Once you have decided that you will use background screening for your volunteers, and have established clear position descriptions for those volunteers, the next step is to decide how the criminal history portion of the screening will be applied to each kind of volunteer in your organization. This step is particularly important to many nonprofit organizations because they often serve vulnerable populations. You should establish clear guidelines regarding what kind of offenses are relevant, which disqualify a volunteer applicant, and what other factors will be considered in decision making. These guidelines need to be clearly defined in writing so that the rights of the applicant are also protected.

The critical background information you need to effectively screen volunteers is very likely covered under the federal FCRA. The standards and guidelines for all information gathered about an individual are covered by the FCRA. Any ‘consumer report’ prepared by a third-party consumer reporting agency reporting ‘character, general reputation, personal characteristics, and mode of living’ of an individual are regulated by the FCRA.

An important first step in volunteer screening isn’t actually a part of the screening process itself. However, in order to comply with anti-discrimination laws, it’s important to have clear job descriptions for each volunteer position, and to then assess that position for it’s potential risk and liability. Every volunteer for each position should have the same screening steps applied. All applicants should have the basic screening of completing an application, signing a volunteer agreement, and probably face-to-face interviews. As a position requires (and all might), a final step for each applicant being considered would be a background check. That background check should always include calling references, and may include criminal background check and verification of licensing and education.

A comprehensive criminal background check can be an important tool in your volunteer screening activities. Be sure that it is performed within the law as to the type of information requested. To protect your organization against discrimination claims, you should also perform the same check on each volunteer for a given position in your organization.

Managing risk and reducing liability is an important consideration for most volunteer organizations, for many reasons. One of the key components in risk management is volunteer screening.

Good Risk Management Plan

Other steps to creating a good risk management plan are to review and update your organization’s insurance coverage, review your state’s regulations and restrictions regarding children and youth if your volunteers work with children (or you have youth volunteers), be sure to follow consistent screening procedures for all volunteers, make sure to provide all volunteers with proper training and supervision, and have all volunteers sign volunteer agreements (often these will include liability waivers).

Most volunteer organizations face a difficult situation with the volunteer screening issue.  Often critically lacking in funding, finding a way to effectively screen the often large numbers of volunteers can seem overwhelming.

Unfortunately, the risk of not screening volunteers is becoming more costly as well. If a volunteer steals, sues, or harms another person while working on the premises of the organization, the financial costs can be huge.

Another important consideration is the serious cost to the safety and credibility of the organization itself.

Effective volunteer screening is important insurance for every volunteer organization!