Uploader Frequently Asked Questions
When do we upload personnel files?
Upon separation from your agency, the licensee’s personnel files must be uploaded within 30 calendar days. However, you can upload personnel files for a licensee anytime during their appointment.
Are agencies required to upload personnel files for license holders who already separated?
No, the requirement to upload personnel files is not retroactive. Agencies are only expected to upload files for license holders separating now and in the future.
When do we submit Misconduct Investigation Reports (MIRs)?
Misconduct Investigations Reports must be submitted within 180 days or within 30 days of separation, whichever comes first. However, you can upload MIRs anytime during someone’s appointment.
I received an email notification requesting that I upload documents for a background investigation. How long do I have to provide them?
Agencies must upload requested documents within 10 calendar days of request.
Our IT department would like to make sure that there isn’t anything on our end (i.e. firewall) that may block large file uploads. Are there any technical specifications for OTRR?
The website should run the same as MYTCOLE/TCLEDDS and SecureShare. There shouldn't be anything that blocks uploads. If OTRR isn’t performing as you expect, reach out to the TCOLE IT Helpdesk at support@tcole.texas.gov.
What if a license holder wasn’t appointed long enough to create a personnel file?
If the licensee doesn’t have a personnel file, upload a memo explaining this.
I uploaded the wrong document by mistake, and I can’t delete it.
If you upload a document by mistake, email the TCOLE Records Division at kamille.stanton@tcole.texas.gov to request to have it removed. Uploaders cannot delete files.
When can academies upload personnel files?
Academies can only upload files after individuals are licensed.
If a recruit fails out in the academy, will we need to upload any of those training documents like when a licensee separates?
No, personnel files in the Confidential Statement Employment (CSED) Database are for license holders. Academies are not required to upload personnel files for anyone until they are licensed.
Can we change permissions for users to prevent them from seeing certain files and folders?
Every agency’s internal structure is different. So, the license permissions aren’t changed according to an agency’s particular policies on who can view files. When your agency selects who will be CSED uploaders, SecureShare uploaders, or investigators, you will have to determine who has the appropriate permissions to view those different files at your agency.
If my Chief Administrator doesn’t use TCLEDDS, how can they access TCLEDDS to delegate their designees?
If they do not see the TCLEDDS icon when they log into the TCOLE Login Hub they will need to contact support at support@tcole.texas.gov
Does the chief administrator count as an OTRR user?
Only if they are designated as a File Uploader or Background Investigator in the Assignment Status Manager in TCLEDDS.
When an employee separates, do we only upload the personnel files?
Correct. The personnel files uploaded to the CSED folder in OTRR are:
- Commendations and awards
- Misconduct Investigation Reports
- Final disciplinary memos,
- The licensee’s written responses to negative document in their file, and
- Periodic performance reviews.
Upon request from a hiring agency, the rest of the files are uploaded to the SecureShare folder in OTRR.
How does OTRR work for Academies?
Upon request from a hiring agency, academies will upload files to the SecureShare folder in OTRR.
When files are uploaded into OTRR, do we still need to keep a record of the files?
Yes, your files are kept according to the local retention schedule set by your city or county. We recommend that you digitize your files so that your agency can comply with SecureShare requests more easily. Digitizing your files will also make it easier for you to upload personnel files within 30 days of a license holder’s separation.
Background Investigator Frequently Asked Questions
What if more than one person is working on a background investigation?
Multiple people can work on the same background investigation, as long as the person it's assigned to marks the task complete when everyone is done.
I received files from another agency. Now that I’ve opened them, how long do I have to work with them?
Once files are opened in OTRR SecureShare, background investigators have 14 days to review documents.
I’m conducting a background investigation on an applicant who is not a license holder. Can I find them in OTRR?
No, they are only in OTRR if they have a license.
How do you delete an investigation out of "My Assignments" if you no longer need to do the investigation?
If you've already uploaded the Release form, go to your My Assignments tile and select the Confirm Agencies/Academies task. In the bottom right corner of the Confirm Agencies/Academies tile, select the Cancel Investigation button.
If you haven't uploaded the Release form, you will have to upload the release to advance to the Confirm Agencies/Academies tile, where you can select the Cancel Investigation button.
Can I stop a request to uploader without stopping the whole investigation?
If you want to stop an uploader request, but continue the Background Investigation, go to the Upload Status tile on your OTRR homepage. Select the number in the circle. Then, find the workflow you want to cancel. On the next screen, select the Stop button in the bottom right corner.
Can we download a copy of the records we’re sent?
OTRR does allow downloading. However, proceed with caution. Once you download records, they become your agency’s records and are subject to your local retention schedule.
When requesting files, will OTRR provide information instantly?
No, the information isn’t automatically provided. When you request records, you will upload a signed Authority to Release Information form that will accompany your request for records. The uploaders from those agencies, academies, and TCOLE will be notified of your request and will have to upload records. When they finish uploading the files, OTRR will email you to let you know you have files to review.
After I'm notified that agencies have uploaded the documents I requested, how long do I have to review them.
You will have 14 calendar days to view them.
Once I open the files, how long do I have to view them?
14 days. They will not longer expire in 72 hours.
Will TSS users automatically be transferred over to OTRR?
No, chief administrators will need to assign File Uploaders and Background Investigators in the Assignment Status Manager in TCLEDDS.
Will OTRR affect the number of background investigators an agency can have?
No. However, with the limited number of allocated OTRR users allowed per agency, you will have to manage how best to distribute OTRR permissions.
When we request officer files from agencies, do we still send an email to the agency?
No, you when you request files, you will upload an Authority to Release Information form. Then, agencies will receive a notification from OTRR requesting those files.
We are a third-party background company. Will each investigator have their own login or will just the company point of contact be added to the department roster they are contracted with?
Any agency you are contracted with will need to add you as a nonlicensed user in TCLEDDS. Then, they will have to assign you as a Background Investigator in the Assignment Status Manager in TCLEDDS.
We are doing a background investigation on someone who has never held a TCOLE license. Will we find information on them in OTRR?
No, people who have never held a license or been appointed will not be in OTRR.