Conducting thorough background checks is essential for any organization working with children or vulnerable populations. Here's your complete guide to volunteer background check best practices.
Types of Background Checks
1. Criminal Background Check
The foundation of volunteer screening. This typically includes:
- State criminal history: Checks for convictions in your state
- National criminal database: Broader search across multiple states
- Sex offender registry: Critical for organizations working with children
Recommendation: Required for all volunteers with direct contact with children.
2. Child Abuse Clearance
Many states require specific child abuse registry checks. These search state databases for:
- Substantiated child abuse reports
- Individuals barred from working with children
- Pending investigations
Recommendation: Required in most states for youth-serving organizations.
3. FBI Fingerprint Check
The most comprehensive background check available:
- Federal criminal history
- Multi-state criminal records
- Most thorough screening option
Recommendation: Required for certain positions (coaches, overnight supervision) and in some states.
4. Reference Checks
Don't overlook the human element:
- Contact previous volunteer coordinators
- Verify work history with children
- Ask specific questions about behavior and reliability
Recommendation: Conduct for all volunteers, especially those in leadership roles.
How Often Should You Renew?
Standard Renewal Periods
Most organizations follow these timelines:
- Criminal background checks: Every 3-5 years
- Child abuse clearances: Annually or every 2 years (varies by state)
- FBI fingerprint checks: Every 5 years
- Reference checks: With each new role or program
State-Specific Requirements
Requirements vary significantly by state. For example:
- Pennsylvania: Requires three clearances renewed every 5 years
- California: Requires DOJ clearance every 5 years
- New York: Requires clearance every 3 years
Action Item: Research your state's specific requirements and set up a tracking system.
Creating a Screening Policy
Essential Policy Components
Your volunteer screening policy should include:
- Clear requirements: What checks are needed for which roles
- Timeline expectations: How long the process takes
- Cost responsibility: Who pays for clearances
- Disqualifying offenses: What prevents someone from volunteering
- Appeal process: How volunteers can address concerns
- Confidentiality: How information is stored and protected
Sample Policy Framework
All volunteers with direct contact with children must complete:
- State criminal background check
- Child abuse clearance
- Two professional references
Clearances must be:
- Dated within the past 60 days at time of submission
- Renewed every 3 years
- Kept on file with the organization
Disqualifying offenses include:
- Any conviction involving children
- Violent crimes
- Sexual offenses
- [Add organization-specific criteria]
Red Flags to Watch For
During the Application Process
- Reluctance to complete background checks
- Gaps in volunteer/work history
- Inconsistent information
- Pressure to skip screening steps
In Background Check Results
- Convictions involving violence
- Any offenses against children
- Pattern of dishonesty (fraud, theft)
- Recent serious offenses
Important Note
Always consult with legal counsel about how to handle concerning results. Fair hiring laws apply to volunteers in many jurisdictions.
Common Mistakes to Avoid
1. Inconsistent Application
Mistake: Only screening some volunteers
Solution: Apply screening consistently to all volunteers in similar roles
2. Expired Clearances
Mistake: Letting clearances lapse without renewal
Solution: Set up automatic reminders 60-90 days before expiration
3. Poor Record Keeping
Mistake: Losing track of who has current clearances
Solution: Use a centralized tracking system (like VolunteerClear!)
4. Inadequate Security
Mistake: Storing sensitive documents in unlocked cabinets
Solution: Use secure, encrypted storage with limited access
5. Ignoring State Differences
Mistake: Using the same process for volunteers in different states
Solution: Research and comply with each state's requirements
Compliance Checklist
Use this checklist to ensure your screening process is compliant:
- [ ] Research state-specific requirements
- [ ] Create written screening policy
- [ ] Obtain volunteer consent for checks
- [ ] Use reputable background check providers
- [ ] Store documents securely
- [ ] Set up renewal tracking system
- [ ] Train staff on screening procedures
- [ ] Review policy annually
- [ ] Document all screening decisions
- [ ] Maintain confidentiality
Technology Solutions
Manual tracking becomes overwhelming as your volunteer base grows. Consider using specialized software that:
- Stores clearances securely
- Sends automatic expiration reminders
- Generates compliance reports
- Tracks renewal status
- Maintains audit trails
VolunteerClear was built specifically for this purpose - making it easy to stay compliant without the administrative burden.
The Bottom Line
Thorough volunteer screening isn't just about compliance - it's about creating a safe environment for the children and families you serve. By implementing these best practices, you can:
- Reduce risk to your organization
- Protect the children in your care
- Build trust with families
- Demonstrate due diligence
- Sleep better at night
Need Help?
Managing volunteer clearances doesn't have to be complicated. Join VolunteerClear's early access program to simplify your screening process.
Disclaimer: This article provides general information and should not be considered legal advice. Consult with legal counsel about your organization's specific requirements.