Volunteer Screening Best Practices: How To Stay Compliant

Background checks are essential tools for hiring qualified personnel, but they are not only useful for employees. Volunteer background checks screen volunteers to ensure they are equipped to serve your organization. These screenings keep your workplace safe, uphold its reputation, and protect against legal troubles.

Although very similar to employee background checks, volunteer screenings can be a bit more challenging to navigate. Learn about the best volunteer screening practices and how to maintain compliance.

Legal & Compliance Requirements to Consider

Volunteer background check programs are subject to federal, state, and local laws. While volunteers aren’t employees, many of the regulations that apply to employees apply to volunteers.

Under the Volunteers for Children Act (VCA), youth-serving non-profit organizations can request nationwide background checks for volunteers and employees to enhance child safety. Covered organizations gain better access to criminal history records to vet individuals working with vulnerable populations, such as children, the elderly, or people with disabilities.

Under the Fair Credit Reporting Act (FCRA), employers must inform volunteers of their intent to conduct a background check and receive written consent before doing so. Employers must complete the adverse action steps and provide potential volunteers with their FCRA rights if they are turned down due to background check results.

Under the Fair Labor Standards Act (FLSA), volunteers cannot be recruited to perform work that an employee would otherwise be paid to do. They must be volunteering for civic, charitable, humanitarian, or similar purposes and cannot work in a non-profit’s commercial activities, such as a gift shop. State and local laws influence which volunteers must be screened, the types of searches required, and disqualifying factors.

Waivers are essential for highlighting the potential risks involved in volunteer activities and ensuring that volunteers understand and accept those risks before engaging in these tasks. They protect your organization from potential lawsuits by reducing liability while protecting volunteers by outlining potential dangers.

What a Comprehensive Volunteer Background Check Should Include

Volunteer background checks should start with the basics: identity verification and criminal history checks. Because volunteers are typically recruited to work with vulnerable populations, sex offender registry checks should also be included. Additional screenings depend on the specific role.

Motor vehicle records (MVR) checks are essential for those who will operate vehicles or machinery, employment and education verification for those requiring certain qualifications, drug screenings for safety-sensitive positions, and credit history checks for those handling finances.

Setting Appropriate Screening Levels for Different Volunteer Roles

Not all background checks are the same, just like not every volunteer role is the same. Depending on the volunteer role, employers may choose to conduct different searches. Most screenings will consist of criminal history checks and identity verification; however, not all volunteers will require a driving record check. For example, volunteers who work with vulnerable populations should undergo a sex offender registry check, while volunteers working with the company’s finances should undergo credit history checks.

Low-risk volunteers, such as those participating in a one-time event, typically undergo minimal checks. High-risk volunteers, such as those working in sensitive roles, require more extensive searches and more often if it’s a long-term role. The risk level of each volunteer role should be assessed to determine the search types to include and the frequency of each search.

Building a Safe and Consistent Volunteer Onboarding Process

A safe onboarding process consists of more than just background checks. Employers should collect applications, notify the volunteers of their intent to conduct a background check, and receive written consent before doing so. The recruiter must clearly define the roles and responsibilities for volunteers so they understand what’s expected of them. If necessary, employers should conduct interviews to understand the volunteer’s motivations and skills.

Volunteers should sign waivers so they understand the risks involved and so employers can minimize liability. If the volunteer is under 18, they must have a parental waiver form signed to ensure they have parental consent to participate in volunteer activities.

Employers should provide volunteers with a description of the company’s mission, goals, code of conduct, and safety protocols, along with the volunteer’s role. Employers should provide volunteers with their schedules and contact information for supervisors.

Employers should create a clear and detailed screening program to ensure each volunteer undergoes the appropriate searches for their position. They should clearly indicate which offenses will automatically disqualify candidates.

Maintaining Compliance Through Ongoing Risk Management

After onboarding volunteers, employers must continue to maintain compliance by continuously navigating risks. Volunteers must be thoroughly trained on their specific tasks, emergency procedures, appropriate communication, and how to address conflicts. They must understand where to access resources and how to ask for help.

Check in regularly with volunteers to ensure they are supported and performing well. Provide feedback to maintain an efficient environment and request feedback to improve the onboarding process further. For long-term volunteers, conduct yearly background checks on high-risk roles and every two to three years for lower-risk positions.

Routine screenings uphold the organization’s safety and maintain compliance, especially as laws change. Volunteers may take on new responsibilities over time, and routine screenings ensure the volunteer is qualified for the new roles.

How Technology and Screening Partners Improve Compliance

Handling volunteer screenings can be overwhelming, especially for organizations with a large volunteer base. Automated technology can greatly improve the screening process while maintaining compliance. Technology can automate vetting to screen applicants against safety requirements and flag any concerns. Agreement forms can be housed online for easy distribution, completion, and storage.

Technology can improve communication through automated reminders and instant updates, keeping volunteers informed about schedules and needs. Software can automatically track volunteer hours and other data, minimizing clerical mistakes from human error. An online hub can allow volunteers to sign up for shifts, update documents, and access information at any time of the day.

Navigating background checks can be challenging, but partnering with screening services, such as ScoutLogic, can streamline the process. ScoutLogic delivers accurate and efficient results while adhering to the relevant laws and regulations. We offer customizable screenings based on volunteer roles and stay up-to-date with regulatory changes. Letting a reputable background check company handle the screenings allows you to focus on your mission.

Actionable Steps To Stay Compliant in 2026 and Beyond

Organizations should develop a clear and detailed screening policy highlighting the necessary checks for the level of risk the position holds. Organizations should be transparent about their reasons for screening and what volunteers should expect. They must obtain written consent from the volunteer to conduct a screening and complete the adverse action steps if the volunteer is turned down due to the results.

Keep records of every document, from applications and consent forms to waivers and screening results. Store sensitive data securely, restricting access in accordance with privacy laws. Assign trained, authorized staff to handle sensitive data.

Background checks should include identity verification and criminal history checks. Sex offender registry checks are essential for personnel serving vulnerable populations. Depending on the scope of the role, MVR checks, credit history checks, and drug screenings may be necessary as well.

Organizations should review and update their screening policies regularly to accommodate legislative changes and maintain compliance. Ensure the criteria for recruiting or turning down volunteers are clear and fair.

Frequently Asked Questions

Do All Volunteer Positions Need Background Checks?

Not all volunteer positions require background checks, but it’s good practice to screen each one. High-risk roles, such as those working with vulnerable populations, require extensive screenings, including sex offender registry checks. Lower-risk roles typically consist of basic searches, such as identity verification and criminal records checks.

What Would Cause a Red Flag on a Background Check?

Red flags could appear in a volunteer’s criminal history, especially for violent or financial crimes. Poor credit is a red flag for roles handling money. A volunteer's appearance on a sex offender registry is especially troublesome if the volunteer works with vulnerable populations. Inappropriate social media activity that goes against the organization’s values is another concern.

Do Volunteers Need a Risk Assessment?

Yes, volunteers need risk assessments because each role is different and carries with it a varying level of risk. For example, volunteers working with vulnerable populations are in a high-risk role. Risk assessments protect the volunteers, clients, and organization. Risks can be specific to the role, such as operating vehicles or machinery.

Ensure Compliant Volunteer Screening With ScoutLogic

Simply because someone is not a paid employee doesn’t mean they shouldn’t be thoroughly screened. As the primary drivers of nonprofits, volunteers have the potential to cause lots of damage to an organization. Background checks curb these risks by flagging potentially problematic candidates.

Implement a dynamic background check program with ScoutLogic. Our screening services provide accurate and efficient results while staying compliant. Learn about our background check services and contact us today.