DOE User Registration Guide

DOE Child Care, Child Day Programs and Family Day Home Providers

All DOE child care facilities, providers and programs must complete both a Central Registry Search (CRS) and a Criminal Background Information Search (BIS) for employees, applicant agents, household members (when required) and volunteers.

To submit and manage these requests, providers must register for access to the OBI Provider Portal. Registration must be approved by the Office of Background Investigations (OBI).

Once approved, the portal allows you to:

• Create and submit CRS requests
• View BIS applicants as requests are processed and completed
• Request that determination letters be resent to the primary account holder

Before You Register

Before registering, review the questions below and decide what works best for your facility or program.

Important Note About Email Addresses

Each registered facility or provider must use a unique email address.
If you oversee multiple facilities, you cannot use the same email address for more than one account or as a secondary user.

Information Needed to Register

Before registering, gather the following:

1. An email address for registration
   1. This email will receive determination letters.
2. The exact facility name as listed on licensing documents
   1. Example: Our Child Care Preschool and Learning Program #303
3. The facility or program address on file with licensing

Background Check Portability

Effective January 1, 2022, background check portability may be requested for individuals hired or volunteering at a Child Day Program or Family Day System if:

• A Virginia CRS and BIS were completed within the last five years, and
• The individual was not convicted of a barrier crime, and
• The individual was not the subject of a founded child abuse or neglect complaint, and
• The individual is currently employed or volunteered, or did so within the last 180 days, at an eligible program.

Submitting a Portability Request

• Portability requests must be submitted through the OBI Provider Portal.
• The processing fee is $15.
• The fee is nonrefundable.
• Confirm eligibility before submitting your request.

What Portability Means

Portability allows previous No Match (CRS) and Eligible (BIS) results to transfer to a new provider when an applicant changes employers.

Portability is not a new CRS or BIS request.
If the applicant has never completed a Virginia CRS or BIS, portability does not apply.

A Portability Determination Flow Chart is available here to help you decide if portability applies.

How to Register in the OBI Provider Portal (DOE Users)

Step 1: Open the OBI Provider Portal

Go to the OBI Provider Portal website.
This link opens the portal home page.

Step 2: Select Register

At the bottom of the Email/Username and Password fields, select Register.

Step 3: Enter Facility or Program Information

Enter the required information for your child care facility, provider, or program.

Step 4: Choose Your User Type

When prompted, select DOE User.

You will be asked a series of questions to confirm your user type. Your answers determine your access to OBI services, such as Central Registry Search (CRS), Criminal Background Information Search (BIS), and Portability.

Step 5: Answer User Type Questions

Program Type
Select VA Childcare Facility or Program

DOE Licensing
Select Yes to confirm you are governed or licensed by the Department of Education.

School User Type
When asked if your facility or program is a public or private school, select No.

VA Childcare Confirmation

Select Yes to confirm you are a Virginia child care facility or program and are registering to submit Central Registry Search requests that require payment.

Step 6: Criminal Background Fingerprint Question

You will be asked:
Does your agency require applicants to complete a criminal fingerprint-based background check processed by OBI?

Option 1: Answering No

Choose No if you will only submit Central Registry Search requests and receive CRS determination letters.

1. Enter your facility or program name and address.

• This information will appear on determination letters.
• Review carefully for accuracy and spelling.

2. Read the disclaimer.

• Select Agree & Continue to proceed.

3. Select Sign Up.

Your registration is complete.
You will see a confirmation message and receive an email to set your account password.

Option 2: Answering Yes

Choose Yes if you will receive Criminal Background determination letters.

1. Enter your facility or program name and address.

• The information must exactly match what is on file with your licensing agency.

2. Select Search.

• If a match is found, your facility will appear on the screen.

Important:
If incorrect information is entered three times, you will be returned to the home screen and asked to contact OBI to verify your facility information.

3. Review the facility information carefully.

• Select the button next to the facility name.
• Select Confirm.

4. Read the disclaimer.

• Select Agree & Continue.

5. Select Sign Up.

You will receive a completion message.
After OBI approves your request, you will receive an email to set your password.

Note:
Because criminal background checks are confidential, all accounts that include BIS access must be approved by OBI. Approval may take up to 24 hours, especially on weekends or holidays.

After Registration

• You will receive a welcome email with instructions to set your password.
• The primary account holder can:
  • Add or remove users
  • Update profile information
  • Reset passwords

Each additional user will receive their own email and will log in using their email address.

If an account already exists and a new user registers, the primary account holder will receive an email to approve or deny access.

Once Approved

After your password is set, you will be logged in to the OBI Provider Portal.
Your dashboard will allow you to:

• Submit requests
• Track applicants
• Request determination letters to be resent, if needed