7 Reasons Why Background Checks for Volunteers Are Just as Important

Volunteers are essential to a nonprofit organization. From serving clients directly to supporting backroom operations, these workers hold the power to push your organization toward its goals. Because volunteers often serve in trusted or public-facing roles, organizations may choose to implement background checks as part of a broader effort to manage risk and promote safety. 

Given the level of trust placed in volunteers, many organizations screen them using processes similar to those used for paid employees, depending on the role and applicable laws.Below are seven reasons why background checks for volunteers are just as important as screenings for employees.

1. Recognize Volunteers as the Lifeline of Your Nonprofit Organization

Volunteers are essential to the success of a nonprofit. Volunteers are on the frontlines, working directly with those the nonprofit serves, and provide valuable professional skills that nonprofits may not be able to afford. Volunteers are essential to delivering programs and embodying the organization’s values in every public-facing interaction.

Volunteers provide essential support at no cost, allowing nonprofits with limited budgets to allocate resources more efficiently, accomplish more, and expand their reach. They also help spread awareness of the organization’s mission, attract new donors, and in many cases become donors themselves. While volunteers play a vital role in strengthening an organization - and years of hard-earned trust - at risk.

Because volunteers play such a critical role, they should be held to standards comparable to those of paid employees.  Conducting background checks is essential to ensuring organizations engage trustworthy, qualified individuals who align with their mission and values.

2. Build Trust and Safety Through Background Checks

Organizations that rely on volunteers are built on trust. Clients trust the organization to provide safe environments, volunteers trust they are joining a reputable organization, and organizations must trust volunteers to uphold their mission. Background checks help safeguard that trust by protecting everyone involved.

Background checks help protect organizations from negligent hiring claims by ensuring the volunteers are qualified and suitable for their roles. Because volunteers often work with vulnerable populations - such as children, seniors, or individuals with disabilities - screening helps identify histories of violence, abuse or other behaviors that could place these groups at risk.

In addition, background checks verify a volunteers’ identity and assess whether the history aligns with the organizations’ mission and values. This process helps safeguard against fraud, theft and misuse of resources.  Implementing a comprehensive volunteer screening program also builds trust with donors and the broader community, demonstrating the nonprofit’s commitment to safety, accountability and responsible stewardship.

3. Reduce Financial and Reputational Risk

Screenings can flag if a potential volunteer has a history of financial crimes, protecting the company’s assets. They deter individuals who may pose a risk to clients, helping prevent harm, lawsuits and erosion of donor trust.  By reducing exposure to negligent hiring claims, background checks also help minimize legal costs and overall organizational liability.

Recruiting honest, qualified volunteers upholds the organization’s reputation. Background checks proactively identify risk, helping organizations create a safer environment for personnel and the people they serve. Implementing extensive safety measures builds confidence with the community and donors, which can minimize long-term damage to the company’s credibility if a volunteer does cause issues.

4. Use Data and Tools for Smarter Volunteer Management

Navigating volunteer background checks can be tedious, but screening technology can simplify the process massively. Digital systems can collect applications, consent forms, waivers, and other documents and automatically store them securely. These systems can flag any concerns in screening results, providing valuable insights while ensuring compliance.

Volunteer training may be facilitated online to promote consistency and ensure uniform dissemination of required information. Automated systems can track volunteer hours, schedules, and other key data, reducing clerical mistakes caused by human error. By streamlining administrative tasks, these systems allow leaders to focus more on meaningful work rather than paperwork.

The screening process can be streamlined further with a reputable background check company. ScoutLogic offers a comprehensive background check program that delivers valuable insight into a candidate’s history while ensuring full compliance with applicable laws and regulations. Whether you’re vetting for one-time events or long-term roles, ScoutLogic offers the searches you need to ensure you recruit trustworthy personnel.

5. Ensure Compliance and Legal Considerations in Screening Programs

Volunteers share many of the same rights as employees when it comes to background checks. Under the Fair Credit Reporting Act (FCRA), organizations must notify volunteers of their intent to conduct a background check and obtain written authorization before proceeding. If a volunteer is denied placement based on screening results, organizations must also follow the required adverse action process and provide the individual with the Summary of Rights under the FCRA.

Volunteers and nonprofit organizations are also protected by laws specific to their roles. Under the Fair Labor Standards Act (FLSA), volunteers may not be used to perform work for which an employee would otherwise be paid. The Volunteers for Children Act (VCA), allows nonprofit youth organizations to request nationwide background checks for both volunteers and employees to help promote child safety. Covered organizations may conduct more extensive criminal history searches on volunteers who work with vulnerable populations, including children and the elderly.

 As legal and regulatory requirements change, organizations are responsible for revising their screening policies to ensure continued compliance with applicable laws.

6. Cultivate a Positive Volunteer Culture to Attract Loyal Support

Volunteers choose to give their time and energy to organizations they support. When recruitment and screening practices are careless, volunteers may lose confidence that the organization truly values safety and respect, making them less likely to return - especially since their service is unpaid. Background checks set the safety standard for an organization, demonstrating organizational leaders are committed to protecting their personnel, the communities they serve, and the organization's reputation

When volunteers feel supported by a responsible and trustworthy team, they are more confident and engaged in their roles. This sense of security encourages long-term commitment and increases the likelihood that volunteers will continue serving and advocate on the organization’s behalf.

7. Showcase the Trust Factor: Donors and Beneficiaries Rely on Integrity

Organizations that conduct background checks for volunteers demonstrate a commitment to protecting not only the individuals they serve but also the investments made by donors. In some cases, background screening programs are required to meet grantor expectations; even when they are not mandated, they help reassure that their contributions are being entrusted to a responsible and trustworthy organization.

Background checks also help beneficiaries feel confident that the organization is a safe and reliable place to return to. Because volunteers often work directly with clients, ensuring they are dependable and honest is essential to making beneficiaries feel respected, secure, and valued.

Frequently Asked Questions

Do All Volunteer Positions Need Background Checks?

Not all volunteer positions require background checks; however, it is considered best practice to vet each team member. Basic screenings typically include identity verification and criminal history searches. Sex offender registry searches are essential if volunteers are working with vulnerable populations. Additional, role-specific screenings - such as motor vehicle record (MVR) checks or drug testing - may be required depending on the nature of the position.

Why Are Background Checks Important?

Background checks are essential to maintaining a safe and effective organization. They verify an individual’s identity and provide valuable insight into their history, including education and employment. By helping organizations recruit trustworthy candidates, background checks protect both personnel and the organization itself from harm, legal risk, and negligent hiring claims.