HELPING LEADERS BECOME
B E T T E R S T E WA R D S .
Protecting Children in the Church Presented by: Protect My Ministry
2
CHURCH EXECUTIVE • P R O T E C T I N G C H I L D R E N I N T H E C H U R C H
churchexecutive.com
Table of Contents BACKGROUND CHECK MYTHS: DEBUNKING THE 4 MOST DANGEROUS MISCONCEPTIONS
4
Background screening employees and volunteers is the most effective tool for keeping congregations safe. Yet, most ministries make major mistakes when implementing background check procedures. It’s not churches’ fault — background checks are inherently confusing, for numerous reasons: • The scope of information you are trying to access • The numerous places where you can look for this information • The various laws governing how that information can be obtained, and how it can be used.
TIME TO RE-SCREEN? BEST PRACTICES FOR THE LONG TERM
7
A Virginia church is at the center of every congregation’s worst nightmare: One of its former volunteers is accused of sexually abusing several children he met through the church. The worst part is that these newest charges come six years after similar allegations plagued the man and the church. Once a clean record, not always a clean a record. By Patricia Carlson
It helps to be aware of the most common myths about background screening, plus some practical solutions every ministry can incorporate to avoid making the same mistakes. By Patricia Carlson
THE TRUE COST OF STEWARDSHIP: 3 REASONS WHY COST ISN’T EVERYTHING WHEN IT COMES TO SCREENING
5
Ministries have a bold task. You want — and need — to be good stewards of your communities and congregations. That can often lead to conflicting methodologies when it comes to balancing budgets. While you want to devote the majority of your money to your missions, outreach and education programs, you also understand the importance of recruiting quality volunteers and employees, and prioritizing hiring procedures. This, of course, has a dollar value, too. By Patricia Carlson
BACKGROUND CHECK RED FLAGS: WHAT TO WATCH FOR, WHAT THEY INDICATE — AND WHAT TO DO IF THEY ARISE 6 Background checks are often the final litmus test before receiving a job offer. They are — rightly so — an increasingly common requirement in churches’ hiring procedures and vetting policies for volunteers. A thorough background investigation conducted by a nationally accredited screening agency can deliver information on a person’s criminal record, credit history, drug test record, education verification and reference checks. Many ministry background checks also mandate a candidate pass a child safety training course. By Patricia Carlson
churchexecutive.com
P R O T E C T I N G C H I L D R E N I N T H E C H U R C H • CHURCH EXECUTIVE
3
Protecting Children in the Church
Background check myths Debunking the 4 most dangerous misconceptions By Patricia Carlson
Background screening employees and volunteers is the most effective tool for keeping congregations safe. Yet, most ministries make major mistakes when implementing background check procedures. It’s not churches’ fault — background checks are inherently confusing, for numerous reasons: • The scope of information you are trying to access • The numerous places where you can look for this information • The various laws governing how that information can be obtained, and how it can be used. It helps to be aware of the most common myths about background screening, plus some practical solutions every ministry can incorporate to avoid making the same mistakes. Myth #1: “All background checks are the same” There are several ways to conduct background checks and hundreds (if not thousands) of screening firms. They — like the quality of the background checks they perform — are not created equally. A check can include a number of things, from criminal reports and credit history, to reference and credential checks. Not every company offers comprehensive checks. The two most common types are those performed by a Consumer Reporting Agency (CRA) or a fingerprint check through the Federal Bureau of Investigation (FBI). An FBI fingerprint check confirms personal data, such as your birth date, name(s), address(es), employment and criminal conviction history. However, it doesn’t paint a comprehensive picture and can include incomplete or inaccurate information. 4
CHURCH EXECUTIVE • P R O T E C T I N G C H I L D R E N I N T H E C H U R C H
A background check performed by a CRA that is accredited by the National Association of Professional Background Screeners will provide you the most comprehensive portfolio on your employees and volunteers. Most CRAs rely on real researchers who actively work to track down and verify information. (An FBI check just aggregates computer data that might or might not be accurate.) Finally, the screening industry is heavily regulated by the federal Fair Credit Reporting Act and has plenty of consumer protection built-in. The FBI does not. Myth #2: “All the information we need is online” A recent study performed by CareerBuilder.com shows that 51 percent of employers who research job candidates on social media have found content that led them not to hire the candidate. For ministries, this behavior is 100-percent risky. While you can find a treasure trove of information about a potential volunteer or employee online (from birth date, to address, to employment history), you also put yourself and your church at risk. Most social media profiles include information that could be considered discriminatory if used in a hiring decision — even if it’s not your primary source of collecting information. A smart move is to create a written, standardized hiring policy that includes both a background check performed by a CRA and an internal protocol for browsing social media sites, pre-hire. Myth #3: “Cheaper and faster = better” Being good stewards of church funds is always a chief priority. This might tempt you to accept the lowest bid from the screening firm which promises you “instant results” every time. But, the old adage is true: If it sounds too good to be true, it probably is. There is no single database of criminal information available, and “instant checks” are not always possible. Given the nature of background checks and regulations regarding collection of a person’s private information, reliable background check providers will return results in two to three days should there be any potential hits on the applicant’s record. Prices for background checks vary. You might find background checks provided for as little as $5 or as much as $100. Don’t decide on price alone; consult with various NAPBS-accredited providers who will listen to your needs and develop a screening plan that meets your church’s expectations and budget. Myth #4: “The local police department conducts our background checks” Police departments have a wealth of information at their disposal, but they can’t match the depth of data you need to vet a volunteer or candidate. The truth is, most police checks search only the state in which your church is located and don’t include criminal information outside your state. As such, surrounding towns, states and sex offender registries will not be included. Additionally, most police departments only store arrest records, and these are not an accurate representation of one’s criminal record; charges or convictions might not be included. If a police officer from your congregation offers to screen your candidates for free — through the National Crime Information Center (NCIC) used in FBI fingerprint checks — politely decline. This could lead to potential legal problems where both of you could end up in court. Understanding the importance of background screening is vital. And, performing checks on your employees and volunteers is critical to keep your congregation and outreach ministries safe. Patricia Carlson is a Florida-based freelance writer for Protect My Ministry in Tampa, FL. www.protectmyministry.com churchexecutive.com
Protecting Children in the Church
The true cost of stewardship 3 reasons why cost isn’t everything when it comes to screening By Patricia Carlson
Ministries have a bold task. You want — and need — to be good stewards of your communities and congregations. That can often lead to conflicting methodologies when it comes to balancing budgets. While you want to devote the majority of your money to your missions, outreach and education programs, you also understand the importance of recruiting quality volunteers and employees, and prioritizing hiring procedures. This, of course, has a dollar value, too. Background screening is one of the most important and effective tools ministries have at their disposal to keep their employees, visitors, volunteers, children, finances and other private information safe. It’s wellknown among church leaders that background checks are the primary line of defense against fending off predators who might do damage to your congregation and its hard-earned reputation. Yet, this invaluable hiring instrument is routinely put on the budgetary chopping block because of its supposed high price tag. The true cost of stewardship, though, can be seen and felt when ministries use the cheapest screening agency available or forego background checks altogether. churchexecutive.com
Here are three reasons why cost isn’t everything when it comes to background screening. 1) Cost doesn’t equal quality You might be tempted to accept the lowest bid from the screening firm which promises you “instant results.” Know this: There is no single database of criminal information available, and instant checks with criminal records do not exist. Criminal records should never be instantly returned; this shows that the information was not verified. Criminal records should take 24 to 48 hours on average to verify and return. In some instances, a “No Record” result might take 24 to 48 hours to return because of the initial possible hits found on the national database result. Prices for background checks can vary greatly. Ministries that are serious about finding a quality Consumer Reporting Agency (CRA) should consider using the National Association of Professional Background Screeners (NAPBS) as a starting point. Consumer Reporting Agencies that are NAPBS-accredited must pass a series of rigorous tests that ensure they exercise ethical business practices, comply with the FCRA, as well as state and international consumer protection laws as they relate to the background screening profession. 2) Cheap might actually be illegal If it sounds too good to be true, it probably is. This is certainly true in the background screening industry. Benton Mobley, Director of Compliance for Protect My Ministry, says some screening agencies will promise big returns for a fee as low as $3. The problem is that these companies might be breaking the law and delivering unverified results “What good does an unverified background report do for a client on a generic name like ‘Mike Clark’?,” Mobley asks. “They’re going to get back 27 pages of possible records, when in reality, their candidate is clear. The client has now wasted money and time, and will probably not hire the qualified candidate because of a $3 national background check, instead of paying for a verified national product. “It’s OK to be cheap when you buy sunglasses, but not when you buy other things,” he adds. “[This includes] a background report.” Furthermore, providing unverified results is illegal. You definitely don’t want your church making a hiring decision based on information that was illegally obtained in the first place. 3) New hires cost more Turnover — even among volunteers — is expensive. The entire recruiting process (both direct and indirect) can cost a church hundreds, if not thousands of dollars, per volunteer. That grows exponentially — to the tune of double a person’s annual salary — for salaried employees, especially those at a managerial or executive level. Ministries simply cannot afford to have a rotating roster of volunteers or employees. It’s expensive, disruptive to your culture, and takes time away from more important tasks. Remember: It will cost you significantly more to replace a bad hire than to ensure you’re getting the right person from the start. Patricia Carlson is a Florida-based freelance writer for Protect My Ministry in Tampa, FL. www.protectmyministry.com
P R O T E C T I N G C H I L D R E N I N T H E C H U R C H • CHURCH EXECUTIVE
5
Protecting Children in the Church
Background check red flags What to watch for, what they indicate — and what to do if they arise By Patricia Carlson
There are many hurdles when trying to land a job. Passing a background check shouldn’t be one of them. Background checks are often the final litmus test before receiving a job offer. They are — rightly so — an increasingly common requirement in churches’ hiring procedures and vetting policies for volunteers. A thorough background investigation conducted by a nationally accredited screening agency can deliver information on a person’s criminal record, credit history, drug test record, education verification and reference checks. Many ministry background checks also mandate a candidate pass a child safety training course. There is no such thing as perfect It’s unlawful to run a background check on a candidate without his or her consent. It’s also totally normal to have some reservations about agreeing to a background investigation. With so many misconceptions about background checks (see our article — Background check myths: Debunking the 4 most dangerous misconceptions — in the September / October 2015 issue of Church Executive), it’s hard to know what information is being gathered about you, how it’s being assessed, and why it can affect your employability. Ministries need to be aware that even the best applicant on paper might not seem so squeaky clean after a background check. It’s important that church leaders have a standardized policy when it comes to identifying “red flags” that will disqualify someone from employment or volunteer positions. Even red flags such as behavior or character traits need to be thoughtfully weighed as they could expose the church to increased risk. 4 common red flags Having completed millions of background checks for ministries, our team can pinpoint several common red flags that might eliminate candidates from consideration. Here are four of the more common ones, and what they could indicate for your religious organization. #1: A violent criminal record. Any candidate with convictions for crimes against a person — especially a sex crime — isn’t someone you would want working with or near children. Ministries should also be wary of individuals with convictions for child abuse or who have had a court order to remove children from their home issued against them. 6
CHURCH EXECUTIVE • P R O T E C T I N G C H I L D R E N I N T H E C H U R C H
Drug-related convictions also warrant additional vetting; it might be in the church’s best interest to partner that person with a clergy member or counselor for a discipleship program. #2: Fraud or theft convictions. Applicants with financial crimes — bankruptcies, thefts and identity theft — on their records should not be considered for any position that handles church money. Even something as simple as receiving the offering can leave the church exposed. Find another job opportunity or volunteer position for this person. #3: A criminal conviction that occurred more than 10 years ago. These results often turn up in court records searches. Before allowing an individual to serve your church, it’s important to consider how much time has passed since the crime(s) occurred, as well as current character references, steady employment, and whether or not the person has permanent housing. #4: Poor credit history. Credit history might not be of utmost concern for most jobs within a ministry; but, if you’re considering an applicant for any sort of financial or security position, it’s something you might want cleared up before green-lighting an offer. Keep in mind, however, that several states have enacted laws on the use and restrictions on using credit reports for employment purposes. Remember to check with your background check provider on what’s allowed. Best practices Implementing background checks is one thing. Knowing what to do with the results is another. If your church doesn’t already have an established policy in place that defines what red flags will disqualify an applicant, then it’s in your best interest to treat everyone the same. That means that if a candidate for employment — or for a volunteer position — can’t pass a background check, he or she should only serve in limited roles. Although strict, this approach makes the most sense. It protects the people of your congregation and demonstrates smart stewardship by church leaders. Patricia Carlson is a Florida-based freelance writer for Protect My Ministry in Tampa, FL. www.protectmyministry.com
churchexecutive.com
Protecting Children in the Church
Time to re-screen? Best practices for the long term By Patricia Carlson
A workplace accident is a good indicator that an employee or volunteer needs to be re-screened. You might uncover substance abuse through a drug test. You might learn of a huge financial burden that’s causing your employee or volunteer stress and anxiety. In both instances, you’re now in a better position to counsel the individual, professionally and personally, through the word of the Lord. And, from a liability standpoint, you will have shown due diligence in keeping your workplace safe. #3: Unusual behavior. If an employee or volunteer starts acting out or exhibiting otherwise odd personality changes, including (but not limited to) tardiness, rudeness and uncleanliness, it’s time for a follow-up background check.
A Virginia church is at the center of every congregation’s worst nightmare: One of its former volunteers is accused of sexually abusing several children he met through the church. The worst part is that these newest charges come six years after similar allegations plagued the man and the church. Once a clean record, not always a clean a record. Unfortunately, insider threats like these can happen at any ministry — and frankly, any non-secular establishment. Preventing harmful acts (abuse, embezzlement, violent crimes and theft) is one of the main reasons many ministries conduct background checks on new employees and volunteers. Background checks are the single most effective tool at protecting the hundreds, if not thousands, of people who come through your doors every week. But, just because an employee or volunteer passed an initial background check, doesn’t mean his or her circumstances haven’t changed in such a way that would make that individual a concern to the church. Re-screening employees and volunteers can help We know this is true. Even so, the latest studies show that most employers negate this critical step in keeping their workplaces safe: less than one-third of employers re-screen current employees and volunteers. Some industries — health care and transportation, for example — require additional background checks; most, however, do not. Ministries have some of the lowest re-screening rates. As we reported in a previous Church Executive article (“The true cost of screening,” November / December 2015), tough budgets are often to blame. Legal issues, privacy concerns, and worrying about appearing untrusting of your ministry members also play a role in deciding against follow-up background checks. 3 scenarios when re-screening is absolutely the right move There are three concrete instances when re-screening employees and volunteers is not only appropriate, but necessary. #1: An internal move. When employees change positions (either laterally or vertically), or volunteers begin serving in new roles, they will undoubtedly have different responsibilities. In some cases, they might have greater access to sensitive information, church funds or children. Promotions might come with benefits, such as the use of a church vehicle or a key to the building. All these new access points put your church and its people at risk if you haven’t properly re-screened the employees and / or volunteers. For example, re-screening will examine a person’s driving and criminal record and show you any new offense you might not know about. #2: A workplace incident. It’s your responsibility to ensure your church is a safe place to work. Failing to do so could leave the church vulnerable to a negligence lawsuit.
churchexecutive.com
Many secular employers already abide by a policy that mandates a random drug test in the event of unusual behavior. Ministries might want to strongly consider beefing up this policy to include a full re-screen; while personality changes can indicate substance abuse, they can also mean something else is going on — a mental health issue, divorce, a child’s illness, and so on. This is a time to be cautious, to ensure your congregation isn’t affected by the issue. But, it’s also an important step to take to prevent an outside problem from becoming an insider threat. Think long-term The most effective way to incorporate re-screening into your employment / volunteer guidelines is to make it a mandatory requirement. A study done in 2012 by the Employee Benefit Research Institute showed the average length of employment for Americans is more than five years. Our “best practice” recommendation is every year, and “industry standard” for churches is every two to three years. By screening every year or two, you’re also ensuring your church is holding new hires and veterans to the same standards. Back to the case of the Virginia church: If the former volunteer had been re-screened within that recommended five-year timeframe, ministry leaders might have been better equipped to handle the initial allegations of child sexual abuse — and, most important, prevent him from hurting more of the church’s children in the future. Patricia Carlson is a Florida-based freelance writer for Protect My Ministry in Tampa, FL. [ www.protectmyministry.com ]
P R O T E C T I N G C H I L D R E N I N T H E C H U R C H • CHURCH EXECUTIVE
7