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Questions on the Background Record Check (BRC) Program Portal

Questions in this section are from the webinar trainings for Group and School Age Child Care licensees about the BRC Program Portal.

Table of Contents

INVITE AND LOGIN: I did not get the email to set up a BRC Program Portal account. What do I do?

At this time, the only individuals who are eligible to receive an invite to access the BRC Program Portal within the BRC Manager are those who meet the following criteria: Group and School Aged Licensees; listed in the role of Licensee in EEC’s Licensing Education and Analytic Database (LEAD) system; have also been found suitable after completing all EEC-required checks, including fingerprinting; and have a valid and unique e-mail address.

If you are not listed as a Licensee in LEAD, the listed Licensee in LEAD or another BRC Program Administrator within your program can change your role in the BRC Program Portal from employee to a BRC Program Administrator. You will then receive an email (using the unique email address associated with you) from the BRC Program Portal with an invitation and instructions on how to access the system.

If you are a Licensee, and have access to LEAD, then you can open a ticket within LEAD to change the Licensee information and contact information.

If you are a Licensee and do not have access to LEAD, then please request that your organization submit a ticket on your behalf in LEAD to update the Licensee contact information.

INVITE AND LOGIN: Can you resend the BRC Program Portal invitation?

It is important that you keep the email invite, which has the link to provide you with access to the BRC Program Portal. If you deleted this email you will need to open a ticket using the BRC Support Tool by clicking the following link: https://massgov.service-now.com/brc or by calling 617-988-7841.

INVITE AND LOGIN: Where is the link on EEC’s website to the new BRC Program Portal to login?

The only way to log into the BRC Program Portal is using the link in the BRC Program Portal invitation that you received via email. We suggest you save the URL as a favorite in your browser.

At this point, only designated Licenses in LEAD have received invites, so you should not share the URL with someone who has not been invited to access the BRC Program Portal.

If you have deleted your email invitation and no longer have access to the URL to the BRC Program Portal, then you may open a ticket using the BRC Support Tool by clicking the following link: https://massgov.service-now.com/brc or by calling 617-988-7841.

INVITE AND LOGIN: When and how will BRC Program Admins get login info. for the BRC Program Portal?

When an individual’s role is changed to BRC Program Administrator in the BRC Program Portal and a unique email address is entered for that individual, that person will receive an invitation by e-mail to access the BRC Program Portal. 

A BRC Program Administrator should complete a Non-Disclosure Form and keep on file at their program to ensure that they maintain the confidentiality of the records. 

FUNCTIONALITY: Is the authentication code required when logging into the BRC Program Portal?

When logging into the BRC Program Portal, do you have to enter the “authentication” code from the email?

Every time you log into the BRC Program Portal it requires dual authentication, which means you must put in your password as well as an authentication code.

The authentication code is provided to you via email to your unique email address. You can complete the authentication process by either:

  • Clicking on the link provided in the Authentication E-mail (note: please check/wait several seconds for the original login page to refresh); or
  • You can copy and paste the code from the Authentication e-mail into the BRC Program Portal login page.

Please note, once you have logged into BRC Program Portal, if your login is inactive for 15 minutes, then your session will time out and you must login again using the same dual factor authentication process.

For security purposes, you will have to use the “authentication” process each time you login. A separate “authentication” e-mail will be sent each time.

FUNCTIONALITY: Will a user be able to see the BRC's for all program sites together?

Will a user be able to see the BRC's for all program sites together or will they have to go into each site to see who was BRC'd under that program?

You can do both in the BRC Program Portal.  If you are in a program with an umbrella that has multiple programs you can view all suitable employees on the “ALL STAFF” page if those individuals were marked “hired” in BRC Manager.  If you would like to view a single program or programs of your choice, then you can use the filter functionality to choose what program to view.

FUNCTIONALITY: What is the difference between “inactive” status and “ended employment”?

Presently, “inactive” status should be used for any employee that has never been hired by your program or is currently on a leave status.

The ended employment status should be used for anyone that worked at your program at one time, but is no longer working at your program.

FUNCTIONALITY: How do I change a person from “inactive” to “ended employment”?

On the “inactive” page in the BRC Program Portal, you may change someone’s status to “active” in the “actions” column via the dropdown option.  After some is made “active”, this person will appear on the “All Staff” page.

After you locate the person on the “All Staff” page, then you may change the person’s hiring status to “End employment” in the Actions column. They will then reappear on the inactive page with an “Ended employment” status.

FUNCTIONALITY: When would the status "affiliated" be used?

The term “affiliated” is defined in our BRC regulations as someone with regular association with an EEC licensed, approved or funded Program through employment, contract or an informal agreement with the Program or parents for the purpose of providing services on behalf of the Program or a child in attendance.  See 606 CMR 14.04.

FUNCTIONALITY: I changed my Licensee role to BRC Program Admin. role by mistake. How do I fix this?

There is no option to change someone to a Licensee in the BRC Program Portal, even if they were originally designated as a Licensee. As a result, you will need to open a ticket using the BRC Support Tool by clicking the following link: https://massgov.service-now.com/brc or by calling 617-988-7841.   

FUNCTIONALITY: What does the “X” mark and the “!” mean in the fingerprint column on the BRC Portal?

An “X” in the BRC Program Portal indicates the individual has reached or gone past their fingerprint date and they must re-complete a BRC.

“”!” in the BRC Program Portal indicates the individual has 120 days until their Fingerprint date expires.

A new BRC must be submitted for these candidates as soon as possible.

FUNCTIONALITY: What does the term “annual consent” in the BRC Program Portal mean?

The term “annual consent” is a new EEC BRC regulatory requirement that has not gone into effect yet.  When implemented, individuals must sign a consent form that will allow EEC to complete daily BRC checks on them. EEC will provide more information prior to implementing “annual consent”.

ROSTER AND PROGRAMS: Why am I seeing locations, and staff, that are not affiliated with my program?

The BRC Program Portal shows all staff under the Licensee/Umbrella. If you are in a program under an umbrella with multiple programs (locations of care), then you should use the filter functionality and view just your program.

ROSTER AND PROGRAMS: I see only some of my staff. Where are the rest?

Not all staff can be viewed in BRC Program Portal. Only individuals who were found suitable will be brought into BRC Program Portal. Make sure to check both the “All Staff” and “Inactive” tabs to look for your staff. If you are still unable to locate the person in either tab in BRC Program Portal, then check in BRC Manager for current suitability. If the person has a “pending” status for any of the four checks, please finish the BRC process. If the individual has been found suitable by EEC, then you should open a ticket using the BRC Support Tool by clicking the following link: https://massgov.service-now.com/brc or by calling 617-988-7841.

ROSTER AND PROGRAMS: How do I add staff to my roster in BRC Portal?

You may not add staff using the BRC Program Portal at this time. All new BRCs must be submitted using BRC Manager. After individuals have been found suitable in BRC Manager, they are brought over into the BRC Program Portal electronically on a periodic basis. All new BRCs should continue to be entered in BRC Manager until instructed otherwise.

ROSTER AND PROGRAMS: What if staff are not on a roster but they have full BRC suitability?

Please check their suitability again in BRC Manager to confirm whether it is current and completed since August 14, 2015.  If the individual has been found suitable by EEC, then you should open a ticket using the BRC Support Tool by clicking the following link: https://massgov.service-now.com/brc or by calling 617-988-7841.

Please be advised that in some instances, individuals who have full BRC suitability from EEC will not be migrated into your staff roster in the BRC Program Portal; these include:

  • If the staff member has multiple suitability’s within the 3.5 years they may not be migrated;
  • If the staff member has multiple applicant ID’s they will not be migrated. Multiple applicant IDs occur when the staff person’s information is different from one BRC application to another.  For example differences in name spelling, social security numbers or dates of birth.
  • If the staff person does not have an address entered into the BRC application they will not be migrated.  Residency address is a required field on the BRC Navigator.

We are looking into alternative methods for migrating these individuals into the BRC Program Portal.

ROSTER AND PROGRAMS: I am a new licensee. Why don’t I see a staff roster in the BRC Program Portal?

If any of your staff have been found suitable, then the candidate should appear on your staff roster. Candidates that were found “not suitable” or are still pending with an incomplete BRC will be brought into the BRC Program Portal when found suitable. Candidates are being brought in on a weekly basis.

ROSTER AND PROGRAMS: Why is someone who was fingerprinted last year showing as “inactive”?

If a candidate’s hiring decision was not updated by the program in BRC Manager, then they will show up as “inactive” regardless of when the fingerprinting date occurred. If the candidate is currently working for you, then you must change the candidate’s status to “Active” and they will appear on the “All Staff” tab. You can then designate them as either “hired” or “ended employment”. If they never worked for you, then you can keep them as “inactive”.

ROSTER AND PROGRAMS: If I need to change my email address to a unique email, how do I do that?

Submit a ticket in EEC’s LEAD Portal to complete a “licensee contact update”.

If you do not have access to the LEAD Portal, then you can open a ticket to get access before opening a ticket to change your email.

STORAGE: How often is the BRC Program Portal updated with new information from BRC Manager?

Records are being brought in from the existing database into the BRC Program Portal system on a weekly basis.

STORAGE: Does the new BRC Program Portal change the requirements for storage of staff information?

The BRC Program Portal DOES change the current requirements for storage for staff information for candidates who were submitted using the BRC Program Portal. You should keep copies of the EEC BRC consent form, the candidate’s identification, the provisional hire letter, and the final suitability in the candidate’s personnel file, either electronically or in a paper file. For candidates submitted in BRC Manager or through the EEC Regional Office or the BRC Unit, you must continue to print a copy of a suitability or any other applicable status letters for candidates’ personnel file and the separate BRC folder. For more information, please refer to the Background Record Check Policies on EEC’s website, specifically:  Retention Policy for Programs-Group and School Age (GSA) and Funded Programs Only (EEC BRC POLICY NUMBER: 19-010).

ROLLOUT: How much longer will we use BRC Manager before switching to using the BRC Program Portal?

It is expected that the BRC Manager system will continue to be used through part of 2019. EEC is still determining timelines and will provide notice when BRC Manager will be discontinued. You must continue to use BRC Manager to submit new BRC requests until further notice.

NON-DISCLOSURE: What's needed to be a designated BRC Program Administrator in the BRC ProgramPortal?

Under EEC regulations, in order to be designated as a BRC Program Administrator, an individual must have submitted a BRC and be at least in “provisional” status; however, such individual will not appear in the BRC Program Portal until they are suitable.

The potential BRC Program Administrator must complete a non-disclosure form and have it on file at the Program.

To be designated a BRC Program Administrator in the BRC Program Portal, the BRC Program Administrator must have been found fully suitable; have a unique email address; and have been assigned the role “BRC Program Administrator” by the Licensee or another BRC Program Administrator in the BRC Program Portal.

For more information, please refer to the Background Record Check Policies on EEC’s website, specifically: BRC Program Administrators Role in BRC Navigator for Group and School Age (GSA) Programs (EEC BRC POLICY NUMBER: 19-007).

NON-DISCLOSURE FORM: What is the non-disclosure form for BRC Administrators?

A non-disclosure form is an agreement that must be completed verifying that an individual will comply with confidentiality requirements, including those required by the Department of Criminal Justice Information Services (DCJIS) and the Department of Children and Families.

NON-DISCLOSURE FORM: Is the non-disclosure form available in languages other than English?

No, not at this time.

OTHER: As a new director, where do we learn what steps to follow for a new hire?

As of September 19, 2019 GSA Programs will submit BRC’s through the BRC Navigator Program Portal. R&P will continue to enter BRCs as they have in the past. All new candidates for family child care, residential programs, and placement agencies should be processed in the same way they are processed today, through BRC Manager (or EEC for family child care).  If you have specific questions about how to complete a new BRC submission or what must be completed to onboard staff, then please create a new ticket to request assistance from the BRC Unit using the BRC Support Tool. For more information, please refer to the Background Record Check Policies on EEC’s website, specifically: EEC Background Record Check Process by Program Type (EEC BRC POLICY NUMBER: 19-004), Order of Background Record Checks in BRC Navigator (EEC BRC POLICY NUMBER: 19-003), Refusing to Consent; Failure to Respond to Requests related to Background Record Checks; Providing Materially False Information (EEC BRC POLICY NUMBER: 19-012), Transfer of Suitability and Frequency of BRC’s (EEC BRC POLICY NUMBER: 09-006),  Provisional Status and Mandatory Pending Disqualifications (EEC BRC POLICY NUMBER: 19-005), Interns and Volunteers (EEC BRC POLICY NUMBER: 19-008) and When BRC Information is Available to Programs in BRC Navigator for all Group and School Age (GSA) and Funded Programs (EEC BRC POLICY NUMBER: 19-017)

OTHER: Would a substitute be considered inactive or employee?

A substitute should be treated as an employee and marked either hired or ended employment.

OTHER: Where would you find the forms to do someone’s CORI on this new system?

The CORI acknowledgment forms are still available in BRC Manager. As a reminder, all new BRC requests should continue to be completed in BRC Manager until notified otherwise.

OTHER: Is there a phone number my staff can call to check on the status of pending fingerprints?

To inquire on the status of any BRC-related request, please contact the BRC Unit at EEC by submitting a ticket at the following link: https://massgov.service-now.com/brc or calling 617-988-7841.

OTHER: Is eec.brc@mass.gov the correct email address to ask questions?

No, please contact the BRC Unit at EEC by submitting a ticket at the following link: https://massgov.service-now.com/brc or calling 617-988-7841.

Date published: March 27, 2019
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