Volunteers are the heart and soul of countless nonprofit organizations and community initiatives. From food pantries to educational mentorship programs, these individuals contribute their time and talents to support critical causes. However, working with vulnerable populations, sensitive data, or operating in trusted environments also brings a unique responsibility: ensuring that every individual in a volunteer role is the right fit. This is where well-designed volunteer forms, particularly those covering background check consent and data retention policies, become indispensable.
Why Background Checks Matter for Volunteers
Many volunteering positions place individuals in direct contact with children, the elderly, or other at-risk populations. In these instances, a background check is not merely a precaution—it’s an essential safeguarding procedure. In addition to ensuring safety, background checks contribute significantly to upholding public trust and maintaining a positive organizational image.
While implementing background checks may seem like a barrier to volunteer recruitment, most individuals recognize and appreciate these measures when presented with transparency. By outlining the purpose and process of background screenings in a clear and professional manner, organizations can increase volunteer confidence rather than deter applicants.
Key Components of a Volunteer Form Requiring Background Check Consent
Effectively structured volunteer application forms must include a standalone section or separate document requesting consent for a background check. This element should be crafted with careful attention to legal compliance and clarity. Here are the most essential components:
- Plain-Language Explanation: Describe why the background check is being conducted (e.g. for the purpose of ensuring the safety of program participants).
- Scope of Background Check: Indicate whether it includes criminal history, driving record, reference checks, or other elements.
- Disclosure and Authorization Statement: Include a legally sound document where the volunteer acknowledges and authorizes the background check. Depending on jurisdiction, this may have to be a completely separate form.
- Signature and Date: Always include a section where the volunteer voluntarily signs and dates the authorization, affirming their understanding and acceptance.
Legal Considerations for Background Check Consent
Background checks in the volunteer sector are governed by various federal and state regulations. One of the primary governing laws in the United States is the Fair Credit Reporting Act (FCRA). Even though volunteers are not employees, many of the same provisions still apply when a third-party consumer reporting agency is involved. This includes:
- Providing Pre-Check Disclosure
- Receiving Written Consent
- Providing Pre-Adverse Action Notice (if withdrawing a volunteer opportunity due to the results of the background check)
- Providing a Copy of the Background Report and a Summary of Rights under the FCRA
Organizations should work closely with legal counsel when developing or modifying their volunteer background screening processes, especially when minors, medical information, or recurring volunteer roles are involved.
Communicating Clearly With Volunteers
Volunteers are more likely to provide background check consent when the purpose and procedure are communicated with clarity and respect. Avoid technical jargon as much as possible, and use compassionate language that reflects the organization’s commitment to safety and dignity.
Here are a few sample phrases that convey trust:
- “Your privacy and sense of security are important to us.”
- “We only request information essential for the safety of those we serve.”
- “This information will be managed confidentially and only shared with approved personnel.”
Data Retention: How Long Should You Keep Volunteer Information?
Once a background check has been completed and the volunteer has been onboarded—or even rejected—organizations must determine how long that information is retained and whether it is stored safely. Data retention policies must be both legally compliant and ethically sound. Volunteers have a right to know what data is being kept, for what purpose, and for how long.
Best Practices for Volunteer Data Retention
While laws vary by region and industry, several best practices are generally advisable:
- Set Specific Retention Periods: For example, background checks may be stored for 3–5 years following the end of a volunteer’s active service.
- Limit Access to Sensitive Information: Only authorized personnel (e.g., HR, volunteer coordinators) should have access to retained volunteer data.
- Secure Storage Methods: Use encrypted databases or locked file cabinets to house any physical copies.
- Develop a Deletion Protocol: At the end of the retention period, all digital and physical files should be securely destroyed.
Transparency with Data Retention Policies
Volunteers should be informed—preferably in the consent form itself—about data collection and retention practices. This can be as simple as including a short paragraph that states:
“All background check information will be securely stored and retained for a period not to exceed five years following termination of volunteer duties. After this period, the data will be permanently deleted.”
Clear communication promotes trust and can prevent disputes or confusion in the future.
Creating a Culture of Compliance and Respect
Organizations that approach volunteer intake with thorough, well-structured forms not only protect their clients and mission—they also show respect for the volunteers themselves. A culture of compliance should never come at the expense of humanity. That’s why a transparent, clearly explained process makes everyone involved safer and more informed.
Digital vs. Paper Forms: What to Choose?
Many organizations today are switching to electronic volunteer registration platforms that make it easy to collect, store, and manage forms online. These platforms often include e-signature functionality, automated reminders, and cloud-based record keeping. But whether your organization uses digital or paper processes, the same legal and ethical principles apply.
For digital forms, ensure that:
- The platform uses HTTPS encryption
- Data is stored in a secure database or server compliant with local regulations about privacy
- There is audit logging to track who accesses and edits information
For paper forms, it’s vital to:
- Store all sensitive data in locked file cabinets or secure storage rooms
- Restrict physical access to those who need it for administrative purposes only
- Use secure, confidential methods for transporting or disposing of information
Conclusion
Volunteer programs thrive when they are built on foundations of trust, transparency, and consistency. Requiring background check consent may feel burdensome at first glance, but with proper structure and thoughtful communication, it becomes a strong signal of an organization’s integrity. Similarly, adopting clear and compliant data retention policies reassures volunteers that their personal information is treated with the respect it deserves.
In today’s world—marked by increasing focus on privacy, cybersecurity, and public safety—these considerations are not optional. They are essential. By refining your volunteer forms to reflect these values, your organization takes a vital step toward modernizing operations and deepening the trust of all stakeholders involved.