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CalVECHS deadline: what youth, church and nonprofit groups need to do before January 1, 2027
In 30 seconds
- Organizations that screen staff or volunteers under California Penal Code 11105.3 must enroll in the DOJ’s CalVECHS program before January 1, 2027.
- After that date, the FBI will no longer run federal background checks for an organization under that law unless it is enrolled.
- The organization enrolls itself through the DOJ’s online portal. There is no separate CalVECHS fee.
Who this affects
Businesses and organizations, nonprofit or for-profit, that serve children, older adults or people with disabilities and screen people under Penal Code 11105.3. For example:
- Youth sports leagues and youth programs
- Churches and faith groups with children’s, youth or senior ministries
- Nonprofits serving seniors or people with disabilities
Not covered by CalVECHS
According to the DOJ, these groups screen under other laws and don’t currently qualify:
- City and county government agencies
- Licensed daycare centers
- Public and private schools, and school contractors
- Skilled nursing facilities
What CalVECHS is
CalVECHS (the California Volunteer and Employee Criminal History Service) is the DOJ program that lets qualified organizations receive both California and FBI results for the employees and volunteers they fingerprint. Organizations that already screen under Penal Code 11105.3 have to move into the program to keep receiving federal results.
For people fingerprinted under the new CalVECHS categories, enrolled organizations receive federal results the same way they receive state results. Organizations that don’t enroll lose access to federal checks under this law, so out-of-state records would no longer be part of their results.
What your organization needs to do
- Confirm how you screen today. Check whether your organization’s DOJ authorization is under Penal Code 11105.3. If it’s under a different law, CalVECHS may not apply to you.
- Enroll in the DOJ’s online portal. In the Applicant Agency Justice Connection (AAJC) portal, submit a CalVECHS enrollment request. The DOJ’s FAQ lists the documents: the Authorized Recipient User Agreement (BCIA 9005), the CalVECHS User Agreement (BCIA 9017), the state and federal subsequent arrest notification contracts (BCIA 8049 and BCIA 8050), and proof of nonprofit status or a business license.
- Collect a signed waiver every year. Each employee and volunteer you fingerprint under CalVECHS signs the CalVECHS Waiver Agreement (BCIA 9018) once a year. Keep each one for at least three years.
- Give people the right Live Scan form. Applicants are fingerprinted with the CalVECHS Request for Live Scan Service (BCIA 8016VECHS), with your organization’s information filled in.
- Ask the DOJ if you’re unsure. The DOJ takes CalVECHS questions at TASS@doj.ca.gov.
People you’ve already fingerprinted don’t need to be fingerprinted again right away, according to the DOJ. New applicants are submitted under the CalVECHS categories.
What it costs
The DOJ charges no separate fee for CalVECHS; the usual state and federal fingerprint fees apply. For nonprofit youth organizations and human resource agencies, the state (DOJ) fee is $0, and the federal (FBI) fee is $15 per volunteer and $17 per employee. The DOJ’s bulletin also notes that 501(c)(3) nonprofits are exempt from the state fee once they provide their IRS determination letter.
Live Scan sites charge their own fingerprinting fee on top of government fees. At our Pasadena office it’s $21 per person. Call us for on-site group visit pricing.
How this connects to Federal Rap Back
The enrollment documents include contracts for arrest notifications after someone is fingerprinted. The DOJ also now offers the FBI’s Rap Back service, which adds notices of out-of-state arrests. Read Federal Rap Back in California: what employers and agencies should know.
What our office does, and doesn’t do
We take fingerprints for your employees and volunteers using your BCIA 8016VECHS form, at our Pasadena office or on-site for groups. We don’t enroll organizations, decide who qualifies or see anyone’s results. Enrollment and results go through the DOJ.
Fingerprinting your team or volunteers?
We fingerprint youth, church and nonprofit groups in Pasadena or at your location. Call to set up a group visit or business account.
Official sources
- DOJ Information Bulletin 25-04-CJIS: CalVECHS sign-up deadline January 1, 2027 (March 24, 2025)
- DOJ CalVECHS frequently asked questions
- DOJ CalVECHS regulations (approved April 3, 2026; effective July 1, 2026)
Related reading
Information checked on October 29, 2026. Rules can change; follow the DOJ’s current instructions. Pasadena Live Scan Service is an independent fingerprinting provider, not the California Department of Justice. This article is general information, not legal advice.