Fill Out Your Sp 167 Form

Filling out the SP 167 form can be straightforward, but many people make errors that can lead to delays or complications. One common mistake is not checking the appropriate purpose box. Each box—such as domestic adoption, international adoption, or other—has a specific implication for the request. Failing to select the correct purpose may result in the authorities returning the form for correction, thereby extending the processing time.

Another issue often arises with the name information section. It is essential to provide all requested details accurately, including the last name, first name, middle name, and maiden name if applicable. A frequent error is leaving out the middle name or misspelling any part of the name. Such omissions can lead to confusion, especially when multiple individuals may have similar names, complicating the records search.

Many applicants overlook the social security number section. While this is voluntary, not including the social security number can slow down the processing of the request. The absence of this critical identifier might lead to the inability to process the request due to similar names sharing the same demographic information. Thus, it is advisable to include this number if available.

Notary signatures present another frequent issue. Many individuals fail to ensure that the affidavit for the release of information is properly notarized. The signature affirming consent must be legally verified before the form is accepted. Without this, the request cannot proceed, which can lead to significant delays in obtaining the criminal history record.

Lastly, applicants often misunderstand the fees involved. Submitting the wrong payment method or incorrect fee can cause additional issues. Personal checks are not accepted, and applicants must ensure they are using certified checks, money orders, or credit cards. Failing to provide the correct amount may result in the request being returned or processed incorrectly, introducing further delays in receiving the necessary information.

The SP-167 form, or the Criminal History Record Name Search Request, is commonly used for various purposes such as domestic and international adoption, or visa applications. Alongside this form, several other documents often play a crucial role in the criminal background check process. Understanding these associated documents can facilitate a smoother and more efficient request process.

• SP-266 Form: This is the request form for searching the Sex Offender and Crimes Against Minors Registry. It is used to determine if an individual is registered as a sex offender, which can be crucial for child care and protection services.
• Affidavit of Consent: This document may accompany the SP-167 form, proving that the individual whose background is being checked has provided consent for the request. It must include a notarized signature to be valid.
• Fingerprint Card: In some cases, especially when the social security number is not provided, a fingerprint card may be required. This helps ensure a more accurate background check by matching the fingerprints to the individual’s criminal history.
• Document of Non-Profit Status: For volunteers seeking reduced fees, proof of tax-exempt status must accompany the request. This documentation should specify that the volunteer work is being carried out under a registered non-profit organization.
• Payment Authorization Form: This form indicates how payment will be made for the background check services. It is essential for facilitating the processing of the request, ensuring that the processing fee is authorized.
• Criminal Record Release Statement: This document may be used to further clarify the intent and scope of the background check. It details what specific information can be released and to whom.
• Requesting Agency Letter: If an agency is making the request on behalf of an individual, a letter may be necessary. This letter should explain the reason for the request and affirm that the agency has the individual's consent.
• Notary Acknowledgment: Both the signature of the individual making the request and the person's consent must be notarized. A notary acknowledgment may need to be included to ensure legal validity of the request.

Each of these accompanying documents serves a vital function in the overall process of conducting a criminal history check. Being well-prepared and understanding the requirements can help streamline requests and ensure compliance with the necessary legal procedures.

• SP-266: Sex Offender and Crimes Against Minors Registry Request Form - This form is used to request a name search specifically for individuals listed in the Sex Offender and Crimes Against Minors Registry. Like SP-167, it requires detailed personal information but focuses solely on offenders.
• Fingerprint Submission Form - This document is utilized when a more comprehensive background check is required, often necessitating fingerprints. Similar to SP-167, it collects identifying information and serves a vital purpose in verifying an individual's criminal history.
• Background Check Authorization Form - This form allows individuals to authorize third parties, such as employers or agencies, to conduct a background check. Both forms require consent and authenticate the individual's agreement to the search process.
• Adoption Background Check Form - Used in adoption procedures, this form gathers similar information about prospective parents as the SP-167 does for name searches. The goal remains to ensure a safe environment for children by screening applicants' histories.
• Request for Criminal History Records Form - This document seeks broader criminal history information from law enforcement agencies. Like the SP-167, it necessitates consent from the individual being searched and often includes specific details such as the person's name and date of birth.
• Volunteer Background Check Form - Tailored for organizations seeking to vet volunteers, this form echoes the SP-167's intent and structure. It requests personal identifiers and requires consent, emphasizing the importance of safe volunteer engagements.

When filling out the SP-167 form, it's essential to navigate the process correctly to ensure timely processing of your request. Here's a list of do’s and don’ts to keep in mind:

• Do clearly indicate the purpose of your request by checking only one box.
• Do provide all required name information including last name, first name, and date of birth.
• Do ensure your signature on the affidavit is notarized, as this is necessary for processing.
• Do include a complete mailing address for the agency or individual authorized to receive the results.
• Do verify the payment method is acceptable; personal checks are not accepted.

• Don't leave any required fields blank; incomplete forms can lead to delays.
• Don't use a personal check; only certified checks, money orders, or credit cards are acceptable.
• Don't forget to attach any required documentation for non-profit organization requests.
• Don't forget to discard the instruction pages before mailing the form to Virginia State Police.
• Don't assume providing a Social Security number is mandatory; it is voluntary but can expedite processing.

By adhering to these guidelines, you can help ensure a smooth and efficient processing of your SP-167 form request.

• Misconception 1: The SP 167 form is only for adoptions.

While it is often used for domestic and international adoption purposes, the SP 167 form can also be used for other requests, such as securing a visa or for other specified purposes.

• Misconception 2: I must provide my Social Security number to use the form.

Providing your Social Security number is voluntary. However, including it can help process the request more quickly by reducing the chances of confusion with similarly named individuals.

• Misconception 3: The form does not require notarization.

Both the affidavit for the release of information and the signature of the person making the request must be notarized. This helps ensure the authenticity of the information provided.

• Misconception 4: I can pay with a personal check.

Personal checks are not accepted when submitting the SP 167 form. You must use a certified check, money order, or a credit card.

• Misconception 5: Once submitted, my request is guaranteed to be processed quickly.

While every effort is made to process requests in a timely manner, delays can occur, especially if the information provided is insufficient or unclear.

• Misconception 6: A "No Criminal Record" response means there are no arrests or offenses.

A "No Criminal Record" result only indicates that there are no convictions found. There may still be an arrest record that does not lead to a conviction.

• Misconception 7: I can submit the form without proper documentation if I am a volunteer.

If you are volunteering for a non-profit organization and wish to receive reduced fees, you must attach documentation proving your volunteer status, including the organization's tax-exempt identification number.

• Misconception 8: It is the same as a fingerprint-based background check.

The SP 167 form conducts a name-based search, which is not the same as a fingerprint-based background check. A fingerprint search may be required if the name search cannot clearly identify the individual.

• Misconception 9: The SP 167 form is only relevant for local requests.

This form can be used for both local and out-of-state individuals, as it is designed to gather information from the Virginia State Police Central Criminal Records Exchange.

• Misconception 10: There is no option for urgent requests.

While the processing time can vary, if you have an urgent need for the information, it’s best to follow up directly with the agency after submitting your request to inquire about your status.

When filling out the SP-167 form, there are several important points to keep in mind to ensure your application is processed smoothly.

• Understand the Purpose: Clearly identify the reason for your request. The options include domestic adoption, international adoption, visa requirements, and other purposes.
• Provide Accurate Information: Complete the name information section accurately. This includes the individual's last name, first name, middle name, race, sex, date of birth, and social security number. Including the social security number can help speed up the process.
• Notarization is Essential: The consent you provide must be notarized. This means a notary public must witness your signature. This step cannot be skipped; otherwise, the request may be invalid.
• Payment Methods: Payments should be made by certified check, money order, or business check only. Personal checks are not accepted, and credit card payments must be provided with the correct account details.
• Fees are Applicable: Be aware of the fees associated with the service. The cost may vary based on the type of search required, whether for volunteers, criminal history, or combinations of searches.
• Mailing Instructions: Make sure to send the completed form to the correct address: Virginia State Police Central Criminal Records Exchange, P.O. Box 85076, Richmond, Virginia 23261-5076. Ensuring the proper delivery address is crucial for timely processing.
• Keep Copies: Always retain a copy of your completed form and any supporting documentation for your records. This can help in following up on your request if necessary.
• Deadlines Matter: Be mindful of any deadlines associated with your request, especially if your search is tied to time-sensitive matters like adoption or travel.

By keeping these points in mind, you can help ensure that your request is processed efficiently and effectively. Take the time to complete the form carefully, and reach out for assistance if you have any questions during the process.