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Volunteer Management - Onboarding - Background Check

All Extension volunteers must pass a criminal background check conducted by UW-Madison prior to the start of service and every four years thereafter. Volunteers who work with youth in overnight camps or other overnight activities must complete background checks every two years. Criminal background checks can be completed electronically or through use of paper forms. Paper forms should be used only when a prospective volunteer does not have access to email.

Steps to Complete Requirement

Online Form (Recommended)

  1. Download a copy of the spreadsheet and fill out the required information (highlighted columns in green only) in Upload Sheet - Background Checks for Volunteers.
    • Column F: First Name
    • Column G: Last Name
    • Column I: Email Address (each volunteer must have a different email address)
    • Column U: Flex Field: UDDS/Unit Name (include the program name or UDDS number
    • Column Z: Membership ID (include the unique ID or tracking number of each volunteer)
    • Column AA: County (include the primary county for the volunteer service)

Include the information in the columns highlighted in the yellow for each volunteer. Do not change any of the yellow columns. The columns that are not highlighted should remain blank. Do not delete or hide those columns.

  1. Return completed form(s) to the Volunteer Management Systems Specialist at .
  2. Inform prospective volunteers that they will receive an email from with more details on how to complete the background check.
    • The subject line should read, “Extension Background Check Instructions for Volunteers.” 
    • If applicants do not see this email within 10 days,they should be instructed to check their junk email folders.

Paper Form (No Email)

  1. Provide the applicant with the following paper information, as applicable:
  2. Applicants MUST:
    • Fill out and sign Background Check - Forms to Complete.
      • Failure to complete all information (including signatures on the first and last pages of the file) will cause additional delay.
    • Return completed forms to the county office.
  3. Volunteer managers MUST:
    • Check forms for completeness (e.g., month/year must be provided for each residence in the past seven years).
    • Fill in Membership ID number (if known), check box for new volunteer, and note the county on the last page of Forms to Complete.
    • Mail (do not email) document to the Extension Human Resources office on N. Lake Street or contact the Volunteer Management Systems Specialist for access to a secure upload site.

Additional Information

  • The Division of Extension uses HireRight as its background check vendor. Please be assured that HireRight is a secure, encrypted website. Data is protected when entered on this site.
  • The online form is available in Spanish. Please clearly designate anyone who needs to receive a link to the Spanish version by email when submitting the Excel spreadsheet. This link is different from the one commonly distributed by HireRight.

Get Help

For assistance, contact the Volunteer Management Systems Specialist at 

Keywords:Volunteer Management Onboarding Background Check CBC Four Years Enrollment   Doc ID:102137
Owner:Kim N.Group:Extension Handbook
Created:2020-05-18 10:22 CSTUpdated:2022-04-12 10:37 CST
Sites:Extension Handbook
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