Understanding California's mass roster transfer process is now more critical than ever for residential care facility administrators.
On January 16, 2026, the California Department of Social Services (CDSS) Community Care Licensing Division (CCLD) issued Provider Information Notice (PIN) 26-02-CCLD, establishing clear protocols for mass roster transfers when facilities undergo significant operational changes. Whether you're relocating your RCFE, transitioning ownership of your ARF, or receiving a new facility number for any reason, this guidance directly impacts how you maintain employee background check compliance during transitions.
What personal data do we collect?
For administrators managing RCFEs, ARFs, Group Homes, or STRTPs in California, failing to properly execute a mass roster transfer can result in employee eligibility issues, compliance violations, and potential licensing complications. This comprehensive guide breaks down everything you need to know about PIN 26-02-CCLD and how to navigate the Guardian background check system for seamless employee transfers.
PIN Number: 26-02-CCLD
Effective Date: January 16, 2026
Applies To: All CCLD facility licensees and providers (RCFE, ARF, GH, STRTP, Child Care, FFA-RFA)
What This PIN Establishes:
✅ Mass roster transfer definition: The process of moving ALL individuals from one facility roster to another within the same program type
✅ When it applies: Agency location changes, ownership transfers, or any circumstance resulting in a new nine-digit facility number
✅ Who processes it: Regional Offices (RO) perform mass roster transfers upon facility request
✅ Critical requirement: Facilities MUST contact their Regional Office to initiate the transfer
✅ Alternative transfer methods: Individual transfers still available via LIC 9182, LIC 9188, or Guardian portal
Key Distinction: This PIN specifically addresses mass roster transfers (all employees at once), not individual employee clearance transfers between unrelated facilities.
🎯 Detailed Requirements Breakdown
When Mass Roster Transfer Is Required
Mass roster transfer applies when your facility receives a new nine-digit facility number due to:
🏢 Location Change
Relocating your RCFE, ARF, or Group Home to a new address
Moving operations to a different city or county
Consolidating multiple facilities into one location
👥 Ownership Transfer
Sale of facility to new owner/operator
Change in business entity (e.g., sole proprietorship to corporation)
Transfer between affiliated entities within same organization
📄 Licensing Changes
License type modifications requiring new facility number
Program type changes (e.g., RCFE to RCFE with specialized services)
Any CDSS-initiated facility number reassignment
The Mass Roster Transfer Process
Step 1: Receive New Facility Number
CCLD issues your new nine-digit facility number
Document the effective date of the change
Step 2: Contact Regional Office Immediately
Do NOT wait for employees to become ineligible
Reach out to your assigned RO as soon as new number is issued
Have both old and new facility numbers ready
Step 3: Regional Office Executes Transfer
RO transfers all roster entries to new facility number
Background check clearances and exemptions move automatically
Employee eligibility status remains intact
Step 4: Verify Transfer Completion
Check Guardian system to confirm all employees appear under new facility number
Review for any missing or incomplete transfers
Address discrepancies immediately with RO
Individual Transfer Alternatives (Not Mass Transfers)
For transferring individual employees between different facilities (not related to facility number changes), use:
📝 Form LIC 9182 - Criminal Background Check Clearance Transfer Request
Submit to local Regional Office
Use for cleared employees moving to your facility
📝 Form LIC 9188 - Criminal Record Exemption Transfer Request
Submit to Care Provider Management Branch (CPMB)
Use for employees with exempted criminal records
💻 Guardian Portal Transfer
Log into your agency's Guardian account
Complete electronic transfer request
Fastest method for individual transfers
Special Considerations: Foster Family Agencies (FFA-RFA)
Originating Agency Identifier (ORI) Transfers:
FFAs approved by Department of Justice (DOJ) to transfer ORI numbers from one location to another require mass roster transfer
RFA applicant clearances transfer with the ORI
New ORI Assignments:
⚠️ If DOJ assigns a new ORI (not transferred), all RFA applicants must submit new fingerprints
Clearances and exemptions cannot be transferred
New Live Scan submissions required for all applicants
Suboffice Associations:
RFA clearances/exemptions cannot transfer when associating to additional FFAs
New fingerprint submissions required for each FFA association
⚖️ Compliance Implications
Why This Matters for Your Facility
🚨 Risk of Non-Compliance:
Employees appearing "ineligible" in Guardian system despite valid clearances
Inability to verify background checks during CCLD inspections
Potential Type A citations for employing individuals without documented clearances
Licensing delays or complications during ownership transfers
✅ Benefits of Proper Mass Transfer:
Seamless continuity of operations during transitions
No interruption to employee eligibility status
Maintains accurate compliance documentation
Protects facility from background check violations
Impact on Licensing and Certification
During Facility Transitions:
Administrator certification remains valid (tied to individual, not facility number)
Employee training records stay with employees through Guardian system
Background check history preserved in CDSS databases
No requirement for employees to re-fingerprint (unless new program type requires it)
Inspection Readiness:
CCLD evaluators verify employee clearances through Guardian during site visits
Mass roster transfer ensures all clearances appear correctly under new facility number
Protects against deficiencies related to background check documentation
Demonstrates compliance with Health and Safety Code Section 1569.17 (RCFE) and 1567.61 (ARF)
✅ Practical Action Steps for Administrators
Immediate Actions When Receiving New Facility Number
📞 Contact Regional Office Within 24-48 Hours
Don't delay—proactive contact prevents eligibility issues
Provide both old and new facility numbers
Request confirmation of transfer completion timeline
📊 Compile Current Employee Roster
Document all employees requiring transfer
Include administrators, caregivers, volunteers, contractors
Note any pending clearance applications
💻 Verify Guardian System Access
Ensure you can log into Guardian under new facility number
Request new login credentials if needed via LIC 9277LUA form
📝 Document the Transition
Keep written record of transfer request date
Save RO correspondence confirming completion
Update internal HR files with new facility number
Post-Transfer Verification Checklist
✅ Log into Guardian and confirm all employees appear under new facility number
✅ Verify each employee's clearance status matches pre-transfer status
✅ Check that exemption records transferred for applicable employees
✅ Review for any "ineligible" flags that shouldn't be present
✅ Test Guardian functionality for new hire submissions
✅ Update facility letterhead, forms, and LIC 9163 (Live Scan) forms with new facility number
✅ Notify employees of facility number change (for their records)
✅ Update facility files per Title 22 recordkeeping requirements
Guardian System Resources
Essential Documents:
Guardian User Guide for Licensing and Home Care Agencies - Step-by-step portal instructions
Guardian Instructional Videos - Visual tutorials for common tasks
Frequently Asked Questions - Answers to common Guardian issues
Access these resources: Visit CPMB website → Navigate to "Guardian for Agencies" section (expandable blue box)
Setting Up Guardian Access:
Complete Licensee User Account Access Form (LIC 9277LUA)
Email to: GuardianLoginSupport@dss.ca.gov
Forms processed in order received—submit only once
🔗 Related Title 22 Requirements
Background Check Regulatory Framework
This mass roster transfer process supports compliance with:
Health and Safety Code Section 1569.17 (RCFEs)
Criminal record clearance requirements for all facility personnel
Exemption process for disqualifying offenses
Ongoing duty to report arrests
Health and Safety Code Section 1567.61 (ARFs)
Fingerprint and background check mandates
Prohibited personnel restrictions
Clearance verification obligations
Title 22, CCR Section 80019 (All Adult and Senior Care)
Defines "direct contact with clients"
Specifies who requires criminal record clearance
Outlines exemption request procedures
Connection to Administrator Certification
Title 22, CCR Section 87411 (RCFE Administrator Certification)
Administrators must maintain current certification
Certification number remains valid through facility transitions
No recertification required solely due to facility number change
Continuing Education Requirements:
40 hours CE every two years for certified administrators
Training must include Title 22 regulatory updates
Administrators seeking to fulfill compliance-related CEU requirements can find CDSS-approved courses at 123ceu.com
Recordkeeping Obligations
Title 22, CCR Section 87468 (RCFE Personnel Records)
Facilities must maintain documentation of employee background clearances
Guardian system serves as official record verification
Mass roster transfer preserves required documentation continuity
📚 123CEU Regulation Library Resources
Staying current with CDSS regulatory updates is essential for California residential care facility compliance. The 123ceu.com Regulation Library provides ongoing coverage of Provider Information Notices, Title 22 regulation changes, and licensing guidance to help administrators maintain inspection readiness.
For administrators needing to update staff training on background check procedures and compliance protocols, 123ceu.com offers CDSS-approved continuing education courses covering Guardian system requirements, criminal record clearance processes, and Title 22 regulatory standards.
Stay current on CCLD notices and Guardian compliance
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