Background Checks

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Background Check System

Protecting your church community, especially children and vulnerable adults, is paramount. SoapBox integrates background check services to help you screen volunteers effectively.

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When Background Checks Are Required

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Typically Required For

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Your Church’s Policy

Each church sets its own requirements. Common approaches:

• All volunteers in youth/children’s ministry
• All staff and leadership
• Anyone with regular unsupervised access
• Based on specific ministry requirements

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The Background Check Process

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Initiating a Background Check

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From a Volunteer Application

1. Review the volunteer application
2. If background check required, click Request Background Check
3. Confirm the request
4. Volunteer is notified automatically

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For an Existing Volunteer

1. Go to Ministry > Volunteers
2. Find the volunteer
3. Open their profile
4. Click Request Background Check
5. Confirm

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Bulk Requests

Need to screen multiple volunteers?

1. Go to Ministry > Volunteers > Background Checks
2. Select Bulk Request
3. Choose volunteers to screen
4. Submit requests

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What’s Checked

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Standard Background Check

• Criminal history (federal, state, local)
• Sex offender registry
• Identity verification
• Address history

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Enhanced Checks (if enabled)

• Motor vehicle records
• Credit history
• Professional license verification
• Reference checks

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Status Tracking

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Viewing Status

1. Go to Ministry > Volunteers > Background Checks
2. View list of all checks with status
3. Filter by status, date, or ministry

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Status Definitions

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Expiration & Renewals

Background checks typically expire:

• Every 2-3 years (varies by policy)
• System notifies when renewal needed
• Process repeats for renewal

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Results & Decision Making

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Who Sees Results

• Full Results: Only designated administrators
• Status Only: Ministry leaders see status, not details
• Volunteers: Notified of their own status

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Review Process

When findings require review:

1. Admin receives notification
2. Reviews detailed report
3. Consults policy guidelines
4. May interview volunteer
5. Makes decision
6. Documents reasoning

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Possible Outcomes

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Privacy & Compliance

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Data Protection

• Results stored securely
• Access strictly limited
• Encrypted in transit and at rest
• Retained per legal requirements

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Volunteer Rights

Volunteers have the right to:

• Know a check will be run
• Consent before screening
• Receive copy of their report
• Dispute inaccurate information

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Legal Compliance

Background check processes must comply with:

• Fair Credit Reporting Act (FCRA)
• State and local laws
• Equal opportunity requirements
• Church policies

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For Volunteers

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Completing Your Background Check

When you’re asked to complete a background check:

1. Check your email for instructions from the background check provider
2. Follow the link to the secure portal
3. Provide required information:
   • Full legal name
   • Date of birth
   • Social Security Number
   • Address history
4. Consent to the background check
5. Submit and wait for processing

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What to Expect

• Process takes 3-7 business days
• You may be asked to verify information
• Results go to church admin, not directly to you
• You can request a copy of your report

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Questions?

If you have concerns:

• Contact your church office
• Ask about the specific check being run
• Understand how results will be used

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Best Practices

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Next Steps