You trust your volunteers to make a difference, but how do you know you’re welcoming the right people into your organization? Volunteer background checks are the first line of defense against risks you can’t afford to ignore.

Think of them as your safety net, protecting your mission, your team, and the people you serve. When you build trust from the start, your volunteer program can do even more good in your community.

In this guide, we’ll cover what volunteer background checks should include in 2025, who needs them (and who doesn’t), how to stay compliant, and how technology can make the process easier for both staff and volunteers. 

Whether you’re updating your current system or building one from scratch, these best practices will help you strike the right balance between safety, inclusion, and efficiency.

Main Takeaways:

• Volunteer background checks are essential for protecting your organization, the people you serve, and your reputation
• Tailor the level of screening to each volunteer role based on risk, responsibilities, and access to vulnerable populations
• Stay compliant by following all relevant federal and state laws, securing proper consent, and communicating your background check policies
• Automation and the right volunteer management tools can streamline background check processes, track renewals, and reduce administrative workload
• Transparent communication about your screening process builds trust and helps volunteers understand the importance of safety in your program

What Are Volunteer Background Checks?

A volunteer background check is a screening process that verifies a person's identity and history before they begin service with your organization. These checks help ensure volunteers don't pose risks to your clients, staff, or reputation.

The most common volunteer background screening components include criminal history searches, sex offender registry checks, and identity verification. Organizations working with vulnerable populations like children, seniors, or people with disabilities typically require more comprehensive screening.

Background checks for volunteers have become standard practice across most sectors. They're especially critical for nonprofits, schools, healthcare organizations, and youth programs where safety concerns are paramount.

Types of checks commonly included:

• Criminal history: County, state, and federal court records
• Sex offender registries: National and state databases
• Identity verification: Confirms the volunteer is who they claim to be
• Driving records: For roles involving transportation
• Reference checks: Feedback from previous supervisors or contacts

Most background checks should be completed before volunteers begin service, especially for roles involving vulnerable populations or unsupervised activities. 

Ideally, screening should be part of your onboarding workflow, triggered after application approval and before any client-facing interaction. A structured, consistent process helps eliminate delays while ensuring safety from day one.

Start with the basics. Even small organizations can implement basic background checks. Begin with the National Sex Offender Registry (free to use)—which has had over 75,500,000 searches as of 2025—and identity verification, then add more comprehensive checks as your program grows.

Why Do Organizations Need Volunteer Background Checks?

The primary reason for conducting background checks for volunteers is risk management. Your organization has a duty of care to take reasonable steps to prevent foreseeable harm, a legal and ethical obligation that courts increasingly recognize.

Background checks for volunteering help you:

• Protect vulnerable populations from potential abuse or harm by identifying individuals with concerning histories of violence, assault, or exploitation
• Safeguard organizational assets from theft or misuse by screening for relevant financial crimes or fraud that could put your resources at risk
• Maintain community trust in your programs and services by demonstrating your commitment to safety and professional standards
• Comply with legal requirements that may apply to your sector, including mandatory screening laws for those working with children, seniors, or healthcare settings

Many insurance providers now require non-profit background checks as a condition of coverage, with some offering premium discounts for robust screening practices. Grant funders and partner organizations may also expect this level of due diligence before approving funding or collaboration opportunities.

The cost of not conducting proper screening can be devastating financially, legally, and reputationally. A single incident can lead to lawsuits exceeding $500,000, loss of donor confidence, revoked grants, and most importantly, preventable harm to the people who trust your organization.

What Should a Volunteer Background Check Include in 2025?

Modern volunteer background checks should be comprehensive yet appropriate to the role. The specific components will vary based on responsibilities and risk level, with a focus on identifying relevant risk factors without creating unnecessary barriers to service.

For most volunteer roles, include:

• Criminal history search: Look for relevant convictions at the county, state, and federal levels, focusing on the past 7-10 years and prioritizing offenses that could impact volunteer performance or safety
• Sex offender registry check: Screen against national and state registries through the Department of Justice database, which provides lifetime records of registered offenders
• Identity verification: Confirm legal name and address using government-issued ID and address verification services to prevent identity fraud

For higher-risk positions, add:

• Credit history: For roles with financial responsibilities, including access to organizational funds, donor information, or financial decision-making authority
• Driving record: For anyone transporting clients or using organization vehicles, checking for DUIs, reckless driving incidents, and license validity through state DMV records
• Professional license verification: For specialized volunteer roles such as volunteer healthcare providers, counselors, or educators, confirming credentials are current and in good standing
• Reference checks: Personal or professional references who can speak to character, reliability, and relevant experience, with structured questions tailored to the volunteer position

Not every volunteer needs the same level of screening. Tailoring your checks by role ensures you're protecting your organization without creating unnecessary barriers. Use the table below to guide which checks are most appropriate based on the responsibilities and risk level of each position.

Volunteer Screening Type by Role

Role: Youth mentor

Recommended Checks: Criminal, sex offender, identity, references

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Role: Treasurer/financial

Recommended Checks: Criminal, identity, credit history

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Role: Driver

Recommended Checks: Criminal, identity, driving record

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Role: One-time event helper

Recommended Checks: Basic identity verification

Background check companies for nonprofits often offer tiered packages designed specifically for volunteer organizations. These can be more affordable than standard employment screening options.

How to Implement Volunteer Background Screening Effectively

A solid background check policy isn’t just about having good intentions; you need to build a process that’s consistent, fair, and repeatable. Implementation should cover everything from defining risk-based roles to collecting consent, choosing providers, and setting up automated renewal systems. This section walks through each step to help you get it right the first time.

1. Define Screening Policies Based on Role Risk

Start by categorizing your volunteer positions according to risk level. This ensures you're applying the right level of scrutiny to each role and helps create consistent, defensible practices.

Consider these factors when determining risk:

• Contact with vulnerable populations
• Access to sensitive information or finances
• Level of supervision during volunteer activities
• Duration and frequency of volunteer service

Document your screening requirements for each category of volunteer. This creates consistency and helps defend your decisions if questioned later. It also makes it easier to communicate policies transparently and ensure that your process stays aligned with changing roles and responsibilities.

2. Understand Legal and Compliance Requirements

Background checks for volunteer organizations must comply with various laws. The Fair Credit Reporting Act (FCRA) applies even to volunteers and requires:

• Written consent before conducting checks
• Proper disclosure of screening purpose
• Notification if adverse action is taken based on the results

Some states have additional requirements like "ban-the-box" laws that limit when you can ask about criminal history. Check local regulations to ensure compliance, and don’t assume employment rules don’t apply just because the position is unpaid. 

Maintaining an up-to-date legal understanding shows due diligence and protects your organization in the event of an audit or dispute.

Important reminder: Free background checks for nonprofit organizations often don't meet FCRA requirements. Make sure any screening solution you use is fully compliant with current laws and offers proper documentation, even if you're trying to manage costs.

3. Communicate Expectations With Volunteers

Transparency builds trust. Explain your background check policy early in the recruitment process so volunteers understand what to expect and aren’t surprised later on.

Effective communication includes:

• Why you conduct checks: Focus on safety, not suspicion
• What will be checked: Be specific about the types of searches
• How information is protected: Address privacy concerns
• What might disqualify someone: Be clear about your standards

Most volunteers appreciate knowing that everyone is being screened. It demonstrates your commitment to creating a safe environment and reinforces that your organization values fairness, safety, and professionalism at every step.

4. Gather Proper Consent and Disclosures

Before conducting any volunteer background check, you must obtain proper authorization. This typically includes:

• A disclosure form explaining the check
• An authorization form with the volunteer's signature
• Permission to run periodic re-checks if needed

Digital consent forms can streamline this process while maintaining proper documentation. Make sure volunteers understand they have the right to request a copy of their results, and give them a clear point of contact if they have questions. This transparency protects both the organization and the volunteer.

5. Select and Coordinate With Screening Providers

Choose a background check service for nonprofits that understands volunteer screening needs. Look for providers offering:

• Competitive nonprofit rates
• Quick turnaround times
• Easy-to-understand reports
• Support for compliance questions
• Integration with your volunteer management system

Verify that your chosen provider has experience with FCRA and state regulations, and that they’re prepared to help you stay compliant as laws evolve.

Verified volunteer background check services (like Sterling Volunteers) specialize in the nonprofit sector and may offer benefits like shared checks or nonprofit-specific workflows.

See how VolunteerMatters simplifies screening
Book a demo with VolunteerMatters to see how we automate background checks, track expirations, and protect your mission without creating extra admin work. 

6. Handle and Document Concerning Results

When a background check reveals potential issues, follow a consistent review process:

• Evaluate relevance: Consider how the issue relates to the volunteer role
• Consider timing: Recent offenses may be more concerning than older ones
• Look for patterns: Multiple minor issues might indicate a pattern of behavior
• Document decisions: Record your reasoning for approving or denying a volunteer

It’s essential to treat every case individually and fairly; don’t apply blanket policies. If you decide not to place someone based on their background check, provide written notice including a copy of the report and information about their right to dispute inaccuracies. 

This not only ensures compliance with the FCRA but also upholds a respectful, values-driven process.

7. Track Expirations and Automate Renewals

Background checks aren't permanent; they represent a moment in time. Establish a policy for periodic re-screening based on role sensitivity.

Common re-screening intervals:

• High-risk roles (working with children): Every one to two years
• Financial responsibilities: Annually
• General volunteers: Every two to three years

Tracking renewal dates manually becomes overwhelming as your volunteer program grows. A volunteer management system can automate reminders and streamline the renewal process. With tools like VolunteerMatters, you can assign re-checks by role, monitor compliance in real time, and ensure no volunteer slips through the cracks as your program expands.

Take Your Volunteer Program to the Next Level With VolunteerMatters

Effective volunteer screening helps protect your people, your programs, and your mission. It’s about building trust and creating a safe, inclusive environment.

In this post, we covered how to build a compliant screening policy, communicate expectations, choose the right providers, and track expirations over time. With the right tools, background checks become a smooth part of your onboarding process, not a barrier.

VolunteerMatters simplifies volunteer recruitment and screening by:

• Automating the consent and disclosure process
• Integrating with leading background check providers
• Tracking credential status and expiration dates
• Sending automated reminders for rechecks
• Maintaining secure, centralized records for compliance

Our approach moves your volunteer program from "Exhaustingdale" (high impact, high effort) to "Awesomeville" (high impact, low effort). Book a demo to see how we can transform your volunteer screening process.