What is the best method of conducting volunteer background screening?

Volunteer background screening is the process of verifying the identity, history, and suitability of individuals who apply to volunteer with a nonprofit organisation. It’s a crucial part of the recruitment and onboarding process, especially when volunteers will be working with vulnerable groups such as children, the elderly, or people with disabilities. The goal is to ensure a safe environment for everyone involved by identifying potential risks before a volunteer is accepted into a role.

Background screening typically includes a combination of:

• Criminal record checks
• Reference checks
• Identity verification
• Potential self-disclosure forms or interviews

The level of screening should reflect the responsibilities and risk level of the volunteer role. While it’s important to maintain safeguarding standards, it’s equally vital to approach screening in a way that respects privacy, avoids discrimination, and doesn’t create unnecessary barriers to volunteering. When done well, background screening protects your community, builds trust, and supports a safer, more effective volunteer program.

Discover how our volunteer recruitment feature can support you

There are a number of ways in which you can screen volunteers to ensure safety to both your volunteers and wider community. We outline several of the most common, with their respective pros and cons that you should keep in mind.

Basic criminal record checks 

A check of an individual’s criminal history to identify any convictions, cautions, reprimands, or warnings that may make them unsuitable for a specific volunteer role. In the UK, this is commonly conducted via the Disclosure and Barring Service (DBS).

Pros:

• Offers official, government-backed information
• Essential for safeguarding roles e.g. working with children or vulnerable adults
• Helps meet legal and funding requirements

Cons:

• Can be time-consuming and require administrative oversight
• May deter some potential volunteers due to perceived complexity
• Only shows convictions up to the time of the check

Identity verification

A process that confirms the identity of a volunteer, often using official documents like a passport, driver’s license, or utility bills.

Pros:

• Prevents impersonation or fraudulent applications
• A quick and low-cost first step in screening
• Often a prerequisite for more formal checks such as a DBS

Cons:

• Doesn’t provide insight into a person’s character or background
• Still requires manual checks or third-party software

Reference checks

Collecting feedback from previous employers, volunteer supervisors, or personal references to verify character, reliability, and suitability.

Pros:

• Offers personal insights that databases can’t provide
• Can reveal red flags or confirm positive traits
• Builds a more rounded view of the volunteer

Cons:

• Subjective and open to bias
• Time-consuming to chase and verify
• Some references may be reluctant to share honest feedback

Self-disclosure forms

Forms completed by volunteers where they voluntarily disclose criminal history, relevant medical conditions, or other potentially relevant background details.

Pros:

• Encourages openness and accountability
• Useful for early-stage screening
• Can complement other screening methods

Cons:

• Relies on honesty and self-reporting
• May raise legal or ethical questions about how information is used
• Not suitable as a standalone check for high-risk roles

Third-party screening services

Specialised agencies that conduct background checks on behalf of organisations, often bundling services like criminal record checks, ID verification, and even social media audits.

Pros:

• Streamlined and professionally managed
• Reduces admin workload for staff
• Often includes compliance support and secure data handling

Cons:

• Can be costly, especially for large volumes of volunteers
• Less control over the process or timeline
• May be overkill for low-risk volunteer roles

Ongoing background checks

Ongoing background monitoring that alerts the organisation to new offences or relevant changes in a volunteer’s status after their initial screening.

Pros:

•    Offers real-time updates and ongoing safeguarding
•    Reduces risk of relying on a one-time check
•    Ideal for long-term or high-trust volunteer roles

Cons:

•    Still relatively uncommon and expensive
•    May require complex integration with HR systems
•    Volunteers must be informed and consent to ongoing monitoring

Read about the importance of future-proofing your volunteer recruitment processes

Screening applicants and volunteers is an essential part of maintaining a safe environment, but how can this be achieved to ensure a smooth process? We share several best practices to keep in mind. 

Match screening intensity to the role’s risk level

Not all volunteer roles require the same level of background screening. It would therefore be wise to tailor your checks to the nature of the respective role; higher-risk roles should involve more thorough vetting, while those that are lower-risk may only require basic checks.

Examples:

• A volunteer helping with finance or vulnerable adults might need an enhanced criminal background check
• A one-off event volunteer with no direct responsibility may only need basic ID verification

Be transparent with volunteers

Clearly communicate why you’re screening, what information you’re collecting, along with how it will be used and stored. Always obtain informed consent before conducting any checks.

Examples:

• Ask for explicit, informed consent before checks
• Offer a contact person for screening-related questions

Ensure consistency in your process

Apply your screening policies fairly and consistently across similar volunteer roles. Avoid ad hoc or selective vetting, which can lead to compliance risks and accusations of bias.

Examples:

• Use templates and checklists to ensure the same steps are followed every time
• Train all volunteer coordinators on your screening procedures

Store and manage data securely

Safeguard sensitive volunteer data such as DBS results, ID documents, or self-disclosures using secure systems with access controls, encryption, and data retention policies.

Examples:

• Use secure, encrypted volunteer management software such as Access Assemble
• Limit access to sensitive data to only those who need it e.g. HR or safeguarding leads

Re-screen periodically if needed

Volunteer background checks are a snapshot in time. For long-term or recurring roles, especially those working with vulnerable groups, it’s good practice to repeat checks at regular intervals.

Examples:

• Inform volunteers ahead of time that re-checks may be required
• Set automated reminders for re-checks every 2 or 3 years

Ensure a respectful onboarding experience

Make screening part of a welcoming and efficient onboarding process. Use software to guide volunteers step-by-step, keep them informed, and avoid treating them like job applicants under suspicion.

Examples:

• Provide estimated timelines so they know what to expect
• Avoid unnecessary delays – screening should support, not stall

Find out more about effortlessly guiding your volunteers through the onboarding process

As you well know, you won’t be able to recruit new volunteers until you have successfully navigated them through the onboarding process. Thankfully, volunteer management software can support you to tick all the required safeguarding boxes in a timely fashion – wasting no time in getting your volunteers up and running! 

A VMS therefore makes this possible by allowing you to take actions such as the below.

Tracking who needs screening and when

The software can automate reminders based on certain rules that you set. These can include when background checks expire after a set period e.g. 3 years, or when re-screening is required due to a change of role.

Benefits:

• Prevents volunteers from becoming non-compliant without staff realising
• Reduces administrative overhead of manual calendar reminders
• Keeps safeguarding practices up-to-date with minimal effort
• Provides a more professional, structured experience for volunteers

Securing storage of records and forms

All relevant documentation can be securely uploaded and stored within each volunteer’s profile and can include DBS certificates, ID scans, signed self-disclosure forms, or reference letters.

Benefits:

• Eliminates the need for physical files or insecure spreadsheets
• Ensures all compliance documents are in one centralised, easy-to-access system
• Supports GDPR and data privacy obligations by limiting access and setting retention policies
• Reduces the risk of data loss or breach through encrypted cloud storage

Triggering timely reminders

Automated reminders can be set based on certain rules. Arguably, the most effective is when an applicant has stalled when providing safeguarding information. With volunteer management software, you can send a kind reminder for them to complete the process – which 9 times out of 10, they will!

Benefits:

• Prevents volunteers from becoming non-compliant without staff realising
• Reduces administrative overhead of manual calendar reminders
• Keeps safeguarding practices up-to-date with minimal effort
• Provides a more professional, structured experience for volunteers

Coordinating reference collection

Volunteer management software can streamline communications to collect references or coordinate with background check providers. You can send automatic reference request forms or initiate checks directly from the platform if integrated.

Benefits:

• Reduces back-and-forth communication and follow-ups
• Tracks the status of each reference or external check in real time
• Speeds up the onboarding process with fewer manual delays
• Ensures a consistent, trackable screening process for every applicant

Discover Dorothy House Hospice experienced improved recruitment efficiency with Access Assemble

How to screen volunteers has become far quicker, uniform process with the support of volunteer management software. Providing a market-leading solution, Access Assemble is leading the way, being the go-to option for many non-profit organisations who rely on volunteer participation.

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