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I recently had someone ask me how often they should run criminal background checks on volunteers.
The short answer: every volunteer should complete a background check during the application process and be rescreened every 2–3 years.
Gone are the days when churches only screened volunteers who worked with children or handled money.
Today, every volunteer role carries risk, and churches must take reasonable steps to protect people, finances, and their ministry.
It is essential to know the criminal background of every volunteer in your church.
Of course, we also recognize that people can and do turn their lives around after embracing Christian principles.
However, churches must still use wisdom in assigning responsibilities.
For example, you probably don’t want someone convicted of embezzlement counting the weekly offering.
Background screening is important because of the legal risks churches face and their responsibility to properly screen both employees and volunteers.
These risks have increased due to a growing number of lawsuits involving religious nonprofit organizations.
The good news is that background screening technology continues to improve. Criminal databases now cross state lines more often, and states are sharing more information.
While the system is not perfect, turnaround times are faster, and results are more comprehensive than ever before.
Some vendors even offer continuous monitoring, which alerts you if new criminal activity is reported after the initial screening.
Choosing the right background check vendor may take some research, but there are many good options available.
Even if you’re currently using a vendor, it’s wise to review your options every couple of years. Pricing, technology, and services change frequently.
Your church insurance company may also be able to recommend approved background check providers.
9 Background Check Vendor Considerations for Churches
1. Turnaround Time
Time matters. The last thing you want is a volunteer waiting to serve while the check is pending.
Ask how long background checks typically take. Many systems now return results within minutes for basic screenings.
Compare vendors to determine the average turnaround time.
2. Price
If you process hundreds of volunteers each year, background screening costs can add up.
Ask about:
- Per-check pricing
- Volume discounts
- Annual plans
- Rescreening discounts
Everything is negotiable, so don’t hesitate to ask.
3. Information Tracked
The goal is to understand the criminal history of a potential volunteer.
Ask:
- What databases are searched?
- Are county records included?
- Are national databases included?
- Are sex offender registries included?
The more thorough the search, the better protected your church will be.
4. Reach of Information
We live in a mobile society. People move frequently, especially those trying to leave past mistakes behind.
Make sure the screening includes:
- County searches
- State searches
- National criminal databases
- Multi-state sex offender registry
5. Process for Submission
Submitting background checks should be quick and simple.
Ask the vendor to demonstrate:
- Online submission process
- Volunteer self-entry options
- Mobile-friendly forms
- Electronic consent forms
You want a system that saves time, not creates more work.
6. Ease of Use
Reports should be easy to read and understand. If reports are confusing, they won’t be used effectively.
Ask for a sample report and look for:
- Clear pass/fail indicators
- Simple formatting
- Summary at the top
- Detailed findings below
7. Availability of Updated Information
Even though you should rerun background checks every couple of years, it’s helpful to have access to updated information.
Some vendors offer:
- Continuous monitoring
- Alert notifications
- Annual automatic rescreening
- Subscription monitoring
These options can provide additional protection.
8. Customer Service
Customer service matters, especially when you’re waiting on a screening.
Ask:
- How quickly they respond to support requests
- Whether phone support is available
- What happens if there’s a technical issue
- How disputes are handled
9. Recommendations From Current Users
Ask the vendor for references from churches currently using their service.
Find out:
- Are they satisfied?
- Is the system easy to use?
- Is support responsive?
- Would they choose the vendor again?
Background checks are a crucial part of the volunteer management process.
Churches should take screening seriously to ensure they know the people helping them accomplish their mission and to protect their congregation, volunteers, and leadership.
If you are an SCM member, you can access a sample background check authorization form by logging in here.
If you are not a member but would like to become one, you can learn more about membership options here.
How often do you re-screen volunteers?
