Effective Date: January 21, 2024
Last Reviewed: October 2, 2024
Applies To: All professionals who have worked with any of our Board-Certified Behavior Analysts (BCBA) or other employees in the past.

1. Purpose #

We value the importance of providing valid, reliable references for individuals who work in behavioral health. Given the critical responsibility we bear in ensuring the safety and protection of the vulnerable populations we serve, including children, special needs individuals, and the elderly, this policy outlines the conditions under which references or letters of recommendation may be issued.

2. General Policy #

When a current or former colleague, contractor, or collaborator requests a professional reference or recommendation from one of our BCBAs or other staff, we will evaluate the request in accordance with this policy. Primary considerations for granting the request include the length of time since the individual last worked with us and the nature of the work.

References will only be provided under the following conditions:

• Recent Collaboration Requirement: If an individual has not worked with our staff for more than 3 months, an updated background check will be required.
• Permission of the BCBA or Staff: A reference or recommendation will only be provided if the BCBA or other professional who is being asked agrees to provide it.

3. Background Check Requirement for Requests After 3 Months #

Individuals seeking a reference more than 3 months after their last engagement with our organization will be required to undergo a background check. This check helps ensure that the individual has not engaged in activities that could jeopardize the health, safety, or well-being of any vulnerable population.

• We will utilize a third-party processing agent to conduct the background check. The processing fee for the check is $50, which must be paid by the requesting individual prior to the check commencing.
• The background check will include, but is not limited to, the following:
  • National Criminal Search: A comprehensive review of national criminal databases for any felony or misdemeanor offenses.
  • Sex Offender Search: A search of national, state, and local sex offender registries to identify individuals who have been convicted of sex-related crimes.
  • Social Security Number (SSN) Trace: Verifies the validity of the provided SSN and returns information tied to that number, including names and addresses associated with it.
  • Global Watchlist Search: A search of federal and international watchlists, including terrorist watchlists, sanctions lists, and other government-issued exclusion lists.
• The purpose of the background check is to ensure the safety of the vulnerable populations we work with, including children, individuals with special needs, and the elderly.

4. Refusal to Issue a Reference #

We retain the right to refuse to issue a reference or letter of recommendation if:

• The individual declines to undergo or pay for a required background check.
• The background check reveals any concerning information, particularly if it relates to vulnerable populations.
• The BCBA or staff member who is asked to provide the reference feels uncomfortable or unwilling to provide it for any reason.

5. Processing of Requests #

To ensure a consistent process for reference requests, the following steps will be followed:

1. Initial Contact: Upon receiving a reference request, the requesting individual will be informed of this policy, including the requirement for a background check if more than 3 months have passed.
2. Consent from Staff Member: The staff member from whom the reference is being requested must give their consent to participate.
3. Payment and Background Check: If required, the requesting individual must pay the $50 processing fee. Upon payment, the background check will be initiated.
4. Issuance of Reference: If the background check results are satisfactory and the staff member agrees to provide the reference, the reference will be completed and returned to the requesting party.

6. Limitations on Liability #

Our organization provides references in good faith based on the information available at the time the reference is given. However, we disclaim any liability for actions or behaviors of individuals after the reference has been provided.

7. Posting and Communication of Policy #

This policy will be posted on the company’s website and shared with our BCBAs, contractors, and collaborators. It will also be provided in written form to any individual who requests a reference before the process begins.

8. Contact Information #

For any questions related to this policy or for additional guidance on the reference request process, please contact Human Resource Manager by using our contact form.