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Failed Background Check? Now What?

Here are five things you need to know about a positive background check.

Churches have a heightened sensitivity to background checks right now in light of a report by the Houston Chronicle that found 700 cases of sexual misconduct over the last 20 years in Southern Baptist Churches.  But do you know what to do when you get a positive result?  The answer may seem to be as simple as telling the person they cannot volunteer or serve on staff, but because of the Fair Credit Reporting Act, it isn't that simple.  Here are five things you need to know about a positive background check.

1. Make sure you had their permission before you do anything.  Several laws require written consent of the person before you run a background check on them.  Failure to have that permission could get your church into trouble with the Federal Trade Commission, the Consumer Finance Protection Bureau, the Department of Justice, and any number of state institutions, not to mention a law suit for invasion of privacy.  If you didn't have their permission, go get it and run the background check again.

2.  Don't say no...yet.  Before you take an "adverse action" against a volunteer or staff member by not allowing them to serve, you must give them a notice that includes a copy of the background check report you received.  You must also include a document put out by the CFPB called "A Summary of Your Rights Under the Fair Credit Reporting Act" and give them at least five days to explain or contest the content of the report.  To be safe, give them ten.

3.  Now you can say no.  If they don't contest the information or explain it to your church's satisfaction, now you can tell them no.  But you have to do it in a certain way too.  You have to tell them that they were rejected because of the information in the report, give them the name, address and phone number of the company that ran the report, inform them that the company who ran the report did not make the decision to deny them the opportunity to serve, and inform them of their right to dispute the accuracy or completeness of the report and get a free copy of the report from the company that ran it within 60 days.  But...

4.  Make sure you say no uniformly.  Especially in the context of employment, failure to uniformly say no is discriminatory and can get your church in trouble.  For example, if you tell one applicant no because they had a DWI on their record and another yes even though they also had a DWI on their record, you'd better have a very good reason for treating the two differently or you could be in trouble with the EEOC.  Volunteers really don't have much of a recourse, but it does look bad.  So write down what disqualifies a person from what roles in the church so that you plan in advance how to handle certain findings on a background check.  And...

5.  Make sure you maintain confidentiality.  You need to lock the report up for a year and then either shred or burn it.  If you store it digitally (which I don't recommend), you need to make sure you've got adequate data security in place and that you have the proper IT infrastructure to completely erase the data from your systems after a year.  Moving it to the recycle bin or trash can on your computer is insufficient; the FCRA mandates that electronic copies cannot be reconstructed.  That usually requires special software or hardware to make happen.

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