APS 10.13 requires that all authorized personnel complete a standardized background check
through 91探花Human Resources before they can have unsupervised access to youth.Background checks must be renewed every three years.
Overview
91探花Human Resources (HR) and the University鈥檚 background check vendor, First Advantage (formerly Sterling), conduct Criminal Conviction and Civil Finding background checks for authorized personnel.
The process begins when a UW-led youth activity or youth-involved research is registered in the Youth Program Registration System (YPRS) and authorized personnel are added. The background check is triggered once the registration form is formally submitted. It also begins when new personnel are added to an already-registered activity.
Screening Process
91探花HR will first check Central HR and First Advantage (formerly Sterling) records to determine if the individual has a valid background check (completed within the past three years).
Note: 91探花HR does not have access to departmental HR records.
If no valid background check is found鈥攐r if the individual has had a break in 91探花service longer than three months鈥� 91探花HR will initiate a new background screening.
Renewals
91探花HR will automatically initiate a background check renewal within 45 days of the three-year expiration date for any authorized personnel who remain associated with a youth activity registered in YPRS.
Required Steps
There are two required forms in the background check process. Both must be completed upon receiving the following emails (see below for examples):
- Criminal History Disclosure & Authorization Form
From: 91探花HR Youth Program Background Checks via @ideal-logic.com or ypbc@uw.edu- UWHR may send emails directly or through the Ideal-Logic system if additional information is needed.
- 91探花 Prehire Background Check
From: First Advantage (formerly Sterling) (email domains @fadv.co, @fadv.com or sterlingcheck.app)- First Advantage (formerly Sterling) will send a secure link to complete the next step.
- Note: You may receive correspondence from @fadv.co, @fadv.com or sterlingcheck.com email domains, as Sterling has been acquired by First Advantage.
Tip: Share this webpage with current or incoming personnel to guide them through the background check process.
Timing & Tracking
- Screenings can take up to 2 weeks or longer, especially if the individual has lived in multiple states or countries or delays responding.
- Use the YPRS How-To Guide to track the background check progress.
- Ensure authorized personnel effective dates in YPRS allow enough time for the background check to be completed before individuals begin supervising or having unsupervised access to youth.
Tip: Do not allow personnel to have unsupervised access to youth until their background check is complete.聽 Be sure to edit personnel effective dates in YPRS to accurately reflect when unsupervised access will begin.
Email Templates
To: Authorized Personnel
From: 91探花HR Youth Program Background Checks (via Ideal-Logic, @ideal-logic.com)
Subject: ACTION REQUIRED: Complete Background Check Authorization Form
Dear [AUTHORIZED PERSONNEL NAME],
You are receiving this message because you need to participate in a criminal history background check before you can start working or volunteering for Department/Program鈥痑t the 91探花, and/or to continue serving as authorized personnel in 91探花registered youth program. 鈥疉 complete description of the Criminal Conviction and Civil Finding Background Check process is on the .
Please complete the Disclosure & Authorization form linked below within 72 hours to authorize 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 91探花Human Resources. An accessible version of the Disclosure & Authorization form can be found by clicking “Accessible Version” in the lower right-hand corner of the window.
Failure to complete the Disclosure & Authorization form may result in: a delayed start date, ineligibility to work at the 91探花, ineligibility to continue serving as authorized personnel in 91探花registered youth program and/or may be considered a decline for the appointment.
Please let me know if you have any questions by replying to this message.
Sincerely,
91探花Human Resources Background Checks
To: Authorized Personnel
From: First Advantage (formerly Sterling) (email domain @fadv.co, @fadv.com, or sterlingcheck.app)
Subject: 91探花 Prehire Background Check: ACTION NEEDED
Dear Applicant:
The 91探花 (UW) has offered you employment conditioned on the successful completion of a criminal history background check. The University contracts with First Advantage (formerly Sterling) to process these checks.
Please follow the link below as soon as possible to provide First Advantage (formerly Sterling) with the information needed to complete your 91探花pre-hire background check. This link will expire on [expiration date], so please respond as soon as possible.
[Link]
The link will take you to the First Advantage (formerly Sterling) website where you will be asked to create a First Advantage (formerly Sterling) user account. If you previously created a First Advantage (formerly Sterling) account for another background check at 91探花or another organization, please login to your existing account and do not create a new one. Be sure to save your First Advantage (formerly Sterling) login credentials.
This email has been sent by First Advantage (formerly Sterling) on behalf of the 91探花. If you require assistance with the above process, please contact First Advantage (formerly Sterling) at: UWHelp@fadv.com or (605) 681-6795 (extension 7619).鈥疶hank you.
Regards,
First Advantage (formerly Sterling)
To: Authorized Personnel
CC: Session/study contact
From: 91探花HR Youth Program Background Checks (via Ideal-Logic, @ideal-logic.com)
Subject: 91探花Background Check Instructions
Dear [AUTHORIZED PERSONNEL NAME],
Your 91探花 background check will be initiated shortly.
You will soon receive a time sensitive invitation from First Advantage (formerly Sterling), the University鈥檚 background check vendor. The message will be sent from the email domain @fadv.co, @fadv.com or sterlingcheck.app with the subject line “91探花 Background Check: ACTION NEEDED.”
The email will include a link to the First Advantage (formerly Sterling) website where you will be asked to create a First Advantage (formerly Sterling) user account. If you previously created a First Advantage (formerly Sterling) account for another background check at 91探花or another organization, please login to your existing account and do not create a new one. Be sure to save your First Advantage (formerly Sterling) login credentials.
This process is required for you to work or volunteer with [Name of Youth Program] and/or to continue serving as authorized personnel in 91探花registered youth program.
If you need assistance with the First Advantage (formerly Sterling) background check tool, please contact First Advantage (formerly Sterling) directly at: UWHelp@fadv.com or (605) 681-6795 (extension 7619).
Sincerely,
91探花Human Resources Background Checks
To: Authorized Personnel
CC: Session/study contact
From: 91探花HR Youth Program Background Checks (via Ideal-Logic, @ideal-logic.com)
Subject: ACTION REQUIRED: Expired Sterling Invitation
Dear [AUTHORIZED PERSONNEL NAME],
This email is to notify you that鈥痶he link to initiate your 91探花 background check through First Advantage (formerly Sterling) has now expired.
I have resent your First Advantage (formerly Sterling) invitation. Please check your inbox and spam/junk folders for a message from the email domain @fadv.co, @fadv.com, or sterlingcheck.app with the subject line 鈥�91探花 Background Check: ACTION NEEDED.鈥�
This process is required for you to work or volunteer with [Name of Youth Program] and/or to continue serving as authorized personnel in 91探花registered youth program.
Failure to complete this invitation will potentially result in a delayed start date, ineligibility to work or volunteer for the 91探花program that initiated your background check request, and/or may be considered a decline for the appointment.
If you need assistance with the First Advantage (formerly Sterling) background check tool, please contact First Advantage (formerly Sterling) directly at: UWHelp@fadv.com or (605) 681-6795 (extension 7619).
Thank you,
91探花Human Resources Background Checks
To:鈥疉uthorized Personnel
CC:鈥疨rogram Director
From: 91探花HR Youth Program Background Checks (via Ideal-Logic, @ideal-logic.com)
Subject: 91探花 Background Check – Clear
Dear [AUTHORIZED PERSONNEL NAME],
You recently consented to a criminal history background check required for you to work or volunteer at the 91探花 and/or to continue serving as authorized personnel in 91探花registered youth program.
Your background check has been completed by First Advantage (formerly Sterling) and reported that you have no disqualifying convictions for crimes related to the position you have been offered or to continue serving as authorized personnel in a 91探花registered youth program.
You can access a copy of your background check by logging into your First Advantage (formerly Sterling) account to download a copy or by contacting First Advantage (formerly Sterling) directly at UWHelp@fadv.com or (605) 681-6795 (extension 7619).
Thank you,
91探花Human Resources 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 . 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 Criminal History Disclosure & Authorization (CHD) form, 91探花HR will notify program directors/principal investigators by phone of their ineligibility to serve in the designated role.
- CHD forms with no disqualifying convictions reported will allow 91探花HR to proceed with the background check process.
- Cleared Sterling background checks will be recorded in the YPRS with a green checkmark. Program directors/principal investigators and authorized personnel will also receive a confirmation email from 91探花HR Youth Programs Background Checks (via ideal-logic.com).
- If the Sterling background check finds a disqualifying conviction, 91探花HR will notify program directors/principal investigators by phone.
Data Retention
The Office of the Youth Protection Coordinator and 91探花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:
- :聽oversees聽University compliance with state and federal laws and regulations on retaining and destroying records
- :聽developed by Records Management Services; outline lengths of time University entities must retain various types of documentation and information, including:
- 聽(e.g., 91探花HR’s records, including background check materials)
- 聽(e.g., duplicate records, extracted data, certain notifications developed during the background check and youth program registration processes)
- (e.g., personnel records including staff lists in the YPRS, training records)
Questions?
Contact 91探花HR at ypbc@uw.edu.