Every church wants to believe its volunteers are trustworthy. After all, they’re often friends, co-workers, family, and long-time members. But even the most faithful servant can unintentionally become part of a weak spot in a ministry’s safety plan.
Many churches have screening programs for paid staff but take a lighter approach with volunteers, especially those returning year after year. Yet volunteers often have the same access to children, finances, or facilities as employees.
Closing the gaps in volunteer screening isn’t about suspicion. It’s about stewardship, protecting both those who serve and those who are served. By recognizing where vulnerabilities exist, ministries can strengthen their safety culture and continue building trust in every corner of their community.
STEP 1: Recognize the Risk Behind Familiar Faces
In most ministries, the people you know best are the ones you trust most. But that trust can sometimes lead to “blind spots.” A volunteer who joined 5 or 10 years ago may never have been screened again. Another may have changed personal circumstances that now make certain roles less suitable.
Familiarity should never replace accountability. A good screening program protects the integrity of every role and reinforces a message of shared responsibility.
TIP: Longevity doesn’t replace accountability. Rechecking volunteers shows ongoing commitment to stewardship and safety.
STEP 2: Build the Right Screening Package for Each Role
Not every volunteer role carries the same level of responsibility or risk. The best approach is to match the screening depth to the role’s duties and the people served.
Examples of risk-based screening levels:
- Children’s and Youth Ministry: Criminal record search (county, state, national), sex offender registry, identity verification, and reference checks.
- Finance and Administrative Support: Criminal record search, employment or reference verification, education verification, and credit check if the volunteer handles money.
- Drivers or Transportation Teams: Basic national criminal search, sex offender registry, Motor vehicle record check, and CDLIS verification if CDL is required.
- Event or Facility Volunteers: Basic national criminal search and sex offender registry check.
Defining these “risk tiers” makes it easy to build consistent screening templates. It also communicates fairness; each role receives the level of review appropriate to its responsibilities.
The goal isn’t to be intrusive but to understand who is being entrusted with key responsibilities. Most individuals appreciate that these checks exist to protect the entire community.
TIP: Aligning screening depth with role risk shows both diligence and fairness in how volunteers are trusted to serve.
STEP 3: Screen for Role Changes
Volunteers often grow into new responsibilities, such as moving from greeting to teaching or from setup crew to transportation. Before moving a volunteer to a new role, confirm that the most recent background check completed aligns with the new role.
If it doesn’t, a new background check may be necessary to add the components required to accommodate the increased level of risk. This ensures both consistency and safety as volunteers take on greater responsibility.
By putting these points in writing, you not only protect your ministry but also demonstrate a commitment to transparency and integrity.
TIP: As responsibilities grow, so should the level of due diligence in your background screening program.
STEP 4: Re-Screen Regularly
Screening is not a one-time event. People’s circumstances, residences, and responsibilities change. Re-screening keeps information accurate and reinforces accountability.
Most ministries find that re-screening volunteers every 12 to 24 months works well, especially for anyone in ongoing or high-contact roles. Work with your background check provider, most offer free or low-cost re-screen reminders or downloadable reports that help you quickly identify who is due for an update.
TIP: Life changes. Re-screening isn’t questioning integrity, it’s reaffirming it.
STEP 5: Include Temporary and Event Volunteers
Short-term or one-time volunteers are often overlooked. A summer camp helper, holiday event worker, or mission trip participant can still have direct contact with vulnerable individuals.
Something as simple as a Criminal Database Search and Sex Offender Registry Search is an excellent and fast option that helps ministries get volunteers placed quickly for these short-term events. Consistency matters more than complexity; apply your policy evenly to everyone who serves.
TIP: Consistency prevents blind spots. Even one-time volunteers represent your ministry’s trust; and just because an event is short doesn’t lessen the risk.
STEP 6: Close the Record-Keeping Gap
A common weakness in ministry screening is documentation. Without accurate records, it’s difficult to prove compliance or ensure timely renewals.
Keep a simple, secure tracking system for every volunteer. Record what checks were completed, when they expire, and when they were re-screened. Organized documentation ensures no one falls through the cracks and that privacy standards are maintained.
Handled thoughtfully, these situations can reflect both accountability and grace, the same balance that underpins effective ministry.
TIP: If it’s not documented, it didn’t happen. Organized records protect both the ministry and its volunteers.
STEP 7: Communicate the Why
Volunteers are more likely to cooperate with screening when they understand its purpose. Communicate clearly that background checks are not about mistrust, they’re about stewardship.
Provide brief training for leaders and volunteer coordinators so everyone understands the process. Post a summary of your policy on the church website or in volunteer handbooks.
Explain during onboarding that screening helps keep everyone safe, including the volunteers themselves. Include your policy in volunteer manuals and training sessions, and revisit it annually to keep everyone aligned.
Work with your screening provider, as many now offer low-cost options for fully electronic data collection and e-signatures. These solutions give volunteers peace of mind that their sensitive personal information is encrypted, secure, and only accessible by authorized personnel, not sitting in a paper file somewhere in a church office.
TIP: Transparency builds trust. When people understand the purpose, they support the process.
STEP 8: Respond with Grace and Clarity
Occasionally, a background check may reveal information that raises concerns. These moments require discernment and compassion. Churches and ministries are unique because they understand redemption and second chances, but redemption doesn’t eliminate responsibility.
When evaluating background results:
- Review each case individually and consider the nature, age, and relevance of any offense.
- For some individuals, a supervised or limited role might be a responsible way to remain engaged in ministry.
- Document all decisions clearly to maintain fairness and consistency.
Handled thoughtfully, these situations can reflect both accountability and grace—the same balance that underpins effective ministry.
TIP: Forgiveness opens doors, but wisdom decides which ones. Background checks help ministries guide people into roles where they can serve well without facing unnecessary temptation.
Conclusion: Safe Ministries Build Stronger Communities
Establishing a screening policy isn’t just a compliance exercise, it’s a commitment to the well-being of the people and community you serve. When churches take proactive steps to verify and protect those who lead, teach, and serve, they strengthen the entire foundation of ministry.
- According to recent ministry survey, 1 in 6 youth volunteers report having never been screened before serving.
- The Association of Certified Fraud Examiners reports that 12% of nonprofit fraud cases are committed by volunteers.
- Lifeway Research found that only 58% of churches have a written child safety policy, despite nearly all saying safety is a top priority.
These statistics remind us that good intentions alone aren’t enough. By closing the gaps in process, documentation, and communication, ministries build stronger, safer communities that reflect their deepest values.
When safety becomes part of stewardship, every volunteer, family, and visitor can experience the peace of knowing they are cared for and protected.
Chas Scott is the president of EDIFY Screening, a background screening firm providing comprehensive solutions to employers, nonprofits, and faith-based organizations nationwide, www.edifyscreening.com/volunteer-screening.
