1
OSU Volunteers in Extension Programs
Conditions of Volunteer Service
Criminal History Background Checks & Rechecks
Introduction
Oregon State University and Extension Programs are dedicated to providing safe and healthy learning
environments for youth. Current events and recent family questions were the impetus to review
existing policies.
These policies ensure that volunteers, participants, staff, and the organization are safe to continue
learning, sharing skills, and conducting educational programs.
Initial Application to Volunteer with OSU Programs
An individual interested in volunteering with OSU Programs three or more times during one year must
submit the following to the OSU staff member who supervises that program:
1. Volunteer Application – (currently in review per FCH program area)
2. *Conditions of Volunteer Service (annually)
3. *Authorization to conduct a (background check) Criminal History Check Release Authorization
Form (every 2 years)
Conditions of Volunteer Service - Annual
(risk.oregonstate.edu/default/files/volunteer_form_rev8.26.pdf)
Page 1 provides the guidelines and boundaries under which an OSU volunteer works within an
Extension program and receives OSU liability protection as a representative of OSU.
Volunteers should have a copy of this page upon signing and volunteering for your program.
Page 2 must be completed and signed.
New OSU Guidelines for Volunteer Background Checks – Every 2 Years
As of July 2012, the OSU President’s Council reviewed recommendations made by the OSU Youth
Organizational Leadership Council and determined that all existing volunteers representing OSU will
successfully complete a Criminal History Check every two years to continue service in an OSU volunteer
role.
Conducting a Background Check, the The OSU Extension staff will
A. Accept the report from OSU Human Resources department regarding successful completion
(yes/no) of the Criminal History Check
B. Communicate with the potential volunteer regarding status (acceptance) of application
2
Conducting a Background Re-Check
To submit an existing volunteer’s name every two (2) years, the volunteer needs ONLY to submit the
“Authorization to Conduct a Criminal History Check” to the OSU Human Resources department.
Criminal History Check Process
Incomplete or inaccurate forms slow down the process and may provide a ‘false positive.’ You can help
ensure that every Criminal History Check is processed as quickly as possible and that the Criminal
History report is conducted for the correct person. Specifically, staff can provide the following tips to
help volunteers complete the Authorization for Conducting a Criminal History Check effectively:
A. Print your complete, LEGAL name with FULL middle name
B. Include FULL birth date = month/day/4-digit year
C. (NEW) CHECK the box or CIRCLE the word: NEW Vol. or RETURNING Vol.
D. Provide the FULL address (too many list town and zip only, without RR or street)
E. (NEW) ATTACH a COPY of an official photo identification (driver’s lic /student ID/ work permit)
i. This verifies that someone else (e.g., DMV, school) has confirmed that you-are-who-you-sayyou-are.
ii. In case of poor hand-writing or inaccuracy, an ID confirms spelling of name and date-of-birth
OSU staff can:
a) Provide an addressed envelope (to the OSU Human Resources office, for volunteer to mail
within 12 hours. (The OSU H. R. office is comfortable receiving 1 or 25 applications per
envelope.)
b) CONFIRM that the “Authorization to Conduct a Criminal History Check” MUST be signed by a
volunteer applicant, but the Human Resources department does not need an original copy or
original signature. The ‘authorization’ may be scanned and e-mailed or FAXED.
Reasons why Criminal History Check Process May be Delayed
A. Applicant must be contacted due to incomplete information
B. A record exists and contact with applicant becomes necessary
C. A subjective decision needs to be made due to criminal history because the record/offense is: in
the distant past; not related to volunteer role; and/or not serious
MKLesmeister
Volunteer Development
Oct. 2012