Entity Frequently Asked Questions

How long is a background check going to take?

The turnaround time of a background check depends on the volume of checks received, the amount of research required for that inquiry, and the number of staff available to process. Please refer to our Turnaround Times  page to get an estimate of when you will receive your background check.

If the applicant has an out of state crime, BCCU requests a review to determine if the out of state crime is equivalent to a Washington State crime and verifies if that crime is on the Disqualifying List of Crimes and Negative Actions. The amount of research involved, number of equivalencies, and staff available will determine how quickly an equivalency can be completed.

 

How do fingerprint background checks work and what do I have to do?

If your facility requires a fingerprint-based background check for an applicant, request a fingerprint-based background check when you initially submit the applicant’s background check in BCS. You do not need to submit a name and date of birth request and then a fingerprint request. You will have an opportunity to decide if you want to continue the fingerprint-based background check after the interim result (WA State Name and Date of Birth) is available to review in BCS, or if you want to withdraw the inquiry.  If you decide to continue with fingerprints, the fingerprint appointment packet will generate in BCS for you to provide to the applicant.   

 

What do the different result notifications mean and why are they issued?

BCCU currently issues 4 different result notifications.

  1. No Record – None of the background check data sources reported criminal or negative action records that disqualify the applicant from having unsupervised access to children or vulnerable adults and there are no background check records to be reviewed.
  2. Review Required – One or more of the background check data sources reported criminal or negative action records that are not listed on the oversight program’s list of disqualifying crimes and negative actions.  The authorized entity must determine whether or not the applicant can work in a position that may have unsupervised access to children or vulnerable adults by: (a) completing a Character, Competence, and Suitability (CC&S) review; and (b) documenting and retaining the decision as required by the DSHS oversight program.  BCCU does not accept or retain any CC&S review documentation.
  3. Disqualify  – One or more of the background check data sources reported criminal or negative action records that are on the oversight program’s list of disqualifying crimes and negative actions and the applicant is disqualified from having unsupervised access to vulnerable adults, juveniles, and children.
  4. Additional Information Needed – You will receive this letter if there is an unclear crime or negative action that was reported by any of the sources that BCCU researches. BCCU will no longer send a Disqualify notification (ABC or Secretary’s List Letter) for unknown crimes and negative actions. Entities should not disqualify applicants based solely on the receipt of the Additional Information Needed Notification.

The Additional Information Needed Notification informs the facility requesting the background check that:

  1. The applicant needs to contact BCCU to provide additional information.
  2. The background check will be pending until the applicant provides the additional information.

The applicant cannot schedule a fingerprint appointment until they have provided additional information.

Your DSHS oversight program may have special requirements related to applicants who receive an additional information needed request.  Examples may include:

  1. The time limit that the applicant must provide the additional information,
  2. If the applicant will be allowed to have unsupervised access pending the final notification;
  3. And how the entity requesting the background check will notify the applicant that additional information is needed.

If you have questions about what you are required to do, contact the DSHS oversight program listed on the background check result notification.

 

What is an Interim Fingerprint Check Notification?

The Interim Fingerprint Check Notification is a preliminary notification in the Fingerprint-based background check process.  The Interim Fingerprint Check Notification is provided once a Washington State Name and Date of Birth Check is completed prior to the applicant being fingerprinted.  Based on the Interim Fingerprint Check Notification results, take the appropriate action.  If the Applicant/Employee is NOT disqualified and you wish to complete the fingerprint-based check, the applicant MUST schedule the fingerprinting appointment as soon as possible after receiving the Interim Fingerprint Check Notification. The Interim is NOT the final Fingerprint Result Notification.  For instructions on continuing with fingerprints, review our Entity User Guide.   

 

I received a Review Required Notification or Disqualifying Notification, but there is no rap sheet attached.

If you have the two-page copy of your letter, reference the Source of Crimes and/or Negative Actions located on the second page. This will tell you the source of the finding and the contact information for those sources.

Per FBI regulations, BCCU cannot distribute the FBI rap sheet to all facilities; for some facilities, it is up to the applicant to share the results with the facility. If allowed by the DSHS program, the applicant will receive a copy of the complete background check result by secure email (if applicant gave approval on the authorization form) or mail.  If the applicant does not receive their copy they can request a copy of their background check* by submitting the Applicant Request for a Copy of Background Check Information Form and share the rap sheet with the facility. If the applicant refuses to share the results with the facility, the facility should speak to their program contact.

You can view the FBI's Privacy Act Statement at the link  here - https://www.fbi.gov/how-we-can-help-you/more-fbi-services-and-information/compact-council/privacy-act-statement

*For inquiries submitted through the BCS: the applicant will receive a copy of FBI rap sheets that have conviction data to the mailing address provided. Please note that not all programs allow BCCU to automatically send packets or provide mailing addresses, in these cases, the applicants can request a copy using the Applicant Request for a Copy of Background Check Information Form.

 

I received a result notification that shows the applicant has a crime, DOH disciplinary action, and/or DSHS negative actions. Can I hire or contract with this individual?

BCCU is only a provider of information. We do not decide whether an applicant can be hired or contracted. Please contact the DSHS program that requires you to conduct a background check for more information about how to use the information received in the background check result letter.

If you are required to complete Character, Competency and Suitability (CC&S) review, BCCU does not accept or retain any CC&S review documentation. Please follow your oversight program’s policy on retaining your completed CC&S review.

 

How do I set up an account to do background checks through BCCU?

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.

 

How do I access the Background Check System (BCS)?

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.

 

How can I add or change the Primary Account Administrator (PAA) for my account?

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

 

How do I add users to my account?

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.