Written by Jayson Baxter
Background Checks | June 7, 2023
Table of Contents
Non profit background checks help ensure the volunteers who work with the elderly, children, victims of crime, and other marginalized individuals do not risk or harm the population served. They typically check state records such as criminal history, child abuse, sex offender registries, etc. but they also check federal records depending on the type of position and thoroughness of the background check.
When considering ¼ of the United States adult population volunteers in any given year and many times they’re unsupervised, double checking they’re a Good Samaritan or making sure your own record is clean using the free background check form above is always a good idea before moving forward.1
Ultimately it’s up to the organization to vet their volunteers and to protect marginalized individuals through a screening process, so knowing exactly how to get it done, laws surrounding background checks, the government entities that perform them, and disqualifying offenses can help to expedite the process for organizations and alleviate any worry for volunteers who are undergoing screening.
Nonprofit organizations rely on volunteers for their daily operations, which is why it’s important to know where to get a background check completed. Since nonprofit organizations also have limited budgets, free or near-free options that provide reliable results are also a major consideration.
There are several governmental agencies that can provide free (or reduced) background checks for not-for-profit agencies.
The first place to start for nonprofit background checks is the local police department or sheriff’s office. Law enforcement keeps records on incident response and arrest warrants, and some allow these to be searched online or will provide information upon request by an authorized party.
For example, Travis County Sheriff’s Office in Austin, Texas has an online warrant search portal that a nonprofit director or board member can search to see if a candidate has an outstanding warrant. If there is a warrant, the agency can weigh the alleged offense with the person’s ability to perform the volunteer duties.2
Another example is a background check in Miami through the Miami Gardens Police Department. Residents of Miami Gardens can obtain a background check through the local police department for $5 per record.
This will return information in the Miami-Dade jurisdiction only and can be used when a nonprofit organization requires a volunteer to submit a background check on their own.3
A local law enforcement agency is a great place to start when conducting a volunteer background screening, but the information obtained may be limited and a broader search is necessary.
Most employment background checks are conducted on a state level which are also known as level 1 background checks, and this includes screenings for volunteers. In most cases, the record checks are processed by the state police or public safety division. Criminal background checks for nonprofit organizations can be state or national screenings.
The table below shows where an organization can get a volunteer background check in each state. For example, an Iowa background check and an Arkansas background check are conducted by the state law enforcement agency.
| State | Agency that Conducts Background Checks on Volunteers | Cost (If Applicable) |
| Alabama | Alabama Law Enforcement Agency | $25.00 |
| Alaska | Alaska Department of Public Safety | $20 name based $35 fingerprint based |
| Arizona | Arizona Department of Public Safety | $65 |
| Arkansas | Arkansas State Police | $11 per search and a $10 annual fee to use the online search portal. |
| California | California Department of Justice | $20 name based $25 fingerprint based |
| Connecticut | Department of Emergency Services and Public Protection | $75 State Criminal History Check $15 for fingerprinting $13.25 for federal criminal history |
| Delaware | Delaware Background Check Center | $52 for state only check $65 for state and federal |
| Florida | Florida Department of Law Enforcement | $29.25 |
| Georgia | Georgia Bureau of Investigation | $30-38.25 Georgia Only $29.25-47.50 National check (Name-based checks must be conducting through local law enforcement, GBI does not conduct name-based searches) |
| Hawaii | Hawaii Criminal Justice Data Center | $30 Name based $35-55 Fingerprint based |
| Idaho | Idaho State Police | $20 for both name based and fingerprint based |
| Illinois | Illinois State Police | $10-20 State Only $10-13.25 FBI (National) $20-33.25 (both state and national) |
| Indiana | Indiana State Police | Fees are waived for nonprofit organizations |
| Iowa | Iowa Division of Criminal Investigation | $15 per last name searched |
| Kansas | Kansas Bureau of Investigation | $20 name based $10 fingerprint fee + $35 fingerprint based search |
| Kentucky | Kentucky State Police | $20 |
| Louisiana | Louisiana State Police | $26 state background check |
| Maine | Maine Background Check Center | $31 state search $18 FBI search |
| Maryland | Maryland Department of Public Safety and Correctional Services | $15-29.25 for volunteer background checks |
| Massachusetts | Massachusetts Criminal Offender Record Information (CORI) | $25 |
| Michigan | Michigan State Police ICHAT | Fees are waived for nonprofit organizations |
| Minnesota | Bureau of Criminal Apprehension | $24.25 |
| Mississippi | Mississippi Department of Public Safety | $32 (named based only) |
| Missouri | Missouri State Highway Patrol | $20 state search $11.25 federal search fee |
| Montana | Montana Department of Justice | $15 name based, state only $25 federal fingerprint based |
| Nebraska | Nebraska State Patrol | $15.50 |
| Nevada | Nevada State Police | $27 |
| New Hampshire | New Hampshire State Police | $25 |
| New Jersey | New Jersey State Police | $12 name based $32.13 fingerprint based |
| New Mexico | New Mexico Department of Public Safety | $15 |
| New York | New York State Department of Criminal Justice Services | $13.50 fingerprint processing fee |
| North Carolina | North Carolina State Bureau of Investigation | $25 |
| North Dakota | North Dakota Attorney General’s Office | $5 |
| Ohio | Ohio Attorney General’s Office | $22 state $24 federal |
| Oklahoma | Oklahoma State Bureau of Investigation | $15 |
| Oregon | Oregon State Police | $30-33 |
| Pennsylvania | Pennsylvania Access to Criminal History (PATCH) | Fee waived for volunteer checks |
| Rhode Island | Rhode Island Attorney General’s Office | $5 state wide $35 national |
| South Carolina | South Carolina State Law Enforcement Division (SLED) | $8 |
| South Dakota | South Dakota Attorney General’s Office | $26.75 state only $43.25 national |
| Tennessee | Tennessee Bureau of Investigation | $31.15 |
| Texas | Texas Department of Public Safety | $10 name based $15 fingerprint based |
| Utah | Utah Department of Public Safety | $15 name based $26.25 fingerprint based |
| Vermont | Vermont Crime Information Center | $30 |
| Virginia | Virginia State Police | $27 |
| Washington | Washington State Patrol | $11 |
| West Virginia | West Virginia State Police | $37.50 |
| Wisconsin | Wisconsin Department of Justice | $7 |
| Wyoming | Wyoming Division of Criminal Investigation | $15 state only $24 national $10 fingerprint fee for volunteers |
While state searches may sometimes give the option for a nationwide search, this often means the state agency coordinates with the Federal Bureau of Investigation to obtain a National Instant Criminal Background Check or an Identity History Summary Check (Rap Sheet) to fulfill the nonprofit’s background check request.4
The reasons for background checks vary from agency to agency as well as the duties the volunteer will perform.
There are a number of reasons for a background check for a nonprofit organization, and the ways to complete a non profit background check are similar to the process for for-profit business and public sector or governmental agencies.
Nonprofit organizations often work with vulnerable populations such as children, the elderly, crime victims or other marginalized individuals, so it is vital to make sure the individuals working for the agency, both paid and volunteer, will not create a risk of harm to the populations served.
To shed light on the importance, a study found 5 out of every 100 volunteer applicants had a criminal conviction after analyzing the data from a top non-profit background screening provider.
Nonprofit organizations consist of a board of directors which are volunteers from the community, usually business leaders or community organizers, paid employees, and volunteers, including interns.
It is vital that a background check be conducted on each agent or individual that works with the nonprofit organization, and the level of the background check will vary based on the position the person holds.
The Board of Directors members is the governing body of the nonprofit organization and the members also carry a financial burden regarding the organization.
In other words, the funding for a nonprofit is the responsibility of the board of directors who will either solicit funding as part of their function or will delegate funding matters to the executive director or hire a grant writer. Board of director background checks is typically conducted by the state agency that performs background checks for paid employment.
A background check for a nonprofit board member will include a criminal history check in addition to a credit history since the board oversees the finances of the agency. Background checks will include fingerprinting as well as a national background screening.
Paid employees with a nonprofit organization must also undergo a background check to make sure they do not have any disqualifying offenses on their record. These checks are also usually conducted by the state agency that does employment background checks.
The bulk of the workforce for a nonprofit organization is its roster of volunteers. Volunteers will work in both supervised and unsupervised statuses. Supervised volunteers work directly with a paid employee who supervises the volunteer. For example, a volunteer at a school or daycare will work under the direct supervision of a teacher or administrator.
Unsupervised volunteers work independently on behalf of the organization. For example, Meals On Wheels volunteers often deliver meals to seniors and isolated individuals with no or limited transportation or resources without being accompanied by a staff member or experienced volunteer that has already been vetted or cleared.5
Volunteer background checks typically consist of a name-based search to look for disqualifying offenses such as violent offenses such as murder, rape, or violent assaults, felony crimes such as larceny, weapons offenses or felony drug offenses, or other crimes that will present a hazard to the community or prevent the volunteer from performing the duties of the volunteer position. These name-based searches can be conducted at the local or state level.
There are a number of paid search sites that provide affordable background checks for non-profits employing volunteers or interns. While these sites may be convenient, the information returned may not be as accurate as that provided by state agencies, and it’s important to make sure they are in compliance with state and federal regulations.
Paid search sites must be in compliance with all state laws regarding background checks, as well as adhere to the Fair Credit Reporting Act (FCRA) requirements for credit history when it is part of the nonprofit’s background check request. FCRA limits credit history checks for volunteers to seven years.6
When performing non profit background checks an organization, it is important to look at the position the person will hold with the non-profit, and then make sure the background check matches the level of responsibility of the position. There are several types of background checks and each type provides a different level of information.
The table below outlines the various types of background checks that are conducted in nonprofit organizations.
| Type of Background Check | Brief Explanation of Check | Nonprofit Position |
| Level 1 Background Check | Name-based search includes criminal history, sex offender registry search (state only) | Supervised volunteers with limited or no contact with clients |
| Level 2 Background Check | Fingerprint based state and national criminal record check | Unsupervised Volunteers Supervised volunteers with client contact |
| Level 3 Background Check | Fingerprint based state and national check, education verification, employment verification | Interns Paid Employees Board of Director Members |
| Credit Check | Credit report in compliance with FCRA guidelines. | Board of Director Members Executive Director Financial Officer Volunteers who will handle money for the organization |
Background check information can vary from state to state, and it can depend on the level or type of check performed.
The information available in nonprofit background checks can differ based on the responsibilities of the person and whether the individual is a paid employee of the organization or a volunteer.
Paid employee background checks are the same for nonprofits as they are for public sector/government positions or for-profit businesses. This can include a national criminal background check including fingerprinting, employment verification, and education verification. It can also include credit history for positions involving payroll or funding.
Criminal histories show misdemeanor and felony convictions unless they have been sealed or expunged. How long does a misdemeanor stay on your record? It can stay indefinitely unless sealed or expunged by a court order. Therefore, a misdemeanor charge can appear on a non-profit background check.
If charges are dismissed do you have a criminal record? Some states have passed laws stating charges that resulted in non-convictions cannot appear on a background check. For example, California automatically removes a charge from a criminal record when there is no conviction.
How do you know if you have a secret indictment? Can you pass a background check with a warrant? It may show on a background check if a person has a secret indictment or a warrant for their arrest; therefore, the nonprofit organization may be unaware a person has a pending charge until the indictment is unsealed and the person is taken into custody.
Do traffic violations show up on criminal background check screenings for volunteers or nonprofits? They can if the position requires the use of a motor vehicle and a driving history is requested. Traffic violations that are misdemeanors or felony offenses can also show up on a nonprofit criminal background check.
Volunteer background checks usually consist of a local, state, or national criminal history which includes criminal convictions, and sex offender registry information, and could potentially include pending charges.
As discussed earlier, the board of director members are responsible for the financial stability of the nonprofit organization, so board members can also be subjected to a credit history screening in compliance with FCRA guidelines limiting the credit check to seven years prior to appointment to the board.
Board of Director members may also undergo a reference check to make sure they will be a good fit for the organization. Reference checks can be done via telephone or email to get a better picture of the potential board member.
Board members for organizations that work with victims of domestic abuse, sexual assault, or child endangerment may also check to see if the potential member is subject to a restraining order or domestic violence protection order. Does a restraining order go on your record? Since restraining orders are court records, they are public and can appear on a person’s record. Violations of a restraining order are often criminal charges which will also appear on a person’s record.
The amount of information and type of background check needed will determine the amount of time it takes to get a report back.
How long do non profit background checks take to complete on volunteers or paid employees? Background checks can be performed in a matter or minutes, or it can take several days or weeks depending on the nature of the search.
Name-based searches can return results in a few minutes in most cases; however, if the individual has a common name, multiple hits can be returned. Searches that are name-based are done locally in most cases, or through online search portals for government agencies.
For example, a name-based search of the National Sex Offender Registry can provide information almost instantly.
Fingerprint-based searches can take a few days to a couple of weeks depending on the agency that facilitates the search and if they have a backlog of searches to perform. FBI rap sheet reports take 3-5 days to process online requests; however, mail-in requests can take 2-4 weeks to complete.4
Background checks that require verifying employment and education can take even longer since these checks include contacting previous employers and waiting to receive official transcripts regarding education. When the check also includes reference checks, it can take several weeks to complete the process.
Non profit background checks for volunteers must follow the same state and federal laws as background checks for paid employees, and some states have passed legislation requiring background checks for volunteers in certain positions or with specific organizations.
Background checks in churches also are required to follow the same state and federal laws as secular nonprofit organizations. This means that any positions involving work with children or other vulnerable populations require screening of the volunteer in that position.
The table below lists the volunteer background laws in each state with a brief explanation of the law and who is impacted.
| State | Volunteer Background Check Law | How Law is Applied |
| Alabama | 38-13-3 | Volunteer positions working with children |
| Alaska | 7 AAC 10.900 | Volunteers with contact with vulnerable populations. |
| Arizona | SB 1504 | Volunteers working with children are required to have a fingerprint-based check within 7 days of starting |
| Arkansas | 12-12-1607 | Authorizes nonprofit organizations to complete volunteer background checks |
| California | AB 506 | Requires background check on all volunteers working with children |
| Connecticut | CGS 19a-80(c) | Requires background check on all volunteers working with children |
| Delaware | Senate Bill 256 | Requires background check on all volunteers working with vulnerable populations |
| Florida | 397.4073 | Requires background check on all volunteers working with vulnerable populations |
| Georgia | 35-3-34.2 | Volunteers who will be working unsupervised with children must undergo a fingerprint based background check |
| Hawaii | Act 119 of 2014 Session | Requires background check on all volunteers working with vulnerable populations |
| Idaho | Code 33-130 | Requires background check on all volunteers working with children |
| Illinois | 225 ILCS 46/ | Requires background check on all volunteers working with vulnerable populations |
| Indiana | IC 10-13-3-38.5 | Requires background check on all volunteers working with children |
| Iowa | 455A.41 a | Volunteers who will be working unsupervised with children must undergo a background check |
| Kansas | KSA 65-516 | Requires background check on all volunteers working with children |
| Kentucky | 160.151 | Requires background check on all volunteers working with children |
| Louisiana | RS 15-578 | Requires background check for volunteers in positions that would require one for paid employees |
| Maine | Chapter 53 | Requires background check on all volunteers working with vulnerable populations |
| Maryland | Family Law 5-560 | Requires background check on all volunteers working with children |
| Massachusetts | M.G.L. c. 71, § 38R | Requires background check on all volunteers working with children |
| Michigan | MCL 722.115d | Requires background check on all volunteers working with children |
| Minnesota | 123B.03 | Requires background check on all volunteers working with children |
| Mississippi | MCIC Policy 9.001 | Requires background check on all volunteers working with vulnerable populations |
| Missouri | 168.133 | Requires background check on all volunteers working with children |
| Montana | HB 590 | Requires background check on all volunteers working with children |
| Nebraska | 43-3709 | Requires background check on all volunteers working with children |
| Nevada | SB 185 | Requires background check on all volunteers working with children |
| New Hampshire | RSA 189-13a | Requires background check on all volunteers working with vulnerable populations |
| New Jersey | PL 1999, Chapter 432 (C. 15A:3A-1) | Permits nonprofit organization to conduct background checks on volunteers |
| New Mexico | HB 0431 | Requires background check on all volunteers working with children |
| New York | 14 CRR-NY 550 | Requires background check on all volunteers working with vulnerable populations |
| North Carolina | NCGS 108A-133 | Requires background check on all volunteers working with vulnerable populations |
| North Dakota | N.D.C.C.§ 12-60-16.6 | Requires background check on all volunteers working with children |
| Ohio | 109.575 | Requires background check on all volunteers working with children |
| Oklahoma | 340:2-35.4 | Requires background check on all volunteers working with vulnerable populations |
| Oregon | 326-607 | Requires background check on all volunteers working with children |
| Pennsylvania | 6303 | Requires background check on all volunteers working with children |
| Rhode Island | 16-2-18.4 | Requires background check on all volunteers working with children |
| South Carolina | 406-04-DD | Requires background check on all volunteers working with children |
| South Dakota | 67:42:07:14 | Requires background check on all volunteers working with children |
| Tennessee | 71-3-507 | Requires background check on all volunteers working with children |
| Texas | 377.117 | Requires background check on all volunteers working with children |
| Utah | 495-885-3 | Requires background check on all volunteers working unsupervised with children |
| Vermont | DAIL policy | Requires background check on all volunteers working with vulnerable populations |
| Virginia | 6VAC35-41-180 | Requires background check on all volunteers working with vulnerable populations |
| Washington | RCW 43.43.830 | Requires background check on all volunteers working with children |
| West Virginia | 16-49-1 | Requires background check on all volunteers working with vulnerable populations |
| Wisconsin | Volunteers for Children Act | Requires background check on all volunteers working with children |
| Wyoming | 7-19-201 | Requires background check on all volunteers working with vulnerable populations |
Non profit background checks can be conducted annually or on a multi-year rotation based on the needs of the organization, the state laws and whether or not the volunteer remains active with the nonprofit agency.
In addition to state laws, there are federal laws that organizations must follow when vetting volunteers. Vetting means the person has been screened and approved for the position they are seeking.
There are primarily three laws that nonprofits must know regarding background checks for volunteers. These laws outline the limitations of volunteer background screenings as well as the requirements.
The first law is the National Child Protection Act of 1993. This law requires any organization or agency that works with children to conduct a background check on volunteers with the organization. This background check should include a search of child abuse registries, criminal history, and a search of the sex offender registry (both state and national).7 This includes background checks for volunteers in churches that work with children such as youth pastors or youth leaders.
In 1998, the Volunteers for Children Act amended the National Child Protection Act which allows nonprofits to access files of federal criminal records in addition to state records. This is allowed even if there is not a state law that specifically grants this access.8
The third federal law to be aware of when conducting a volunteer background check is the Fair Credit Reporting Act. This limits the lookback period on volunteer credit history to seven years, and any third-party search sites that provide background checks must be FCRA compliant for the screening to be used.6
To protect the organization, its clients, and the population as a whole, background screenings for volunteers and paid employees with nonprofits should follow the same guidelines as any agency or organization and ultimately, non profit background checks can help get the best volunteers in the community.
A nonprofit background check contains a criminal history, employment history and education for most screenings. A nonprofit background check for an executive director or board member can also include reference checks and a credit history report.
Board member nonprofit background checks include a credit history in addition to a criminal background report. It can also include recommendations and referrals from community leaders. Board member screenings also include employment and education verification. Board members are often nominated and voted on by other sitting board members or a committee.
No, in order to be in compliance with state and federal laws, nonprofit organizations must obtain consent of the volunteer before conducting a background check. State law enforcement will not conduct a background check without the signed consent form attached or uploaded. Failure to obtain consent exposes the nonprofit to not only legal action, but can greatly damage the agency’s reputation in the community. This will directly impact community donations needed to support nonprofit operations.
1 The Nonprofit Sector in Brief 2019 | National Center for Charitable Statistics. (2020, April 6). National Center for Charitable Statistics. Retrieved September 17, 2022, from <https://nccs.urban.org/publication/nonprofit-sector-brief-2019#the-nonprofit-sector-in-brief-2019>
2 Warrant Search. (n.d.). Travis County Sheriff’s Office. Retrieved September 17, 2022, from <https://www.tcsheriff.org/services/public-resources/warrant-search#/wows>
3 Background Checks | Miami Gardens, FL. (n.d.). Miami Gardens Police Department. Retrieved September 17, 2022, from <https://www.miamigardenspolice.org/578/Background-Checks>
4 Identity History Summary Checks — FBI. (n.d.). FBI. Retrieved September 17, 2022, from <https://www.fbi.gov/services/cjis/identity-history-summary-checks>
5 FAQs. (n.d.). Meals on Wheels. Retrieved September 17, 2022, from <https://www.mealsonwheelsamerica.org/americaletsdolunch/faqs>
6 Fair Credit Reporting Act. (n.d.). Federal Trade Commission. Retrieved September 17, 2022, from <https://www.ftc.gov/legal-library/browse/statutes/fair-credit-reporting-act>
7 Text – H.R.1237 – 103rd Congress (1993-1994): National Child Protection Act of 1993. (n.d.). Congress.gov. Retrieved September 17, 2022, from <https://www.congress.gov/bill/103rd-congress/house-bill/1237/text>
8 Text – H.R.2488 – 105th Congress (1997-1998): Volunteers for … (n.d.). Congress.gov. Retrieved September 17, 2022, from <https://www.congress.gov/bill/105th-congress/house-bill/2488/text?r=63&s=1>
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