Establishing secure connection…Loading editor…Preparing document…

Employee Fingerprinting Registration

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Employee Fingerprinting Registration

Personal Information

Full legal name:

Date of birth:   Place of birth:

Gender:   Race/Ethnicity:

Height:   Weight:   Eye color:   Hair color:

Position / Employer Information

Anticipated start date:   Employment status: Full-time Part-time Contractor

Fingerprinting Details

Reason for fingerprinting:

Ink card    Live Scan / Electronic    Other:

Appointment date:   Time:

Employment History (most recent first)

From:   To:

From:   To:

Education

Major/Field:   Graduation date:

Professional References

Legal Disclosures

At-Will Employment: I understand that submission of this registration and any offer of employment does not alter the at-will nature of my employment relationship, if applicable. Either I or the employer may terminate the employment relationship at any time, with or without cause or notice, unless otherwise provided in a written agreement signed by an authorized representative.

Equal Opportunity: The employer is an equal opportunity organization. Decisions regarding fingerprinting, hiring, promotion, and retention will be made without regard to protected characteristics as defined by applicable law.

I acknowledge receipt of the At-Will Employment statement.

I acknowledge receipt of the Equal Opportunity statement.

Consent, Authorization and Certification

By signing below, I authorize the employer and the requesting agency to collect my fingerprints for the purpose of a criminal history records check and related identity verification. I authorize the release of any criminal history, arrest, conviction, and other records obtained through fingerprint-based searches to the employer and the requesting agency for employment-related background review.

I understand that fingerprints and results may be retained in state or national criminal history repositories in accordance with applicable law and that these records may be used for future background checks if permitted by law. I understand I may be asked to provide additional identifying information and that I have the right to challenge the accuracy of any record obtained.

I consent to fingerprinting and authorize release of fingerprint-based records as described above.

Yes    No

Applicant Certification: I certify under penalty of perjury that the information provided on this form is true, complete, and correct to the best of my knowledge. I understand that false statements or omissions may be grounds for denial of fingerprinting services or termination of employment where applicable.

Additional Information (Optional)

Applicant (Printed Name):

Signature:

Date:

Enter text✕

What the Employee Fingerprinting Registration Is

An Employee Fingerprinting Registration documents an employee's consent and identity for fingerprint capture and background screening. It typically collects legal name, date of birth, government ID, mailing address, employer details, and a signature or consent for fingerprints to be checked against criminal history databases. Employers use it to support pre-employment background checks, licensing, regulatory compliance, and vendor screening. The form can be paired with electronic LiveScan uploads or traditional ink cards and is often retained with personnel records for compliance and audit purposes.

Why a Clear Fingerprinting Registration Matters

A well-crafted registration reduces processing delays, creates a reliable audit trail, and documents consent required by background-check vendors and licensing authorities. Clear fields and consistent identity data minimize rejections and protect employers from avoidable compliance exposures.

Why a Clear Fingerprinting Registration Matters

Typical Users and Where This Form Fits

Employers, HR teams, staffing agencies, health-care providers, schools, and licensing bodies commonly collect fingerprint consent during onboarding or credentialing.

  • HR and talent teams handling pre-employment background checks and enrollment.
  • Third-party background-screening vendors capturing fingerprints or LiveScan data.
  • Regulated employers (healthcare, education, finance) requiring fingerprint-based checks.

The form supports both in-person and electronically submitted workflows; confirm the vendor or agency requirements before choosing LiveScan, ink card, or eSubmission.

Who Signs and Approves the Form

HR Manager

A human resources manager or onboarding specialist typically completes employer fields, confirms job-related justification for checks, and retains the signed registration in personnel records to meet audit and compliance obligations.

Background Vendor

A screening provider or LiveScan technician may complete capture details, certify the method used, and countersign or stamp the registration to indicate that fingerprints were taken or an electronic submission was transmitted.

Step-by-Step: Completing the Registration

Follow these basic steps to complete and submit a fingerprinting registration reliably.

  • 01
    Gather ID: Collect government-issued ID and employer authorization documents.
  • 02
    Enter Details: Complete name, DOB, address, and employer fields accurately.
  • 03
    Capture Fingerprints: Use LiveScan electronic capture or ink card per vendor requirements.
  • 04
    Submit and Retain: Transmit to vendor and keep a signed copy in personnel files.

Where to Send or File the Completed Registration

Routing varies by employer and agency. The options below cover common destinations for a completed fingerprinting registration.

  • Background Vendor: Submit directly to the screening company that requested the check.
  • Licensing Agency: File with the state licensing board when required for credentialing.
  • Internal HR: Retain a signed copy in the employee's personnel or credentialing file.
  • LiveScan Provider: Deliver the registration to the LiveScan operator at capture time.

Configuring an Online Fingerprinting Registration Workflow

Common workflow settings for digital completion and secure submission of fingerprinting registrations.

Field Configuration
Signature Type Enable electronic and handwritten signature images
Authentication Use email or SMS code for signer verification
File Attachments Allow ID uploads (PDF, JPG) and LiveScan receipts
Retention Set automatic archiving and access controls

Digital Submission and Integration Considerations

Choose a platform that supports secure uploads, common file formats, and integration with HR or background-check systems.

  • Formats: PDF, DOCX, image files supported
  • Integrations: Works with HRIS and background vendors
  • Authentication: Supports SMS, email, and advanced options

Verify vendor requirements (file types, field layout) before enabling automated routing to reduce manual intervention and rework.

Comparing eSignature Options for Fingerprinting Registrations

Common vendor pricing and feature considerations for electronically collecting and storing fingerprinting registration forms. Place signNow first for parity in feature comparisons.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Security and Compliance Controls to Expect

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Complete timestamps, IP, and action history
HIPAA Support: BAA available for protected health information
Certifications: SOC 2 Type II and ISO 27001
Regulatory: ESIGN and UETA compliance
Accessibility: WCAG 2.0 Level AA conformance

Common Risks and Penalties to Watch For

Processing Delays: Incomplete entries slow clearance and start dates
Rejection: Mismatched identity data leads to vendor rejection
Licensing Impact: Delayed fingerprint results can block credentialing
Privacy Exposure: Improper handling can create HIPAA or confidentiality risks
I-9 Penalties: $281–$2,789 per paperwork violation
Operational Cost: Repeated captures increase time and direct fees

Best Practices for Accurate and Efficient Submissions

Implement these practices to lower rejection rates and reduce administrative burden when collecting fingerprints and consent.

Standardize Field Formats
Use fixed formats for name, DOB (MM/DD/YYYY), and state abbreviations. Enforce validation rules on input fields to prevent common mismatches that cause vendor rejections.
Verify Identity Upfront
Check government ID at the point of capture and upload a scanned copy if permitted. Early verification reduces resubmissions and accelerates background-check processing.
Match Capture Method
Confirm vendor preference for LiveScan versus ink card before capture. Using the vendor's preferred method prevents unreadable cards and reduces processing delays.
Maintain Audit Trail
Record signer authentication, capture timestamps, and operator details. Retain logs to support audits, licensing reviews, and regulatory inquiries.

Timing Considerations and Typical Deadlines

Close coordination between hiring, capture, and vendor submission prevents onboarding or licensing delays. These timing checkpoints are commonly relevant.

Before Start Date:

Complete registration and fingerprint capture before the new hire's start date when screening is precondition to employment.

Licensing Submission:

Submit fingerprint results with license applications according to the board's filing schedule.

Vendor SLA:

Check vendor processing times; some clearances return within days, others take weeks.

Renewals:

Plan fingerprint renewals per agency cycles to avoid credential lapse.

Data Retention Review:

Schedule periodic record reviews to purge or archive according to retention rules.

Real-world Context and User Experience

Examples from organizations using electronic forms and secure signing help illustrate common benefits and compliance considerations.

Martin Properties — Tim Martin, Founder

Property management onboarding required remote capture and fast processing

  • The team moved to online forms and digital submission
  • "I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

BIS — Dan Rotelli, CEO

Enterprise compliance needs required strict audit controls

  • The company prioritized SOC 2 and legal alignment
  • "We felt most comfortable with airSlate SignNow given their SOC 2 certification and strict focus on ESIGN and UETA act compliance."

FAQs and Troubleshooting for Fingerprinting Registrations

Answers to frequent questions about electronic completion, submission, and common errors when preparing fingerprinting registrations.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users