Civil Rights Compliance Questionnaire (CRCQ) – Packet Revision for all Pennsylvania Department of Human Services (DHS) Licensed Providers

The Department of Human Services (DHS) Bureau of Equal Opportunity (BEO) released a packet revision for the CRCQ for all DHS licensed providers.

• The CRCQ application packet has been updated and can be found on the DHS website in the  “Application for Human Services License” section.

• The CRCQ and supplemental documentation may be submitted through email or FAX. Email submissions are highly preferred and will be processed faster than faxed submissions.

Mailed CRCQ application packets will no longer be accepted unless they are postmarked before December 10, 2021.

Please use the following information for submitting your CRCQ application packet:

                    Central and Northern Region sites: RA-PWBEOCRCQCENTRAL@pa.gov or FAX 717-772-4366

                    Southeastern Region sites: RA-PWBEOCRCQSOUTHEAS@pa.gov or FAX 717-772-4366

              Western Region sites: RA-PWBEOCRCQWESTERN@pa.gov or FAX 412-880-0207

• Attention all Office of Developmental Programs (ODP) Providers! Submission of CRCQs from all ODP providers need to be completed online via HCSIS. Please call 1-866-444-1264 for additional instructions.

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The following information contains checklist items to review before submission, reminders, and instructions to check the status of an already submitted CRCQ packet.

BEFORE YOU SUBMIT:

• Type or print the information on the CRCQ clearly; illegible applications will cause delays. 
• Be sure that a valid email address and phone number has been provided on the CRCQ. 
• Do not send checks, money orders, background checks or utility bills with your CRCQ packet.
• Do send ALL required policy statements with your CRCQ packet as well as a copy of your advertisement (if applicable).
• Answer all questions completely.
• Remember to sign the CRCQ.

REMINDERS:

• Providers who submit CRCQs through Pennsylvania’s Enterprise to Link Information for Children Across Networks (PELICAN) or Home and Community Services Information System (HCSIS), will still need to submit all required supplemental documentation using the correct regional email address or FAX number.  Be sure to include your CRQ number which will populate when you complete and submit a CRCQ in PELICAN.  Be sure to save this number for your records.

• Submit your completed forms in only one format. For example, submissions by email followed by faxing the same packet, creates duplicates and slows processing.

• Be sure to include a copy of your Nondiscrimination in Services Policy Statement addressed to whomever you serve, and your Equal Employment Opportunity Policy Statement addressed to your staff.  These statements are required to be posted in your facility. If you advertise as either an employer or provider, include a copy of your advertisement. Remember to complete and submit Attachment 1.  We cannot issue a compliance letter if any of these items are missing.

• When completing the Sample #2 Non-discrimination in Services template for your organization, utilize the attached PA Human Relations Commission (PHRC) Office map on page 10 of the packet. Please note, the region of your organization on the PHRC map may differ from your BEO region.

• When you answer question #8 on page 2, please keep in mind it is pertaining to all children/individuals (minorities, disabled, and limited English proficient) being included in all programs and activities and reasonable accommodations being made to be inclusive of everyone.

• Do not send checks, money orders, background checks or utility bills to BEO as part of your packet. Checks and money orders are only accepted by the Licensing Administration Office.  BEO will no longer accept mailed copies of the CRCQ.  Payment is part of the Licensing Administration process and not the Civil Rights compliance process.

CRCQ STATUS:  

• All compliance letters are being emailed so it is imperative that a valid email and phone number has been provided on the CRCQ submission.

• Before reaching out to inquire about your CRCQ status, please check all email accounts you provided on your CRCQ, along with the email address used to submit the CRCQ. In most cases, the letter is emailed to the Responsible Official listed on the submission. Follow up inquiries should be sent to the correct regional RA-account and include your CRQ number, along with the phrase “Requesting Status”, in the subject line.

• BEO is unable to answer questions regarding the issuance of your license. Reviewing CRCQs, the required attachments and issuing compliance letters is BEO’s only role in the licensing process.  All questions regarding your license should be directed to your local program office or the DHS Human Services Licensing Office at 717-705-0383 or, if a childcare facility, the Office of Child Development & Early Learning (OCDEL) at 1-800-222-2117.

Do not submit your CRCQ to the Licensing Administration Office.  They will not forward it to BEO as mailed, hard copies will not be accepted.

UPDATE:

There have been many questions concerning this change in procedure for the Civil Rights Compliance approval.  The Civil Rights Compliance Questionnaire (CRCQ) is required to be filed annually by the Department of Human Services (DHS) licensed providers.  Hopefully this will answer some questions you have.

• This email is only for providers of service types that  are regulated by the DHS and any Provider/Agency that receives a blue Certificate of Compliance issued by the DHS Licensing Administration to operate the type of service you provide.  It does not apply to an Agency/Provider that is listed with or receives a license from the Department of Health (DOH).  If your type of service is found in the DHS Provider Directory, you are included in this email.  https://www.humanservices.state.pa.us/HUMAN_SERVICE_PROVIDER_DIRECTORY/

The Office of Child Development and Early Learning (OCDEL) providers can be found here:  https://www.dhs.pa.gov/Services/Children/Pages/Child-Care-Early-Learning.aspx

• This new procedure applies to any CRCQ that must be submitted to the Bureau of Equal Opportunity (BEO) as of December 2, 2021.  If you are ready to submit that form, this procedure should be followed.

• If you currently have a Civil Rights Compliance approval letter or you have submitted the CRCQ prior to December 2, 2021, this procedure will be effective with your next renewal.  You do not have to resubmit a CRCQ.

• DHS Licensing Administration will notforward any hard copies or any emailed copies of the CRCQ to the BEO. You must email or fax the CRCQ to your regional RA email or fax number for your regional BEO as noted below.

• The Bureau of Equal Opportunity will not forward any license renewal application or license renewal application payment to the Licensing Administration as they will not be accepting mail for the renewal process.

• Instructions of where to send the licensing application, licensing application fee (if required) and the Civil Rights Compliance Questionnaire are detailed on the licensing renewal packet cover sheet (HS1230) that is sent via regular mail at the time of renewal. 

• Renewal packets will continue to be sent via regular mail 130 days prior to the expiration date of your Certificate of Compliance.  The Office of Developmental Program (ODP) providers will continue to receive the renewal request via email and will continue to use HCSiS for your submissions.

• If the deadline for submission of the licensing renewal application, licensing application fee (if required) and the Civil Rights Compliance Questionnaire cannot be met, for whatever reason, you do not have to call for an extension, but it MUST be received by Licensing Administration and the BEO, respectively, prior to the expiration date of your current Certificate of Compliance.

• Any questions concerning the Civil Rights Compliance Questionnaire ONLY should be directed to the regional Bureau of Equal Opportunity as noted below. (The counties comprising the regions can be found on the map in CRCQ application packet) :  https://www.dhs.pa.gov/providers/Clearances-and-Licensing/Documents/App%20HSL/Civil%20Rights%20Compliance%20Questionnaire%20(all%20regions).pdf

DHS BEO Southeast Region –  (717) 787-1127 – Email: RA-PWBEOCRCQSOUTHEAS@pa.gov

DHS BEO Central/Northern Region – (717) 787-1127 – Email: RA-PWBEOCRCQCENTRAL@PA.GOV

DHS BEO Western Region – (412) 565-7607 – Email: RA-PWBEOCRCQWESTERN@pa.gov

• Any questions concerning the blue license (Certificate of Compliance) or any fees related to it should be directed to the DHS Licensing Administration at 717-705-0383.

• Any questions concerning the Office of Child Development and Early Learning (OCDEL) should be directed to 1-800-222-2117.

If there are questions not answered by these statements, please call the specific office at one of the numbers listed above for assistance in answering your questions.