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 license 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 records@tcole.texas.gov 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.
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.