Home » Policies: Background Screening Policy for Staff and Volunteers

Policies: Background Screening Policy for Staff and Volunteers

Who is required to have background checks:

All volunteers and employees who will be in personal contact with the veterans we serve or who will have access to confidential information. This includes all Vet to Vet Maine’s program director, volunteer visitors, and all volunteers who are processing sensitive data (birth dates, medical conditions, and other such information).

The background check will include:

  • Federal background check
  • State of Maine background check
  • Sex offender registry
  • Maine state driving record (only for volunteer visitors and other volunteers who provide ride to the veterans we serve)

Background checks will be provided by Verified Volunteers (now Sterling Volunteers) or other reputable screening company.

Employees and volunteers who are veteran visitors will be disqualified for the following offenses or findings:

  • Felonies of any type, including but not limited to sexual offenses, fraud, and violent behavior.
  • Inclusion on the sex offender registry.
  • Violent acts and/or theft including burglary, embezzlement, forgery, and fraud.

Employees and volunteers who are processing sensitive data will be disqualified for the following offenses or findings:

  • Felonies including but not limited to fraud, financial misdeeds, identity theft, and similar offenses.
  • Violent acts and/or theft including burglary, embezzlement, forgery, and fraud.

Volunteers who are veteran visitors may be accepted as visitors but will be barred from transporting their assigned veteran if they have any driving offense of a serious nature within the past five years. These include but are not limited to:

  • Driving under the influence of drugs and/or alcohol
  • Driving to endanger
  • At fault for serious bodily injury or death
  • Excessive speed
  • Five or more citations for speeding

Volunteers will be given the opportunity to contribute toward the cost of their background checks; Vet to Vet Maine will cover the full costs of background screening for volunteers who choose not to contribute.

Vet to Vet Maine will screen volunteers every five years or more often if there is a substantiated claim presented against a volunteer.

Commitment to privacy

Vet to Vet Maine takes seriously its commitment to respect the privacy and right to confidentiality of its volunteers and employees. It is the policy of Vet to Vet Maine to abide by the following:

  • Openness and Purpose. Volunteers and employees will be notified if a background check is required, the reason for the check, and the extent of the screening. They will receive a copy of the results of their personal check.
  • Collection and use limitations. Volunteers and employees will be asked to undergo background checks only when their specific roles require such checks. Results will be used to determine fitness for specific duties/roles which require screening.
  • Quality (accuracy). Screenings will be conducted under a specified protocol by trusted Vet to Vet Maine employees or by a screening company recommended by a trusted source.
  • Security. All confidential data, including but not limited to Social Security Numbers and other highly sensitive information, will be kept in a locked filing cabinet in the offices of Vet to Vet Maine.
  • Accountability. Volunteers and employees can contact the executive director of Vet to Vet Maine if they have questions or complaints about the process or other matters regarding background check screening.
  • Disputes. Volunteers and employees will have an opportunity to dispute inaccurate information by contacting the program director and/or executive director.

Your rights

  • You have the right to know what is in your file.
  • You must be told if information in your file has been used against you.
  • You have the right to dispute incomplete or inaccurate information.
  • Consumer reporting agencies must correct or delete inaccurate, incomplete, or unverifiable information.
  • Consumer reporting agencies may not report outdated negative information.
  • Access to your file is limited.
  • You must give your consent for reports to be provided to employers.You may limit “prescreened” offers of credit and insurance you get based on information in your credit report.
  • You have a right to place a “security freeze” on your credit report, which will prohibit a consumer reporting agency from releasing information in your credit report without your express authorization.
  • You may seek damages from violators.
  • Identity theft victims and active duty military personnel have additional rights.
  • States may enforce the FCRA, and many states have their own consumer reporting laws. In some cases, you may have more rights under state law. For more information, contact your state or local consumer protection agency or your state Attorney General. For more details about your rights as a consumer and for information about your federal rights, click consumer rights.