Should You Background Check Volunteers for Your Charity?

If you're wondering whether it's necessary to background check volunteers for your charity, there are six key factors to analyze. These factors include proximity to clients, frequency of volunteering, proximity to children, handling sensitive information, driving responsibilities, and specific event roles. Let's explore each of these factors to help you decide if a background check is necessary for your volunteers.

1. Will the Volunteer Work Directly with Clients?

Volunteering opportunities vary significantly, some involving direct client contact and others not. It's crucial to background check volunteers who will work directly with your clients, whether your organization serves children, the elderly, animals, or other groups. Pay special attention to any past offenses related to your mission, such as sex crimes, violent crimes, or animal cruelty charges for an animal shelter.

For volunteers who don't have direct contact with clients, background checks are less critical. For example, a volunteer sorting donations in a back room may not need a background check, as they won't interact with clients directly.

2. How Frequently Will the Volunteer Participate?

The frequency of a volunteer's participation in your Charity also plays a role in deciding whether to run a background check. Volunteers helping out at one-time events, like an annual fundraiser, may not need a background check, as their interaction with the organization and its clients is limited.

However, for volunteers who commit to regular, ongoing participation, such as monthly or weekly shifts, background checks are more important. Regular volunteers have more opportunities to interact with clients, staff, and sensitive information, so it's better to be cautious and ensure everyone's safety.

3. Will the Volunteer Be Around Children?

Even if your charity’s mission doesn’t directly involve children, consider background checks for volunteers who will be in proximity to children during family-friendly events. For example, if you're organizing a community clean-up day where families, including children, will be present, it's wise to background check adult volunteers. Similarly, religious organizations such as churches, mosques, and temples will typically involve children and children's activities. You can also check your province’s sex offender registry as a less intensive alternative.

Ensuring the safety of children not only protects them but also reassures parents, encouraging them to participate in future events.

4. Will the Volunteer Handle Confidential or Sensitive Information?

Another critical factor to consider is whether the volunteer will handle any confidential or sensitive information. Volunteers often assist with administrative tasks, such as scanning or organizing documents and welcoming clients. If these tasks involve sensitive information, like health records, credit card details, or social security numbers, a background check is necessary.

For causes involving significant safety risks, such as domestic violence shelters, background checks are even more crucial. Volunteers handling sensitive information, like clients' addresses, must be thoroughly vetted to ensure the highest level of security.

Donor information is also sensitive. If a volunteer will be collecting money or entering donor information, checking their background for financial crimes is essential to protect the charity's integrity.

5. Will the Volunteer Drive the Charity’s Vehicle?

If your charity owns vehicles, it's important to background check volunteers who will drive them. Review their driving records to identify any issues and ensure their licenses are valid and in good standing. For insurance purposes, many charities have strict policies regarding who can drive their vehicles, often requiring special training and authorization.

By ensuring that volunteer drivers have clean records, you protect both the organization and its clients from potential risks.

6. What Specific Roles Will the Volunteer Perform at Events?

Consider the specific roles volunteers will perform at events. For example, a volunteer tasked with checking tickets at a one-time fundraiser may not need a background check. However, volunteers in roles involving significant responsibility or access to sensitive areas should be vetted.

For instance, if a volunteer will be handling money or valuable items, it’s prudent to check their background for any history of theft or fraud. Ensuring the reliability of volunteers in critical roles helps maintain the security and smooth operation of your events.

Determining whether to background check volunteers depends on various factors, including their proximity to clients, frequency of volunteering, interaction with children, handling of sensitive information, driving responsibilities, and specific event roles. By carefully considering these factors, you can make informed decisions that enhance the safety and security of your charity.

Remember, while background checks are an essential tool, they are just one part of a comprehensive volunteer management strategy. Always strive to create a welcoming and inclusive environment that encourages responsible and committed volunteering.

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