California Department of Social Services

Care Provider Management Bureau (CPMB)

Guardian
User Guide for Applicants v.2

User guide for Home Care Aides (HCA), TrustLine and licensing applicants.
 Guardian User Guide for Applicants

Table of Contents
Introduction ..................................................................................................................... 2
Registering for Your Guardian Account ........................................................................... 3
Understanding the Home Page ....................................................................................... 9
Application Status/Number: .......................................................................................... 9
Background Check Status: ......................................................................................... 11
Available Documents: ................................................................................................ 11
Uploading Documents: ............................................................................................... 13
Uploading Exemption Documents: ............................................................................. 14
Applying for a Licensing Agency ................................................................................... 16
Applying for the Home Care Services Registry ............................................................. 23
Renewing Your Home Care Aide Registry Status ......................................................... 32
Renewal via Mail: ....................................................................................................... 32
Renewal via Guardian: ............................................................................................... 32
Applying for the TrustLine Registry ............................................................................... 41
Applying for a Foster Family Agency ............................................................................. 55
Glossary ........................................................................................................................ 61

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 Introduction

The Care Provider Management Bureau (CPMB) implemented a background data system
called Guardian. Guardian is an electronic data system, designed to streamline the
background check process for applicants, agencies (facilities), and Community Care
Licensing staff. Guardian provides a fast and efficient process to complete background
checks. Users of Guardian will be able to upload documents electronically, manage the
exemption process and receive communications via email and through their respective
portals.

The following document is a comprehensive user guide of all features and functions for
applicants who are applying or applied to work in a Licensing Facility, Foster Family
Agency, Home Care Aide Registry or TrustLine Registry and includes a glossary of terms.

For additional login assistance, please contact the Guardian Team at

guardianloginsupport@dss.ca.gov

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 Registering for Your Guardian Account

Note: The applicant portal is for applicants to track their current background check
process. This portal is not for an agency to perform agency functions (i.e. view
rosters, transfers, submit applications) Agencies must submit a Licensee User Access
form to obtain their Guardian login credentials. Visit the Guardian webpage to obtain a
copy of the Licensee User Access form..
The applicant portal may be accessed at: https://guardian.dss.ca.gov/applicant Prior to
registering for a Guardian applicant account, ensure you have a valid email address. An
email address is a required field in the registration process and is needed to receive
password reset notifications and background check notifications from Guardian. Note: If
you have received an Action Required notice, ensure to include the Background Check
ID (Identification) number during the registration process.
1. The Guardian applicant link will route you to Guardian’s Terms and Conditions
page. Select OK to continue to the log in page.

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2. Once routed to the login page, review all text included on the left side of the login
page:

3. Select ‘Register as a New User’

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4. The ‘Register as a New User’ page will populate. Enter your identifying
information in the fillable fields. Although required fields are marked with a red
asterisk (*) enter as much identifiable information as possible (i.e., Social
Security Number and driver’s license or identification card number). This will
ensure Guardian links you to any previous background check information in the
database.
Note: Take caution when entering all information to avoid creating duplicate
accounts. This will delay the application/background check process.

5. After submitting all required information, you will be emailed a temporary

password to the email account you have provided. You will then be instructed to
log in with your email as your username and the temporary password emailed to
you. The email will be similar to the example below. The email will include a link
to access the applicant portal as well as a temporary password.

6. Return to the login page and enter your email address as your username
combined with your temporary password.

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7. Guardian will prompt you to re-enter your temporary password and create a new
password. Password rules are listed on the page to assist with creation.

8. Guardian will prompt the creation of two security questions which will be used to
assist with password reset and recovery needs.

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9. Next you will need to select whether to opt-in for electronic notifications or opt-
out. It is recommended to opt-in for electronic notifications as any action needed
for an application will initiate a notification sent to your email. The electronic
notifications ensure you are provided a real-time notification rather than waiting
for any notification via USPS mail. If you would like to opt in for electronic
notifications, select “Opt In”

10. If you do not have any current background check applications (associations)
pending with the Department of Social Services, your Home Page will appear as
such:

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11. If you have current background check applications pending the Department of
Social Services, your Home Page will reflect all background check applications
and appear similar to below:

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 Understanding the Home Page

The following section will assist with understanding statuses of applications and the
information being displayed on the home page. This segment will consist of the
following sections:
• Application Status/Number
• Background Check Status
• Available Documents
• Uploading Documents
Application Status/Number:
An application number (#) is a unique number, Guardian creates, with each new
association to an agency. Each new association initiated by an agency or an applicant
will create a new application number which may be used to assist with tracking.

Guardian will separate applications into different categories based on where they are in
the process:
• Application In Process: All applications which are still open, have been
submitted and are going through a background check process.
• Completed Applications: Applications in which a final background
determination has been made (i.e., Exemption Approval, Clearance, Exemption
Denial) and is awaiting the agency to record their hiring decision.
• Closed Applications: Applications which have been closed, due to failure to
submit required documentation, withdrawn by the applicant/agency or when a
final hiring decision has been made.
• Incomplete Applications: Open applications which have been started, but still
need to be completed. These applications may be resumed for completion or
withdrawn.

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Applicant User Guide v.2 Page 10 of 62
Background Check Status:
Within these categories, each application will display a background check status:
• In Process: The application has been submitted in Guardian, but is awaiting
fingerprint response, online disclosure, or registry payment (if applicable).
• Ready for Determination: The CPMB is in process of determining an outcome
of the background check results. In most cases an exemption will be required or
an investigation needed.
• Eligible: Indicates an applicant has been cleared to work, reside or be present in
a licensed care facility (or registry). If the individual is a Trustline or Home Care
applicant, a registry approval letter or registered status in Guardian is required
and must be received before the applicant can be a registered Home Care Aide
or TrustLine Registrant. An eligible determination status may also have a status
reason attached to it (i.e., Eligible – Exemption, Eligible – Clearance, etc.)
• Not Eligible: Indicates an applicant is not eligible to work, reside or be present in
a licensed care facility (or registry) due to the result
• Closed: The background determination has been closed due to failure to submit
fingerprints, or failure to submit required documents to CPMB.

Available Documents:
Guardian allows applicant users to access any applicable documents from their portal.
(i.e., the CDSS Live Scan form, letters, etc.) These documents are available under the
Documents section and will appear in real time as a document is generated by
Guardian or another user. Each document will display the Document name, date added
and which user the document was added by.
• Available CDSS Live Scan forms will be available under “Available Documents’
and may be obtained by selecting the hyperlinked name:

• Unread notifications will be marked with a red flag:

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• Documents may be viewed by selecting the hyperlinked document name:

• The ‘Date Added’ column will advise the date the user or Guardian generated the
document:

• The ‘Added By’ column will advise if the document was generated by Guardian, a
CDSS employee or uploaded by the applicant themselves:

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Uploading Documents:
There may be instances where an applicant user needs to upload documentation for the
Care Provider Management Bureau (CPMB) to review. The applicant will locate the
appropriate Application (association) and select Upload Document.
Note: If your applicant account has many past associations, ensure you are uploading
the document for the correct agency (association).
1. The Agency name/unique number will appear as well as the date the application
was submitted:

2. Select Upload Document:

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 3. Click into the ‘Select File’ textbox field to search your device and name the
document. Note: The file size limit is 4mb. If the file is too large to upload, an
error message may appear. Select Upload to complete:

4. Once complete, the uploaded document will appear under the ‘Document(s)’
section:

Uploading Exemption Documents:

There may be instances where an applicant user needs to upload Exemption
documentation for the Care Provider Management Bureau (CPMB) to review. The
applicant will locate the appropriate Application (association), decide whether to request
an exemption or decline an exemption (close the application), and upload the
appropriate documents.

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1. To request an exemption and upload appropriate documents, select Request an
Exemption.

2. Then Upload Exemption Documentation. Note: If submitting Exemption

Documents, be sure to use the Upload Exemption Document option not the
Upload Document option as CPMB will not be notified of the upload.

3. Once complete with uploading documents, select Exemption Document Upload

Complete. The Exemption Status will change to completed once selected.
Note: If additional information is requested by CPMB, additional Exemption
Documentation can be uploaded at that time.

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 Applying for a Licensing Agency
Prior to submitting an application for any licensing agency, you must obtain the agency
PIN number from the hiring agency. The agency must generate the Applicant Instruction
form in their Guardian account. An applicant cannot submit an application without the
agency’s unique PIN. An agency’s unique PIN is not the nine-digit licensing number.
The PIN must be obtained from the hiring agency via the Applicant Instruction Form.
Note: For licensee applicants, contact a Licensee User Access form must be
submitted to the Care Provider Management Bureau (CPMB) to gain access to
your agency account. When an account is created by the CPMB, a temporary
password will be emailed. Refer to the Licensing Agency and Home Care
Organization User Guide for processes as a Licensee.
1. To begin an application, select ‘Create Application’ on the home page.

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2. Enter the agency’s unique PIN in the search text field and select search.

3. Upon selecting search, the agency’s name will populate. If the correct agency
populates, select ‘Continue Application.’ Otherwise, select cancel and contact the
agency which gave you the instruction form to get the correct PIN number.

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4. The Pre-Employment page will populate. The Request Type will auto-populate
with the Program the agency is association to. (i.e., Child Care, Adult and Senior
Care, Children’s Residential) This does not need to change. Select Next to
continue.

5. Next the Profile page will populate. The information input during the registration
process will be pre-populated. (i.e., First Name, Last Name, Date of Birth, Social
Security Number, and Email Address) Add additional personal information and
select Next to continue.

6. The Verify Identity page will populate. The Verify Identity page will give you the
option to Withdraw or Save and Close an application. If you wish to continue and
complete the application, do not select either.
• Withdraw: Permanently closes an application. A confirmation page will
appear prior to completing the action.
• Save and Close: Allows you to save the application and continue at a later
time. Saved applications may be located on the home page. Select ‘resume’
to continue an application.

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 Enter valid identity document information by entering data in the available fields.
• Document: Select the document type from the drop-down. (i.e. Driver’s
License, State Issued Identity Card, etc.)
• Document Number: The unique number associated with the identity
document.
• Issuing State/Authority: The state or government agency which issued
the identity document.
• Document Expiration Date: The date of expiration for the identity
document.

7. The Physical Address page will populate. Enter your physical address, city, state
and zip code. Select Next when complete.

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8. The Mailing Address page will populate. If your mailing address is the same as
your permanent address, ensure to leave the box checked. If your mailing
address differs, unselect the check box and enter the mailing address information
in the designated text fields. Select Next to continue.

9. The Prior Addresses page will populate. If you currently live or have lived in a
state other than California in the last five (5) years, enter the state by selecting
the name from the drop-down menu and enter the years of residence. You may
add multiple states of residence by repeating these steps. Select ‘Add this
previous Address’ to save the entry. If you do not or have not lived in a state
other than California, select the appropriate box.

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10. The Prior Names and Aliases page will populate. If you have used a different
name in the past such as a maiden name or nickname, enter the information on
this page. You may add as many aliases as needed by repeating the process.
Select ‘Add this name or alias’ to save the entry. If you have not been known by
any other names or aliases, select the appropriate check box.

11. The Payment Information page will next populate. A payment should not be
required. Select Next to continue.

12. The Application Summary Page will populate and provide an overview of all
information input. Review to ensure the information is correct. If changes need to
be made, select ‘Edit Application.’ If all information is correct select ‘The above
information has been reviewed and is true and correct’ checkbox. Select Finish to
submit the application.

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13. Upon submitting the application, it will appear on the Home Page. Submitted
applications may be viewed on the Home page.

Note: The application will remain in a “Not Yet Submitted” status until the agency
locates your application in their “Not Yet Submitted” application queue, resumes,
and ultimately submits it. Once submitted by the agency, the CDSS Live Scan
form will become available to print and obtain live scan services. If your CDSS
Live Scan form is not generating, contact the agency in which you submitted the
application for to ensure the application has been submitted on their end.

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 Applying for the Home Care Services Registry

Prior to submitting an application for the Home Care Services Registry, you must obtain
the registry’s unique PIN number. An application cannot be initiated without the unique
PIN. Note: If you are attempting to renew your HCS Registry, you may utilize the PIN
associated to the HCS Registry or a PIN for a Home Care Organization. For more
information on the renewal process, see Renewing Your Home Care Aide Registry
Status.
Note: If you utilize a Home Care Organization’s (HCO) PIN to apply for the registry, after
completing your application, the HCO must locate the application in their “Not Yet
Submitted” application queue, resume and ultimately submit it. The CDSS Live Scan
form will not be available until the HCO completes this final step.
1. To begin an application, select ‘Create Application’ on the home page.

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2. Enter the registry’s unique PIN in the search text field and select search.

3. Upon selecting search, the agency name will reflect ‘HCS Registry.’ Select
Continue Application.

4. The Pre-Employment Information page will populate. Select the appropriate

option from the Request Type (application type) drop-down and select Next to
continue.
• Home Care Aide Registry – Initial Applicant: This choice is for Initial
(first time) Home Care Aide applicants or Home Care Aides who
currently have a forfeited status and need to get back on the HCS
Registry.

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 • Home Care Aide Registry Renewal: This choice if for HCAs who are
renewing their Home Care Aide registration within their allotted
renewal timeframe.
• Home Care Organization – Registered HCA: This choice is for a
registered Home Care Aide, who is requesting to be associated to a
Home Care Organization.
• Home Care Organization – Non HCA Position: This choice is for an
individual who is applying to become associated to a Home Care
Organization in some other capacity other than as a HCA. (i.e.,
Employee)

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5. The HCS Opt-Out information page will populate. Review the information select
the opt-out checkbox if applicable and select Next to continue.

6. The Profile page will populate. The information input during the registration
process will be pre-populated. (i.e., First Name, Last Name, Date of Birth, Social
Security Number, and Email Address) Add additional personal information and
select Next to continue.

7. The Verify Identity page will populate. The Verify Identity page will give you the
option to Withdraw or Save and Close an application. If you wish to continue and
complete the application, do not select either.
• Withdraw: Permanently closes an application. A confirmation page will
appear prior to completing the action.
• Save and Close: Allows you to save the application and continue at a later
time. Saved applications may be located on the home page. Select ‘resume’
to continue an application.

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 Enter valid identity document information by entering data in the available fields.
• Document: Select the document type from the drop-down. (i.e.,
Driver’s License, State Issued Identity Card, etc.)
• Document Number: The unique number associated with the identity
document.
• Issuing State/Authority: The state or government agency which issued
the identity document.
• Document Expiration Date: The date of expiration for the identity
document.

8. The Physical Address page will populate. Enter your physical address, city, state,
and zip code. Select Next when complete.

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9. The Mailing Address page will populate. If your mailing address is the same as
your permanent address, ensure to leave the box checked. If your mailing
address differs, unselect the check box and enter the mailing address information
in the designated text fields. Select Next to continue.

10. The Prior Addresses page will populate. If you currently live or have lived in a
state other than California in the last five (5) years, enter the state by selecting
the name from the drop-down menu and enter the years of residence. You may
add multiple states of residence by repeating these steps. Select ‘Add this
previous Address’ to save the entry. If you do not or have not lived in a state
other than California, select the appropriate box.

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11. The Prior Names and Aliases page will populate. If you have used a different
name in the past such as a maiden name or nickname, enter the information on
this page. You may add as many aliases as needed by repeating the process.
Select ‘Add this name or alias’ to save the entry. If you have not been known by
any other names or aliases, select the appropriate check box.

12. The Registry Information/Accreditation Check page will populate. The purpose of
the Accreditation Check page is to ensure the correct request type (application
type) was selected. The results will appear in one of the following:
• Not Cleared: Indicates the incorrect Request Type was selected. You
must go back and select the correct request type and correct the error
prior to continuing the application. This ensures those who are already
associated to the HCS Registry, do not incorrectly pay registry fees
again.
• Cleared: Indicates the correct Request Type was selected. Select Next
to continue.

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13. The Payment Information page will next populate. If the request type selected
was for an initial HCS Registry Association or a HCS Registry renewal, the
amount due will populate. Select Pay Now to make the payment. If a payment is
not required, select Next to continue.

14. Guardian will route to a Credit Card payment page. Enter payment information.

15. Upon payment completion, select “Return to Guardian” at the bottom of the
payment page. The application is not yet completed until fully submitted.

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16. You will be routed back to the application once complete. Select Next to
continue.

17. The Application Summary Page will populate and provide an overview of all
information input. Review to ensure the information is correct. If changes need to
be made, select ‘Edit Application.’ If all information is correct select ‘The above
information has been reviewed and is true and correct’ checkbox. Select Finish to
submit the application.

18. Upon submitting the application, it will appear on the Home Page. Submitted
applications may be viewed on the Home page. If fingerprints are required, a pre-
populated CDSS Live Scan form will be available for printing. If you utilize a
Home Care Organization’s (HCO) PIN to apply for the registry, the HCO must
locate the application in their “Not Yet Submitted” application queue, resume and
ultimately submit it. The CDSS Live Scan form will not be available until the HCO
completes this final step.

Note: An eligible and registered status must be obtained, prior to beginning

employment. To check the status of your Home Care Aide status, visit the Home
Care Aide Registry Search page. A search may be completed by searching first,
last name and per ID. Your Per ID may be located by accessing “My Account”
then locating the Per ID field on your Guardian account.

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 Renewing Your Home Care Aide Registry Status
Renewal via Mail:
To renew your Home Care Aide Registry status via mail:
1. Print and complete both pages of the following form:
Application for Home Care Aide Registration or Renewal HCS 100, (also
available in Spanish)
2. Review the HCS 100 for renewal application instructions.
3. Mail the completed HCS 100 form and the $35.00 renewal fee (via check or
money order) to the HCSB at:
California Department of Social Services
Home Care Services Bureau
744 P Street, M.S. 9-14-90
Sacramento, CA 95814

Renewal via Guardian:

To renew your Home Care Aide registry status via Guardian, ensure you have a
Guardian account. To register for a Guardian account, review Registering for Your
Guardian Account.
1. To begin an application, select “Create Application” on the home page of your
Guardian account. If you are renewing your Home Care Aide (HCA) status as an
independent HCA, enter the registry PIN: R38XKSPE. If you are renewing your
HCA status under a Home Care Organization, ensure you have obtained their
unique PIN to complete the application process.
Note: If you utilize an HCO PIN to renew your HCA status, after completing your
application, the HCO must locate the application in their “Not Yet Submitted” application
queue, resume and ultimately submit it. The CDSS Live Scan form will not be available
until the HCO completes this final step.

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2. Enter the appropriate PIN in the search text field and select search.

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3. Upon selecting search, the agency name will reflect ‘HCS Registry’ or the
applicable Home Care Organization. Select Continue Application.

4. The Pre-Employment Information page will populate. Select the appropriate

option from the Request Type (application type) drop-down and select Next to
continue.
• Home Care Aide Registry Renewal: This choice if for HCAs who are
renewing their Home Care Aide registration within their allotted
renewal timeframe.
• Home Care Aide Registry – Initial Applicant: This choice should be
utilized for Home Care Aides who currently have a forfeited status and
need to get back on the HCS Registry.

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5. The HCS Opt-Out information page will populate. Review the information select
the opt-out checkbox if applicable and select Next to continue.

6. The Profile page will populate. The information input during the registration
process will be pre-populated. (i.e., First Name, Last Name, Date of Birth, Social
Security Number, and Email Address) Add additional personal information and
select Next to continue.

7. The Verify Identity page will populate. The Verify Identity page will give you the
option to Withdraw or Save and Close an application. If you wish to continue and
complete the application, do not select either.
• Withdraw: Permanently closes an application. A confirmation page will
appear prior to completing the action.
• Save and Close: Allows you to save the application and continue at a later
time. Saved applications may be located on the home page. Select ‘resume’
to continue an application.

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 Enter valid identity document information by entering data in the available fields.
• Document: Select the document type from the drop-down. (i.e.,
Driver’s License, State Issued Identity Card, etc.)
• Document Number: The unique number associated with the identity
document.
• Issuing State/Authority: The state or government agency which issued
the identity document.
• Document Expiration Date: The date of expiration for the identity
document.

8. The Physical Address page will populate. Enter your physical address, city, state,
and zip code. Select Next when complete.

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9. The Mailing Address page will populate. If your mailing address is the same as
your permanent address, ensure to leave the box checked. If your mailing
address differs, unselect the check box and enter the mailing address information
in the designated text fields. Select Next to continue.

10. The Prior Addresses page will populate. If you currently live or have lived in a
state other than California in the last five (5) years, enter the state by selecting
the name from the drop-down menu and enter the years of residence. You may
add multiple states of residence by repeating these steps. Select ‘Add this
previous Address’ to save the entry. If you do not or have not lived in a state
other than California, select the appropriate box.

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11. The Prior Names and Aliases page will populate. If you have used a different
name in the past such as a maiden name or nickname, enter the information on
this page. You may add as many aliases as needed by repeating the process.
Select ‘Add this name or alias’ to save the entry. If you have not been known by
any other names or aliases, select the appropriate check box.

12. The Registry Information/Accreditation Check page will populate. The purpose of
the Accreditation Check page is to ensure the correct request type (application
type) was selected. The results will appear in one of the following:
• Not Cleared: Indicates the incorrect Request Type was selected. You
must go back and select the correct request type and correct the error
prior to continuing the application. This ensures those who are already
associated to the HCS Registry, do not incorrectly pay registry fees
again.
• Cleared: Indicates the correct Request Type was selected. Select Next
to continue.

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13. The Payment Information page will next populate. If the request type selected
was for an initial HCS Registry Association or a HCS Registry renewal, the
amount due will populate. Select Pay Now to make the payment. If a payment is
not required, select Next to continue.

14. Guardian will route to a Credit Card payment page. Enter payment information.

15. Upon payment completion, select “Return to Guardian” at the bottom of the
payment page. The application is not yet completed until fully submitted.

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16. You will be routed back to the application once complete. Select Next to
continue.

17. The Application Summary Page will populate and provide an overview of all
information input. Review to ensure the information is correct. If changes need to
be made, select ‘Edit Application.’ If all information is correct select ‘The above
information has been reviewed and is true and correct’ checkbox. Select Finish to
submit the application.

18. Upon submitting the application, it will appear on the Home Page. Submitted
applications may be viewed on the Home page. If fingerprints are required, a pre-
populated CDSS Live Scan form will be available for printing. If you utilize a
Home Care Organization’s (HCO) PIN to apply for the registry, the HCO must
locate the application in their “Not Yet Submitted” application queue, resume and
ultimately submit it.

Note: An eligible and registered status must be obtained, prior to beginning

employment. To check the status of your Home Care Aide status, visit the Home
Care Aide Registry Search page. A search may be completed by searching first,
last name and per ID. Your Per ID may be located by accessing “My Account”
then locating the Per ID field on your Guardian account.

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 Applying for the TrustLine Registry

This process may be utilized for Initial (first time) TrustLine applicants or those who
have a previous clearance within Community Care Licensing (CCL). Prior to creating a
new application (association), you must obtain the unique agency PIN number from the
TrustLine Resource and Referral Network at 1-800-822-8490 or the hiring TrustLine
agency. An application cannot be started or submitted without the agency’s unique PIN.
Note: For Subsidized applicants, an application must be completed by the
Subsidized agency.

1. To begin an application, select ‘Create Application’ on your home page.

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2. Enter the registry or agency’s unique PIN in the search text field and select
search.

3. Upon selecting search, the agency’s name will populate. If the correct agency
populates, select ‘Continue Application.’ Otherwise, select cancel and contact the
agency which gave you the instruction form to obtain the correct PIN.

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4. The TrustLine Opt-Out page will populate. Select the appropriate response on
whether you would like to receive quarterly emails for one year, with health and
safety, child development and other Child Care related information, if you
become registered (cleared) on TrustLine. Select Next to continue.

5. The Pre-Employment page will populate. Select the appropriate request type
from the ‘Request Type’ drop-down and select Next to continue. Helpful page
text is included to assist with selection:
o “TrustLine Initial Registry” – if this is your first time applying to become
registered as a TrustLine care provider;
o Select the “other” option if you are already on the TrustLine Registry;
o “TrustLine Registry” if you are applying only to the TrustLine Registry as
an Independent Nanny.

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6. Next the Profile page will populate. The information input during the registration
process will be pre-populated. (i.e., First Name, Last Name, Date of Birth, Social
Security Number, and Email Address) Add additional personal information (if
needed) and select Next to continue.

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 7. The Verify Identity page will populate. The Verify Identity page will give you the
option to Withdraw or Save and Close an application. If you wish to continue and
complete the application, do not select either.
• Withdraw: Permanently closes an application. A confirmation page will
appear prior to completing the action.
• Save and Close: Allows you to save the application and continue at a later
time. Saved applications may be located on the home page. Select ‘resume’
to continue an application.

Enter one of the four TrustLine approved identity documents in the available fields.
• Document: Select the document type from the drop-down. (i.e. Driver’s
License, State Issued Identity Card, etc.)
• Document Number: The unique number associated with the identity
document.
• Issuing State/Authority: The state or government agency which issued the
identity document.
• Document Expiration Date: The date of expiration for the identity document.

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8. The Physical Address page will populate. Enter your physical address, city, state,
and zip code. Select Next when complete.

9. The Mailing Address page will populate. If your mailing address is the same as
your permanent address, ensure to leave the box checked. If your mailing
address differs, unselect the check box and enter the mailing address information
in the designated text fields. Select Next to continue.

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10. The Prior Addresses page will populate. If you currently live or have lived in a
state other than California in the last five (5) years, enter the state by selecting
the name from the drop-down menu and enter the years of residence. You may
add multiple states of residence by repeating these steps. Select ‘Add this
previous Address’ to save the entry. If you do not or have not lived in a state
other than California, select the appropriate box.

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11. The Prior Names and Aliases page will populate. If you have used a different
name in the past such as a maiden name or nickname, enter the information on
this page. You may add as many aliases as needed by repeating the process.
Select ‘Add this name or alias’ to save the entry. If you have not been known by
any other names or aliases, select the appropriate check box.

12. The Registry Information/CDSS Accreditation Check page will populate. The
purpose of the CDSS Accreditation Check page is to ensure the correct request
type (application type) was selected. The results will appear in one of the
following:
• Cleared: Indicates the correct Request Type was selected. Select Next
to continue.

• Not Cleared: Indicates the incorrect Request Type was selected. You
must go back and select the correct request type and correct the error
Applicant User Guide v.2 Page 48 of 62
 prior to continuing the application. This ensures those who are already
associated to the TrustLine Registry, do not incorrectly pay registry
fees again.

13. The Disclosure page will populate. Read all information on the following screens
and answers the questions appropriately. Select next to continue throughout the
Disclosure screens.

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14. The Payment Information page will next populate. The amount due will populate.
Select Pay Not to make the payment. If payment is not required, select Next to
continue.

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15. Guardian will route to a Credit Card payment page. Enter payment information.
You must return to Guardian once payment is completed to complete the
application process.

Note: You may print/save the confirmation page for your records or a copy of the
receipt will be emailed to you, if included, in the Payor Email Address field.

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16. The completed payment information will be reflecting on the payment page.
Select Next to continue.

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17. The Application Summary Page will populate and provide an overview of all
information input. Review to ensure the information is correct. If changes need to
be made, select ‘Edit Application.’ If all information is correct select ‘The above
information has been reviewed and is true and correct’ checkbox. Select Finish to
submit the application.

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18. Upon submitting the application, it will appear on the Home Page. Submitted
(completed) applications may be viewed on the Home page. The CDSS Live
Scan Form will be available for printing under the Available Documents section.

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 Applying for a Foster Family Agency

Prior to submitting an application for any licensing agency, you must obtain the agency
PIN number from the hiring agency. The agency must generate the Applicant Instruction
form in their Guardian account. An applicant cannot submit an application without the
agency’s unique PIN. Note: An agency’s unique PIN is not the nine-digit licensing
number. The PIN must be obtained from the Guardian generated Applicant
Instruction Form.
1. To begin an application, select ‘Create Application’ on the home page.

2. Enter the agency’s unique PIN in the search text field and select search.

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3. Upon selecting search, the agency’s name will populate. If the correct agency
populates, select ‘Continue Application.’ Otherwise, select cancel and contact the
agency which gave you the instruction form to get the correct PIN number.

4. The Pre-Employment Information page will populate. Select the appropriate

option from the Request Type drop-down and select Next to continue.
• Children’s Residential – Foster Family: The request type for non-RFA
individuals. (i.e., Employee, etc.)
• Children’s Residential – Resource Family Approval: The request type
for resource families.
• RFA Relative: The request type for relative placements.

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5. Next the Profile page will populate. The information input during the registration
process will be pre-populated. (i.e., First Name, Last Name, Date of Birth, Social
Security Number, and Email Address) Add additional personal information and
select Next to continue.

6. The Verify Identity page will populate. The Verify Identity page will give you the
option to Withdraw or Save and Close an application. If you wish to continue and
complete the application, do not select either.
• Withdraw: Permanently closes an application. A confirmation page will
appear prior to completing the action.
• Save and Close: Allows you to save the application and continue at a later
time. Saved applications may be located on the home page. Select ‘resume’
to continue an application.

Enter valid identity document information by entering data in the available fields.
• Document: Select the document type from the drop-down. (i.e. Driver’s
License, State Issued Identity Card, etc.)
• Document Number: The unique number associated with the identity
document.
• Issuing State/Authority: The state or government agency which issued
the identity document.
• Document Expiration Date: The date of expiration for the identity
document.
7. The Physical Address page will populate. Enter your physical address, city, state
and zip code. Select Next when complete.

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8. The Mailing Address page will populate. If your mailing address is the same as
your permanent address, ensure to leave the box checked. If your mailing
address differs, unselect the check box and enter the mailing address information
in the designated text fields. Select Next to continue.

9. The Prior Addresses page will populate. If you currently live or have lived in a
state other than California in the last five (5) years, enter the state by selecting
the name from the drop-down menu and enter the years of residence. You may
add multiple states of residence by repeating these steps. Select ‘Add this
previous Address’ to save the entry. If you do not or have not lived in a state
other than California, select the appropriate box.

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10. The Prior Names and Aliases page will populate. If you have used a different
name in the past such as a maiden name or nickname, enter the information on
this page. You may add as many aliases as needed by repeating the process.
Select ‘Add this name or alias’ to save the entry. If you have not been known by
any other names or aliases, select the appropriate check box.

11. The Disclosure page will populate. Read all information on the following screens
and answers the questions appropriately. Select next to continue throughout the
Disclosure screens. Note: If you answer “Yes” to the question inquiring if
you have lived in a state other than California within the last five years, you
will have to complete a LIC 198B form for each state and upload the forms
to your application. Please refer to the Understanding Applications on the
Home Page – Uploading Documents section.

12. The Payment Information page will next populate. A payment should not be
required. Select Next to continue.

13. The Application Summary Page will populate and provide an overview of all
information input. Review to ensure the information is correct. If changes need to
be made, select ‘Edit Application.’ If all information is correct select ‘The above
information has been reviewed and is true and correct’ checkbox. Select Finish to
submit the application.

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14. Upon submitting the application, it will appear on the Home Page. Submitted
applications may be viewed on the Home page.

15. The application will remain in a “Not Yet Submitted” status until the Foster Family
Agency (FFA) reviews the application, enters the required Originating Agency
Identifier (ORI) and ultimately submits the application. Once submitted by the
FFA, the live scan form will be available to print and obtain live scan services. If
your CDSS Live Scan form is not generating, contact the FFA to ensure the
application has been submitted on their end.

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 Glossary
• Accreditation: A registry element utilized for the Home Care Aide and TrustLine
Registries which refers to the overall registry status.
• Administrative Action (AA): When the CDSS has taken a negative action
against an individual. It is often the result of the individual’s criminal record
history or conduct which may be incompatible with the care or may pose a risk to
the health and safety of vulnerable clients.
• Administrative Action Records System (AARS): Database of Administrative
Actions taken against an individual by the CDSS or any Department the CDSS
has an interagency agreement with, including the county.
• Agency: An agency is defined as a TrustLine Agency, Home Care Organization
or Licensing facility.
• Application Number (#): A unique number created for an applicant for each new
agency association or when Guardian receives a set of fingerprints from
Department of Justice (DOJ). The Application Number is searchable in Guardian.
• Background Check ID (#): A unique identifier for a background check decision
which is associated to a set of fingerprints. A Background Check ID may have
multiple applications associated to them. Example: An applicant may have a
Background Check ID which does not include a Child Abuse Central Index
(CACI) check. If a CACI check was needed for employment, the applicant would
need new fingerprints, resulting in a new Background Check ID.
• Child Abuse Central Index (CACI) check: An additional check required for
individuals who will be associated to any agency who cares for children.
• Closed (determination status): The closed determination status indicates a
background check has been closed by CDSS Staff due to failure to comply with
the background check process. (i.e., respond to correspondence)
• Connected: Transferred or associated to an agency or provider.
• Criminal Record Offender Information (CORI): Information obtained through
fingerprint submission to the Department of Justice (DOJ) in response to a
request for a criminal conviction review.
• Determination Available: A final determination has been made on the
background check and is awaiting the agency to record the final hiring decision.
No action is needed by the applicant.
• Determination Status: The overall status of the background check.
• Eligible: Indicates an applicant is eligible to work as a result of a clearance or
exemption approval. The eligible determination status may have further
background check details. (i.e. Eligible – Cleared, Eligible – Exemption Granted,
etc.)
• Error Batch: Encompasses fingerprint responses which arrive at CPMB, with
incorrect or conflicting information. These fingerprint responses are held until
CPMB is notified and determines to whom/what agency they belong to.

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• Exemption: A CDSS-authorized written document that excuses the individual
from the requirement of having a criminal record clearance. An applicant with
conviction information must be granted an exemption prior to working, residing,
or being present in an agency.
• Fingerprint Reject: Fingerprints are rejected when the DOJ or the FBI is unable
to process an applicant fingerprint transaction due to the quality of the prints.
Fingerprints can be rejected for in-state, out-of-state and child abuse responses.
• In Process (determination status): The background check application has
been submitted, but the overall determination is awaiting one or multiple of the
following: fingerprints to be submitted, self-disclosure (LIC 508/LIC 508D),
Registry Research to be completed (CACI, AARs or OSCA possible matches), or
is pending a background check process (Exemption or Arrest Only Investigation).
• Not Eligible (determination status): Indicates an applicant is not eligible to
work due to the result of a background check decision. The eligible determination
status may have further background check details. (i.e., Not Eligible – Exemption
Denied, Eligible – Exclusion, etc.)
• Not Yet Submitted: If an application has been submitted by the applicant user
and results in a Not Yet Submitted application status, the agency must locate the
pending application “resume” the application and ultimately submit it. A Not Yet
Submitted application may also appear if either the applicant or agency did not
complete the entirety of the application. (i.e., Submit a payment, submit the
disclosure, etc.)
• Out of State Child Abuse (OSCA) check: If an applicant associated to
applicable Children’s Residential agencies or any Resource Parents of a Foster
Family Agency discloses an out of state residence within the last five years, an
Out-of-State Child Abuse check must be completed by CPMB.
• Personal Identification Number (PIN): An identifying passcode for each agency
which prevents applicants from submitting applications for an agency without the
agency's permission - not to be confused with the agency's OCA. The PIN is
required for an applicant to begin an association/background check process in
Guardian.
• Provider: Licensed Facility, Home Care Organization, TrustLine Agency
• Records of Prosecution or Arrests (RAP): A record of an individual’s arrests
and convictions.
• Registry Research: Registry Research is a check which must be completed
prior to the issuance of a clearance or exemption. The check includes review of
possible Child Abuse Central Index (CACI), Administrative Action Records
System (AARS), and Out of State Child Abuse (OSCA) matches.
• Separated: Disassociated from an agency or provider.

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