[CED/CD/EAT] DPS card issues - turnaround time, packet to upload, substitute verifications

Tue Jul 31 09:06:11 MST 2018

Folks,

I met with Jocelyn Gehring from Youth Safety yesterday to discuss a couple of items.  Here is a summary of our conversation:

1.       She says she is all caught up on DPS clearances.  If you have submitted something to her and you have not received notification back, could you resubmit?  I will go through all the paperwork and make sure that we have her email address correctly recorded everywhere, but if you go to the system directory and type in "gehri" you will see her name -  second down.

2.       The packet that she wants us to upload into the DCC system includes the pieces you scan and send to her and the screenshot that says the DPS card for your volunteer is valid.  In the off chance (because these things happen) that the screenshot is not included in the email back to you, you can make a .pdf of her email and attach it to your scan and upload that.  She is trying to combine your file with the screenshot so everything is in one .pdf, but when we were sitting there yesterday, she found one where her efforts had failed.  Her email still said that the person was cleared.  Our audit point is that we have checked with her-so her email constitutes proof that we did that.

3.       Human Resources reluctantly bought into the DPS card system.  We cannot, therefore, substitute any other clearance for the DPS card.  I've had messages from staff and volunteers asking if a concealed carry permit, a Raytheon employee badge, or proof that they are a member of the military, a law enforcement officer, a civilian employee on a military installation, or some other clearance can be substituted.  Per Human Resources, the answer is no.

4.       If you need help convincing your volunteers that we MUST have the DPS card, you can give them my email.  I'll explain-from the state office-that the only method of compliance allowed to us by Human Resources at the University of Arizona is the verification of a valid DPS card.

5.       Human Resources insists that Jocelyn (she does them for us free of charge) or the HR office (which would charge us $35 per) check the DPS card for the initial approval.  Once we have that initial approval, you can check the DPS website as often as you want to verify that the card is still valid.  Watch for another email to discuss timing and process for the recurring checks.

6.       Jocelyn would prefer that the volunteer NOT be included in the email to her.  She will not "reply all" when there are multiple email addresses cc'd unless we establish a state-wide protocol for what emails get included.  Watch for another email to discuss procedures for these clearances.

Sorry this is so long. . . .
Gloria
Gloria Blumanhourst
Program Coordinator - Volunteer Programs
4-H and Master Gardener

gblumanhourst at email.arizona.edu<mailto:gblumanhourst at email.arizona.edu>
520-621-4156

Cooperative Extension
University of Arizona
1140 E. South Campus Drive, Room 301
Tucson, Arizona   85721-0036

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