Background Screening for Summer Programs: Answers to the Questions Camp Directors, Coaches, and Youth Organizations Are Asking

Section 1: The Basics

Do summer camps need to background screen their staff and volunteers?

Yes. Any organization that places adults in regular contact with children should screen every person in that role, paid or volunteer, before they begin.

This includes full-time summer staff, part-time hires, returning counselors from previous seasons, and volunteers in any capacity. Background screening is one of the most important steps a youth-serving organization can take to protect the children in its care and the reputation of its program.

Does background screening apply to volunteers, or just paid staff?

It applies to both. Volunteers who have regular contact with children should be screened with the same thoroughness as paid employees.

The nature of the role, not the compensation, is what matters. A volunteer coach, a parent chaperone, or a church youth group helper all have direct access to children and should be screened accordingly.

Do returning staff from last summer need to be screened again?

Yes, in most cases. Background screening is not a one-time event. Criminal history can change, and a screening from two or three years ago may no longer reflect a person’s current record.

Most organizations establish a regular renewal cycle, typically every one to three years, to ensure their records stay current. When in doubt, screen again. The cost is minimal and peace of mind is worth it.

What types of organizations should be thinking about summer background screening?

Any organization that runs programming involving children during the summer months should have a background screening process in place.

This includes day camps and overnight camps, youth sports leagues and travel teams, community theater and arts programs for children, church and faith-based summer programs, nonprofit youth organizations, community center programs, and college or university summer camps and enrichment programs.

Section 2: What To Screen For

What does a background check for a youth-serving organization typically include?

A thorough background screening for a role working with children typically includes a criminal background check at the county, state, and national level; a sex offender registry search; identity verification through a Social Security number trace; and, in some cases, employment verification and professional references.

Some organizations also include drug screening, particularly for roles involving transportation or overnight supervision. The right combination depends on the role and your organization’s policies.

Is a sex offender registry check the same as a criminal background check?

No. They are separate searches and both matter.

A criminal background check searches for arrests and convictions across criminal databases. A sex offender registry check specifically searches national and state sex offender registries to confirm whether an individual has been registered as a sex offender.

For any organization working with minors, both checks should be included in your standard screening process.

Should we screen independent contractors and vendors who come on site?

Yes, if they have regular or unsupervised contact with participants.

Independent contractors, vendor representatives, and service providers who are frequently present at your facility or program site, especially in environments where children are present, should be screened with the same care as your own staff. Access to children is the determining factor, not employment status.

Section 3: Timing & Process

When should summer programs start the background screening process?

As early as possible, ideally eight to twelve weeks before your program start date.

Government database processing times increase significantly in spring as camps, schools, and youth organizations all rush to clear their staff at the same time. Starting early gives you a buffer for any delays, allows time to address any results that require follow-up, and ensures no one is waiting on a clearance when your program is ready to launch.

What happens if a background check comes back with something on it?

Not every result on a background check is disqualifying. Context matters.

The nature of the offense, how long ago it occurred, and the specific responsibilities of the role all factor into a thoughtful evaluation. Organizations should have a clear, consistent policy in place before screening begins that outlines how results will be reviewed and what types of history would affect eligibility for a given role.

CBY Professional Services can help organizations think through this process.

How should organizations store and manage completed background screening records?

Completed screenings should be stored securely, either in a locked physical file or a password-protected digital system, with access limited to authorized HR or administrative personnel.

Each record should include the date the screening was completed and the date it is due for renewal. Maintaining organized records protects your organization in the event of an audit or an incident and demonstrates a documented commitment to due diligence.

Can we use a free online background check service for our volunteers?

Free or very low-cost online background check tools are generally not appropriate for organizations screening people who work with children.

These services often pull from incomplete databases, may not be compliant with fair credit reporting requirements, and typically do not include the full range of checks that a youth-serving organization needs.

Working with a professional screening provider ensures accuracy, completeness, and a defensible process if your screening decisions are ever questioned.