BCIA 8020 – Request for Applicant Name Check by FBI

Jurisdiction: Country: United States | Province/State: California

What is a BCIA 8020 – Request for Applicant Name Check by FBI?

The BCIA 8020 is a California request form used to ask the FBI to run a name-based criminal history check on an applicant when fingerprint-based checks cannot be completed. You use it when fingerprints are consistently unreadable or cannot be taken, and you still need a federal background check to finish an employment, licensing, or volunteer clearance.

This form exists to solve a practical problem. Many California clearances require both a state and federal check. Fingerprints are the gold standard, but they do not always work. Some applicants have worn ridge detail from age or manual labor. Others have scars, amputations, or medical conditions that prevent usable prints. Even with multiple attempts, the system may reject the prints as “unclassifiable.” The BCIA 8020 allows the requesting agency to ask for a federal name-based search using the applicant’s personal identifiers instead of fingerprints.

You, as the agency’s HR, licensing staff, or background coordinator, typically complete this form. Individuals do not submit it directly. To use it, your agency must already be authorized to receive federal criminal history information for the purpose identified. You will include your agency’s identifiers, the applicant’s data, and proof that the fingerprint process failed after good-faith attempts.

You would need this form when you cannot clear a person through the standard Live Scan or ink process but must still meet a legal or policy requirement. If your statute, regulation, or policy requires an FBI check and your applicant’s prints keep failing, the name-check route is the fallback. It is not the first step. It is the exception you use only after fingerprint attempts are rejected or impossible.

Typical usage scenarios

• School district trying to hire a substitute teacher whose prints repeatedly fail quality control
• Healthcare facility onboarding a nurse with ridge detail worn down by years of hand hygiene
• Licensing board processing a renewal for a tradesperson with severe scarring on fingertips
• Nonprofit placing a long-time volunteer whose prints have been rejected multiple times

In each of these cases, you still need the federal piece to comply with your clearance standard. The BCIA 8020 provides the path to finish that requirement based on name and other identifiers.

When Would You Use a BCIA 8020 – Request for Applicant Name Check by FBI?

You use the BCIA 8020 after you have tried to obtain usable fingerprints and they were rejected, usually more than once. It is appropriate when you can document that the standard fingerprint-based route cannot succeed for this person. You may also use it when an applicant cannot physically be fingerprinted due to medical conditions or missing fingertips, and alternative capture methods are not feasible.

A common example is the second rejection scenario. You send the applicant for Live Scan, the submission is rejected for poor quality, and you attempt a reprint. The second submission is also rejected. At that point, you prepare the BCIA 8020 with both transaction numbers and the rejection notices attached. Another example is an applicant whose fingers are bandaged long-term due to injury, making prints impossible. You document the limitation, include the identifiers, and request a name check to keep the hiring process moving.

Typical users

• HR managers at school districts
• County or city agencies onboarding staff or volunteers
• Licensing analysts at state boards
• Compliance officers in healthcare and caregiving settings

Private employers who are not authorized to receive state and federal criminal history through the government channel will not use this form. If you do use it, you must be the authorized “applicant agency” for the purpose cited on the request.

If your process requires both state and federal checks, confirm which piece failed. Sometimes the state repository can complete a name-based search when fingerprints are bad, but the federal portion still needs the BCIA 8020. If your applicant only needs a state check, you would not use this form. If your requirement only calls for a federal check, the BCIA 8020 becomes central once fingerprints are off the table.

Finally, confirm that your agency has the correct identifiers to receive a federal response for the type of applicant involved. If your identifiers are limited to state-only checks, a BCIA 8020 will not produce a federal result. In that case, you would need to resolve your agency authorization before proceeding.

Legal Characteristics of the BCIA 8020 – Request for Applicant Name Check by FBI

The BCIA 8020 is not a contract. It is an official request for a criminal history check through government systems. It carries legal weight because you certify facts to obtain protected information. You attest that the applicant is being checked for a lawful purpose, that your agency is authorized to receive the information, and that fingerprint-based attempts failed or were not possible.

Enforceability rests on several pillars. First, your agency’s authorization must match the purpose of the check. That authorization is tied to your agency identifiers. Second, you must limit use of the returned criminal history to the stated purpose and protect it from improper disclosure. Third, your certification on the form must be truthful and complete. False statements, misuse of access, or disclosure to unauthorized parties can trigger sanctions, audits, or penalties.

Treat the results as sensitive criminal history record information. Store them securely, restrict access to staff with a need to know, and keep them separate from general personnel files. Many agencies maintain a locked physical file or a restricted digital system. Avoid unencrypted email, and never share raw results with anyone who is not authorized to see them.

If you plan to take an employment or licensing action based on the results, follow your notice and adjudication procedures. Give the applicant a chance to review the information and explain. If your policies require pre-adverse and adverse notices, follow them. If the applicant disputes accuracy, pause and allow time to resolve the issue. Name-based checks can occasionally mis-associate records for people with common names or similar dates of birth. Matching care is key. Confirm identifiers before you rely on a hit.

Be mindful of timing rules in your hiring or licensing process. Some roles allow background checks only after a conditional offer. Others require checks before placement. Make sure your use of the name check aligns with the timing rules for your sector. Also respect limits on what records you may consider. Some older or sealed matters may be restricted. If your organization has a “relevance” or “look-back” policy, apply it consistently.

Finally, avoid “scope creep.” You may only use the BCIA 8020 to request federal criminal history for the specific purpose stated on the form. Do not reuse results for other roles or programs. If the applicant applies later for a different position with a different purpose code, start a new process.

How to Fill Out a BCIA 8020 – Request for Applicant Name Check by FBI

Follow these steps to complete the form accurately the first time and avoid delays.

1) Confirm you are eligible to use the form.

• Verify that your agency is authorized to receive federal criminal history for the purpose involved. Check your agency identifiers and purpose code.
• Make sure you attempted fingerprints in good faith. In most cases, you need at least two rejected submissions due to poor quality. If prints were impossible due to a medical or physical condition, document the reason.

2) Gather your supporting documents and data.

• Collect copies of the fingerprint rejection notices or system rejection messages for each attempt. You will need the transaction numbers and dates.
• Obtain the applicant’s signed authorization and identity details. If you used a disclosure form for the original background check, ensure it covers the federal search and the name-check fallback.
• Locate your agency’s identifiers: ORI, mail code, billing number, and the purpose or job title used for this applicant.
• Ask the applicant about aliases, previous names, and prior criminal history numbers (if known). This helps the system match the correct records.

3) Complete the agency information block.

• Enter your agency’s legal name as recognized for background checks. Do not use a program nickname.
• Provide your ORI and mail code exactly as issued. One wrong character can misroute results.
• List your agency address that is set up to receive results. Use your standard address for background responses.
• Provide a direct phone number and email for the point of contact who can answer questions about the request. Use a monitored inbox, not a personal email.
• Specify the purpose or job title. For example: “Teacher Credential,” “Nursing License,” “Volunteer Coach,” or “Caregiver.” Match the purpose to your authorization.

4) Identify the level of service requested.

• Indicate that you are requesting an FBI name check. If the form asks whether a state check has been completed by name, answer accordingly. The state piece may already be done if fingerprints were rejected.
• If the form asks whether the applicant is an employee or volunteer, select the correct category. Some categories affect fees and billing.

5) Enter the applicant’s personal identifiers.

• Full legal name as it appears on a government ID. Include first, middle, last, and suffix if any.
• All other names used. Include maiden names, previous married names, nicknames used as legal names, and transliterations. More names improve matching accuracy.
• Date of birth (MM/DD/YYYY) and place of birth (city and state or foreign country).
• Sex, race, height, weight, eye color, and hair color. Use standard abbreviations if the form provides them.
• Social Security Number, if allowed and available. While optional in some contexts, it helps reduce false matches.
• Driver license or state ID number and issuing state, if available.
• If known, include prior identification numbers: a California identification number, a federal identification number, or any state identification number from another jurisdiction. If the applicant has copies of prior background results, those numbers may appear there.

6) Document the fingerprint attempts and rejections.

• For each attempt, enter the date, the Live Scan or card submission method, and the transaction or tracking number assigned. In California, this could be an agency transaction identifier or a transaction control number.
• Indicate the rejection reason shown by the system, such as “poor quality,” “unable to classify,” or “image quality.”
• Attach copies of the rejection notices or system messages. If the form requires them, label the attachments with the applicant’s name and your agency case number.
• If fingerprints could not be captured at all, explain why. For example: “Applicant has permanent fingertip loss on right index and middle fingers; repeated attempts on remaining fingers produced no usable images.”

7) Explain the basis for the name check request.

• Check the box or write the statement that fingerprints were rejected after multiple attempts or that fingerprints are impossible to collect due to a documented condition.
• Keep it concise and factual. Avoid speculation. The decision to use a name check must be tied to actual failed attempts or a clear physical limitation.

8) Confirm billing and cost handling.

• Enter your agency billing number if the form requests one. This allows processing fees to be charged correctly.
• If the applicant is a volunteer category that qualifies for reduced fees under your setup, make sure the category matches your authorization.
• If your agency’s address differs from the billing address, follow the form’s instructions for indicating the billing contact.

9) Review privacy and consent details.

• Ensure you have the applicant’s signed consent to run the background check for this purpose. If your disclosure form is specific to fingerprints, confirm it also covers the name-check fallback.
• If the applicant declines to provide certain identifiers (such as SSN), note that fewer identifiers can increase the risk of a false match. Document the refusal if relevant to adjudication later.

10) Sign and date the certification.

• The authorized agency official must sign. This is not a generic HR signature. It should be the person designated to request and receive criminal history information.
• Print the name and title of the signer, and add a direct phone number. If the form includes an agency seal or internal reference number, complete those fields.

11) Submit the form as instructed on its face.

• Follow the submission channel stated on the form. Use the channel designed for applicant name check requests. Do not email sensitive data unless the form explicitly permits a secure method.
• Retain a complete copy of the signed form and attachments in your background file. Log the submission date, the method, and any confirmation number.

12) Track processing and manage timelines.

• Name checks often take longer than fingerprint checks. Set expectations with the hiring manager or licensing unit accordingly. Plan for added time in your onboarding schedule.
• If no response arrives within your expected window, contact the help channel shown on the form using your case details. Have your transaction numbers ready.

13) Receive and handle the results.

• Results go to the authorized agency, not the applicant. Store them in your restricted background file as soon as received.
• If the result says “No Record,” continue your process and document the clearance.
• If the result includes a possible record, verify the match with all available identifiers. Name-based searches can return records for people with similar names. Confirm date of birth and other markers before relying on the information.

14) Adjudicate fairly and document your decision.

• Apply your written adjudication policy consistently. Consider the nature of the role, the offense, how long ago it occurred, and any rehabilitation evidence permitted by your policy.
• If you plan to make a negative decision based on the result, follow your notice process. Provide the applicant an opportunity to respond or correct errors.
• Keep notes of your evaluation and the final decision. Retain all materials for the required period, then destroy them securely.

15) Avoid common mistakes that slow processing.

• Do not submit without the required fingerprint rejection documentation. Missing proof is a frequent cause of delay.
• Do not use the wrong agency identifiers. That can route results to the wrong place or trigger a denial.
• Do not leave out aliases or previous names. That limits the effectiveness of the search and can produce false negatives.
• Do not share results with unauthorized parties, including the applicant’s supervisor, unless your rules allow it. Provide only the clearance decision if that is your standard practice.

16) Prepare for audits and record-keeping.

• Maintain a checklist in the file showing the fingerprint attempts, the rejection notices, the completed BCIA 8020, the submission date, and the result.
• Use a log to track all name check requests for your agency. Include purpose codes, dates, and outcomes. This makes audit responses straightforward.

By following these steps, you will complete the BCIA 8020 correctly, support the request with the right documentation, and protect sensitive information at each stage. The result is a compliant, timely federal background determination even when fingerprints will not cooperate.

Legal Terms You Might Encounter

• Applicant. This is the person whose name will be checked. On BCIA 8020, you enter the applicant’s full legal name and any other names used. Make sure you capture complete and accurate identity details.
• AKA or Alias. “Also Known As” covers any other names the applicant has used. This includes maiden names, previous married names, nicknames, or spelling variations. Listing all AKAs helps the name check find relevant records and avoid false matches.
• ORI. This is the agency identifier assigned to your organization for background checks. It routes results back to you. On BCIA 8020, use the exact ORI assigned to your agency.
• Applicant Type or Job Title. This describes the role or purpose for the background check. Enter the position title or category clearly. Use language that matches the approval you have for checks.
• Primary and Secondary Identifiers. Primary identifiers include full name and date of birth. Secondary identifiers include sex, race, height, weight, eye color, hair color, and other details. BCIA 8020 collects both to improve match accuracy.
• Name-Based Check. This is a search that uses names and other identifiers rather than fingerprints. BCIA 8020 requests a name-based check when fingerprints are not available or were rejected. It is a fallback process, not the default.
• Fingerprint Rejection. Sometimes Live Scan submissions are unreadable or unclassifiable. Two verified rejections often trigger the need for a name-based check. BCIA 8020 documents that need and provides the identity data for the search.
• Custodian of Records. This is the person in your agency who manages background check results. They control access and handle storage and destruction duties. List accurate contact details so the right person receives status updates.
• Criminal Offender Record Information (CORI). This refers to sensitive criminal history information. Only authorized staff may access and store it. BCIA 8020 supports requesting a check that may produce CORI, so follow your security rules.
• Adverse Action. This is an employment or licensing decision that negatively affects the applicant. If results inform such a decision, you must handle notice and dispute options properly. Plan your process before you request the check.

FAQs

Do you need to submit fingerprints if you file BCIA 8020?

Yes, if fingerprints are possible, use them first. Live Scan is the standard method for applicant checks. You use BCIA 8020 when fingerprints are unavailable or repeatedly rejected. Attach your fingerprint rejection notices if you have them. That shows why a name-based check is justified.

Do you need the applicant’s consent for this request?

Yes. Get the applicant’s written consent before you request any background check. Provide the appropriate privacy notices and disclosures. Keep the signed authorization in your file. You may be asked to produce it during an audit.

Do you have to list every prior name and alias?

Yes. List all names, including maiden names, alternative spellings, and hyphenated forms. Include any names used on legal documents, identification, or school records. Missing an alias can cause false negatives or delays. Ask the applicant to certify that the list is complete.

How long does a name-based check take?

Timelines vary. Name checks can take longer than fingerprint checks. Plan for more time, especially if the applicant has many aliases or common names. Build this into your hiring or licensing schedule. Follow up if you do not see movement by your expected date.

What if the applicant has no Social Security number?

Do not leave the field blank without a note. If the applicant has no number, write “None” or “N/A” as the form allows. Then include additional identifiers like a passport number or driver’s license number. The goal is to support accurate matching.

Can you email BCIA 8020 to submit it?

Avoid email for forms with sensitive identity data. Use the submission method specified for this form. Follow your agency’s secure transmission and storage policies. If you must send digitally, use an approved secure channel. Confirm you are sending to the correct destination.

Does a name check satisfy a fingerprint requirement?

Only if allowed by the governing rules for your program. BCIA 8020 is used when a fingerprint check cannot be completed. Keep proof of your attempts to obtain fingerprints. Retain rejection notices and your justification in the file.

What if you discover an error after you submit the form?

Act quickly. Contact the appropriate point of contact and ask for correction options. Be ready to provide the corrected data and any documents that support the change. Keep notes on who you spoke with and when. Document the corrected version in your records.

Checklist: Before, During, and After the BCIA 8020 – Request for Applicant Name Check by FBI

Before signing: Gather information and documents

• Applicant’s full legal name, including middle name.
• All aliases, maiden names, and spelling variations.
• Date of birth and place of birth.
• Sex, race, height, weight, eye color, hair color.
• Current mailing address and contact details.
• Government ID numbers: driver’s license or ID number.
• Social Security number, or a notation if none.
• Agency ORI and your agency’s contact information.
• Position title or purpose for the background check.
• Signed applicant authorization for background screening.
• Proof of failed fingerprint attempts, if applicable.
• Any internal approval to seek a name-based check.
• Your Custodian of Records contact details for results handling.

During signing: Verify key sections on BCIA 8020

• Confirm the ORI is accurate and current.
• Use the exact agency name tied to your ORI.
• Enter the job title or purpose clearly and consistently.
• Explain why a name check is needed if prints failed.
• Confirm the applicant’s identity details match their ID.
• Spell out each alias exactly as used on records.
• Fill in all physical descriptors; do not leave blanks.
• Enter identification numbers legibly and completely.
• Include your contact phone and email for status updates.
• Review for legibility; use black ink if completing by hand.
• Sign and date in the correct fields, using your title.
• Attach fingerprint rejection notices if required.
• Attach any internal memo authorizing the name check.

After signing: Filing, notifying, and storing

• Submit the form through the approved channel for your agency.
• Log the submission date and the method you used.
• Record a tracking number if one is provided.
• Notify the applicant that the request was sent.
• Update your case management or onboarding tracker.
• Store a copy of the form in a secure, access-controlled file.
• Store the applicant’s authorization with the form.
• Do not email results or the form unless using a secure system.
• Calendar a follow-up date based on typical turnaround times.
• Prepare for potential requests for more information.
• Document any updates, corrections, or resubmissions.
• After results arrive, follow your adverse action workflow if needed.
• Retain or destroy records based on your retention schedule.

Common Mistakes to Avoid BCIA 8020 – Request for Applicant Name Check by FBI

• Missing or incorrect ORI. Without the correct ORI, results may not reach you. This can cause delays or a rejected request. Don’t forget to verify the ORI against your agency records.
• Unlisted aliases and name variations. Omitting AKAs causes missed matches or false positives. That can slow hiring or licensing decisions. Don’t forget to ask the applicant about every prior name and spelling.
• No proof of fingerprint rejection. Many name checks require evidence that prints could not be used. Missing proof can lead to denial. Don’t forget to attach both rejection notices if you have them.
• Incomplete physical descriptors and identifiers. Blank fields reduce match accuracy and increase manual review time. That can stretch timelines. Don’t forget to fill every field, or mark “N/A” where allowed.
• Using email to transmit sensitive forms. Unsecured email can breach confidentiality rules. This creates risk and may force a restart. Don’t forget to use approved secure channels.

What to Do After Filling Out the Form BCIA 8020 – Request for Applicant Name Check by FBI

1. Submit the form using the required channel. Confirm the destination address or secure portal before sending. Keep a submission log with date, method, and recipient. Save a copy of the final form as transmitted.
2. Notify the applicant that you filed the request. Set expectations on timing and next steps. Ask them to alert you if their contact info changes. Provide a secure method for them to share updates.
3. Track the request in your internal system. Note follow-up dates and any pending items. Watch for requests for more details or clarifications. Respond quickly to keep the request moving.
4. Prepare for results handling. Limit access to authorized staff only. Keep results in a secure file. If you use them for a decision, document how you used them.
5. Address errors or mismatches. If identity details appear off, request a correction. Provide supporting documents, such as ID copies or prior name change records. Record each step you take to correct the record.
6. Plan fair decision steps. If results may affect employment or licensing, follow your notice and dispute process. Give the applicant a chance to review and respond to the results. Keep dates and communications in your file.
7. Update your onboarding or licensing timeline. Add buffer time, since name checks can take longer. Communicate any revised start dates to stakeholders. Note any conditional status decisions you make.
8. Maintain records per your retention schedule. Store the form, the applicant authorization, and the results securely. Restrict access to need-to-know staff. When the retention period ends, destroy records securely.
9. Review your process for continuous improvement. Track how often name checks occur and why. Reduce repeat issues like poor fingerprint quality. Train staff on collecting clean Live Scan prints and complete identity data.