Advancement · Community and Giving

Nobody serves
until every check clears.

Add each volunteer by code with the role and the date you need them. Log every check as it is requested and returned, and the organizer shows who is cleared, who is waiting, which results need review and whose screening is due for renewal.

Add a volunteerWhat you get
$12one-time · every device you sign in on
Buy · $12

Included with Caveat Classroom and Whole-school licenses. Or get it in the Development and giving kit, $39 for 19 items.

Volunteers

The worked example is made up: an overnight trip chaperone needed in nine days with two checks still pending, and a classroom reader whose two-year screening runs out this month. Records save on this device only and use codes, not names.

Loading the volunteer form. If nothing appears, turn on JavaScript.

What you get

Advancement · Community & Giving$12 · included with Classroom and Whole-school licenses

What you finish with
A record per volunteer code with role, contact level, need-by date, consent date and renewal cycle; each check with dates and result; four onboarding steps; counts of cleared and pending checks and the renewal date; flags for pending checks close to the need-by date, results needing review, unsupervised roles without a fingerprint check and renewals within 30 days or past.
Who it is for
Volunteer coordinators, front office and school safety staff, PTA and booster leaders, and youth-serving nonprofit staff.
Format
Browser organizer with a saved record per volunteer code. Prints a status sheet, every volunteer as a table or a blank form; downloads a spreadsheet (.csv); exports and imports a file. No names and no results details: those stay in your system of record.
Access
$12 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the Development and giving kit ($39) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The Community & Giving space in Caveat Advancement.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Give each volunteer a code and add the role and the date you need them.
  2. File the signed consent, then request the checks your policy requires for that role.
  3. Log each result as it comes back; send anything flagged for review to the person your policy names.
  4. Finish onboarding: ID, training, code of conduct, badge.
  5. Check the renewals flag at the start of each term.

Add a volunteer

Matching screening to the role

More contact, more screening: a common patternNo student contactEvent setup, mailingsSign-in and badgeSupervised contactClassroom reader, eventhelperRegistry searchState criminal historyTrainingUnsupervised contactOvernight chaperone,mentor, coach, driverEverything aboveFingerprint checkDriving record for driversMore contact, more screening: a common patternNo student contactEvent setup, mailingsSign-in and badgeSupervised contactClassroom reader, event helperRegistry searchState criminal historyTrainingUnsupervised contactOvernight chaperone, mentor, coach, driverEverything aboveFingerprint checkDriving record for drivers
An example pattern only. Your district or organization’s policy, and your state’s law, set the real requirements.

The national registry search

The Dru Sjodin National Sex Offender Public Website, run by the U.S. Department of Justice, searches the public registries of every state, territory and many tribes in one place, free. It is a quick first check, not a criminal history: offenses that do not require registration will not appear.

Fingerprint checks for volunteers

Under the National Child Protection Act, as amended by the Volunteers for Children Act, qualified organizations that serve children can ask for a fingerprint-based check of state and FBI records through their state’s program. Your state’s identification bureau explains how. If a screening company runs checks for you, federal consumer reporting rules on disclosure, consent and notice before an adverse decision may apply.

Sources

  1. U.S. Department of Justice. Dru Sjodin National Sex Offender Public Website (nsopw.gov).
  2. Federal Bureau of Investigation, Criminal Justice Information Services. National Child Protection Act and Volunteers for Children Act background checks (fbi.gov).
  3. Centers for Disease Control and Prevention. Preventing Child Sexual Abuse Within Youth-serving Organizations: Getting Started on Policies and Procedures (cdc.gov).
  4. Federal Trade Commission. Background Checks: What Employers Need to Know (ftc.gov).

The worked example is made up. Your policy and your state’s law decide which checks each role needs and how long they last. This organizer tracks status only; keep identities and results in your secure system of record. Nothing you type is sent to Caveat. Support: team@caveatacademic.com.