Following 4 Key Elements of Screening

Sometimes, school leaders fear they may scare off potential employees and volunteers if they ask them to answer personal questions and undergo a background check. But parents expect schools to be safe places. If your school communicates that it is committed to making itself safe, screening actually could attract, not repel, employees and volunteers. A robust screening process can deter predators from seeking to serve or work at your school.

1. Written application

Many states regulate what an employer can and cannot ask on an employment application, and rules can differ state-to-state. In general, your written application should ask for:

Personal information—name, address, phone number, and driver’s license number if driving is involved

Background—criminal convictions or guilty/no contest pleas (other than minor traffic offenses),* commission or allegation of abuse/sexual misconduct, prior membership in any Christian ministry, prior work or service involving children or youth, residence history, employment history, and education

References—personal and professional references and contact information

Verification and release—signed by the applicant. It may be helpful to include a statement that indicates incomplete or false information can result in termination.

There are less restrictions as to what can be asked of a volunteer applicant than for an employment applicant. Regardless of whether you develop one form for both types of applicants or two separate forms, it’s important to have your school’s attorney review the application to ensure you are following state and federal laws.

2. Reference Check

It’s a good practice to ask for at least two independent references from all employee applicants, regardless of position, and from relevant volunteers. The best references come from places where the applicant has previously worked with students or children and youth. Character references also are important. Ensure that the applicant signs a release before the reference check is conducted. The release should enable you to interview anyone you believe can provide valuable information about the applicant, even if those individuals are not listed on the application. Make sure you call or have in-person meetings with the applicant’s most recent supervisor and at least two additional references, including those from ministries or other schools where the applicant has worked.

3. Background Checks

Criminal records checks have become common elements when  hiring staff members or onboarding some volunteers. Regardless of the position, all employees should undergo a local and national criminal background check as a part of your policy. You also should conduct a background check on all regular volunteers and coaches. A criminal records check, while very important, is only one of the recommended screening tools because most sexual predators have no criminal history. It’s important to include all four elements outlined here as a part of your comprehensive screening program.

* Some states do not allow inquiries into criminal history to be conducted on employment applicants until either an interview has been conducted or a conditional offer of employment has been made. Check with a local attorney to ensure your policies follow state and local laws.

4. Personal Interviews

Information learned through the application, references, and background check may help you develop questions and discussion points for the personal interview with the applicant.* It may be helpful to have more than one person present during the interview to compare notes afterward.

Use the interview to gain further information on topics that arose out of the application, reference checks, and background check. It also is an opportunity to address any inconsistencies in responses or information gathered. During the interview, watch for evasive answers or questions as answers. These are signs of defensive behavior and could indicate deception.

* Some states do not allow inquiries into criminal history to be conducted on employment applicants until either an interview has been conducted or a conditional offer of employment has been made. Check with a local attorney to ensure your policies follow state and local laws.