Background screenings for authorized personnel
Download the “Youth Programs Background Check Process” document the OYPC has created to communicate to current or new staff to explain all steps required for the background check along with frequently asked questions. PDF | .docx
Screening process
A complete UW background check (also called a background screening) requires completion of a screening (1) by the Washington State Patrol (“WATCH” check) and (2) by A-Check Global.
The screening process is initiated once an activity is registered (i.e., when the registration form is formally submitted) or if a new personnel member is added to an already-registered activity in the Youth Program Registration System (YPRS).
UWHR will first check for existing, valid screenings in their records; program directors may indicate in the YPRS if they believe authorized personnel have existing checks on file with UWHR. If no existing screening is located, or that screening has expired, UW HR will initiate a new screening 4-6 weeks before the session start date. This is intended to maximize the three year timespan of the background check.
This diagram outlines the background check process. Below are template notifications received by program directors/principal investigators and/or authorized personnel throughout the process, referenced on the diagram by number.
Email Templates
To: Authorized Personnel
CC: Session/study contact
From: UWHR Youth Program Background Checks (ypbc@uw.edu)
Subject: Action REQUIRED: Complete Background Check Authorization Form
Dear [AUTHORIZED PERSONNEL NAME],
A background check has been requested for you because your association with [youth program/research study] meets the definition of authorized personnel under UW’s Administrative Policy Statement 10.13.
By completing the Disclosure & Authorization form linked below, you are authorizing the University to run a Criminal Conviction and Civil Finding Background Check. Once you have completed this authorization, submit the form online or return it to HR (see below), who will initiate the criminal conviction and civil finding background check process.
**If you believe that you have already completed a background check for the University of Washington within the last 3 years, please respond to this email (recipient: ypbc@uw.edu) and include “Potential prior check on file, your DOB (MM/YYYY)” in the body of your email.
Failure to complete the Disclosure & Authorization form may result in: a delayed start date, ineligibility to work in a role serving youth at the University of Washington, and/or may be considered a decline for the appointment.
CLICK THIS LINK TO FILL OUT THE DISCLOSURE & AUTHORIZATION FORM
An accessible version of the Disclosure & Authorization form can be found by clicking “Accessible Version” in the lower right-hand corner of the window.
A complete description of the Criminal Conviction and Civil Finding Background Check process is at the HR Total Talent Management background check website.
Please let me know if you have any questions by responding to ypbc@uw.edu.
Sincerely,
UW HR Background Checks
To: Authorized Personnel
From: A-Check Global (acheckdirect@acheckglobal.com)
Subject: Important: MyACheck Invitation THE UNIVERSITY OF WASHINGTON
Hello [NAME],
THE UNIVERSITY OF WASHINGTON has extended an invitation to you to provide additional information for your background investigation. You have been given until [DATE] at [TIME] to complete this portion of the screening process.
Please use the “Activate your myA-CHECK account” link to register your account. Please make note of your username, password and pin number to access the portal at another time.
If you are no longer seeking employment, transfer, promotion, and/or credentialing from THE UNIVERSITY OF WASHINGTON, you may click the “Decline Invitation” link below and an email will be sent notifying THE UNIVERSITY OF WASHINGTON that you have declined the invitation.
Activate your myA-CHECK account [personalized link]
Decline Invitation [personalized link]
Regards,
A-CheckGlobal
+1 877-345-2021 (Toll Free U.S. & Canada)
clientsupport@acheckglobal.com
www.acheckglobal.com
To: Authorized Personnel
CC: Session/study contact
From: UW HR Youth Program Background Checks (ypbc@uw.edu)
Subject: A-Check Instructions
Dear [Authorized Personnel NAME],
The A-Check portion of your background check has been initiated. A time-sensitive invitation is coming from A-Check Global. You must follow the instructions and submit the requested information to A-Check within 3 days.
Please check your spam/junk folders for the A-Check Global invitation if you don’t see it in your inbox. When asked what position you’re applying for, you may enter your current position or volunteer title if you are already working. Make sure to select submit to complete the submission.
You will be issued an A-Check file number formatted AF######## (AF followed by 8 digits unique to you). Save this number for future reference. You may need it to log in to A-Check later.
If this invitation is not completed within 3 days, it will expire and need to be resent. Failure to complete this invitation may result in: a delayed start date, ineligibility to work in a role serving youth at the University of Washington, and/or may be considered a decline for the appointment.
If you have any questions regarding the A-Check, you can call them directly at (877-345-2021).
Sincerely,
UW HR Background Checks
To: Authorized Personnel
CC: Program Director
From: UW HR Youth Program Background Checks (via Ideal-Logic)
Subject: [Authorized Personnel NAME]: Background check
[Authorized Personnel NAME]’s background check has been completed. Authorized personnel are also required to complete two trainings before engaging with youth. [AP’s NAME] you should have received an email with instructions on how to complete these trainings. If you have not received that notification, please contact uwminors@uw.edu.
[Program director’s NAME], as program director, you may track completion of all requirements by your authorized personnel via the Youth Program Registration System. Guides for using the YPRS are available.
Thanks,
Department of Human Resources, University of Washington
To: Authorized Personnel
CC: Session/study contact
From: UW HR Youth Program Background Checks (via Ideal-Logic)
Subject: ACTION REQUIRED: Expired A-Check Invitation
Dear [Authorized Personnel NAME],
This email is to notify you that your A-Check invitation has now expired. Candidates have 3 days from the initiation date to complete the invitation, otherwise it will need to be resent.
I have now re-sent your A-Check invitation. Please check your spam/junk folders for the A-Check Global invitation as it sometimes does not arrive in the inbox. Make sure to select submit to complete the submission.
This process is required for your participation with [program/research: session]. Failure to complete this invitation will potentially result in a delayed start date, ineligibility to work in a role serving youth at the University of Washington, and/or may be considered a decline for the appointment.
If you have any questions regarding the A-Check, you can call them directly at (877-345-2021).
Thank you,
UW HR Background Checks
Disqualifying Convictions
The following are convictions which may disqualify personnel from serving in a role with access to youth:
- Crimes against persons or property including various degrees or categories of the following types of crimes: murder, assault, robbery, extortion, kidnapping, rape, child molestation, sexual exploitation or misconduct, human trafficking, possessing and/or trafficking in child pornography, criminal abandonment, indecent exposure, abuse or neglect, arson
- Crimes such as burglary, theft, fraud, embezzlement, or identity theft, computer fraud
- Separately identified computer crimes with a similar purpose, intent or effect as the above listed crimes
- Crimes that are substantially similar to or closely related to the above crimes
All convictions and offenses are reviewed for eligibility on a case-by-case basis. More information is available on UWHR’s Total Talent Management’s hiring pages. Please note that while these convictions may disqualify people from working in youth-oriented roles, they may not constitute disqualifying convictions for other roles at the University.
Disclosure of screening results
- If personnel report a disqualifying conviction on their Disclosure & Authorization form, UWHR will notify you by phone of their ineligibilty to serve in the designated role.
- D&A forms with no disqualifying convictions reported will allow UWHR to proceed with WATCH check.
- Cleared background checks (WATCH and A-Check) will be recorded in the YPRS with a green checkmark. Program directors/principal investigators and authorized personnel will also receive a confirmation email from UWHR (ypbc@uw.edu).
- If a background check (WATCH or A-Check) finds a disqualifying conviction, UWHR will notify program directors/principal investigators by phone.
Data Retention
The Office of the Youth Protection Coordinator and UWHR abide by UW’s data retention policies, which govern how long information collected from or about staff and volunteers must be retained before safely destroyed. To learn more about these policies or with questions about them, please see:
- Records Management Services: oversees University compliance with state and federal laws and regulations on retaining and destroying records
- Retention Schedules: developed by Records Management Services; outline lengths of time University entities must retain various types of documentation and information, including:
- University General Records Retention Schedule (e.g., UW HR’s records, including background check materials)
- Materials That May Be Disposed of Without a Specific Retention Period (e.g., duplicate records, extracted data, certain notifications developed during the background check and youth program registration processes)
- Personnel and Payroll Records (e.g., personnel records including staff lists in the YPRS, training records)
Questions?
Contact UW HR at ypbc@uw.edu.