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How to have board members complete a background check

Board members get a Protect Youth Sports (PYS) background check the same way coaches do: each one registers as a volunteer in one of your programs, choosing a Board Member role whose Background Check is Protect Youth Sports. Board Member is a registration role only, so it never puts anyone on a team.

Applies to: Org admins · PYS Background Check module (all plans) · Youth Registration and Youth & Adult Registration programs

Where: Programs > Manage Programs > (program) > 2 Configuration > Volunteers; Reports > Report Dashboards > Background Checks

Step 1: Choose the program board members register in

Use a Youth Registration or Youth & Adult Registration program that's open for registration. Two common choices:

  • A season program, such as your main fall program. Board members find it on your registration page like everyone else.
  • A hidden program used only for background checks, reached through a Program Access link you send to board members. It keeps board registrations out of your public program list, and you can reuse it each year by moving its dates. How to create a private registration program with a Program Access link shows how to set one up.

Team Registration plus Roster programs don't work for this: their 2b Roster Configuration offers only Coach, Assistant Coach, Site Coordinator and Team Parent.

Step 2: Add the Board Member role with a check

  1. Go to Programs > Manage Programs and open the program.
  2. Open 2 Configuration and scroll to Volunteers.
  3. If Board Member is already listed with an empty Background Check column, click its red X and click OK to delete it. A role's Background Check can't be edited.
  4. Click Add Volunteer.
  5. In Volunteer Type, choose Board Member.
  6. In Background Check, choose Protect Youth Sports.
  7. Click Add.

What you'll see: Board Member in the Volunteers list with Protect Youth Sports in its Background Check column.

Step 3: Open registration and send board members the link

  1. Make sure at least one offering is open to volunteers today: its Volunteer Reg. dates include today or, if it has none, it's open for registration. See How to set volunteer registration dates (and why coaches can't see the Volunteer option).
  2. Make sure board members can reach the program: its eye icon on Programs > Manage Programs is green, or, for a hidden program, it has a Program Access link.
  3. Send board members the link to your registration page, or the Program Access link, for example from Communications > Send Communication.

Step 4: Each board member registers

Board members do this themselves, signed in to their own account:

  1. Open the registration page or the link.
  2. Choose themselves as the Enrollee and Volunteer as the Enrollment Type, then the program and an offering.
  3. In Enrollment Selection, choose Board Member and click Add Enrollment.
  4. Complete the Background Check Information section (Legal First Name, Legal Middle Name, Legal Last Name, SSN, Gender and Date of Birth) and the Background Check Consent Form, if your site shows one.
  5. Click Proceed to Checkout, then Place Order.

What you'll see: the check is requested when the order is placed. A board member whose earlier check is still in progress or still valid isn't asked for background check information, and isn't checked again.

Step 5: See which board members have passed

  1. Go to Reports > Report Dashboards > Background Checks.
  2. Click Dashboard Configuration, check the program, and in Volunteer Type choose Board Member.
  3. Click Apply.

What you'll see: a row for each board member's registration. Final Status shows Passed, Needs Review or Failed once results are back. A row marked "Duplicate - Registered Previously" belongs to a board member whose earlier check is still valid, and it shows that check's result. A board member who isn't listed hasn't registered as Board Member in that program.

For a spreadsheet, go to Reports > Report Exports > Enrollment Information, set Type to Volunteer and Selections to Board Member, and add the background check columns.

Board members who also coach

  • Board Member isn't a team role. Assign To Roster lists only Coach, Assistant Coach, Team Parent and Manager volunteers, so board members aren't placed on teams.
  • A board member who also coaches registers a second time, as Coach (or another team role) in the program the team is in. If their board check is still in progress or valid, they aren't asked for a new one, and that registration shows "Duplicate - Registered Previously".
  • If someone chose Board Member by mistake and should be on a team in the same program, an admin can change the role instead: on the registration's Edit Enrollment page, choose the new Volunteer Type and click Save. Their check stays with the registration. Changing the role doesn't request a new check.

If it doesn't work

  • Board Member isn't in the Volunteer Type list when you click Add Volunteer. The program already has it: delete it with its red X and add it again. If you're on 2b Roster Configuration, it isn't offered there.
  • Volunteer isn't in the board member's Enrollment Type list. They chose a child as the Enrollee (volunteers register under their own name), or no program is open to volunteers right now.
  • Board Member isn't in the Enrollment Selection list. The program they chose has no Board Member role. Check that they picked the right program.
  • "There are no available offerings to enroll in for the enrollment type and program selected." No offering is open to volunteers right now. Move the offering's registration or Volunteer Reg. dates.
  • The board member wasn't asked for background check information. The Board Member role had no Protect Youth Sports when they registered, or their earlier check is still in progress or valid. See Why isn't a background check triggered when a volunteer registers?
  • "SSN is required." PYS needs the board member's 9-digit Social Security number.

Good to know

  • The check is tied to the board member on the account they register from. A board member who registers from a different account is checked again.
  • Once a board member's check expires under your organization's settings, they complete a new one the next time they register as Board Member.
  • Checks come only from program registration. Customers > Volunteer Management, which schedules volunteer shifts, doesn't request background checks.
  • To have board members pay for their check, add a background check fee as a volunteer add-on. See How To Add A Volunteer Background Check Fee.

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