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 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 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?
Please email IECA Program Assistant, Julie Baumler. Include the individual's name, county, and email address.
Quick Links
- General Background Screening Information
- Rescreening Staff and Volunteers
- Technical Assistance
- Training Library
- Decision-Making Tools
- Employee Screening Forms
- Volunteer Screening Forms
- Volunteer Approval Letters
- Taking Adverse Action in Response to a Background Screen
- Removal and Appeal Process for Active Volunteers
- Financial Information
First Advantage User News
Subscribe to the First Advantage User News
Completing this form subscribes you to an email list to receive new information and resources about background screening.
Past Issues
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.
- Live chat can be accessed from your First Advantage home screen menu OR live chat can also be accessed via the Service Connect portal (look for the bright pink box in the bottom right). | This is a good option if you need your account to be reset due to issues with passwords or your secret question.
- Email First Advantage. | This is a good option if you notice that a feature in the platform isn't working correctly.
- Email Billing Support | This is a good option if you have a discrepancy in your bill or need to update your billing address.
- Our Background Screening Training Library below has several resources that can be helpful. | This is a good option if you're looking for instructions for rescreening or pulling a list of all screened volunteers/employees.
If you still can't resolve your issue, contact IECA Program Assistant Julie Baumler, 515-294-8475. Please use this option if you are struggling to get a response from customer service or if it's taking longer than 2 or 3 days to get your issue resolved. It's helpful if you can forward any correspondence or case numbers for reference.
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.
- Rescreening Staff and Volunteers | Outlines rescreening policy, identifying who needs to be rescreened, and how to order a rescreening.
- 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.
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.
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 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)
- 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
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.
Taking Adverse Action in Response to a Background Screen
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.
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.
Extension and Outreach Training Resources
Video
- Beginner Basics (customized training with First Advantage trainer Joli Burt, Oct. 2, 2020) with presentation slides
Quick Sheets
First Advantage Training Resources
Service Connect Help Portal
The Service Connect help site gives you access to help articles and videos, FAQs, and live chat. You can still call First Advantage at 800-888-5773 if you can’t find your answers on the website or via chat.
Job Aids
- Social Security Number Verification - assists in deciphering results that may come back in your report.
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.
Employee Authorization Forms
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 Forms
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.