Entity FAQs

Pull from here https://www.dshs.wa.gov/ffa/entity-faqs?field_bccu_entity_faqspage_topic_value=a

BCCU runs background checks for DSHS programs and authorized service providers who serve vulnerable adults, juveniles, and children in Washington.  At this time, BCCU does not conduct background checks for entities that are not licensed or contracted through DSHS.

If your entity does not currently use BCCU to run your background checks, but believe they should, please contact BCCU at bccuinquiry@dshs.wa.gov so that we can direct you to the appropriate program contact.

 

You need to have an active profile in BCS before you can access the system. Internal Users or state employees accessing BCS within the state fire wall visit https://bcs.dshs.wa.gov/.  DSHS Authorized Licensed Facilities, Contractors, Vendors and Providers access BCS through SecureAccess Washington at https://secureaccess.wa.gov/dshs/bcs.

Who to call for help from SecureAccess Washington or Background Check Central Unit

Authorized entities who submit background checks to BCCU are required to complete the DSHS Background Check System (BCS) Access Request form to request access for any (new) Primary Account Administrators (PAA) or to change a PAA’s email address. This form is only for PAAs. The PAA will add and remove all other BCS users.

The PAA requesting access will need to complete the form and sign the DSHS BCS User Agreement. PAAs have the option to complete an online version of the BCS Access Request form by clicking on the following link: https://fortress.wa.gov/dshs/bcs/userAccessRequest

All entities must have a Primary Account Administrator (PAA) identified before they can access BCS, submit applications, or retrieve background check results from BCCU. The PAA is responsible for adding users to the entity account in BCS. This person may add additional Account Administrators who also may add new users to the account. The PAA is the primary contact for the entity for BCCU.  Steps for adding a user are listed below and can also be found in our BCS Entity Admin User Guide.

  1. Click on “Admin Tools” in the upper left, and then “Users” from the dropdown.
  2. Click the button marked “Add User” in the lower right.
  3. Type in the email address you’d like the user to be listed under, then click “Find”.
  4. If the email is new to the system, it will open a blank user profile.
  5. Fill in at least the “First Name” and “Last Name” fields. When you’re done, click “Save”.
  6. Scroll down to the “Entity Roles” section, it should be blank initially. Click “Add New”.
  7. Everything should be filled in automatically except the “Role” dropdown.
  8. Choose the role you would like them to have. Then click “Save”.
    1. Account Administrator: Can submit background checks, see results, and add new users.
    2. Account User: Can submit background checks and see results only.
    3. Account Submitter: Can submit background checks only. Can’t see results packets.
  9. The system will automatically send them a registration key via an automated email (Do_Not_Reply_BCS@dshs.wa.gov), which they will be asked for the first time they access BCS through their new SAW account.
    • If you save without adding a role, their profile will be incomplete, and a registration key will not be issued.

All entities must have a Primary Account Administrator (PAA) identified before they can access BCS, submit applications, or retrieve background check results from BCCU. The PAA is responsible for updating users in BCS.  Users are not deleted from the system, but PAAs can disable access to an account by following the steps below.  These steps are also outlined in our BCS Entity Admin User Guide.

  1. Search and open the user’s profile.
  2. Find the role you wish to update.
  3. Click the link for Active or Inactive.
    1. Message: Are you sure you want to change this user’s status…?
    2. Click Cancel Message disappears, and user’s role doesn’t change.
    3. Click OK User’s status is changed to Inactive.
      • Inactive = Account Access Disabled
      • Active = Account Access Enabled
    4. The User is no longer an active user on this account. If User Profile has access to other accounts, you will have to change the status for each active account you would like to update.