers establish a common email for receiving CCU communications that will not change as Human Resources staff change. Additionally, employers should update their registration information whenever there is a change to information necessary for requesting CAPS checks.
If your employee has not been substantiated of mistreating an at-risk adult, you will receive an email indicating the employee has not been substantiated as a perpetrator in an Adult Protective Services (APS) case. If your employee has been substantiated as a perpetrator in an APS case, you will receive a letter via email that identifies the date of the reported mistreatment to APS, the name of the county department that investigated the allegations, the mistreatment type (physical abuse, sexual abuse, caretaker neglect, or exploitation), and the severity level of the mistreatment (minor, moderate, severe). The letter will also contain information to help you in evaluating the information, specifically: how the employee can appeal the finding (if they have not already done so), information on APS investigations, and definitions of mistreatment types, severity levels, and preponderance of evidence.
Please note: If your agency has opted in for communication via U.S. Postal Service, the results will be sent via U.S. mail rather than email.
All employees checked through the CAPS check process will be “flagged” to identify any future substantiated mistreatment, that is, the employee’s information remains on file in the system. In the event that the employee is substantiated of mistreatment after the initial CAPS check request, the CCU will contact the last known employer(s) to determine if the newly substantiated employee is working for the employer. If the employee is with the agency, the letter identifying the mistreatment, as described above, will be sent to the employer to alert the employer to the new substantiation.
There is no fee to register with the CCU.
The fee for the CAPS check requests will start at $15.50 per employee plus the cost of the online payment system service fees. The online payment system services fees are paid to the entity that maintains the online payment system and do not generate revenue for the CCU. The fee and associated online payment service fees may be paid online via EFT/ACH payment or credit card. The fees for an EFT/ACH payment is $1.00. The fee for a credit card payment is calculated on the transaction amount: [(Transaction Amount + $0.75) * 2.25%] + $0.75.
For example, if you request a CAPS check for 10 employees at the same time:
- EFT/ACH Payment: $15.50 * $10 = $155 Transaction Amount + $1 processing fee = $156.
- Credit Card Payment: $155 Transaction Amount + $5.00 processing fee = $160
$155 + $.75 = $155.75
$155.75 * 2.25% = $3.50
$155.75 + $3.50 = $159.25
$159.25 + $0.75 = $160.00
The employer has the option of absorbing the cost of the fee or may request reimbursement of the fee from the employee.
The CCU may raise or lower the cost of the fee with 30 days’ notice to employers. This notice will be provided by posting the change in fee and date of the change to this website.
The CCU, by rule, has five business days from the receipt of the request to provide results to the employer. The CCU’s goal is to provide results the same or next business day but until the CAPS checks actually begin and we have a better idea of the number of requests we will receive each day, we cannot provide a more definitive time frame. Once the CAPS checks begin and the CCU is able to gather data on the time it takes to receive a request, complete the search, and provide results, the CCU intends to post an “estimated time for results” on this website.
Please note that if your agency opts in for communication via U.S. Postal Service, the CCU will place results in the mail no later than five business days from receipt of the request. Please allow additional time for the U.S. Postal Service to deliver the mail.
Statute and Rule Requirements
Employers who are required to request a CAPS check prior to hiring an employee who will be providing direct care to at-risk adults are:
- Agencies licensed by the Colorado Department of Public Health and Environment under Title 25 and listed below are required to request CAPS checks:
- Any licensed health facility (Section 25-1.5-103, C.R.S.), including those wholly owned and operated by any governmental unit.
- A community integrated health care service agency, as defined in Section 25-3.5-1301 (1), C.R.S.;
- More specifically, these agencies include:
- Acute Treatment Units
- Ambulatory Surgical Centers
- Assisted Living Residences
- Birth Centers
- Community Mental Health Centers
- Community Clinics
- Convalescent Centers
- End Stage Renal Disease Facilities
- HCBS Adult Day Programs
- HCBS Service Agencies
- Home Care Placement Agencies
- Home Health Agencies
- Hospice Agencies
- Intermediate Care Facilities for Intellectually and Developmentally Disabled
- Nursing Homes
- Residential Treatment Agencies
- Any adult day care facility (Section 25.5-6-303 (1), C.R.S.);
- A community-centered board (CCB) or a program-approved service agency (PASA) providing or contracting for services and supports pursuant to Article 10 of Title 25.5, C.R.S.;
- A Single Entry Point (SEP) agency, as described in Section 25.5-6-106, C.R.S.;
- An Area Agency on Aging (AAA), as defined in Section 26-11-201 (2), C.R.S., and any agency or provider the Area Agency on Aging contracts with to provide services;
- Colorado Department of Human Services:
- Mental Health Institute (MHI) (Article 65, Title 27, C.R.S.)
- Regional Center (RC) (Article 10.5, Title 27, C.R.S.)
- Veterans Community Living Center (VCLC) (Article 12, Title 26, C.R.S.)
A person hiring a care provider through the Consumer-Directed Attendant Support Services (CDASS) program is allowed to request a CAPS check, but is not required to do so.
Please Note: If you are not a Colorado employer identified in the list above you are not authorized by statute to request a CAPS check. For example, a nursing home operating in another state or a Home Owners Association (HOA) that provides or contracts for activities for adults in the HOA’s community are not authorized to request a CAPS check.
Per Rule: “Direct care, pursuant to Section 26-3.1-101(3.5), C.R.S., means services and supports, including case management services, protective services, physical care, mental health services, or any other service necessary for the at-risk adult’s health, safety, or welfare. An employer may identify which employees provide direct care, consistent with this definition, in an internal policy.” Employers are strongly encouraged to develop an internal policy to identify the staff within their agency who qualifies as “direct care employees.”
Employers are required to request a CAPS check prior to hiring a new direct-care employee. However, the statute does not prohibit the employer from hiring a person before receiving the CAPS check results. Additionally, the statute does not prohibit an employer from hiring an employee who has been substantiated of mistreatment.
Please check with your attorney for further guidance on establishing policies for your agency.
The Colorado Department of Public Health and Environment (CDPHE) will verify that licensed facilities are in compliance with the CAPS check requirements through its fitness review and survey processes. If you have other questions related to CDPHE’s processes for monitoring to the CAPS check requirements, please contact CDPHE directly.
** It is important to note that if your agency is not on this list of employers or you are not a vendor acting on behalf of one of these employers to complete background screenings, you may NOT request a CAPS check.**
Special Consideration for County Departments of Human/Social Services
By law county departments of human/social services must complete a CAPS check for all new APS supervisors, caseworkers, case aides, and any other APS staff who will have direct contact with at-risk adults. County departments may have the APS supervisor conduct this CAPS check OR may request CAPS checks through the CCU process used by all other employers. All county departments must register with the CCU. If county departments have the APS supervisor conduct the CAPS check, the employee must complete the Employee Authorization form and provide the same information as is required for the CCU check. This information will be documented in the CAPS Support Access Request and will be transferred to the CCU employee database to ensure the ability to “flag” the employee for future mistreatment. County departments that choose to have the CCU conduct the checks rather than the APS supervisor will pay the same fee for the CAPS check through the CCU as paid by other employers.
County departments may not conduct a CAPS check on any other county department staff, such as eligibility technicians. County departments may not ask the APS supervisor to conduct CAPS checks for any other employees covered by this law, such as Single Entry Point (SEP) or Area Agency on Aging (AAA) staff, even if that agency is located within the county department. If the county department is the SEP and/or AAA agency, it will need to register with the CCU to request CAPS checks for their SEP or AAA employees and pay the fee.
You may contact us at email@example.com
if you have questions. Please note that currently this email is checked once weekly, so you may not receive a response for several days.
Not all processes have been finalized at this point. This website will be updated periodically as details of the CAPS Check process are finalized. Most recent update: Nov. 30, 2018