Church Volunteer Application and Screening Process: A Practical Guide
Here's an uncomfortable truth: some people shouldn't be working with kids. Your job as a church leader is to do the due diligence to figure out who those people are before you put them in a role where they have access to your most vulnerable members.
A screening process is not optional. It's not optional even if it feels awkward. It's not optional even if everyone in the church knows the person. You're not being unwelcoming by screening — you're being responsible.
The good news: a solid screening process doesn't have to be complicated. It just has to be consistent and thorough.
What Screening Does
A screening process accomplishes three things. First, it identifies any red flags in someone's background. Second, it communicates that you take safeguarding seriously. And third, it creates a paper trail that shows you did your due diligence.
This protects kids. It protects volunteers from false accusations. And it protects the church from liability.
The Application
Start with a written application. It doesn't need to be long. A one-page form is fine. But it needs to be the same for everyone — no exceptions, no “I'll just ask them verbally later.”
What to Ask
Basic info: name, phone, email, how long they've attended the church.
Background: “Have you ever been convicted of a crime involving violence, abuse, or exploitation?” (Keep it direct. If someone lies, that's actionable.)
Church experience: “Tell us about your volunteer experience at this church or others. What roles have you held?”
Motivation: “Why do you want to serve in this role? What draws you to working with kids/teens?”
References: “Provide two references who know you and can speak to your character. Include their contact info.”
Acknowledgment: “I understand that volunteers working with children must complete a background check and orientation. I'm ready to do both.”
Make it clear: “All information will be kept confidential and used only for screening purposes. Providing false information will disqualify your application.”
What NOT to Ask
Don't ask anything that would be illegal to use in a hiring decision. You're not hiring, but the same principles apply: don't ask about race, gender, religion, national origin, disability, or family status.
You can ask about willingness to work with kids of any background, but not about their own background.
The Background Check
This is non-negotiable for any volunteer working with kids. Period. Every volunteer. No exceptions based on how long they've attended or how well you know them.
You have options: use a service like Checkr or Spokeo that does criminal background checks through public records. Many churches use ministrysafe.com, which is designed specifically for faith organizations.
Typical cost: $15-50 per check. Budget it. It's worth it.
The check should include: national criminal records, sex offender registries, and state databases. Some states require additional checks.
What to Do With Results
If nothing shows up: clear. They move forward to references and orientation.
If something minor shows up: determine if it's relevant to working with kids. A 20-year-old conviction for drunk driving probably doesn't disqualify someone from leading a small group. A conviction for child abuse does.
If something serious shows up: you need to have a conversation. “Our background check turned up [specific thing]. Can you help me understand this?” Listen to their explanation. But this is probably a disqualification.
If they refuse the background check: they don't volunteer in roles with kids. This is the line.
Reference Checks
Actually call the references. Don't just collect names and assume everything is fine. A five-minute phone call is crucial.
“Hi Sarah. John has applied to volunteer as a small group leader with us. He listed you as a reference. Could you tell me about your relationship with John and what you know about his character, particularly around working with kids?”
Listen for hesitation. If someone says “Well, he's a nice guy, I guess…” with a lot of hedging, that's a signal. Real references will speak clearly and specifically about why they recommend someone.
Ask: “Are you aware of anything in his background that would make him unsuitable for working with kids?”
If a reference raises concerns, take them seriously. They might know something you don't.
The Interview
Do a brief interview, especially for roles working directly with kids. This doesn't need to be formal. Just a conversation where you get to know them better.
“Tell me about why you want to serve in this role. What's your heart for kids? What made you interested in this specifically?”
Listen to their answers. Do they seem genuine? Do they understand what the role actually entails? Are there red flags in how they talk about kids or authority or boundaries?
If someone's answers feel off, trust that. You're not looking for perfection, but you're looking for authenticity and good judgment.
The Documentation
Keep records. Application form (signed and dated). Background check result (noting who ran it and when). Reference notes (names, date of call, summary). Interview notes.
Store this securely and separate from other volunteer files. You're creating a paper trail that shows you did due diligence.
The Conversation
Once screening is complete, have a conversation with the volunteer.
“We've completed your background check and talked to your references. Everything looks great. We're excited to have you join our team. Here's what happens next…” (Then walk them through orientation.)
If you're declining: “We appreciate your interest, but we've decided this isn't the right fit at this time.” You don't need to explain the specific reason. But be clear and kind.
Ongoing Screening
Screening isn't just at the beginning. As a leader, you're always watching. If a volunteer's behavior changes or concerns come up, address them. If someone makes a comment that seems inappropriate around kids, you follow up.
You can ask volunteers to sign an agreement annually: “I agree to adhere to the church's safeguarding policies. I commit to maintaining appropriate boundaries with minors.”
The Real Truth
Screening feels uncomfortable because it implies distrust. But it's not about distrust. It's about protection. A church that screens carefully is a church that's saying “we take the safety of kids seriously.”
Most people will respect that. Some will even be relieved. And the people who get uncomfortable with screening are exactly the people you need to screen more carefully.
For a broader look at how screening fits into your entire onboarding process, see Church Volunteer Onboarding Process: From \”Yes\” to Fully Serving. And for understanding what comes after screening, check out Church Volunteer Job Descriptions: Why They Matter and How to Write Them.
Build a Volunteer Culture That Lasts
These strategies work even better with the right system behind them. Ministry Boost gives children's, youth, and NextGen leaders the playbooks, templates, and training to build a thriving volunteer culture — not just fill slots. Learn more at MinistryBoost.com →
