A Guide to Volunteer Background Checks

Volunteer background checks work exactly like regular screenings by verifying that those raising their hands to help are safe, reliable, and qualified for the role. Just because a position involves a volunteer and not a paid employee doesn’t mean corners can be cut, and background checks ensure that everybody is kept as safe as possible while also providing a high standard of service.

These checks are often tailored to the specific needs of non-profits, but also according to what’s involved with the position. For example, a volunteer sorting donations in a warehouse won’t need the same depth of screening as someone mentoring children or transporting vulnerable adults. 

A volunteer background check isn’t one-size-fits-all, and depends on what’s involved in the position. Here are the most common aspects you can expect to see:

Criminal Records: Searches at the county, state, and federal levels can reveal felony or misdemeanor convictions. This is pretty standard for any volunteer background check.

Sex Offender Registry: Critical for any role involving children, healthcare, or other vulnerable groups. 

Identity Verification: This confirms basic details like Social Security number, date of birth, and address history to ensure the person is who they claim to be.

Driving Records (MVRs): These are not needed for many positions, but if the volunteer is behind the wheel, whether delivering meals or transporting people, this step is an absolute must. It will typically check a current driving licence and see whether there are any disqualifications or other red flags. 

Employment and Education Verification: Checks like these are standard for specialized roles, such as tutors or mentors, where specific qualifications matter. As we said earlier, just because a volunteer is filling a position doesn’t mean that basic checks like these should be skipped.

Reference Checks: Not always required, but a great way to gauge character and reliability from past supervisors or colleagues.

What you won’t typically find are things like credit scores, medical history, or other sensitive personal details irrelevant to volunteering.

Volunteers are often the face of a non-profit, which means their actions directly reflect on the organization. A single bad hire might damage a company, but for a non-profit, one poor volunteer placement can erode trust with donors, partners, and the very community it serves.

Therefore, background checks are much more than just bureaucratic check boxes; they help ensure vulnerable groups — children, seniors, individuals with disabilities — are protected from harm and shield organizations from potential liability and reputational fallout.

There are also compliance and trust angles. Federal laws like the Fair Credit Reporting Act (FCRA) outline how background checks must be conducted, and EEOC guidance advises employers and non-profits alike to avoid blanket bans that could be discriminatory.

Volunteers are also more likely to stick around when they know the people beside them have been vetted. Donors, too, want reassurance that their money supports safe, responsible programs. A background check is a simple way to reinforce that confidence.

Running background checks is only half the battle — the real challenge is doing them well. Non-profits need a process that’s thorough enough to protect their communities, but fair and transparent enough to respect volunteers. Here are some best practices that strike the right balance:

Always get written consent

It’s not just polite; it’s the law. Under the FCRA, volunteers must sign a clear, standalone disclosure form before any check begins. Don’t even think about skipping this step, as it can lead to a world of legal trouble. 

Match the scope of the check to the role

Not every volunteer needs the same level of scrutiny. A food pantry helper may not require a driving record review, but a volunteer who transports clients definitely should. Think carefully about what is involved in the position, and speak with an expert if unsure. 

Stay compliant with federal and state laws

Just because it’s a volunteer position does not mean laws don’t exist for it. The FCRA sets federal rules, but states may add their own twists, so you’ll want to be clear on what applies to you and what doesn’t. Again, if you’re unsure, talk to somebody in the know.

Re-screen long-term volunteers periodically

A clean check five years ago doesn’t guarantee a clean record today. For volunteers in sensitive roles, periodic re-screening helps maintain safety over time.

Train staff on proper disclosure and use of results

It’s not just the background check that matters; it’s how the information is handled. Staff should know how to communicate results, apply them consistently, and avoid knee-jerk disqualifications.

Balance thoroughness with fairness

Speaking of knee-jerk reactions, employers and non-profits are increasingly being encouraged to look at past offences with a degree of fairness. Just because somebody made a mistake 20 years ago might not make someone unfit to volunteer today. Consider the nature of the offense, the time that has passed, and the responsibilities of the role.

Keep results confidential

Background check results should be treated as sensitive information, and only those directly responsible for volunteer placement decisions should have access.

Partner with a trusted screening provider

Outsourcing to a reputable company ensures accuracy, compliance, and peace of mind. It’s also a massive load off your plate that might be looking increasingly crowded. ScoutLogic offers non-profit volunteer background checks tailored to these unique needs.