Youth at UW

Background screenings for authorized personnel

Screening process

A complete UW background check (also called a background screening) requires completion of a screening by the Washington State Patrol (“WATCH” check) and by A-Check Global.

The screening process is initiated once a session is registered (i.e., when the registration form is formally submitted) or if a new personnel member is added to an already-registered session 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 and/or authorized personnel throughout the process, referenced on the diagram by number.

Background check process and corresponding process statuses graphic depiction

Email templates

1A. Request for D&A Form (when offices are open/in-person)

To: Authorized Personnel

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 [PROGRAM NAME] meets one or more of the security/safety sensitive criteria. 

For positions or roles that meet one or more of the security/safety sensitive criteria, including positions covered by the Washington State Child and Adult Abuse Law (CAAL), offers of employment or volunteer assignment are made contingent on obtaining a satisfactory criminal conviction background result for the candidate.

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.

If we are able to locate a current check for you, we will not need to run a new check. If we are not able to locate a current check, you will be required to complete the Self-Disclosure and Authorization form so we can run a new check for you.**

Failure to complete the Disclosure & Authorization form can result in: a delayed start date, ineligibility to work 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

Forms may be sent to HR via:

Campus Mail  – TTM-CHBC Forms, Box 354963         

As a PDF – ttmchbc@uw.edu 

FAX – Attn: TTM-CHBC Forms, 206.685.0636         

In person at 4300 Roosevelt Way NE, 2nd Floor

A complete description of the Criminal Conviction and Civil Finding Background Check process including Security/Safety Sensitive criteria 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,

Department of Human Resources, University of Washington

1B. Request for D&A Form (when offices are closed/remote)

To: Authorized Personnel

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 [Program Name] meets one or more of the security/safety sensitive criteria.

For positions or roles that meet one or more of the security/safety sensitive criteria, including positions covered by the Washington State Child and Adult Abuse Law (CAAL), offers of employment or volunteer assignment are made contingent on obtaining a satisfactory criminal conviction background result for the candidate.

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.

If we are able to locate a current check for you, we will not need to run a new check. If we are not able to locate a current check, you will be required to complete the Self-Disclosure and Authorization form so we can run a new check for you.**

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

Alternatively, forms may be sent to HR as a PDF via email. If you choose this option, please send your completed form to ypbc@uw.edu. In the body of your email, include your full legal name and that you’re associated with a UW Youth Program. For example, “First Last, Youth Program personnel.” 

A complete description of the Criminal Conviction and Civil Finding Background Check process including Security/Safety Sensitive criteria 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,

Department of Human Resources, University of Washington

2. A-Check Invitation

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

3. A-Check Instructions

To: Authorized Personnel

From: UW HR Youth Program Background Checks (ypbc@uw.edu)

Subject: A-Check Instructions

Dear [Authorized Personnel NAME],

Please follow the instructions below to complete the A-Check portion of your background check for the University of Washington.

A-Check Process:

The A-Check portion of your background check will be initiated shortly.  A time sensitive invitation will be coming from A-Check Global. You must follow the instructions and provide A-Check with the requested information within 3 days. The A-Check invitation has been sent to your email address and will expire after the third day if no action is taken.

You will be issued an A-Check file number formatted AF0234#### (AF0234 followed by 4 digits unique to you). Save this number for future reference! You may need it to log in to A-Check later.

The A-Check invitation will ask you a question about what position you’re applying for. If you are already working or volunteering in a role at the UW, simply write in your current job or volunteer title.

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.

If this invitation is not completed within 3 days it will expire and you will need to reach out to me to have it re-sent. Failure to complete this invitation may result in: a delayed start date, ineligibility to work 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,

Department of Human Resources, University of Washington

4. Background check screening complete

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

5. Expired A-Check invitation

To: Authorized Personnel

From: UW HR TYouth 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 respond to the invitation. After 3 days, the invitation expires and must be re-sent in order to complete the A-Check portion of the background check.

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.

Failure to complete this invitation will potentially result in: a delayed start date, ineligibility to work at the University of Washington, and/or may be considered a decline for the appointment.

If you have any questions regarding A-Check, their direct line is provided below. A-Check Global: (951) 750-1501

Thank you,

University of Washington, Department of Human Resources Staff

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

More information is available on UW HR’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, HR will notify you by phone of their ineligibilty to serve in the designated role. 
  • D&A forms with no disqualifying convictions reported will allow HR to proceed with WATCH check.
  • Cleared background checks (WATCH and A-Check) will be recorded in the YPRS with a green checkmark.
    • See the Youth Program Registration System Process Status table (below) for further information. Program directors 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, HR will notify you by phone.

Data Retention

The Office for Youth Programs Development and Support and UW HR 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:

Questions?

Contact Laura Harrington at laurah13@uw.edu or 206-616-5706.