CalVECHSCal North is preparing to transition its Live Scan background screening program to the California Volunteer and Employee Criminal History Service (CalVECHS).
CalVECHS is a California Department of Justice program that allows qualified organizations serving children and other vulnerable populations to receive both California and federal criminal history information for eligible employees and volunteers.
For Cal North member organizations, the most important thing to know is that Cal North will continue serving as the Custodian of Records and managing the background screening process on behalf of our members.
Our goal is to make this transition as seamless as possible for clubs, leagues, coaches, volunteers, administrators, and other participants while ensuring Cal North remains compliant with California DOJ requirements.
California DOJ requires qualifying entities currently conducting federal background checks under Penal Code § 11105.3, such as Cal North, to enroll in CalVECHS before January 1, 2027 in order to continue conducting those federal fingerprint-based background checks.
For most Cal North member organizations, the actual Live Scan process will look very similar to what you already use today.
Cal North will continue working with Capital Live Scan to provide our members with mobile Live Scan events, prepaid codes, walk-in appointments through ApplicantServices, and paper Live Scan forms when necessary for communities where the online network is not a viable option.
The primary changes are happening behind the scenes and involve the additional federal-level background check, Federal Rap Back, and the CalVECHS applicant waiver requirement.
The California DOJ's CalVECHS regulations became effective July 1, 2026
The California Volunteer and Employee Criminal History Service (CalVECHS) is a California Department of Justice program that allows qualified organizations serving children and other vulnerable populations to receive state and federal Criminal Offender Record Information (CORI).
For Cal North and its member organizations, the most significant benefit is a more comprehensive background screening process.
Under CalVECHS, eligible new applicants can be screened against both California and federal criminal history information, including relevant out-of-state criminal records collected by the FBI. This provides an additional layer of protection when screening coaches, volunteers and other covered adults who work with youth participants.
CalVECHS also works with California and federal subsequent-arrest notification services, providing an important ongoing safety component beyond the applicant's initial background check. Federal Rap Back is now available in California for subscribed applicants.
For our member organizations, Cal North will continue serving as the Custodian of Records, so clubs will not be expected to independently receive or manage criminal history information.
Our goal is simple: stronger background screening and participant protection without creating an unnecessary administrative burden for our members.
This is a California DOJ requirement, not a policy change created by Cal North or Capital Live Scan.
CalVECHS operates under California Penal Code § 11105.3 and the federal National Child Protection Act, as amended by the Volunteers for Children Act (NCPA/VCA)
California DOJ has directed organizations currently conducting applicable federal background checks under Penal Code § 11105.3 to enroll in CalVECHS before January 1, 2027 to continue conducting those federal fingerprint-based background checks.
The modern CalVECHS framework resulted from changes to Penal Code § 11105.3 enacted in 2023, and the implementing regulations were approved in April 2026 and became effective July 1, 2026.
Cal North is making this transition so our Risk Management program remains compliant while continuing to provide our members with a centralized Live Scan process.
Cal North plans to complete its CalVECHS transition after the Fall 2026 season, when the majority of Fall coaches and volunteers have already completed their Live Scan requirements and many member organizations are entering their winter break.
Members should plan for the updated process to be in effect no later than January 1, 2027.
We will communicate the official transition date and updated instructions to members before the change takes effect.
No.
Existing coaches, volunteers, managers, Board members, and other covered individuals do not need to immediately complete another Live Scan simply because Cal North transitions into CalVECHS.
California DOJ specifically states that employees and volunteers of existing authorized agencies are not required to immediately resubmit fingerprints following CalVECHS enrollment. Existing California subsequent-arrest and disposition notifications can continue for applicants previously fingerprinted under the applicable pre-CalVECHS applicant types.
After the transition, new applicants and anyone otherwise required to complete a new Live Scan will use the new CalVECHS process.
There is no additional CalVECHS program enrollment fee, but the federal fingerprint processing fee for nonprofit youth organizations is $15 per applicant. The California DOJ confirms that the state fingerprint processing fee for qualifying nonprofit youth organizations is $0 and the federal processing fee is $15.
For Cal North members, this means an additional $15 federal fee per applicable new Live Scan.
Under our current Capital Live Scan pricing:
Mobile Live Scan Event
Current: $20 per applicant
CalVECHS: $35 per applicant
Walk-In Live Scan through ApplicantServices
Current: $26 per applicant
CalVECHS: $41 per applicant
The additional $15 is a federal fingerprint processing fee. It is not a Cal North or Capital Live Scan fee.
Cal North is not making money from this change. The additional cost is part of complying with the new background screening framework.
Very little from the member organization's perspective.
Organizations will still be able to:
The major addition is the CalVECHS Waiver Agreement (BCIA 9018).
The waiver establishes the authority to receive the applicant's state and federal criminal history information and informs applicants of their rights regarding the background check.
The BCIA 9018 supports electronic signatures and must be completed annually by applicable applicants. Cal North and Capital Live Scan are working to incorporate this requirement into the existing ApplicantServices workflow to make the process as seamless as possible for our members. California DOJ requires the waiver to be signed annually and retained for the applicable retention period.
Your existing codes will not go to waste.
Capital Live Scan will be able to upgrade existing prepaid codes by adding the required $15 federal processing fee to each applicable code.
Capital Live Scan has established a billing workflow for this process. Member organizations with unused prepaid codes can contact Capital Live Scan directly to arrange the upgrade and payment of the additional $15 per code.
The BCIA 9018 CalVECHS Waiver Agreement is an applicant authorization required as part of the CalVECHS program.
It establishes the authority to receive the applicant’s applicable state and federal criminal history information and informs the applicant of their right to challenge the accuracy of their background check information.
Based on guidance Cal North received directly from the California Department of Justice (DOJ), the BCIA 9018 will only need to be completed once by an applicant. The requirement was previously expected to require annual completion; however, DOJ has advised that Penal Code Section 11105.3 has been amended to remove the annual recertification requirement. Because this legislative change has not yet been signed into law, the updated requirement may not yet be reflected in DOJ’s published CalVECHS FAQs and other existing materials.
Importantly, existing active applicants do not need to complete the BCIA 9018 simply because Cal North transitions to CalVECHS. The waiver will only be required when an applicant submits fingerprints under the new CalVECHS-specific applicant types after Cal North is enrolled in the program.
Cal North and Capital Live Scan are working to incorporate the BCIA 9018 electronically into our existing Live Scan process so the additional requirement is as seamless as possible for applicants and member organizations.
No.
The Cal North Risk Management Group will continue managing Live Scan denials and appeals on behalf of our member organizations, just as we do today.
Member organizations will not be expected to independently evaluate criminal history information or manage difficult eligibility conversations with applicants.
If an applicant does not meet Cal North's applicable Risk Management requirements, our Risk Management team will continue administering the appropriate review, denial, and appeal process.
We pride ourselves on handling these sensitive situations for our members. Let us be the "bad guy" so your club doesn't have to be.
No.
For organizations affiliated with Cal North, you are conducting your Live Scan background screening through Cal North's Risk Management program, therefore Cal North is managing the CalVECHS transition as the Custodian of Records.
Our member organizations should not independently change their Cal North Live Scan process unless instructed to do so by Cal North.
We will provide updated instructions before the transition takes effect.
Nothing yet.
Continue using the existing Cal North Live Scan process until we announce the official CalVECHS transition date.
Cal North is working with Capital Live Scan and our background-screening partners to finalize the updated workflow, waiver process, prepaid-code transition, and member education.
We will communicate the final process before implementation so clubs have time to prepare.
We're here to help.
Our goal is to make this transition as seamless as possible for our members while strengthening the background screening protections in place for participants throughout Cal North.
For questions regarding CalVECHS or Cal North Risk Management, please contact:
Cal North Member Services
memberservices@calnorth.org
For additional information directly from the California Department of Justice:
California DOJ – CalVECHS Program & Regulations
California DOJ – CalVECHS Frequently Asked Questions
California DOJ – CalVECHS January 1, 2027 Deadline Bulletin
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