First Advantage

Why is background screening necessary?

Iowa State University Extension and Outreach and the Extension Districts continue to work together to implement the background screenings required by the Memorandum of Understanding.  The purpose of a county employee and volunteer background screening process is to create and maintain the best possible environment for all clients and program participants, including vulnerable persons, of Iowa State University Extension and Outreach. This is one step in selecting and placing qualified employees and volunteers in appropriate positions.

Screening employees and volunteers also reduces exposure to risk, allowing a reduction in insurance rates.

What is IECA's role in background screening?

The Iowa Extension Council Association has negotiated a reduced rate for its members with First Advantage Background Screening (FABS). Because of this relationship, IECA facilitates providing forms and guidance when using First Advantage's services.

Where can I go with questions about background screening?

First, take a look at the documents under the Resources heading in the sidebar at the right.  If, after reviewing those documents you still have questions, please contact IECA Program Assistant, Julie Baumler, 515-294-8475.

Where can I find the current forms and procedural information needed for the screening?

Please see the sidebar to the right for resources, training volunteer forms, and employee forms.  There, you will find the procedural guidelines, training documentation for the First Advantage system, FAQs, and the authorization and disclosure forms you will use.  Note that each of the documents has a date in the lower right-hand corner.  Use the most recent date.

How can I get a new employee set up with credentials for background screening or how can I inactivate an account for an employee no longer working for Extension and Outreach?

Please email IECA Program Assistant, Julie Baumler.  Include the individual's name, county, and email address.

Resources to help counties process background screenings and make appropriate decisions with the results.

General Background Screening Information

• Background Screening Process | Outlines why we conduct background screenings, defines who needs to be screened, and lays out the process for the screenings.
• County Operations for Processing Screenings | Frequently asked questions (FAQ) related to entering a screening request (revised September 5, 2023)
• Volunteer Driving Records Checks Not Covered by First Advantage | A compiled list of the forms be used to conduct a driving record check for each of nineteen states that are not available through First Advantage's volunteer screening
• Taking Adverse Action in Response to a Background Screen | When the results of a background screen indicate that a candidate can not be hired or approved as a volunteer, there are very specific steps that must be taken within a required timeframe.  This document outlines those steps and includes pre-adverse action and adverse action letter samples.

Decision-Making Tools

• Applying First Advantage Background Screening (FABS) Reports to the Selection Process | FAQ related to using the screening report in the applicant selection process
• Decision Making Guidelines Matrix | Outlines actions to take when reports include green, yellow, and red flags
• Social Security Verification Guide | Outlines various reasons for a yellow flag on the Social Security Verification screen
• A Summary of Your Rights Under the Fair Credit Reporting Act | Required to provide to a potential volunteer or employee when taking adverse action as a result of a background screening.

Volunteer Approval Letters

Once a volunteer has been approved, use these letter templates to communite the completion of the approval process and to highlight the behavior expectations.  If a volunteer is approved with restrictions, this letter template provides a space to spell out those restrictions to ensure they have been communicated clearly.

Approval letter templates (MS Word)

• General volunteer approval letter
• 4-H Youth Development volunteer approval letter
• Master Gardener volunteer approval letter

Approval with Restrictions letter templates (MS Word)

• General volunteer approval letter with restrictions
• 4-H Youth Development volunteer approval letter with restrictions
• Master Gardener volunteer approval letter with restrictions

Removal and Appeal Process for Active Volunteers

Extension and Outreach staff members are encouraged to follow the process outlined on pages 36-29 of the Creating a Volunteer Management System using the ISOTURE Model handbook (available to staff through My Extension).  Though this is a 4-H Youth Development reference, the guidance is sound for other Extension and Outreach volunteers, as well (Master Gardeners, VITA, etc.).  Regional directors and program content specialists are also resources, should you need additional guidance.

Financial Information

• Source Access Fees | Lists fees by state and county for records checks where the local agency/court charges an access fee to search the records (Excel file), Updated 3/2023
• Global Screening Fees | Lists fees by country for records checks outside of the U.S. (PDF file)
• Using Tort Liability Funds to Pay for Background Screening | Opinion from Whitfield and Eddy, LLC regarding the appropriateness using tort liability funds for this expense.

Technical Assistance

There are multiple options for technical assistance.  We recommend trying to use First Advantage tech support if the issue is related to the use of the First Advantage platform or if you have billing questions.

• Call 800-888-5773
• Email First Advantage
• Live chat can be accessed from your First Advantage home screen menu
• Our Background Screening Training Library below has several resources that can be helpful

If you still can't resolve your issue, contact IECA Program Assistant Julie Baumler, 515-294-8475.

Training resources to assist staff in using the First Advantage Background Screening System

Forms needed to conduct background screenings for volunteers. All volunteers must complete and submit both a Volunteer Authorization Form and Volunteer Disclosure Form.

Volunteer Authorization Form

Provides permission from the volunteer to conduct the background screening

• Fillable PDF form  |  The county office information at the top of the form should be completed by the county staff and saved prior to printing or providing to the volunteer.
• Word format | The county office information at the top of the form should be completed by the county staff and saved prior to printing or providing to the volunteer.

Volunteer Disclosure Form

Provides information from the volunteer that will be be used to complete the screening process

• Fillable PDF form (12/14/22)| The county office information at the top of page 1 and the county name at the bottom of page 2 should be completed by the county staff and saved prior to printing or providing to the volunteer.
• Word format  (6/11/21)|  The county office information at the top of page 1 and the county name at the bottom of page 2 should be completed by the county staff and saved prior to printing or providing to the volunteer.

Volunteer Request for Background Check Report

Provides permission from volunteer to share screening results from one county with another county in which they plan to volunteer

• Fillable PDF form | The county office information at the top of the form should be completed by the county staff and saved prior to printing or providing to the volunteer.
• Word format | The county office information at the top of the form should be completed by the county staff and saved prior to printing or providing to the volunteer. 

Forms needed to conduct background screenings for employees. All employees must complete and submit both an Employee Authorization Form and an Employee Disclosure Form.

Employee Authorization Form

Provides permission from the employee to conduct the background screening

• Fillable PDF form  |  The county office information at the top of the form should be completed by the county staff and saved prior to printing or providing to the volunteer.
• Word format | The county office information at the top of the form should be completed by the county staff and saved prior to printing or providing to the volunteer.

Employee Disclosure Form

Provides information from the employee that will be be used to complete the screening process

• Fillable PDF form (12/14/22) | The county office information at the top of page 1 and the county name at the bottom of page 2 should be completed by the county staff and saved prior to printing or providing to the volunteer.
• Word format (6/11/21) |  The county office information at the top of page 1 and the county name at the bottom of page 2 should be completed by the county staff and saved prior to printing or providing to the volunteer.

Employee Request for Background Check Report

Provides permission from employee to share screening results from one county with another county in which they plan to work

• Fillable PDF form | The county office information at the top of the form should be completed by the county staff and saved prior to printing or providing to the employee.
• Word format | The county office information at the top of the form should be completed by the county staff and saved prior to printing or providing to the employee.