Does Volunteer Work Show Up on a Background Check?

When employers discuss background checks, they often discuss them concerning potential hires and existing employees. However, there is a labor group that frequently gets overlooked: volunteers.

Similar to how you would vet the people you pay, screening volunteers is essential to avoiding legal liabilities and safety risks. While background checks are most often used in fields dealing with vulnerable demographics, they’re also used to recruit volunteers in all industries, even if the risk seems low.

Finding the right personnel is a must for any job. Find out if volunteer work appears on background checks and what information is used to screen unpaid workers.

Will Volunteer Work Show up on a Background Check?

Employers will not hesitate to conduct a background check on a potential hire. Because employees are paid personnel and are expected to be part of the team for an extended period, employers will want to protect their time and money by hiring the right talent.

However, volunteers often fly under the radar because they are not paid and their services are only temporary. Employers can be tempted to onboard anyone trying to help, and while volunteers usually have good intentions, it’s best to be thorough when enlisting help. Even if their intentions are well-aligned, using unqualified help can cause unintended harm.

Volunteer work doesn’t typically appear on background checks the same way employment history does. Employers can attempt to verify the volunteer experience listed on your resume, but not all companies keep a record of unpaid workers. Employers cannot rely on an individual’s volunteer experience to decide if their help should be enlisted.

Instead, background checks investigate other aspects of an individual, such as their criminal history, that can help employers find qualified volunteers. Whether your organization occasionally uses volunteers or relies heavily on volunteer work, background checks are essential to protecting the company.

Why Do Volunteers Need Background Checks?

Organizational Reputation

Volunteers impact reputation, shape public trust, and represent your brand. The people you serve cannot tell the difference between employees and volunteers. All they know is that they are representing your organization. Just like the type of people you choose as employees reflects on you and the company, the kind of people you choose as volunteers does too.

If the people brought on to help are not qualified for the position, that reflects on you, regardless of whether or not they’re paid. Background checks help confirm that candidates are qualified and trustworthy for the position.

Non-profit organizations rely heavily on the work of volunteers, so this personnel often influences their public image. These volunteers are typically placed in roles dealing with the people the nonprofit serves. If a volunteer harms a client, that reflects poorly on the organization.

Volunteers can also be employed in roles dealing with the organization’s finances, such as managing concessions or collecting donations. If a volunteer commits theft, embezzlement, or another financial crime, they harm the nonprofit’s finances and its trust with donors.

A background check prevents bad volunteers, ensuring the organization’s reputation is upheld and trusted. Protecting your image is especially crucial for nonprofits that often rely on donations for funding. Without a trustworthy reputation, funding is likely to drop.

Public Safety

Employers are responsible for maintaining a safe work environment for their staff and those they serve. The people you call on to carry out your work influence the safety of those around them. Background checks help you avoid unsuitable personnel and curb workplace crimes, such as petty theft.

Background checks also help ensure the safety of vulnerable populations, such as children, the elderly, and people with disabilities. Volunteers in these fields are often subject to more extensive screenings, and volunteer work is often needed.

Volunteers are regularly used in school environments, such as field trip chaperones, assistant coaches, and classroom aides. While these volunteers are typically parents, this doesn’t automatically qualify them as safe or trustworthy. Performing background checks on all volunteers, regardless of their relationship with the people they serve, maintains the highest level of safety.

Volunteers are also used in caregiving institutions, such as nursing homes or senior living communities. Caregiving situations come with an inherent power imbalance as the person receiving care, regardless of why, is vulnerable. The caregiver is in a position to take advantage of that.

Background checks should always take place to protect those in vulnerable positions. Thorough screenings can reduce the risk of abuse, neglect, theft, and other crimes. Even if the volunteer is honest, background checks ensure they are qualified to handle the position.

Liability

Because volunteers are seen as temporary, employers often don’t see them as capable of causing as much damage as an employee could. However, volunteers are an investment just like employees. They require training and trust, and often hold as much responsibility as hired help.

Volunteers can be entrusted with an organization’s assets, such as credit cards, files, or resources, which means they can potentially commit embezzlement, fraud, theft, or other employment crimes. Familiarize yourself with your state’s applicable laws and consult your insurance company. Your insurance may require you to screen all personnel, including volunteers. If a volunteer hasn’t been screened, you could be liable for their actions.

In addition, your local laws may require you to perform background checks on volunteers. Certain volunteers must be screened under federal law. Personnel in caregiving positions typically need background checks due to HIPAA and other legislation. Most states have protections for children, so volunteers working with children must be thoroughly vetted.

Volunteers must be informed of your intent to perform a background check, and they must provide their written consent. 

What Are the Different Volunteer Background Check Requirements?

Criminal Background Checks

Criminal background checks investigate a volunteer’s criminal history, including pending criminal cases and convictions. Results typically show the offense type, date, and severity. While criminal records don’t rule out volunteers, they can influence an organization’s recruitment decisions.

Typically, individuals with any of the following convictions are deemed unqualified to volunteer:

• Felonies involving physical violence
• Any crime involving a sexual nature
• Non-violent felonies within the past five years
• Any felony or misdemeanor involving physical and/or mental harm to a minor
• Registry in a local, state, or national sex offender registry

Criminal background checks can take one to three days to complete. Federal-level checks often yield results within a day, but the process may take several days if a search through state and county levels is required.

Sex Offender Registry Search

Sex offender registry searches reveal if an individual is a sex offender at the time of the search. Results show the offender’s aliases, address, conviction state, and identifying characteristics. These searches are especially used to fill positions working with vulnerable populations, such as children.

A sex offender registry search in your state can yield results within minutes, but won’t reveal if the individual has been registered in a different state. Searching all 50 states can take days or even weeks. Working with a background check company can greatly accelerate these turnaround times.

Identity Verification

Identity verification confirms a volunteer’s name, address, Social Security number, and birth date. These searches verify that an individual is who they claim to be and prevent identity theft. The people on your team represent your company, so ensuring your volunteers are trustworthy and honest is crucial.

Motor Vehicle Records Check

Motor vehicle records (MVR) checks show a volunteer’s driver’s license information, traffic violations, and points or suspensions. These checks are used to fill positions that require vehicle operation. They verify the volunteer’s driving record and ensure they are qualified and insurable.

If the driving records are stored online, MVR checks can be completed within minutes. If they are not digitized, MVR checks must be requested through a government agency. This request can take weeks as it is submitted through the post office.

Frequently Asked Questions

Do Employers Look at Volunteer Work?

Whether or not employers look at volunteer work depends on the situation. If a candidate has little to no formal employment, the fact they’ve donated their time for free is a valuable reflection of their commitment and ethics. Some organizations that are community-oriented or often rely on the help of volunteers value volunteer work highly.

How Often Do You Need to Perform Background Checks on Volunteers?

Every volunteer should be screened before being recruited. After that, all paid and unpaid personnel should be screened every two to five years. Some organizations may choose to screen volunteers upon promotion to a more sensitive role or if they work with vulnerable populations regularly.

How Long Does a Volunteer Background Check Take?

The turnaround times of volunteer background checks depend on the search types and the extent of each search. Most searches can be completed within one to three business days. However, the process can be prolonged if documents need to be accessed manually or if the assisting institutions are experiencing delays.

Volunteers Represent Organizations and Require Vetting

When enlisting the help of volunteers, it’s best to treat them as employees. Follow the standard practices and protocol when hiring essential personnel to reduce the risk of onboarding unqualified individuals. Partnering with a reputable background check company can help you secure the help of top-quality personnel while maintaining compliance.

ScoutLogic can streamline the screening process to yield quick and accurate results. Our background check services can fulfill your every need to ensure you’re onboarding the most qualified volunteers and adhering to laws and regulations. Learn about our volunteer background check services and enlist our help today.

David Garcia

David Garcia, co-founder and CEO of Scout Logic, is an industry leader in the bulk background check world. With his strategic acumen and expertise in the HR sphere, specifically in hiring, recruiting, legal compliance, background checks, and resume screening, he’s an invaluable asset and consultant.

David's counsel extends across the boards of ScoutLogic, YipitData, and Supplier.io, drawing from his impactful stints on the boards of Infutor and Avetta. With an extensive 25-year journey, he champions unparalleled B2B commercial leadership within data & analytics, significantly shaping the HR landscape.