Background Checks and Volunteer Screening: A Risk Decision, Not a Trust Issue

Many nonprofit leaders feel a moment of hesitation when the topic of background checks comes up. Volunteers are mission-driven people, often well-known to staff, and screening can feel uncomfortable. That discomfort leads to a common question: Are background checks essential for volunteers, or do they signal a lack of trust?

For organizations that rely on volunteers, screening is a risk-management decision, not a judgment of character. When applied consistently, volunteer screening plays a meaningful role in managing volunteer liability and protecting the organization, its volunteers, and the people it serves. 

Why Volunteer Screening Is About Risk, Not Distrust

Volunteer liability claims often stem from allegations rather than intent. An incident may involve an accident, a misunderstanding, or an ultimately unsubstantiated accusation. In these situations, the organization’s ability to demonstrate reasonable care is critical.

Consistent volunteer screening helps establish that care. It shows that leadership took practical steps to evaluate who is serving, what responsibilities they hold, and whether safeguards were applied fairly. Documentation matters when claims involve vulnerable populations, transportation, or access to private homes.

Screening also protects the volunteers themselves. Clear standards reduce the likelihood that volunteers are placed in situations with unclear expectations or heightened exposure to false accusations.

What Happens When Screening Is Inconsistent or Outdated?

Many organizations screen volunteers once and never revisit the process. Others make informal exceptions for long-tenured or well-known volunteers. While understandable, both approaches can weaken an organization’s position if a claim occurs.

A common question is: “We’ve known this volunteer for years. Why rescreen?” The answer is consistency. Annual or role-based screening refreshes create a uniform standard that is easier to apply, explain, and defend. Another frequent question is, “Doesn’t insurance cover this anyway?” Insurance is an essential part of risk transfer, but screening helps reduce the likelihood of claims and supports the organization’s defense if allegations arise.

For guidance on strengthening volunteer systems from the start, see New Year, New Volunteers: How To Build a Safer Onboarding and Training Plan.

Building a Screening Refresh Into Your Risk Management Program

An effective screening program aligns with volunteer roles. Volunteers who drive, handle funds, work with children or seniors, or enter private residences typically warrant more frequent or more detailed checks. Annual refreshes help keep records current while reinforcing accountability without singling anyone out.

Screening should be standardized, documented, and communicated clearly as part of responsible volunteer leadership.

VIS Partner Spotlight: Sure Check

VIS partners with Sure Check to provide background screening services designed specifically for volunteer-based organizations. This partnership is an exclusive VIS member benefit and includes 10% lower pricing than other organizations receive.

VIS members commonly use Sure Check for volunteer background checks that include Social Security number traces, nationwide and county criminal searches covering the past seven years, and motor vehicle records for volunteer drivers. County criminal searches are included at no additional cost, which is especially helpful for organizations operating across multiple jurisdictions. Sure Check also supports reference checks, sex offender registry searches, identity and address history verification, and continuous monitoring for longer-term volunteers.

Fast turnaround is another advantage, with a nationwide average of eight hours and most volunteer reports completed within minutes. Access to Sure Check is available through the VIS Member Benefits, with a direct link to VIS’s landing page on Sure Check’s site.

Organizations should also understand that background screening is regulated, even when volunteers are unpaid. According to the Federal Trade Commission (FTC), the Fair Credit Reporting Act applies when an organization uses a third party to conduct background checks for employment or volunteer purposes. This includes requirements related to written permission, disclosure, and how background check information may be used. The FTC outlines these responsibilities in Background Checks: What Employers Need to Know. Working with a screening partner that understands these rules helps nonprofits apply screening consistently while reducing compliance risk.

Screening as Part of Responsible Volunteer Leadership

Thoughtful volunteer screening strengthens nonprofit risk management and reinforces trust with volunteers, clients, and stakeholders. When expectations are clear and applied consistently, screening becomes a regular part of organizational stewardship.

For details about the specialized volunteer insurance VIS offers, click the “VIS is…” tab at the top of the page and scroll down to the FAQ section. VIS members also enjoy 24/7 access to the VIS Vault, a collection of risk management resources, including dozens of Preventer Papers on injury prevention and vehicle safety. These tools are helpful for small-group safety training or for sharing directly with volunteers.

FAQ About Background Checks

Are background checks required for all volunteers?

Not necessarily. Screening should reflect the volunteer’s role, responsibilities, and level of risk exposure.

How often should volunteers be rescreened?

Many organizations adopt annual screening refreshes or rescreen volunteers when their role changes. Sure Check offers monthly updates.

Do background check laws apply to volunteers?

Yes. If an organization uses a third-party screening provider, federal law may apply even when volunteers are unpaid. The Fair Credit Reporting Act sets requirements for disclosure, authorization, and use of background check information.

Do background checks replace supervision and training?

No. Screening works best as part of a broader risk management program that includes onboarding, training, and supervision.

About VIS

Volunteers Insurance Service Association, Inc. (VIS) is a membership organization serving more than 3,500 volunteer-based nonprofit organizations and public entities nationwide. VIS is the only association that offers these three insurance programs designed specifically for volunteers: volunteer accident, volunteer liability, and volunteer excess automobile liability.

If you are interested in protecting your volunteers through the unique VIS insurance program, please click on the “Get volunteer insurance now” link on the home page, or call 800.222.8920. For more information on VIS’s risk-management resources for members and our vendor partners, click on the “Member Benefits” tab.