How do you provide feedback and support to volunteers who undergo background checks?

1 Explain the purpose and process

Before asking your volunteers to submit their personal information for a background check, make sure they understand why it is necessary and how it works. Explain the purpose of the background check, such as verifying their identity, criminal history, or professional credentials, and how it relates to the role and responsibilities they will perform. Also, explain the process of the background check, such as what information they need to provide, how long it will take, who will conduct it, and how they will be notified of the results. Be transparent and honest about the criteria and expectations for passing the background check, and answer any questions or concerns your volunteers may have.

2 Respect their privacy and confidentiality

A background check can involve sensitive and personal information that your volunteers may not feel comfortable sharing with others. Respect their privacy and confidentiality by ensuring that their information is collected, stored, and used in a secure and ethical manner. Follow the relevant laws and regulations regarding data protection and privacy, such as the Fair Credit Reporting Act (FCRA) and the General Data Protection Regulation (GDPR), and obtain their consent and authorization before conducting the background check. Also, limit the access and disclosure of their information to only those who need to know, and avoid discussing or sharing their background check results with other staff or volunteers without their permission.

3 Provide positive and constructive feedback

Once you receive the results of the background check, you need to provide feedback to your volunteers in a timely and appropriate manner. If they passed the background check, congratulate them and express your appreciation and excitement for their involvement in your organization. If they did not pass the background check, inform them politely and respectfully, and explain the reasons and implications of the decision. Avoid making judgments or assumptions about their character or abilities, and focus on the facts and criteria that led to the outcome. If possible, offer them alternatives or opportunities to reapply or appeal the decision, and provide them with resources or guidance to help them improve their situation.

4 Support their emotional and mental well-being

A background check can trigger various emotions and reactions in your volunteers, such as anxiety, fear, anger, frustration, or disappointment. Support their emotional and mental well-being by being empathetic and compassionate, and acknowledging their feelings and experiences. Listen to their concerns and feedback, and validate their perspectives and opinions. Provide them with encouragement and affirmation, and remind them of their strengths and contributions. Also, offer them support and assistance, such as counseling, mentoring, or referrals, if they need help coping with the stress or challenges of the background check.

5 Maintain regular and clear communication

Communication is key to providing feedback and support to your volunteers who undergo background checks. Maintain regular and clear communication with them throughout the process, and update them on the status and progress of their background check. Use multiple channels and methods of communication, such as email, phone, or text, and choose the ones that are most convenient and comfortable for your volunteers. Be responsive and accessible, and respond to their inquiries or requests promptly and courteously. Also, use a friendly and respectful tone of voice, and avoid using jargon or acronyms that may confuse or intimidate your volunteers.

6 Involve them in the feedback loop

Feedback is not a one-way street, but a two-way dialogue that involves both giving and receiving information and opinions. Involve your volunteers in the feedback loop by asking for their input and feedback on the background check process, and how it can be improved or enhanced. Encourage them to share their suggestions, questions, or concerns, and listen to their ideas and insights. Also, solicit their feedback on your communication and support strategies, and how they can be more effective or helpful. By involving your volunteers in the feedback loop, you can build trust and rapport with them, and foster a culture of learning and improvement in your organization.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?