Criminal History Records Check SP 167 is a name-based background search used in Virginia to verify an individual’s criminal record and check for inclusion in the Sex Offender and Crimes Against Minors Registry. This service costs $16 for a combined search that includes both a standard criminal history review and the registry check. It is commonly requested by volunteers, school employees, youth program staff, and nonprofit organizations to meet legal safety requirements. The process starts online through the Virginia State Police website, where applicants generate a fillable PDF form. After completing the form, they must print it, sign it, and mail it with a certified check or money order to the Central Criminal Records Exchange in Richmond. The final report lists any convictions, pending charges, or registry matches and is sent directly to the requesting organization.
What Is SP 167 and Who Needs It?
The SP 167 form is officially titled “Criminal History Record Name Search Request.” It is issued by the Virginia State Police and serves as the primary method for individuals and organizations to request a legal background check within the state. The form is most often used by people applying to work or volunteer with children, seniors, or vulnerable populations. Schools, churches, sports leagues, and community centers frequently require this check before allowing someone to participate. The $16 fee covers both a statewide criminal history search and a lookup in the Sex Offender and Crimes Against Minors Registry. This dual search ensures that organizations receive complete information to make safe hiring or placement decisions.
Applicants must be at least 18 years old and provide accurate personal details such as full legal name, date of birth, and current address. Errors in spelling or missing information can delay processing by weeks. The form also asks for the purpose of the request—common answers include “volunteer screening,” “employment verification,” or “youth program enrollment.” Supporting documents, like a letter from the organization requesting the check, should be included with the mailed package. Without these, the Virginia State Police may reject the application.
How to Request a Criminal History Records Check SP 167
To begin, go to the official Virginia State Police website and locate the section for Criminal History Records Check (SP 167). Click the button labeled “Create your SP 167 request to be printed for mailing.” This opens an online wizard that guides users through each step. First, select the correct form type: SP 167 for individual applicants. Then enter personal information exactly as it appears on government-issued ID. Double-check names, dates, and addresses to avoid delays.
Next, choose the search type. Most users select the $16 combined option, which includes both the criminal history search and the sex offender registry check. Payment must be made via certified check or money order payable to “Virginia State Police.” Personal checks are not accepted. After filling out all fields, save the PDF and print it on standard 8.5 × 11-inch white paper. Sign the form in ink where indicated. Finally, mail the completed form, payment, and any supporting letters to PO Box 85076, Richmond, VA 23261-5076.
Processing Time and What to Expect
Once the Virginia State Police receive the SP 167 package, they verify payment and review the form for completeness. Processing typically takes 10 to 15 business days, though delays can occur during peak periods or if additional verification is needed. The State Police cross-reference the applicant’s name against state conviction databases and the federal National Crime Information Center (NCIC). They also search the Virginia Sex Offender and Crimes Against Minors Registry.
The final report is sealed and mailed directly to the organization listed on the form—not to the applicant. This ensures confidentiality and compliance with Virginia’s child protection laws. The report will show any felony or misdemeanor convictions, pending charges, and whether the person appears in the registry. If no records are found, the report states “no record on file.” Agencies use this document to approve or deny volunteer or employment applications.
Electronic Submission Through NCJI Portal
In addition to mailing paper forms, authorized agencies can submit SP 167 requests electronically through the National Criminal Justice Information (NCJI) portal. This option is faster and more secure. Users log in, select “SP 167 Criminal History & Sex Offender and Crimes Against Minors Name Search,” and enter the applicant’s details. Payment is processed online, and the request is sent directly to the Virginia State Police database.
Electronic submissions return results within 2 to 5 business days. The system keeps an audit log for privacy compliance and tracks every action taken. Only approved organizations—such as schools, government agencies, and licensed nonprofits—can use the NCJI portal. Individuals cannot access this service directly. This method reduces mail delays and provides instant confirmation of submission.
Fees, Payment Methods, and Accepted Documents
The current fee for a combined SP 167 search is $16. This includes both the criminal history check and the sex offender registry lookup. A standalone criminal history search costs $15, but most applicants choose the combined option for full protection. Payment must be made by certified check, money order, or company check made payable to “Virginia State Police.” Personal checks, cash, or credit cards sent by mail are not accepted.
Some counties, like Frederick County, also accept Visa and MasterCard payments through secure online portals for agency use. However, individual applicants must still use certified checks or money orders when mailing forms. Always include a contact phone number on the form in case the State Police need to clarify details. Missing or incorrect payment is the most common reason for application rejection.
Common Mistakes and How to Avoid Them
Many SP 167 applications are delayed or denied due to simple errors. The most frequent mistake is misspelling the applicant’s name or entering an incorrect date of birth. Always match the information exactly to a driver’s license or state ID. Another common issue is using a personal check instead of a certified check or money order. The form clearly states that personal checks will not be processed.
Failing to sign the form or omitting required supporting documents also causes rejections. If the check is for volunteer work, include a letter from the organization explaining why it’s needed. Do not send original documents—only copies. Finally, ensure the mailing address is correct: PO Box 85076, Richmond, VA 23261-5076. Sending the form to the wrong office will significantly delay processing.
Legal Basis and Privacy Protections
The SP 167 process operates under Virginia Code § 19.2-389, which allows certain entities to request criminal history records for employment, licensing, or volunteer screening. The law limits access to authorized organizations and requires that reports be used only for legitimate safety purposes. Misuse of the information can result in civil or criminal penalties.
The Virginia State Police follow strict privacy rules. Reports are sent only to the requesting agency, not to the applicant. They cannot be shared publicly or posted online. The data is protected under state and federal privacy laws, including the Fair Credit Reporting Act (FCRA) when used for employment decisions. Applicants have the right to request a copy of their own record if they believe it contains errors.
County-Specific Requirements
While the SP 167 form is standardized statewide, some counties have additional steps. Prince William County, for example, requires applicants to attach a county-specific cover sheet along with the SP 167 form. Frederick County allows online credit card payments for agencies but still requires mailed forms for individuals. Always check with the local organization requesting the check to confirm their exact requirements.
All counties use the same $16 fee and mailing address. However, processing times may vary slightly based on local workload. Rural areas might experience longer wait times during summer months when youth programs are most active. Contact the Virginia State Police Central Criminal Records Exchange at (804) 674-2000 if you have questions about county policies.
What the Final Report Includes
The sealed report from the Virginia State Police contains three main sections: criminal convictions, pending charges, and registry status. Convictions include felonies and misdemeanors recorded in Virginia courts. Pending charges show active cases that have not yet been resolved. The registry section confirms whether the person is listed in the Sex Offender and Crimes Against Minors database.
If no records are found, the report states “no record on file” for each category. This does not guarantee a clean record forever—only that no matches were found at the time of the search. Reports are valid for 90 days from the issue date. Organizations may require a new check if the report expires before the applicant starts work or volunteering.
Correcting Errors on Your Record
If the SP 167 report contains incorrect information, the applicant can request a review. Contact the Virginia State Police Central Criminal Records Exchange and ask for a “Record Review” form. You’ll need to provide fingerprints, a written explanation of the error, and any court documents proving the mistake. The review process can take 30 to 60 days.
Common corrections include dismissed charges listed as convictions or misspelled names. The State Police will update their records and issue a corrected report. This updated document should be sent to the organization that received the original report. Keep copies of all correspondence for your records.
Frequently Asked Questions About SP 167
Many people have questions about the SP 167 process. Below are answers to the most common concerns. These responses are based on official Virginia State Police guidelines and current state law.
Can I get my own SP 167 report?
No. The report is sent only to the organization that requested it, such as a school or nonprofit. If you need a copy of your own record, you must request a separate “Record Review” through the Virginia Department of Criminal Justice Services. This process requires fingerprints and a $15 fee. The review provides a personal copy of your criminal history but does not include the sex offender registry check unless specifically requested.
How long does it take to process an SP 167?
Standard processing takes 10 to 15 business days after the Virginia State Police receive your complete package. Electronic submissions through the NCJI portal are faster, usually completed in 2 to 5 business days. Delays happen if the form is incomplete, payment is incorrect, or additional verification is needed. Always allow extra time if you need the report by a specific date.
Can I use a credit card to pay for SP 167?
Individual applicants cannot pay by credit card when mailing forms. Payment must be a certified check or money order. However, authorized agencies using the NCJI portal can pay online with Visa or MasterCard. Some counties, like Frederick, also offer online payment options for organizational requests. Check with your local agency to see if this service is available.
Is the SP 167 check the same as a fingerprint background check?
No. The SP 167 is a name-based search, which means it relies on matching your name and date of birth to records in state and federal databases. Fingerprint checks are more accurate because they use unique biometric data. Certain jobs, like teaching or nursing, require fingerprint-based checks instead of or in addition to the SP 167. Ask your employer or organization which type they need.
What if I have a criminal record?
Having a criminal record does not automatically disqualify you from volunteering or working. The organization that requested the check will decide based on the nature of the offense, how long ago it occurred, and their own policies. Some roles may still be available even with a record. Be honest on your application and provide context if needed. The SP 167 report only shows facts—it does not make decisions.
Can I submit SP 167 online without printing?
Only authorized agencies can submit electronically through the NCJI portal. Individual applicants must print, sign, and mail the form. There is no fully online option for personal requests. Make sure to use a dark ink pen when signing and keep a copy of everything you send for your records.
Where do I mail the completed SP 167 form?
Mail all documents to: Virginia State Police, Central Criminal Records Exchange, PO Box 85076, Richmond, VA 23261-5076. Use a trackable mailing service like USPS Certified Mail so you can confirm delivery. Do not send the package to a physical street address—only the PO Box is monitored for incoming requests.
Official Resources and Contact Information
For the most accurate and up-to-date information, always refer to official sources. The Virginia State Police website provides downloadable forms, instructions, and contact details. You can also call the Central Criminal Records Exchange at (804) 674-2000 during business hours (8:00 AM to 4:30 PM, Monday through Friday). Visiting hours are limited; call ahead if you plan to visit in person.
Official website: https://vsp.virginia.gov
Phone: (804) 674-2000
Address: PO Box 85076, Richmond, VA 23261-5076
Forms library: https://vsp.virginia.gov/services/forms/
NCJI portal: https://vspapps.vsp.virginia.gov/catspublic/public/publicHome.html
