Q: What happens to HR’s access to criminal history information when an employee leaves the school district?
A: When a district checks the criminal history of an applicant or employee through the Fingerprint-based Applicant Clearinghouse of Texas (FACT), it subscribes to that individual’s information. This allows the district to receive electronic updates if the employee’s criminal history record changes—i.e., if the employee is arrested or charged with a crime.
When an employee leaves the district, all Texas Department of Public Safety (DPS)-approved district employees must unsubscribe from his or her criminal history so they don’t receive updates. Districts should set up procedures to ensure that this is done whenever an employee departs. This step is included on the Sample Employee Exit Report 
in the HR Library (myTASB login required).
Also, the district should terminate access rights for any departing administrative employee who has DPS approval. These steps will ensure that the district complies with DPS’s strict rules regarding access to fingerprint-based criminal history information. Additional information about subscribing and unsubscribing to FACT should be directed to the DPS Fingerprinting Unit at 512-424-2365 or by email: fingerprint.services@txdps.state.tx.us.
