Background Screening Goes to Church
By Ann Easton

What's in a closet? Books? Games? Art supplies? Skeletons?

SKELETONS!?

Do you know all you need to know before hiring new employees or using the services of volunteers? Are you trusting that you "know" someone because they have been part of your organization for some time or are friends of members? Are there skeletons in their closets?

Historically, church organizations have trusted in the people who have applied to work or volunteer. They have known the past history of a person because of long-term association. As our society has changed and become much more transient, it is usually no longer possible to count on the services of people that are well known in the community. While trust and forgiveness are part of the foundation of a church, we have seen time and time again the consequences of failure to check and verify.

The failure to carefully screen applicants and volunteers has resulted in many churches, schools and organizations becoming headline news. The consequences are great. The physical and emotional pain that result from criminal activity and abuse, as well as the safety hazards and the liability issues that result, are devastating. Employers and organizations utilizing the services of volunteers have a legitimate need to know of any relevant criminal history of those involved in serving their organization.

The process of background screening has become more common in churches and schools, but it is often not completely understood. Some questions commonly asked include:

* What does it mean to background screen?

* What is involved?

* How is it done?

* How long does it take?

* What should be expected?

* What are the legal obligations?

Let's start with the basics: What is background screening? This is a general term meaning to check and verify various aspects of a person's history. A number of different checks can be included under the umbrella of background screening.

Screening can include looking for a criminal history, verifying educational claims, and documenting the employment history provided by an applicant. Reviewing a Motor Vehicle Record to make sure the license is valid and the driving history does not suggest a possible risk or liability to your organization is also beneficial. This is especially important for any person driving a vehicle belonging to the organization or driving their own vehicles with other members on board.

The most common starting place is making sure the candidate does not have a criminal record that would violate the organization's policy or pose a risk to others. Not all criminal searches are the same. While some searches claim to be national in scope, offer instant results and are inexpensive, this type of search may not offer the complete security sought.

The most accurate means of searching for criminal records is to verify the addresses associated with the candidate for at least the past seven years. According to the U.S. Department of Justice, most crimes are committed a short distance from where the criminal resides. From this starting point, the counties of residence may be searched for records. The most accurate method used is for researchers to physically search court records. Records are stored by name, and if a name match is found, the records are checked for identifiers, such as date of birth and/or Social Security Number. Note that records are not stored by the SSN, and, frequently, this number is not found in the files. Criminal records are not cross referenced by maiden or AKA names. It is important to search each name used by the candidate during the recent past because a serious criminal past may be missed if records are checked under a different name. Crimes reported from the county court level are generally classified as felonies or misdemeanors depending on the crime and the severity of the offense.

Some states offer a Statewide Criminal Search if the information is collected in a state repository and the state has a means of making the information available to the public. When this search is available, it provides a cost-effective means for searching for records across the state instead of county by county.

A common option used when screening is to utilize a "database" search option. This is sometimes referred to as a "national" search, but it is not truly a full search of the entire nation. This type of search utilizes one of several huge databases that will offer a trace of the applicant's Social Security Number and a search of criminal information gathered from a variety of sources. While the information is pulled from multiple states, it is more of a superficial scan of information than a targeted criminal search, such as a county or statewide search. Negative information reported from a database should always be verified by a more accurate search of the reporting court jurisdiction for accuracy and compliance to FCRA laws.

A database search is a good, secondary, search tool, but it should not be used as the only source of information for making a hiring decision. The information reported may be outdated or inaccurate, so it should be verified. While the database should not be used as the main source of information, many organizations have uncovered critical information using this source. Database searches typically generate instant results and are low in cost.

While many churches and organizations have not screened in the past, most are becoming aware of the need. One church recently implemented screening and began by checking the backgrounds of all of their staff. While utilizing a database search, a long-ago child molestation conviction was identified from a different state. This history had gone undetected for many years, but it was an issue that church officials needed to be aware of for the security of their church. While the true risk to the church is unknown, the liability risk was huge.

Commonly confused with a "national" database search is a search of the Federal Criminal system. This is actually a search of the federal court system for records occurring in federal courts. The nature of the crimes may vary in the federal system, but it is still an important area to check.

There are many other types of services that may be provided by a professional background screening company. When selecting a vendor, consider the services they offer, their experience, the security of data, and, above all, the support they offer. Buying on price alone is risky. The world of background screening and the federal and state laws that govern screening are complex. Make sure the company you choose is capable of providing quality information in a timely manner. Most screening can be completed in about two to three business days. At the completion of the requested services, a concise report should be provided for your review and for your files.

The personal support your vendor offers to make the process easy and understandable for you and your staff is vitally important. The vendor should follow all laws and explain the laws and process to your satisfaction. The Fair Credit Reporting Act governs background screening, and an experienced, professional vendor will be able to provide all of the forms needed and guidance to help you follow the steps to comply with the laws. Choose a vendor who will be available to help you and willing to be your partner in this vital process.

A few basic legal considerations to keep in mind are to use the screening consistently. It is not lawful to screen only people you don't know while not checking someone you believe you know. Before conducting any screening, the applicant must sign an authorization form granting permission for the check to be preformed. Once signed, the information may be ordered from your provider. When negative information is returned on a candidate, it must be reviewed and considered against policies and standards that are uniformly applied to all candidates.

If employment is denied based on the results of the background check, the applicant should be notified of this decision and the screening company's contact information should be provided. The applicant has the right to contact the vendor if they feel any information provided is in error. While the screening company cannot change the decision made by the employer, they are required to work with the applicant to address any possible errors in reporting.

Screening can be easily implemented, and, with the help of professionals, your questions and concerns should be addressed. There are frequently asked questions and misconceptions among people volunteering in churches. They are often concerned with the security of the data they are asked to provide or mistakenly believe that church personnel will be looking at their credit history. Your background screening provider should be able to provide the information necessary to address all of the questions and concerns of your volunteers.

Background screening has become essential in all organizations. It can be fast, secure and a true investment in the future of your organization and your members.

Ann Easton is senior account executive for Data Facts, Inc., www.datafacts.com .