Background Screening

Overview

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 background screening provider C4 Operations. Because of this relationship, IECA facilitates providing forms and guidance when using C4 Operations' services.

Where can I go with questions about background screening?

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

How can I get a new employee set up with credentials for background screening or how can I inactivate an account for a former employee?

To add a new user, go to the home screen at C4 Operations (once logged in) and scroll down to the “Account Updates” section. Click on the “Add New User” link and complete the form.  To inactivate an account, email C4 Operations with a request to remove the individual. Include your account name and the person's name and email address.

 

Quick Links

Placing an Order

Quick Start Guide | This document walks through getting logged into C4 Operations and placing an order.

There are two options for orders - the Quick App (where the candidate completes their own information in an online form) and the manual application (where the staff members enters the candidate's information).  IECA personnel recommend using the Quick App when possible for adults.  

Please note that you will need to obtain the consent and informational forms when using the manual screening method.  The forms are available below.

Background Screening Forms

Consent Form | This form documents consent by the individual to be screened.  It is to be completed and signed by the volunteer or employee candidate when using the manual order process (staff-entry) for background screening. It will need to be uploaded at the time that the order is placed.  It is not required when using the Quick App process as that process has electronic consent forms built into the process. Note: Minor candidates must have this form signed by a parent or guardian.

Background Screening Information Form | This form gathers the basic information needed to order a background screening using the manual process (when a staff member is entering the data for the order - not the Quick App).  This form should be used when screening a candidate who is a minor.  It may also be used when the candidate either does not have access to an internet-connected computer/smart phone or is uncomfortable completing the online application.

Volunteer Request for a Background Screening 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. 

Employee Request for a Background Screening 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. 

Resources

Technical Assistance

C4 Operations 24/7 Technical Assistance

Buzzy Castonguay, C4 Operations Owner/Account Mgr.

C4 Operations FAQ

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

General Background Screening Information

Taking Adverse Action in Response to a Background Screen

Adverse Action Instructions (via C4 platform) | 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 instructions how to utilize C4 Operations' built-in tools to complete the process.

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.

Decision-Making Tools

Volunteer Approval Letters

Once a volunteer has been approved, use these letter templates to communicate 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)

Approval with Restrictions letter templates (MS Word)

If your county extension council has adopted a provisional volunteer policy (check their January organizational meeting minutes), you may use the following provisional volunteer letter and follow-up letter to communicate with the individuals.

 

Financial Information

Base price: $23.00 + $16.30 for Iowa MVR = $39.30 (includes 1 name and 1 county criminal search)

  • Any county access fees will be passed through without any markup
  • Additional names and counties: $8.00 per name per county.
  • Education verification check: $10 + applicable institution/clearing house fees

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.