Guidebook

Printer Friendly Version of Guidebook

Authorization Forms

General Questions | Completing the Authorization Form | Rejecting Authorization forms | Submitting Authorization Forms and Receiving Results

General Questions

How can I be sure I'm using the correct version of the authorization form?
- Always download and print the authorization form here.
- Don't store old versions of the form on your computer.
How is a background check requested through DSHS/BCCU?
An entity authorized by DSHS, submits a completed DSHS background authorization form to DSHS/BCCU. A background check authorization form (Form #09-653) can be downloaded at http://www1.dshs.wa.gov/msa/bccu/bccu-forms.htm
How does an entity become authorized?
Contact the BCCU for specific instructions at bccuinquiry@dshs.wa.gov or by calling (360) 902-0299.
Why is the DSHS/BCCU Authorization form required?
The DSHS form is used to make sure the correct information is available to conduct a background check and to give BCCU permission to check the applicant's background.
Will DSHS/BCCU conduct a background check without an authorization form?
No. A background check cannot be authorized without a current BCCU Authorization form.
Can the DSHS/BCCU authorization form be used to conduct a WSP on-line background check?
No. The BCCU Authorization form authorizes BCCU to conduct the background check and release the resulting background information to DSHS. Does DSHS/BCCU charge a fee?
No. BCCU has legislative authority to conduct background checks without a fee for specific administrations within DSHS and certain authorized entities. However, the FBI and WSP charge fees for conducting fingerprint-based background checks. Each DSHS Administration has specific policies about how they collect those fees.

Return to top

Completing the Authorization Form

Who completes the authorization form?
The form is separated into two sections. Section One (Boxes 1-5) is to be completed by the entity requesting the background check. Section Two (Boxes 6-20) is to be completed by the applicant.
Should anyone, including DSHS Authorized staff, fill in missing information on behalf of the applicant?
No. The background authorization form is a legal document. The applicant has signed the form under the penalty of perjury attesting to the truth of the information. The applicant must make any changes or additions that are necessary to complete Section Two of the form. The authorizing entity may only make changes or additions to Section One.
Why must the account number required for Box #4 be written EXACTLY the same as listed in the DSHS/BCCU Account numbers website?
Account numbers are the identifiers of each DSHS Authorized Entity capable of requesting a background check through BCCU. When the account number is entered into the BCCU system, it pulls up the mailing address, phone, fax etc for the entity. If the account number is missing or incorrect, BCCU cannot identify who the entity is. Therefore, BCCU is unable to process the form or communicate errors to the entity.
How do I locate the BCCU Account Number required for Box #4?
The list of BCCU Account Numbers can be found on BCCU’s internet site at http://www1.dshs.wa.gov/msa/bccu/bccu-account.htm. Click on the appropriate program link. You may also contact the DSHS office that serves you.
Why is it necessary to write all names, married names, and nicknames?
An individual can be arrested and convicted using a variety of names that may or may not be associated with them in the computer database at the WSP. Every possible name is necessary to conduct a thorough check. If only one name is run through the WSP, a conviction may not be found for someone who has been convicted under another name.
Why are male applicants required to answer the question regarding previous married names?
Some males have taken another name in marriage. For those who have not, they must indicate in some way that they read the question and have responded. Writing “None”, “N/A” or drawing a line through the box is an acceptable response to the question.

Return to top

Rejecting Authorization Forms

Why are background check authorization forms returned unprocessed?
Below are the most common reasons an authorization form is returned unprocessed:
- The faxed form cannot be read.
- Required information cannot be read or is incomplete.
- An outdated background authorization form is submitted (To obtain a current copy of the form, you must go to the Internet site provided above in #1).
- The date of the signature is older than three (3) months.
- The date signed by the authorized DSHS staff is older than three (3) months.

NOTE: To ensure forms are not rejected, the authorized DSHS staff should review the form for completeness and legibility prior to sending or faxing the form to BCCU.

Return to top

Submitting Authorization Forms and Receiving Results

How do I submit the authorization form to BCCU?
Authorization forms can be faxed, or mailed. The chosen method needs to be consistent. Additionally, some DSHS programs have the capability to submit forms electronically over the internet. Please contact the DSHS office that serves you for more information.

To fax: Forms faxed into BCCU will receive background check results by fax.

Fax directly to the unit at (360) 902-0292 (the number is also on the authorization form);
Identify a secure fax machine within the entity; and
Designate a trained staff person to handle this specific confidential and private information.

To mail:

Direct all mail to DSHS Background Check Central Unit;
Mail applications directly to the unit using the address on the authorization form; and
Designate a trained staff person to receive, open, and secure this specific confidential and private mail.

How will the results be returned?
The process may be dependent on the specific DSHS administration policy. Check with your DSHS administration contact for details. Generally, forms faxed to BCCU will cause results to be returned by fax; forms received by mail will cause results to be returned by mail.
Will the background authorization form or other documents submitted to BCCU be returned to the entity requesting the background check?
No. Effective January 1, 2007, all items submitted to BCCU will be imaged and destroyed. Only the result information will be returned to the entity requesting the background check. Therefore, please submit photocopies of documents rather than originals.
Why do some background checks take more time to process?
The turnaround time for processing background checks without fingerprints is generally 5-7 business days. Processing time for fingerprint-based background checks is currently 6-8 weeks. There are many variables that may cause some background check requests to take longer than others, including the following:

The authorization forms did not arrive at DSHS/BCCU.
The DSHS/BCCU fax server did not correctly receive the form or return the results.
The background check is required for a licensing application. Licensing laws require DSHS licensing personnel to conduct additional investigation. The licensing process generally takes more time and more extensive work.
A thumbprint has been requested by the WSP for positive identification.
The authorization form is returned to the entity without being processed due to incomplete, incorrect, or illegible information.
More extensive research is required because of reported out of state criminal history information or pending charges.
Fingerprint-based checks involve the WSP and the FBI and take more time and more extensive work to process.

Can I check on the status of a background check?
Yes. Call the BCCU at (360) 902-0299, or email at bccuinquiry@dshs.wa.gov. You will need to provide the following information:
- BCCU Account Number;
- Applicant's full name;
- Applicant's date of birth;
- Date the authorization form was faxed or mailed; and
- Identify if it was a fingerprint based background check.

How long should I wait to contact BCCU after submitting an authorization form?
Entities should wait at least a week but no longer than one month before contacting BCCU. Each entity should establish a policy and process to track background authorization forms, especially if the applicant is hired contingent upon the result of the check.
Should the background form be faxed or mailed again?
No. Each time an authorization form is resubmitted a second or third time, the workload increases for DSHS/BCCU, thus increasing turnaround time. Please call the unit to check on the status of a background check. DSHS/BCCU staff will request re-submission if necessary.

Return to top