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

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Past Issues

Resources

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

Financial Information

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.

 

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.

Training Library

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

Extension and Outreach Training Resources

Video

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

Volunteer Screening Forms

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. 

Employee Screening Forms

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 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.