Guide to Virginia Background Checks

A Virginia background check searches a variety of databases and public records to gather information about a candidate, like Virginia’s Online Case Information System (OCIS) or the Virginia Department of Motor Vehicles (DMV)’s driver and vehicle records. Typically conducted as part of the hiring process, background screenings help hiring managers gain insights about an individual that often go beyond the information on a candidate’s application or resume.

Employers use background checks to evaluate an individual’s qualifications and determine eligibility for a role. They’re also an important tool to help mitigate compliance risk and contribute to safer work environments. For certain jobs, like school bus drivers, Virginia employers may be required by law to conduct background checks.

Turnaround times for Virginia criminal background checks vary widely – they can take as little as a few minutes up to a few weeks. The exact timing depends on a few factors, like the type of screenings ordered and who is conducting the background check. Some types of Virginia criminal records may be available online, while others may need to be requested in person or by mail.

Employers that choose to partner with a background check provider, like Checkr, often benefit from quicker turnaround times thanks to database searches. Instead of manually requesting individual records, which can be a time-consuming process, Checkr’s advanced technology has the ability to quickly gather and sort data from thousands of databases and record sources.

Virginia employers can conduct background checks in-house or work with a qualified consumer reporting agency (CRA). Choosing a DIY approach requires employers to request records directly from law enforcement agencies and courthouses by mail or in person. Hiring managers may also need to contact professional references, reach out to previous educational institutions, and coordinate on-site or third-party drug screenings.

When employers perform their own background checks without the help of a background check provider, it often drains valuable staff time, increases overhead, results in errors, and potentially puts the organization at risk for compliance violations. Employers that choose to partner with a CRA, like Checkr, often benefit from a streamlined approach that results in quicker turnaround times. CRAs may also provide more accurate results, as well as simplified workflows and tools that make managing compliance tasks easier.

To get a criminal background check in Virginia, employers must submit a notarized SP-176 form online or by mail through the Virginia State Police’s Civil and Applicant’s Record Exchange (CARE). Online forms may be notarized using NotaryCam. Certain approved Virginia employers, like those that provide childcare or adult care, aren’t required to have form SP-176 notarized to conduct Virginia criminal background checks, but they can only access conviction information in that case.

Other Virginia agencies, like volunteer fire and rescue agencies, public school boards, and foster care agencies, also may not need to get form SP-176 notarized to perform criminal background checks in Virginia. However, they may be eligible to receive copies of a candidate’s full criminal history.

When employers choose to perform motor vehicle record checks on their own, they can submit record requests online or in person through the Virginia DMV. However, before doing so, employers must generally first obtain a signed release from the candidate granting permission.

How far back background checks go in Virginia depend on the type of screening conducted and who is performing the search. Employers carrying out background checks directly may only be subject to state and local laws. For example, motor vehicle records in Virginia include up to seven years of driving history, accidents, license status, traffic violation points, and traffic convictions. DUI convictions, however, may remain on a Virginia motor vehicle report for 11 years and have the potential to permanently remain on an individual’s criminal history.

The federal Fair Credit Reporting Act (FCRA) also imposes limits on some background checks for employers that partner with a CRA. Under the FCRA, criminal convictions can be reported indefinitely in most searches, but non-conviction criminal information is limited to just seven years. Most civil records are typically limited to a seven-year lookback period, while bankruptcies can go back 10 years. However, exceptions may apply, such as for roles with salaries of $75,000 or higher.

The cost to perform a Virginia background check varies depending on who is conducting the search, the type of screenings order, and other factors. For instance, Virginia employers that conduct background checks themselves will need to pay out of pocket for each individual report ordered, and costs vary widely. For instance, Virginia criminal records can cost up to $27 per report, while a seven-year Virginia driving record costs $8, but only $7 if requested online.

Employers that want to order Virginia motor vehicle records online must also get approved for access by Tyler Virginia, a company that manages online driver records in partnership with the Virginia DMV. This costs $95 for an annual online access subscription, and each online user is also charged $105 for access.

Employers that choose to partner with a CRA, like Checkr, benefit from multiple screening types streamlined into one workflow and custom pricing options. With Checkr, employers can build out screening packages based on what they need, including types of screenings, number of checks, and screening frequency. Checkr’s pricing packages start at just $29.99.

Personal background checks offer individuals the opportunity to preview what employers might see during a pre-employment screening. Reports are available online in minutes with Checkr.

Checkr’s mobile-optimized platform, automated workflows, and built-in compliance tools speed up turnaround times and deliver more accurate reporting so Virginia employers can hire faster with more confidence. Hiring teams benefit from access to 200+ ATS, HRIS, and other HR platform integrations. Plus, Checkr’s comprehensive background check packages offer employers multiple screening options, and our candidate portal provides added real-time transparency for both candidates and hiring managers.

Individuals can also run Checkr’s personal background checks to understand what a potential employer may see, with the option to correct potential inaccuracies to be reflected on your Checkr report. Get started today.

About the author

Sarah writes about small business topics and corporate communications. She has written on a wide range of topics, including background checks, hiring trends, company culture, and employee training and development. Her work includes educational articles, press releases, newsletters, and employee onboarding collateral.