Wisconsin Department of Children and Families - Division of Early Care and Education
Bureau of Early Care Regulation
Child Care Background Check Procedures
The CBU maintains an automated monthly match process by which WISCCRS data is matched against several data sources to identify potential records. The automated monthly match process ensures that the CBU is notified promptly of new findings after regulation is granted and after an employee begins employment at a child care center. WISCCRS information is matched with information contained in the following databases:
Criminal, municipal and civil court records maintained by the Wisconsin Consolidated Court Automation Project (CCAP);
Child Protective Services (CPS) information contained in eWiSACWIS;
Sex Offender Registry information maintained by the Wisconsin Department of Corrections (DOC).
The monthly match findings report sorts offenses into the following five
categories:
eWiSACWIS matches with final substantiated findings of child abuse or neglect;
Offenses included on the Barred Offenses Table;
WI DOC Sex Offender Registry (SOR) matches;
Offenses that potentially are substantially related to the care of children;
Offenses that potentially are substantially related to the operation of a child care business.
The CCAP matches are conducted on active individuals ages 10 and older using date of birth, first and last name, and any alias name entered in WISCCRS.
The eWiSACWIS matches identify providers, household members ages 10 and older and employees that may have been identified with child abuse and neglect information. Only final determinations of substantiated cases of child abuse or neglect are identified in the findings module. The monthly match process does not include CPS intakes and referrals or investigations that do not result in substantiated findings. The matches are run using first and last name, alias names, date of birth and social security number. (Caution: the investigating social worker is often not able to obtain the date of birth or social security number and therefore this information may not be identified in eWiSACWIS and further verification may be needed.)
The state Sex Offender Registry (SOR) matches are conducted using the facility location address in WISCCRS. The monthly match process does not check the national SOR and searches are conducted by location address only, not by licensee or certified operator, household member or employee names.
Accurate data entry into WISCCRS and the CCPP is critical to ensure the accuracy of the data match process. All alias names, if known, must be entered in WISCCRS or the CCPP for each individual. Aliases may be disclosed by individuals on their Background Check Request forms or found on FBI or DOJ criminal background check results. A missing alias name or an error with the date of birth may result, for example, in a missed substantiated child abuse finding or a barred criminal offense.
The CBU investigates potential matches in a timely manner, takes appropriate action, and documents the findings and actions in accordance with the background check law. Licensing specialists and certification workers may need to assist in the CBU’s investigation to determine if violations have occurred and to issue and document subsequent enforcement action if needed. (See the WISCCRS User Guide - Findings.)
This page last updated 04/2021.