How to Run Background Checks for Church Volunteers
Background checks are a non-negotiable for any church that serves children, youth, or vulnerable adults. They protect the people you serve, the volunteers themselves, and the church's integrity. This guide walks you through setting up a background check process that is thorough, fair, and legally sound.
Step-by-Step Guide
Establish a Background Check Policy
Write a clear policy that defines: which roles require background checks (at minimum, anyone working with children, youth, or vulnerable adults), what types of checks will be run (criminal history, sex offender registry, sometimes driving records for transportation roles), how often checks are renewed (every 2-3 years is standard), and who reviews the results. Get this policy approved by your church board. Having a formal, written policy protects the church legally and ensures consistency. Apply the policy equally to all applicants — no exceptions for long-time members or pastors.
Pro Tip
Have your policy reviewed by an attorney familiar with nonprofit and employment law in your state. Background check laws vary by state, and a lawyer can ensure your policy is compliant.
Choose a Background Check Provider
Several companies specialize in background checks for churches and nonprofits: Protect My Ministry, Ministry Safe, Sterling Volunteers, and others. Compare providers on cost (typically $10-30 per check), turnaround time (24 hours to 2 weeks), what databases they search, and whether they offer church-specific features like volunteer management integration. Some church management software platforms integrate with background check providers, allowing you to initiate and track checks from within your existing system.
Pro Tip
Ask other churches in your area which provider they use. Local recommendations help you find a provider that works well with your state's specific databases and requirements.
Create an Application and Consent Process
Before running a check, you must have the volunteer's written consent — this is a legal requirement under the Fair Credit Reporting Act (FCRA). Create a volunteer application that includes a consent-to-check authorization. The application should also collect: full legal name, date of birth, Social Security number (or last four digits), current and previous addresses, and personal references. Make it clear that a background check is a routine part of the volunteer process, not a sign of distrust.
Pro Tip
Frame the background check positively: 'We run background checks on all volunteers who work with children because protecting kids is our top priority. We appreciate your willingness to participate in this process.'
Review Results Thoughtfully
Designate one or two trusted individuals (typically the pastor and an administrator) to review results confidentially. Not every flag on a background check disqualifies someone. A 20-year-old traffic violation is different from a recent violent offense. Develop clear criteria for what is disqualifying (any sexual offense, violent crime, child abuse, etc.) and what requires further conversation (older offenses, misdemeanors, etc.). Document your decision-making process for each flagged result.
Pro Tip
Never share the details of someone's background check with anyone beyond the designated reviewers. Confidentiality is both a legal requirement and a pastoral responsibility.
Handle Disqualifying Results with Grace
If a background check reveals disqualifying information, handle the conversation with dignity and compassion. Meet with the individual privately, explain that the background check returned information that prevents them from serving in this particular role, and explore alternative serving opportunities that do not involve vulnerable populations. Do not publicly embarrass or shame anyone. Some people carry burdens from their past and have genuinely changed — honor that while protecting those in your care.
Pro Tip
Have this conversation in person, not by email or phone. Be direct but kind. Many churches find that people with past issues are relieved that the church took the step to check, because it demonstrates that the church takes child safety seriously.
Track and Renew Checks on Schedule
Set up a system to track when each volunteer's background check was completed and when it expires. Most churches renew checks every 2-3 years. Set up automated reminders so renewals are initiated before expiration — you do not want active volunteers serving with expired checks. Keep all background check records secure and confidential, separate from general volunteer files. Establish a retention policy for how long records are kept after a volunteer leaves.
Pro Tip
Run all renewals in a batch once or twice a year rather than individually as they come due. This is more efficient and ensures none slip through the cracks.
Common Mistakes to Avoid
Not running background checks at all
Background checks are a basic child protection measure. Every church with children's or youth programs should require them. The cost ($10-30) is negligible compared to the potential consequences of not checking.
Making exceptions for long-time members
Apply the policy equally to everyone. 'But we know them' is not a substitute for a proper check. Most abuse cases in churches involve people who were known and trusted by the congregation.
Running the check but not reviewing the results
Assign specific people to review every result. An unchecked background check is the same as no check at all.
How MosesTab Makes This Easier
MosesTab integrates with background check providers so you can initiate, track, and manage volunteer screening from within the platform. Each volunteer's profile shows their background check status, completion date, and expiration date. Automated reminders ensure renewals happen on time.
The system tracks which roles require background checks and alerts you if someone is assigned to a role without a current check on file. This automated safeguard prevents gaps in your child protection process.
Related Features
Frequently Asked Questions
Common questions about this topic
Legal requirements vary by state and denomination. Some states require background checks for anyone working with children in any organization. Even where not legally required, background checks are a best practice that demonstrates due diligence and protects your church from liability.