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ORCHARDS Training and Resources

Training for system users

Training is required for designated staff who use ORCHARDS to process background checks.

To get started - Contact the BCU training coordinator to request the initial training materials. Call 503-378-5470 or toll-free at 888-272-5545, or request training materials by email.

On demand training - Resources and training videos and are available below. Videos give step-by-step instructions for using ORCHARDS. All videos play in YouTube.

Training videosResources

Questions? Email bcu.qed@odhsoha.oregon.gov.

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 Training videos

Submitting background checks

Step-by-step videos for qualified entity designees (QEDs) and Clearinghouse-authorized designees (CHADs) who submit background checks for processing.

For QEIs

Step-by-step videos for qualified entity initiators (QEIs, also called provider initiators) who start the background check process. This video was created in 2020. Please note the following updates when watching:

  • Timestamp 1:17 – Search for an Existing Profile: Last name and date of birth are required fields. If you are unsure of the last name spelling, enter the first 3–4 letters. If you receive too many results, you may enter the first name to narrow the results. Searching by SSN is no longer an option.
  • Timestamp 2:15 – The email in the video is only an example. You will enter your applicant’s (SI) email address as they provided to you.
  • Timestamp 2:40 – Enter the applicant’s name exactly as shown on the identification provided.
  • Timestamp 4:30 – Please do not use “other” for the position. If you are unable to locate a close match, please contact bcu.qed@odhsoha.oregon.gov.
  • Timestamp 4:40 – If you have a long position description to enter, please use the “upload” option when you also upload the applicant’s identification. There is a help document on how to do this in the Help section in ORCHARDS (upper right-hand corner on any page).
  • Timestamp 5:10 – “Position Requires” refers to whether driving is required, such as driving a resident to an appointment. You can now see this box without using the next and back steps.

ORCHARDS overview for initiators

Resources

Approved users can use the ORCHARDS checklist to make sure you have all the data you need to initiate a background check application.

ORCHARDS checklist

Potentially disqualifying convictions and conditions (PDQs)

Below is a list of potentially disqualifying convictions and abuse history. The lists are organized by the type of job or placement being sought. If you have a PDQ, your background check will include a weighing test.

Crimes PDQ lists
ODHS | OHA employees, contractors and volunteersChild Caring Agency (CCA) providers

Abuse history PDQ lists
ODHS | OHA employees, contractors and volunteers

Weighing test

For some positions, we do a weighing test to decide if applicants with one or more PDQ can be hired. See what we consider in the weighing test:

ODHS | OHA employees and volunteers

For some provider positions, applicants are automatically disqualified if they have certain convictions under State law (ORS 443.004). Visit the Rules and Policies page for details.

We follow all federal directives regarding mandatory exclusions. Check with your potential employer to find out if you will be subject to mandatory federal exclusions.

Definitions of crimes

Definitions of crimes in Oregon are in the Oregon Revised Statutes (ORS).

Hearing request form

This request form may be used for any background check denial or restricted approval.

FAQs

FAQ for child caring agencies

FAQ for subject individuals (More languages)

Records retention

Retention schedule (updated August 2024)