VECHS Application – Florida

Jurisdiction: Country: United States | Province or State: Florida

What is a VECHS Application?

A VECHS Application is the form you use to join Florida’s Volunteer and Employee Criminal History System. It lets your organization request state and national fingerprint background checks. You use it when your people work with vulnerable populations. That includes children, seniors, or persons with disabilities. The application registers your organization and sets your screening purpose. Once approved, you receive identifiers that allow fingerprint submissions.

You complete this form at the organization level. Individuals do not complete it for themselves. The application asks you to identify your legal entity, your service population, and your screening roles. You confirm you will follow privacy, security, and use rules. You also agree to submit fingerprints through approved methods. In return, you gain lawful access to criminal history results for your defined purpose.

Who typically uses this form?

Nonprofits with youth programs use it to screen coaches and mentors. Faith organizations use it to screen nursery workers and volunteers. Camps and after-school programs use it for counselors and tutors. Healthcare and social service providers use it for aides and drivers. Schools, enrichment programs, and guardianship or advocacy groups use it for staff and volunteers. Local governments may use it for programs serving vulnerable residents. Small businesses that serve children or seniors may also use it, when no other screening law covers them.

Why would you need this form?

You need it to run fingerprint checks that return state and national criminal history. Name-based checks do not cover the same ground. Many grants, insurers, and partners require fingerprint screening for high-risk roles. Your own risk management may require it. If no other statute or license system screens your workers, VECHS fills that gap. It gives you a clear, lawful pathway to vet people before they start.

Typical usage scenarios

• Onboarding a new volunteer team for a summer camp. You want fingerprint results before orientation. You submit the application, receive your identifiers, and send volunteers to a Livescan site. Results arrive securely within the system
• Hiring an after-school program director. You need national checks due to daily child contact. Another example is a senior services nonprofit adding drivers for meal delivery. You want thorough screening for safety and trust.
• A city recreation department launching a youth league also uses it. You must screen coaches and referees before they interact with kids.

If your organization already screens under another Florida law, you may not need VECHS for that same group. Many licensed providers have separate screening systems tied to their license. VECHS is for organizations not covered elsewhere, or for roles not covered by other programs. It helps you avoid gaps and keeps your screening consistent across sites.

When Would You Use a VECHS Application?

You use a VECHS Application when your organization has employees or volunteers who directly serve children, seniors, or persons with disabilities, and you lack another mandated screening channel. You also use it when funders or partners require fingerprint-based checks and name-only checks are not enough. If your programs place staff in unsupervised or routine direct contact with vulnerable people, VECHS is usually appropriate.

Consider a youth mentoring nonprofit expanding to three counties. You plan to recruit dozens of new mentors. Your insurer requires national fingerprint screening for every mentor. You would file a VECHS Application first, then start fingerprinting. Or take a church opening a weekday daycare. The church may not be in a licensing scheme that includes background checks. VECHS gives the church a defined route to screen all staff and volunteers who supervise children.

A municipal community center would use the application before launching an after-school homework program. Tutors will have regular, direct contact with minors. A private swim school expanding its team of instructors would use it if another screening program does not apply. A nonprofit that provides home visits to isolated seniors would also use it. Drivers and visitors enter private homes. You need deeper checks to protect clients and staff.

Small businesses can also be typical users. Think of a music school with instructors who teach children on-site and off-site. If no other screening system governs those roles, VECHS helps the school screen new hires. A summer camp contractor that supplies counselors to multiple camps would use it to keep a stable, vetted roster. A guardianship advocacy group would use it for staff who access private records and interact with vulnerable adults.

You would not use VECHS when another screening law already controls your workforce and supplies equivalent criminal history checks. You also would not use it to screen tenants, general customers, or unrelated roles with no contact with vulnerable populations. The system is purpose-limited. It exists to protect people at higher risk and to support organizations that serve them.

Legal Characteristics of the VECHS Application

The VECHS Application is legally significant. When you sign it, you enter a binding agreement with the state criminal history system. You certify your eligibility and your intended use. You accept limits on how you collect, receive, store, and share criminal history information. You agree to secure the data, restrict access to legitimate decision-makers, and keep records as required. You also agree to any audit or compliance review the state may conduct.

What ensures enforceability?

Your signature from an authorized official makes the application operative. Your organization details tie to unique identifiers. Those identifiers track every fingerprint submission you make. The system can suspend or terminate your access if you misuse results or act outside your defined purpose. Fees and billing records also create a clear trail. Notice and consent forms, which you must give to each person screened, drive lawful access to their fingerprint information. The system requires consent before release of results.

General legal considerations include privacy and accuracy. You must provide each person a written notice that a fingerprint background check will occur. You must receive signed consent before submission. You must give the person a way to challenge the accuracy or completeness of the record if they dispute it. You must keep results confidential. You cannot share them beyond need-to-know staff who make placement or hiring decisions. You cannot use the results for any purpose unrelated to your defined screening role.

You must also use adverse action practices that are fair and consistent. If results cause you to deny a role, you should provide clear notice and, when applicable, a chance to respond. You should follow any waiting periods or review steps required by law or policy. You should avoid blanket disqualification rules that do not tie to the role. You should focus on relevance, recency, and severity. You should document each decision and keep records for your retention period.

Misuse has consequences. Access to the system may be revoked. Civil or administrative penalties may apply. You may also face contract or grant issues if you fail to maintain required screening. Insurance coverage may be at risk. Internally, failure to follow your own policy can create liability exposure. Treat the application as the start of a regulated relationship. Plan your compliance from day one.

How to Fill Out a VECHS Application

Follow these steps in order. Keep your sentences short. Collect documents before you begin.

1) Confirm eligibility and purpose.

• Verify that you serve children, seniors, or persons with disabilities.
• Confirm that no other screening law already covers your workforce.
• Define your purpose: volunteer screening, employee screening, or both.
• Decide which roles require checks and why.

2) Assign your internal “parties” and roles.

• Authorized Official: The person who can bind the organization. This person signs the application.
• VECHS Contact: The person who manages daily screening tasks. This person receives routine notices.
• Billing Contact: The person who handles fees and invoices.
• Data Custodian: The person responsible for storing and securing results. This can be the VECHS Contact.

3) Gather organization identity information.

• Legal name of your organization. Match your registration or charter.
• Any doing-business-as names you use.
• Federal employer identification number.
• Business type: nonprofit, for-profit, government, or school.
• Articles of incorporation or formation, if applicable.
• Proof of nonprofit status, if you have it.
• Program description that explains who you serve and how.

4) Map your service population and direct contact.

• Write a short summary of your programs.
• Identify where staff or volunteers have direct, routine, or unsupervised contact.
• Note the number of sites and counties served.
• Estimate the number of people you will screen in a year.

5) Determine your screening categories and “clauses.”

• Most applications let you select volunteer, employee, or both.
• Some forms ask you to confirm your service population. Select children, seniors, and/or persons with disabilities.
• The application includes “use limitation” clauses. You agree to use results only for role decisions.
• It includes privacy and security clauses. You agree to restrict access and secure records.
• It includes compliance clauses. You agree to allow audits and follow all instructions.

6) Choose your identifiers structure.

• You will receive an identifier (often called an ORI) after approval.
• You may also receive or create accounting codes (often called OCA) for submissions.
• Plan your accounting codes by site, program, or role. This helps with tracking.
• Keep a written key for staff so they use the correct code.

7) Complete organizational contact details.

• Physical address and mailing address.
• Phone number and email for the Authorized Official.
• Phone number and email for the VECHS Contact and Billing Contact.
• Hours of operation and best contact times.

8) Review consent and applicant notice requirements.

• Prepare a standard consent form for each person you will screen.
• Include a clear purpose statement and a signature line.
• Include a brief explanation of the person’s right to review and challenge their record.
• Include your contact for questions or disputes.

9) Plan your fingerprint capture process.

• Identify Livescan locations convenient to your staff or volunteers.
• Decide who pays the fees. You or the applicant.
• Prepare instructions for applicants. Include IDs required and your identifiers.
• Create a process to collect the transaction control number from each submission.
• Set a tracking sheet to match each screening to a result.

10) Set your internal security controls.

• Decide where you will store results. Locked file cabinet or secure digital drive.
• Limit access to staff who decide on placement or hiring.
• Create a log for who accesses records and when.
• Define your retention period and destruction method.

11) Review fee authorization and payment terms.

• Many applications include fee acknowledgments.
• Confirm invoice delivery method for your organization.
• If you use accounting codes, align them with your chart of accounts.

12) Signatures and certifications.

• The Authorized Official signs and dates the application.
• Some forms require a second witness or a notary. Check the signature block.
• The Authorized Official certifies the truth of all information.
• The Authorized Official accepts all clauses and conditions.

13) Attach “schedules” (your exhibits and proofs).

• Schedule A: Program description and client populations served.
• Schedule B: Proof of incorporation or charter, if applicable.
• Schedule C: Proof of nonprofit status, if applicable.
• Schedule D: Organizational chart with screening roles marked.
• Schedule E: Security policy for handling results.
• Schedule F: Sample consent form you will use with applicants.
• Schedule G: List of sites and counties served.

14) Quality check before submission.

• Confirm all required fields are complete.
• Confirm contact emails are correct and monitored.
• Confirm your program description shows direct contact with vulnerable people.
• Confirm all required schedules are attached.
• Make a complete copy for your records.

15) Submit the application.

• Submit by the method specified on the form. Follow the stated instructions.
• If email submission is allowed, send from an official domain.
• If physical delivery is required, use a trackable method.

16) Prepare for approval communications.

• Watch the Authorized Official and VECHS Contact inboxes.
• Respond quickly to requests for clarification.
• If asked, provide additional proof of eligibility or program details.

17) Receive and record your identifiers.

• When approved, record your assigned identifiers in a secure place.
• Update your fingerprint instructions to include your identifiers.
• Train staff on how and when to use each code.

18) Launch your screening workflow.

• Issue consent forms to applicants.
• Send applicants for Livescan fingerprinting with your identifiers.
• Track each submission with the transaction control number.
• Match results to the right applicant and role.

19) Review results and make decisions.

• Compare results to your written screening policy.
• Consider the role’s risk and the nature of any record.
• Document your decision and the reasons.
• If taking adverse action, issue clear notice.

20) Maintain compliance and readiness.

• Keep a secure file with applications, approvals, and policies.
• Update contact names if staff change. Notify the system as instructed.
• Conduct periodic audits of access logs and retention schedules.
• Refresh staff training annually.

Practical tips help you avoid common issues. Use a single, consistent email for screening communications. Create a template packet for new applicants that includes consent, instructions, and FAQs. Assign backup staff for the VECHS Contact role to prevent delays. Build a checklist for each screening so you never miss a step. Track screening completion dates so you can recheck as your policy requires.

Mistakes to avoid

• Do not apply if your workforce already screens through another mandatory system.
• Do not claim you serve vulnerable populations if your programs do not.
• Do not mix your identifiers with another organization’s fingerprint submissions.
• Do not submit fingerprints before the application is approved.
• Do not store results in shared drives or unlocked cabinets.
• Do not deny placement before you review the full record and your policy.
• Do not overlook written consent.
• Do not forget to include program details that show direct contact in your schedules.

A final note on scope. The VECHS Application allows your organization to receive results only for your defined purpose. You cannot use those results for unrelated decisions or for people outside that purpose. Treat your identifiers as sensitive. Use them only for authorized submissions. If you expand programs or populations served, update your application details. Keep your records clean, your processes tight, and your mission front and center.

Legal Terms You Might Encounter

• Level 2 screening means a fingerprint-based check of state and national records. You use it when your organization serves vulnerable people. The application asks whether you will run this level of screening. Select it when your roles require higher scrutiny.
• An ORI is a routing code for your results. It ties your purpose to your results. You provide it on the application and during fingerprint submission. Using the wrong code can send results to the wrong place.
• An OCA, sometimes called a provider ID, links results to your organization. You receive or confirm it during enrollment. You include it on the application and share it with your fingerprint vendor. It keeps your applicants tied to your account.
• Livescan is the electronic capture of fingerprints. It reduces errors compared to ink cards. Your application sets you up to use livescan providers. You will give your ORI and OCA to the vendor so results route back.
• A Transaction Control Number, or TCN, is a unique number for each fingerprint submission. You use it to track status and resubmissions. Keep it with the applicant’s file. It helps resolve delays or rejected prints.
• A disqualifying offense is a crime that can bar a person from certain roles. The application does not decide who is disqualified. It sets up your access to results so you can evaluate them. Your written policy should explain how you will handle disqualifiers.
• Adjudication withheld means a court did not enter a formal conviction. It can still appear on criminal history. Your application and waiver make clear you will receive full results. You need a policy that explains how you treat these entries.
• Sealed or expunged means a court limited access to a record. Some fingerprint-based checks still report parts of these events when allowed by law. Your applicant waiver explains that you may receive sensitive information. Handle it with strict confidentiality.
• Retained fingerprints means the state holds prints to send you updates later. Your application may allow you to opt in to retention. If you choose this, you may get ongoing arrest or update notices. Make sure your policy covers how you will respond.
• Civil applicant describes a person screened for a non-criminal justice purpose. Your use is employment, volunteering, licensing, or a similar need. Your application confirms you will use results only for this civil purpose. It also confirms you will not misuse data.

FAQs

Do you need to apply if you only use volunteers?

Yes, if you want fingerprint-based results for your volunteers. The application enrolls your organization to request and receive checks. You can screen both volunteers and employees under the same account if allowed. Make sure you describe both groups on the application.

Do you need Level 2 checks for all roles?

Not always. Use your role risk to decide. Roles with access to children, elders, or people with disabilities usually need fingerprint checks. Low-risk roles may not. Your application should match the roles you plan to screen. Keep a written policy that explains your criteria.

Do you get your ORI and OCA before or after approval?

You provide or request routing codes during or after approval. The process links your purpose to the correct codes. Do not reuse another entity’s codes. Keep your codes private and store them in your screening SOP. You will need them for every fingerprint submission.

Do out-of-state applicants need to be fingerprinted in-state?

No, but they must use electronic or card capture accepted by the program. You still must use your assigned routing codes. Many vendors can capture prints outside the state and submit them electronically. Confirm the vendor can process to your routing codes.

How long do results take?

Electronic submissions often return within a few business days. Delays happen when prints are poor quality or records need manual review. Keep the TCN to track status. Plan for resubmission if the fingerprint image is rejected.

Do results expire?

Results are a point-in-time snapshot. They do not automatically expire, but risks change. Many organizations rescreen on a schedule, such as every three to five years. Rescreen sooner if job duties change or new risks arise. Set your cadence in your policy and follow it.

Do you receive arrest updates after enrollment?

You may receive updates if your prints are retained and your account is set for notifications. If you opt out of retention, you likely will not get updates. Your application and vendor setup determine whether you receive ongoing notices. Document your choice.

What if a record is wrong?

Advise the applicant to request a record review and challenge. Keep their position open if your policy allows. Ask for proof of correction before making a final decision. If needed, submit a new TCN after the record is corrected. Keep notes of your process in the file.

Checklist: Before, During, and After the VECHS Application

Before signing

• Confirm you are eligible for this screening program.
• Define who you will screen: employees, volunteers, contractors, or all.
• Draft or update your background screening policy.
• Draft an applicant privacy notice and consent form.
• Identify your authorized signer and compliance contact.
• Gather your legal name, any DBAs, and your FEIN.
• Confirm your physical and mailing addresses.
• List your contact email and phone for results.
• Prepare a short description of your services and population served.
• Identify each role you will screen and why.
• Decide whether to opt in to fingerprint retention.
• Choose how you will pay fingerprint fees.
• Select preferred fingerprint vendors that accept your routing codes.
• Create a secure record storage plan.
• Set your rescreen interval and adverse action process.
• Prepare a process to handle updates and arrest notifications.
• Plan training for staff who will handle results.

During signing

• Verify your legal name and FEIN match official records.
• Confirm your physical and mailing addresses are complete.
• Enter your compliance contact and a backup.
• Review purpose of screening and role categories for accuracy.
• Check the sections about results delivery and notification settings.
• Confirm your choice on fingerprint retention and updates.
• Verify any routing codes listed or requested are correct.
• Read the privacy, confidentiality, and misuse provisions.
• Confirm your agreement to limit use to your stated purpose.
• Review any fee or billing responsibility sections.
• Confirm you will keep consent forms for every applicant.
• Make sure the authorized signer signs and dates the application.
• Add notary details if the form requires notarization.
• Keep a copy of the completed application for your files.

After signing

• Submit the application using the required method and format.
• Calendar expected processing time and a follow-up date.
• When approved, record your assigned routing codes.
• Update your SOP with codes, vendor steps, and contact points.
• Set up accounts with your fingerprint vendors.
• Train staff on consent, identity verification, and data handling.
• Start a log to track applicants, TCNs, and results dates.
• Provide applicants with your privacy notice and consent form.
• Confirm identity documents before fingerprinting.
• Share the correct routing codes with your vendor for each submission.
• Review results promptly and document your decision.
• Store results and consent forms in a secure system.
• Limit access to people with a need to know.
• Schedule rescreens based on your policy.
• Update your application details if contact info changes.
• Maintain a process for applicant record challenges.
• Purge records securely at the end of your retention period.

Common Mistakes to Avoid

• Using the wrong routing code. Results may route to the wrong place or get blocked. Do not guess. Confirm your code before each submission. Don’t forget to update vendors if your codes change.
• Skipping the applicant’s written consent. That can violate privacy rules and your program terms. Always use a signed consent specific to fingerprint checks. Don’t forget to store it with the TCN.
• Submitting poor-quality fingerprints. Smudges and low-quality prints trigger rejections and delays. Use a reliable livescan vendor and verify quality scores. Don’t forget to resubmit quickly if rejected.
• Screening only some high-risk roles. Gaps leave exposure and may undermine your policy. Map every role that interacts with vulnerable people. Don’t forget remote and seasonal roles.
• Sharing or storing results insecurely. Leaks create legal and reputational harm. Use encrypted storage and access controls. Don’t forget to purge records on schedule.

What to Do After Filling Out the Form

1. Submit and track. Send the application using the required method. Note the date sent. Set a follow-up reminder.
2. Prepare your pipeline. Draft your internal workflow from consent to decision. Build templates for notices, logs, and review notes.
3. Receive approval and codes. Record your routing codes and any account numbers. Secure them in your SOP. Limit access.
4. Configure vendors. Create accounts with your livescan providers. Provide your routing codes and billing details. Test a sample submission if possible.
5. Train your team. Train on identity verification, consent, and confidentiality. Require dual review for adverse decisions when possible.
6. Launch screening. Give each applicant your consent form and privacy notice. Verify identity before fingerprinting. Share routing codes with the vendor for each submission.
7. Track each submission. Record the applicant name, date, and TCN. Note the vendor and location. Monitor for results or rejections.
8. Handle rejections fast. If prints are rejected, schedule a resubmission at once. Use the TCN to speed the process. Ask the vendor to adjust technique for low-quality prints.
9. Review results. Compare findings to your written policy. Consider job-relatedness and offense timing. Document the analysis and final decision.
10. Communicate with the applicant. If results raise concerns, allow the applicant to explain. Share next steps and any timelines. If you withdraw an offer, document your reasons.
11. Support record challenges. If the applicant disputes a record, pause your decision if your policy allows. Ask them to seek correction. Re-run after correction if needed.
12. Store and secure. File the consent, results, and decision notes together. Restrict access and log who reviews records. Encrypt digital files and lock paper files.
13. Manage updates. If you opted into retention, watch for update notices. Review them fast and take action if needed. Document the review and outcome.
14. Rescreen on schedule. Calendar your rescreen cycle for each role. Run rescreens on time and record new TCNs and results.
15. Keep your profile current. Update your application details when leadership, address, or contacts change. Notify vendors of changes to avoid misrouted results.
16. Audit and improve. Run a quarterly audit of your process. Check for missing consents, late reviews, or storage gaps. Fix issues and retrain as needed.
17. Purge old records. Follow your retention schedule. Destroy records securely when the time ends. Keep a log of destruction dates.