This website will be updated periodically as details of the CAPS Check process are finalized. Please continue to check back to get the most up-to-date information.
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. 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 January 1, 2019 must register with the CAPS Check Unit (CCU) before requesting any CAPS checks. Registration will be an online process, through a link that will be made available on this website. 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 will be available from this website. Please note that incomplete and/or illegible forms will be returned to the employer without processing and will delay registration.
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 and hiring practices. If one HR department hires for all locations and entities your agency will register one time and list the locations and entities. If there are separate HR departments that hires for the individual locations/entities, each HR department will register separately.
Registration is tentatively scheduled to begin December 1, 2018 so that employers can get approved with the CCU before CAPS checks are required to begin. This will ensure that your agency is not delayed in receiving CAPS check results.
Employers are responsible for updating agency information when it changes. An “update registration” online form will be available through a link on this website. For employers who would prefer to update registration via US Postal Service First Class Mail, a downloadable update registration form will be available from this website. 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.
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 January 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 for every CAPS check request. Each employee that you need to request a CAPS check for will need to provide detailed demographic and contact information to assist the CCU in conducting the check. The employee will need to complete this information on a state-developed form and sign that form authorizing the employer to request the check. This form will be kept with the employer in the employee’s personnel file. The employer will attest to having the written authorization as part of the CAPS check request process. This Employee Authorization form will be available for download from this website. The form can be mailed to the employer via US Postal Service upon request.
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.
For employers who would prefer requesting a CAPS check via US Postal Service First Class Mail, a downloadable registration form will be available from this website. 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 US Postal Service due to the State mail delivery system, and conversely, may take several days longer for you to receive your results via US Postal Service. Please note that incomplete and/or illegible 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 US 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.
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.
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.
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.
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:
- Any licensed health facility (Section 25-1.5-103, C.R.S.), including those wholly owned and operated by any governmental unit;
- Any adult day care facility (Section 25.5-6-303 (1), C.R.S.);
- A community integrated health care service agency, as defined in Section 25-3.5-1301 (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.
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 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 register as an employer with the CCU and request CAPS checks through the CCU process used by all other employers. County departments would 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 firstname.lastname@example.org
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. Please check back periodically for updates to this website.