How to Run a Background Check for Volunteers

Background checks for volunteers is one of those topics coordinators often handle awkwardly because they don't want to make it weird. They're worried about insulting good-faith volunteers, unsure what's actually required, and unclear on how the process works in practice. The result is that some organizations skip checks they should be running, while others run checks so inconsistently that they don't provide real protection.

Here's a straightforward guide to when they're necessary, how to handle them, and how to make the process as smooth as possible for everyone involved.

When background checks are actually required

Background checks aren't mandatory for every volunteer role, and treating them that way creates unnecessary friction. The clearest cases where they're appropriate (and often legally required or strongly expected) involve vulnerable populations.

Direct work with children. If volunteers will be working one-on-one or in unsupervised settings with minors, a background check is standard practice and often required by your liability insurance, state law, or both. Schools, youth programs, and children's hospitals typically have explicit policies on this.

Direct work with elderly or disabled adults. Care settings, assisted living support, and programs serving adults with cognitive or physical disabilities fall into the same category. These populations face higher risk from volunteers with certain histories, and most funders and insurers expect screening.

Access to sensitive data or finances. Volunteers handling donor records, financial transactions, or other sensitive organizational information warrant screening, though the type of check may differ from what you'd run for someone working with clients.

Your funder or insurer requires it. Check your grant agreements and your general liability or volunteer accident policy. Some funders explicitly require criminal background screening for all volunteers in direct-service roles. Your insurance carrier may have requirements as well.

If a role doesn't involve any of these situations, a background check may not be necessary and may feel disproportionate to people who are volunteering a few hours on a Saturday.

What a background check actually involves

At its simplest, a volunteer background check is a criminal history search. Most screening providers offer several levels:

A county criminal search checks records in the counties where an individual has lived. It's relatively fast and affordable, but it only covers the counties you check. If someone has lived in five states, a single-county check has obvious gaps.

A national criminal database search pulls from a broader aggregated database. It's faster and cheaper than a full multi-county search, but the database isn't comprehensive and can have gaps or outdated records. Most providers use this as a starting point.

A sex offender registry check searches the national sex offender registry separately. This is often included in standard packages for roles involving children.

A multi-county or statewide search is more thorough but also more expensive and slower. For high-trust roles involving vulnerable populations, this additional depth is often worth it.

Cost ranges vary by provider and the depth of the search, but basic checks for nonprofits often run from a few dollars to $30 or more per person. Many screening providers offer nonprofit pricing, so it's worth asking. Organizations like the Council of Nonprofits offer guidance on selecting screening vendors and understanding your legal obligations in your state.

How to have the conversation with volunteers

This is where a lot of coordinators hesitate, and it's worth thinking through carefully because the framing matters more than the ask itself.

The clearest approach is to build background screening into the standard onboarding process for relevant roles, communicate it upfront before someone commits, and treat it as a normal part of the role rather than an implication of suspicion.

Something like: "For all volunteers working directly with our youth program, we run a standard background check as part of onboarding. It's a quick process and we cover the cost. Here's what it involves and what to expect."

That's it. Most people who are applying in good faith understand why youth-serving programs screen volunteers and don't take it personally if it's presented matter-of-factly. The version that creates tension is the one that comes across as apologetic or surprised, which signals that the organization doesn't have a consistent policy.

A few practical things that help:

Cover the cost. Asking volunteers to pay for their own background check is an unnecessary barrier and sends a message that isn't worth the savings.

Be specific about what you're checking and why. "We run a criminal background check because we work with minors and our insurance requires it" is clearer and less alarming than a vague reference to "screening."

Give a realistic timeline. Most checks through reputable providers complete within a few business days. Tell people what to expect so they're not wondering.

Have a clear policy for what happens if something comes back. You don't need to share this in detail with volunteers, but you should have an internal decision-making process before you start running checks. Not every record is disqualifying, and it's better to decide that in advance than on the spot.

What to do when something comes back

This is the hard part, and it's worth acknowledging that it's genuinely difficult. A background check returning something unexpected doesn't automatically mean someone can't volunteer with your organization. The relevant factors usually include the nature of the offense, how long ago it occurred, whether it's relevant to the role in question, and your organization's policies.

Most state and federal laws include guidance on using criminal records in hiring and volunteering decisions, and some jurisdictions have specific restrictions on how you can use this information. Getting clear on your legal context before you're in this situation is much easier than working it out in the moment.

If you're not sure how to handle a specific situation, consulting with a lawyer who works with nonprofits, or reaching out to your state's nonprofit association, is worth the investment.

Building it into your onboarding process

The easiest way to handle background checks consistently is to make them a standard step in your onboarding workflow for applicable roles, not something you add reactively. When screening is just part of how you bring on volunteers for certain programs, it stops feeling like an accusation and becomes part of the process.

If you've put real thought into your volunteer policies and your onboarding approach, background screening fits naturally into that structure. It's one piece of how you ensure your volunteers, your clients, and your organization are protected.

The administrative overhead is real but manageable. For roles where screening is appropriate, the protection it provides is worth the process. The goal isn't to treat every volunteer like a suspect. It's to have a consistent, fair process that lets you say confidently that you took the responsibility seriously.