Policy Text
University of California, San Francisco
Police Department General Orders
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3.26 Selection: Background Investigations
3.26.4 Fingerprint Clearance Check (Revised: 11/7/22 )
A. The TSD WeID /LiveScan Unit is responsible for scheduling employees who need to be
fingerprinted for a Critical Position Background Check.
B. Fingerprinting Process
There are two different types of fingerprinting processes provided by the WeID Unit:
LiveScan Digital Scannin g and Tradition al Rolling (Paper Card s):
1. LiveScan Digital Scanning
The WeID Administrative Assistant scans the applicant’s fingerprints. The
digitally scanned prints are processed by LiveScan Management Software and
stored on a secure , non -networked and password -protected computer. The
fingerprints are then sent electronically vi a a secure connectio n to the requesting
party .
2. Traditional Rolling ( Fingerprint Cards)
The WeID Administrative Assistant rolls the applicant ’s fingerprints using a
traditional ink roller and paper card stock. The fingerprint cards are then mailed to
the requesting party .
C. Department Notific ation of Fingerprinting Results
1. LiveScan – Results are obtained by the D epartment, typically within seven
business days , through an email notification system provided and maintained by
the DOJ. The WeID Adminis trative Assistant logs into the DOJ’s email host
system , retrieves the email and logs the returns into the LiveScan database . If the
returns contain criminal history, the return is forwarded to the TSD Director for
interpretation. If no Criminal History is found in the return, the return is processed
by the WeID Administrative Assistant to create the clearance memorandum.
2. Fingerprint Cards – Results are mailed via the U.S. Postal Service to the official
UCPD mailing address. The WeID Administrative Assis tant receives n otification
letters and processes them according to the results . If the return contain s a
criminal h istory, the return is forwarded to the TSD Director for interpretation. If
no criminal history is found , the return is processed by the WeID Administrative
Assistant to create the clearance memorandum .
D. Fingerprint Returns with Criminal History
When an electronic or hardcopy fingerprint return is received from the DOJ or FBI that
contains criminal history information, the TSD Director shall review the information and
determine what information shall be released to the UCSF referring department. The
WeID Administrative Analyst will notify the Labor Relations Department of the criminal
history in writing on a C riminal History Summary form . Criminal History Summary
forms are retained, as described in General Order 8.4.10 , “Records Retention Schedule.”
University of California, San Francisco
Police Department General Orders
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E. Labor Relations will pass on o nly information relating to conviction of a criminal
offense ; such information may be released to the referring department. WeID staff should
not release any information except to Labor Relations or their Division Manager. All
inquiries are to be forwarded to Labor Relations.
Convictions meeting the following criteria shall not be released:
1. Traffic violations for which a fine was imposed $100 or less
2. Any offense that was settled in a juvenile court under the California Welfare &
Institutions (W&I) Code
3. Any conviction that has been sealed u nder W&I Code 781 or PC 1203.45
4. Any conviction specified in California Health and Safety Code 11361.5, which
pertains to various marijuana offenses.
F. Information on the Criminal History Summary that relates to an arrest but did not
adjudicate in a conviction shall not be released.
G. The FSD Captain may give advice to the referring department and interpret convictions
that may affect an applicant's ability to perform in a designated critical position.
H. The FSD Captain shall attach a cover memorandum to all Criminal History results (with
or without Criminal History) that are discussed with the referring Department. The cover
memorandum shall indicate date, time, what was released and with whom the information
was discussed. The cover memorandum shall be attached to the Criminal Hist ory
Summary (with convicted arrest only, if applicable).
I. The WeID unit shall keep Criminal History returns (with or without Criminal History)
relating to Critical Position Background Checks in a confidential file that is separate from
all other police records.
J. The only information that may be used in the Critical Position Background Check, as
outlined in this policy, is from the Criminal History Summary obtained from the
California DOJ or FBI through the fingerprinting process. Information obtained from
police r eports, computer database or any other information system maintained by the
Criminal Justice System or this Department shall not be used or released.