Virginia W 2 Form Access Document Now

Virginia W 2 Form

The Virginia W-2 form, formally known as the Application for Exemption from Virginia Compulsory Minimum Training Standards, is a critical document processed by the Virginia Department of Criminal Justice Services. It serves as a request by individuals employed in various law enforcement capacities, seeking exemption from the mandated minimum training standards set forth in Section 9.1-116 of the Code of Virginia. If you are in need of this exemption, ensure your application is accurately filled out and submitted within 30 days of employment by clicking the button below.

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Content Overview

In the Commonwealth of Virginia, individuals seeking exemption from compulsory minimum training standards as dictated by Section 9.1-116 of the Code of Virginia (1950), as amended, must navigate through the intricacies of the Virginia W-2 form. Managed by the Virginia Department of Criminal Justice Services, this application is a crucial step for certain criminal justice positions, including law enforcement officers, court security/process servers, corrections officers in the Department of Corrections, dispatchers, and jailors or custodial officers. With an emphasis on accurate and comprehensive completion, applicants along with their employing agencies are required to fill out sections A, B, D, E, F thoroughly, covering personal identification, type of exemption sought, previous criminal justice employment, entry-level criminal justice training courses completed, and certifications affirming the accuracy and truthfulness of the information provided. Attention to timelines is equally important, as submissions must occur within 30 days of employment. The processing of these forms involves a series of checks and reviews by the DCJS, including verification of employment and training status, completion of further training or testing if necessary, and a final decision on the exemption request. Deliberately designed to ensure that individuals granted exemptions meet the standards necessary to perform their roles effectively, the form serves as a critical tool in maintaining the integrity and professionalism of Virginia's criminal justice system.

Preview - Virginia W 2 Form

Commonwealth of Virginia

Virginia Department of Criminal Justice Services

Application for Exemption from Virginia Compulsory

Minimum Training Standards (Form W-2)

Section 9.1-116, Code of Virginia (1950), as amended

Submit within 30 days of employment to:

Department of Criminal Justice Services, 1100 Bank Street, 12th Floor, Richmond, VA 23219

NOTE: Employing Agency and Applicants must complete Parts A, B, D, E, F on both sides of this application

A. IDENTIFICATION

Applicant’s Name: (Last, First, Middle Initial)

Social Security Number:

 

 

 

 

 

 

Title or Rank:

Date of Birth:

Employment Date:

 

/

/

/

/

Employing Department:

B. TYPE OF EXEMPTION (Please check one)

Law Enforcement Officer

Court Security/Process Server

Corrections Officer, Department of Corrections

Dispatcher

Jailor or Custodial Officer

COMPLETE SECTIONS D, E, F ON PAGE 2

C. DCJS ACTION (DCJS Use Only)

1. Approved Upon Conditions:

Exemption approved upon completion of:

 

 

 

 

 

a.

Options:

 

 

 

 

 

 

b.

Options to be completed by:

 

 

 

 

 

 

c.

Field training/On-the-job training required:

Yes (form attached)

No

(Refer to DCJS website for current form)

d.

Certification Examination required:

Yes

No

 

 

e.

Notification of compliance submitted to this office by:

 

 

 

 

(Form 41 Reporting Roster or letter from Academy Director)

 

 

2. Exemption Not Approved:

Reason(s):

Date

DCJS Authorized Signature

Title

 

 

 

 

 

 

cc: Employing Agency, Applicant, Field Coordinator, DCJS Records

 

 

 

 

 

Virginia Department of Criminal Justice Services

June 2012

www.dcjs.virginia.gov

Page 1

D. FORMER EMPLOYMENT

List all previous employment as a criminal justice officer/dispatcher starting with the most recent.

 

 

EMPLOYER

BEGIN DATE

 

END DATE

 

POSITION

 

/

/

 

/

/

 

 

 

/

/

 

/

/

 

 

 

/

/

 

/

/

 

 

 

/

/

 

/

/

 

 

 

/

/

/

/

 

 

E. TRAINING

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Please list all criminal justice basic (ENTRY-LEVEL) courses completed

NAME OF BASIC COURSE

 

 

 

COMPLETION DATE

 

ACADEMY ATTENDED

 

 

 

 

 

 

/

/

 

 

 

 

 

 

 

 

/

/

 

 

 

 

 

 

 

 

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F. CERTIFICATION

 

 

 

 

 

 

 

 

 

 

 

 

 

 

I certify that the preceding statements are true and correct

 

 

 

/

/

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Date

 

 

 

Signature of Applicant

 

 

 

I certify that the above statements are correct to the best of my knowledge. Based upon a thorough background investigation, I have determined that this individual has demonstrated sensitivity to cultural diversity issues during previous employment. This individual meets the standards set forth in §9.1-116 of the Code of Virginia.

I request an exemption for the compulsory minimum training as designated for the above named employee.

Yes

No

A Form 21 or Form 31, as applicable, has been previously submitted or is attached.

Yes

No

 

/

/

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Date

 

 

 

Signature of Agency Administrator

 

 

 

Name of contact person:

 

 

E-mail address:

 

Phone No.

FAX No.

G.VERIFICATION (DCJS Use Only)

Employment and training status verified:

Staff initials and date

Training:

DCJS Records

Out of State:

Name

Logged out and mailed:

Staff initials and date

Virginia Department of Criminal Justice Services

 

www.dcjs.virginia.gov

June 2012

 

Page 2

File Specs

Fact Description
Form Name Application for Exemption from Virginia Compulsory Minimum Training Standards (Form W-2)
Governing Law Section 9.1-116, Code of Virginia (1950), as amended
Submission Deadline Submit within 30 days of employment
Submission Address Department of Criminal Justice Services, 1100 Bank Street, 12th Floor, Richmond, VA 23219
Sections to Complete Employing Agency and Applicants must complete Parts A, B, D, E, F on both sides of this application
Types of Exemptions Law Enforcement Officer, Court Security/Process Server, Corrections Officer, Department of Corrections Dispatcher, Jailor or Custodial Officer
DCJS Action Includes conditions for approval, requirements for field training/on-the-job training, and certification examination requirements
Employment History Requirement Candidates must list all previous employment as a criminal justice officer/dispatcher, starting with the most recent
Training History Requirement Applicants must list all criminal justice basic (ENTRY-LEVEL) courses completed

Guide to Using Virginia W 2

When completing the Virginia W-2 Form, officially known as the Application for Exemption from Virginia Compulsory Minimum Training Standards, it's essential to ensure accuracy and thoroughness. This form is crucial for individuals seeking exemption from the state's mandatory training requirements for criminal justice positions. Here's a step-by-step guide to filling out the form which must be submitted within 30 days of employment.

  1. Start by entering the applicant's full name (last, first, middle initial) under the Identification section. It's important this matches other official documents.
  2. Input the applicant's Social Security Number, ensuring that all digits are correct to prevent any processing delays.
  3. Fill in the applicant’s title or rank, along with their date of birth and the date of employment in the designated fields.
  4. Under the Employing Department section, write the name of the department hiring the applicant. This should be the official department name.
  5. In the Type of Exemption section, select the appropriate box that describes the applicant's role. Choose from Law Enforcement Officer, Court Security/Process Server, Corrections Officer, Department of Corrections, Dispatcher, Jailor, or Custodial Officer.
  6. Proceed to page 2 and under the Former Employment section, list all previous criminal justice or dispatcher positions. Start with the most recent. Include the employer's name, the beginning and end date of employment, and the position held.
  7. In the Training section, detail any basic (entry-level) criminal justice courses that the applicant has completed. Include the name of the basic course, completion date, and the academy attended.
  8. The Certification section requires the applicant's signature and date, certifying the truth and accuracy of the information provided. Additionally, the agency administrator needs to certify the statements, based on a thorough background investigation, and request the exemption for compulsory minimum training. They must also indicate whether a Form 21 or 31 has been submitted or is attached.
  9. Provide the name of the contact person, their email address, and phone number at the bottom of page 2, under the signatures.

Once the form is fully completed, review all sections carefully. Make sure that every piece of information provided is accurate and true to the best of your knowledge. After verifying the details, submit the form to the Department of Criminal Justice Services at the address provided. Remember, this is a critical step in the employment process for those seeking positions in the criminal justice field in Virginia. Timely and accurate submission can streamline the exemption process, facilitating a smoother onboarding or employment transition for the applicant.

Key Facts about Virginia W 2

What is the Virginia W-2 Form?

The Virginia W-2 Form is an application for exemption from Virginia’s compulsory minimum training standards. It is utilized by individuals seeking positions that would typically require such training—like law enforcement officers, court security/process servers, corrections officers, dispatchers, jailors, or custodial officers. This application must be submitted to the Department of Criminal Justice Services within 30 days of employment.

Who needs to file the Virginia W-2 Form?

This form is required for individuals appointed to positions in the criminal justice field that ordinarily require completion of compulsory minimum training. Applicants looking for an exemption from these requirements, such as those with prior qualifying experience or training, need to submit this form along with their employing agency.

What information is needed to complete the Form W-2?

To properly complete the form, the applicant and employing agency must fill out the following sections:

  • Applicant's identification details
  • Type of exemption being requested
  • Details on former employment as a criminal justice officer or dispatcher
  • List of all criminal justice basic (entry-level) courses completed
  • Certification by the applicant and agency administrator

How is the form submitted?

The completed form, along with any necessary attachments, should be sent to the Department of Criminal Justice Services at 1100 Bank Street, 12th Floor, Richmond, VA 23219. All sections requested for both the applicant and the employing agency must be filled out in full.

What happens after the form is submitted?

Upon submission, the Department of Criminal Justice Services (DCJS) reviews the application. The DCJS may approve the exemption upon the completion of particular conditions, such as additional training or a certification examination. They also have the authority to deny the exemption, citing specific reasons for the decision. The applicant and employing agency will be notified of the outcome.

What are the deadlines for submitting the Virginia W-2 Form?

The form must be submitted to the DCJS within 30 days of the applicant’s employment date. It is critical to adhere to this timeline to ensure compliance with Virginia’s statutes and to avoid any interruptions in the employment process.

Is field training required with the exemption?

Field training or on-the-job training may be required as a condition of the exemption's approval. Whether such training is necessary will be determined by the DCJS based on the applicant's previous experience, training, and the nature of their current role.

How can someone find out if their exemption was approved?

The DCJS will notify the applicant and the employing agency of the exemption’s approval or denial. Communication will typically be via postal mail, but additional methods, like email or phone, might be used to convey the decision or request further information.

What should be done if an exemption is not approved?

If an exemption is not approved, the applicant may need to fulfill the compulsory minimum training standards. The DCJS will provide specific reasons for the exemption denial, and based on those reasons, the applicant, in collaboration with their employing agency, may explore other options or appeal the decision.

Common mistakes

Filling out the Virginia Form W-2, an Application for Exemption from Virginia Compulsory Minimum Training Standards, requires careful attention to detail. Common mistakes can hinder the application's success, affecting individuals seeking exemptions in various law enforcement and related roles. Understanding these pitfalls can enhance the accuracy and effectiveness of your submission.

  1. Incorrect or Incomplete Identification Information: Applicants often miss filling in every required detail in Section A, such as their full name, social security number, title/rank, date of birth, and employment date. Accuracy in this section is crucial for the applicant's identity verification.
  2. Failure to Specify the Type of Exemption: In Section B, applicants must check the appropriate box to indicate the type of exemption they are applying for. Overlooking or incorrectly marking this section can lead to processing delays or the outright rejection of the application.
  3. Omission of Previous Employment Details: Section D demands a comprehensive list of all previous employment as a criminal justice officer/dispatcher. Applicants sometimes fail to list all previous employers, or they provide incomplete information about their tenure, which can question their eligibility or experience.
  4. Incomplete Training Records: In Section E, it's essential to list all basic (ENTRY-LEVEL) criminal justice courses completed. Neglecting to include all relevant courses or providing partial details can lead to the application being declined due to insufficient training evidence.
  5. Unsigned or Undated Certifications: The assertion in Section F that the information provided is true and correct must be supported by the signatures and dates from both the applicant and the agency administrator. Applications often get delayed because one or both signatures, or the date, are missing.
  6. Skipping Cultural Diversity Acknowledgment: Failures in attesting to the applicant's sensitivity to cultural diversity issues are common. This acknowledgment plays a critical role in evaluating the applicant's suitability for the exemption.
  7. Inadequate Verification of Exemption Requirements: Though primarily for DCJS use, applicants and their employing agencies must ensure that the application includes evidence or mention of fulfilling all conditions for exemption approval, such as prior submissions of Forms 21 or 31, if applicable.

It's imperative for individuals and agencies to review the application thoroughly before submission. Here are some general tips to avoid common mistakes:

  • Double-check all personal identification information for accuracy.
  • Review the list of exemption types and select the one that accurately represents your position or the position for which you are applying.
  • Ensure all prior employment and training courses are documented comprehensively.
  • Sign and date the form where required, and verify that all necessary supporting documents are attached or have been previously submitted.
  • Understand the importance of the cultural diversity acknowledgment section and ensure it is appropriately addressed.
  • Collaborate with the employing agency to ensure all parts of the application are completed accurately.

By avoiding these common mistakes, applicants can streamline the processing of their Virginia Form W-2 applications, contributing to a smoother path towards exemption approval.

Documents used along the form

When dealing with the Virginia W-2 Form concerning the exemption from Virginia Compulsory Minimum Training Standards, individuals and agencies often find it necessary to work with other documents. These documents collectively ensure compliance with state regulations, offer a comprehensive understanding of an applicant's background, and facilitate seamless processing within various departments.

  • Form 21 or Form 31: These forms are essential when requesting exemptions. Form 21 is required for law enforcement officers, while Form 31 is used for correctional officers and jailors. They provide detailed information about the applicant, including qualifications and reasons for exemption requests.
  • Form 41 Reporting Roster: This document is a comprehensive list of individuals undergoing or who have completed training. It's crucial for tracking compliance with compulsory training requirements and is often submitted along with the Virginia W-2 Form for verification purposes.
  • Background Check Authorization Form: An authorized document allowing the Virginia Department of Criminal Justice Services to perform a background check on the applicant. It ensures the applicant has a clean record in alignment with the roles they are applying for.
  • Training Certification Form: A document that verifies the completion of specific training programs. It lists the courses completed by the applicant, serving as proof of qualification and readiness for the exemption.
  • Letter from Academy Director: This letter can serve as an alternative to the Form 41, confirming the applicant's training status directly from the training academy. It adds a level of assurance regarding the applicant's fitness for the exemption.
  • Employment Verification Form: This document confirms the applicant's employment history, relevant experience, and job performance. Like the background check, it provides insight into the applicant's suitability for the exemption.
  • Cultural Diversity Sensitivity Acknowledgment: A form or document that certifies the applicant has been evaluated and deemed sensitive to cultural diversity issues, aligning with the standards set forth in §9.1-116 of the Code of Virginia.

Together, these forms and documents create a framework that supports the processing and approval of an exemption from Virginia's compulsory minimum training standards. By ensuring that each piece is correctly filled out and submitted on time, agencies and applicants can navigate the exemption process with greater ease and efficiency.

Similar forms

The Virginia W-2 form is similar to other documents that are used within various departments and agencies to manage and verify official statuses, qualifications, or exemptions. One such document is the Form I-9, Employment Eligibility Verification used by employers across the United States.

The Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States. Like the Virginia W-2, the Form I-9 requires both the employer and the employee to fill out parts of the document. This resemblance lies in the structure where the information provided by the employee is verified by the employer and submitted to an official body for compliance. Both forms require personal information, employment history, and an attestation by the individual that the information provided is accurate.

Another document similar to the Virginia W-2 form is the Standard Form 86 (SF-86), Questionnaire for National Security Positions. SF-86 is considerably more detailed and is used to collect information from individuals applying for security clearance in connection with national security positions. Although the SF-86 is more exhaustive, the similarity comes from its requirement for detailed personal information, previous employment, and certifications, mirroring the sections D, E, and F on the Virginia W-2 form related to employment history, training, and certification. Both documents contribute to a review process by authoritative bodies to determine eligibility and compliance with specific standards.

Dos and Don'ts

When completing the Virginia Form W-2 for an exemption from Virginia Compulsory Minimum Training Standards, it is crucial to follow specific guidelines to ensure the form is filled out accurately and submitted properly. Here are things you should and shouldn't do:

Do:
  • Verify all personal information such as your name, social security number, date of birth, and employment date to prevent any discrepancies.
  • Check the appropriate box in Section B for the type of exemption you are applying for, ensuring it accurately reflects your position.
  • Complete Sections D, E, and F on page 2 of the application, providing detailed information about your previous employment, training, and certification.
  • Ensure that both the applicant and the employing agency administrator sign the form where required, confirming the accuracy of the information provided.
  • Include any additional documentation that supports your application, such as certificates of completion for training courses or a Form 21 or Form 31 if applicable.
  • Submit the application within 30 days of employment to the Department of Criminal Justice Services as instructed to ensure timely processing.
Don't:
  • Leave any required fields blank. Incomplete forms may result in delays or denial of the exemption request.
  • Submit the form without checking for accuracy. Mistakes or inconsistencies can lead to unnecessary complications.
  • Forget to list all previous employment as a criminal justice officer or dispatcher in Section D. This information is vital for verifying your qualifications.
  • Omit details of basic entry-level courses completed in Section E. This training is crucial for the exemption process.
  • Fail to sign and date the form in Sections F and G. Unsigned forms will not be processed.
  • Assume submission is confirmation of exemption. Follow up with the Department of Criminal Justice Services if you do not receive confirmation or further instructions.

Misconceptions

Common Misconceptions about the Virginia W-2 Form

There are several misconceptions about the Virginia W-2 form, often leading to confusion among applicants and employers alike. Addressing these misunderstandings is crucial for a smooth application process.

  • It's the same as the Federal W-2 Form: The Virginia W-2 form mentioned is not related to the federal W-2 form used for tax purposes. Instead, it is an application for exemption from Virginia Compulsory Minimum Training Standards for certain criminal justice positions.
  • Applies to all employees in Virginia: This misconception is widespread. The form is specifically designed for individuals seeking exemption from minimum training standards in the criminal justice sector, not all employees in Virginia.
  • Can be submitted at any time: As per the instructions on the form, it must be submitted within 30 days of employment. Delayed submissions may not be considered, underscoring the urgency of timely compliance.
  • Completion is optional: Some may believe completing this form is at their discretion. However, for those seeking exemptions in designated positions, its completion is mandatory to comply with Virginia state laws.
  • Only the applicant needs to complete the form: This form requires information and certification from both the employing agency and the applicant. Overlooking the part that needs to be filled out by the agency could result in processing delays.
  • Training details are optional: All criminal justice basic (entry-level) courses completed must be listed. This section is crucial and helps the Department of Criminal Justice Services assess the applicant's eligibility for exemption.
  • Approval is guaranteed: Submitting this application does not ensure an exemption will be granted. The application undergoes a thorough review process, and exemptions are approved based on the applicant's compliance with specific requirements.

Understanding the specific purpose and requirements of the Virginia W-2 form can significantly ease the application process for exemptions from compulsory minimum training standards in criminal justice positions. Both applicants and employing agencies are encouraged to pay careful attention to detail and adhere to deadlines when dealing with this form.

Key takeaways

Understanding how to appropriately fill out and utilize the Virginia W-2 form, crucial for exemption from Virginia's Compulsory Minimum Training Standards, demands close attention to details and a thorough grasp of the process. Here are ten key takeaways to guide individuals and employing agencies through this procedure:

  • Timely Submission: The application must be submitted to the Department of Criminal Justice Services within 30 days of employment, emphasizing the importance of prompt action.
  • Comprehensive Completion: Both the employing agency and applicants are required to complete Parts A, B, D, E, F on both sides of the application, highlighting the collaborative effort needed.
  • Type of Exemption: Clearly mark the applicable exemption type for the applicant, such as Law Enforcement Officer, Court Security/Process Server, etc., to guide the processing of the application accurately.
  • Detailed Employment History: Listing all previous criminal justice officer/dispatcher employment starting with the most recent ensures a comprehensive review of the applicant’s background.
  • Entry-Level Training Disclosure: Providing detailed information about all criminal justice basic (entry-level) courses completed is essential, including the name of the course, the completion date, and the academy attended.
  • Verification of Accuracy: Both the applicant and the agency administrator must certify the accuracy of the information provided, underlining the seriousness of the application.
  • Assessment of Cultural Sensitivity: The agency administrator must affirm that, based on a thorough background investigation, the applicant has demonstrated sensitivity to cultural diversity issues, an essential quality for the role.
  • Compliance with §9.1-116 of the Code of Virginia: The application asserts that the individual meets the standards set forth by the state, requesting an exemption from the compulsory minimum training.
  • Documentation Requirements: A Form 21 or Form 31, as applicable, must have been previously submitted or attached with the application, ensuring that all necessary documentation is in order.
  • DCJS Action and Notification: The final section of the form is for DCJS use only, where the decision regarding the exemption is detailed, including any conditions or requirements for completion of training or certification examinations. Employing agencies and applicants receive notifications, cementing the communication loop.

Navigating the Virginia W-2 form process successfully requires attention to these details to ensure a smooth and compliant exemption request. Staying informed and thoroughly completing every part of the application paves the way for a positive outcome.

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