Background Check Requirements in Virginia

by Fraser Sherman; Updated September 26, 2017

When employers make background checks, state and federal laws limit what they can look for. Background checks in Virginia are covered by federal and state laws on how to check an individual's criminal record and who has the right to know that information. The laws are found in sections 19.2-392.02 and 19.2-389 of the state legal code.

Checking

Virginia statutes require organizations that work with children, the elderly or the disabled to conduct criminal background checks on potential employees to determine if they've been convicted of crimes that disqualify them for the job. A new agency must do this for its entire staff. The job candidate must get fingerprinted, tell his prospective employer if he has a criminal record and give consent for the background check. The law also gives the applicant the right to see a copy of any negative report and challenge inaccurate information.

Sharing Information

Virginia maintains a central criminal-record database, and the law spells out who can request access for records: Nursing homes, school boards and child welfare groups vetting employees, behavioral researchers and several other categories. The state police can't share everything in the database; instead, they're limited to giving out information relevant to the request. The police are forbidden from providing information from the database to anyone not authorized by state law; the police cannot even confirm whether a criminal record exists.

Federal Law

The federal Fair Credit Reporting Act also sets limits on Virginia background checks, but only if they're conducted by third parties; it doesn't affect employers who conduct them in-house. The act lists information that cannot be reported, such as bankruptcies older than 10 years and negative information older than seven years. Criminal convictions can be reported no matter how old they are, but arrest records older than seven years cannot be included in a background check.

Noncriminal Information

In addition to the Fair Credit Reporting Act, other federal laws constrain what Virginia employers can ask about. Businesses can't ask for medical records, though they can check whether an applicant is physically qualified for particular tasks. Details of military service beyond name, rank, salary and assignments are usually kept private. The Nolo legal website recommends that businesses not ask for more information than they really need to avoid any breaches of the law.

About the Author

A graduate of Oberlin College, Fraser Sherman began writing in 1981. Since then he's researched and written newspaper and magazine stories on city government, court cases, business, real estate and finance, the uses of new technologies and film history. Sherman has worked for more than a decade as a newspaper reporter, and his magazine articles have been published in "Newsweek," "Air & Space," "Backpacker" and "Boys' Life." Sherman is also the author of three film reference books, with a fourth currently under way.