A nonprofit can never be too careful when screening its employees and volunteers. As such, more are conducting due diligence on their employees and volunteers. This is particularly true for those who serve vulnerable populations like children, the elderly, or abuse victims. Part of that diligence is conducting background checks for nonprofit volunteers via fingerprint.
If you run a nonprofit, you already know that the people you serve are counting on you.
But here’s a question worth sitting with: do you truly know the background of every volunteer who works with your clients? Background checks for nonprofit volunteers via fingerprinting are one of the most reliable ways to find out, and they give your organization real peace of mind.
This method searches FBI and state criminal history databases directly. It confirms who someone really is and reveals past offenses that a basic name search might miss entirely.
Over the next few sections, I’ll cover where to get fingerprint checks, what the process involves, what it costs, and how to stay compliant with state and federal law. I’ll break it all down into simple, actionable steps so your team knows exactly where to start.
Importance of Background Checks for Nonprofit Volunteers
Nonprofit organizations serve vulnerable populations, including children, elderly people, and individuals with disabilities. Screening every volunteer carefully isn’t just good practice. It’s a core part of protecting the people who depend on your organization every single day.
Protecting Vulnerable Populations
Organizations that work with at-risk groups carry a serious responsibility. Children, seniors, and abuse survivors deserve to feel safe in every environment your nonprofit creates for them.
Fingerprint background checks prevent individuals with disqualifying criminal histories from gaining access to these groups. That’s a direct, concrete way to protect the people you serve.
Fingerprinting also provides stronger security than name-based methods. It uses unique biometric data tied to one person, not a name shared by hundreds of others. That added accuracy matters a great deal when you’re making trust-based decisions about who works alongside vulnerable clients.
According to a study on volunteer screening gaps in nonprofits, reported by CSRwire, 66 percent of organizations that run background checks don’t check fingerprint databases at all. And nearly half of those that do screen said they had identified “inappropriate” volunteers through that process. That gap is real, and fingerprint-based checks help close it.
The ethics of nonprofit work demand thorough vetting before anyone interacts with at-risk individuals. When you implement fingerprinting, you signal to families, donors, and community members that your organization takes safety seriously and keeps its standards high.
Ensuring Organizational Integrity
Protecting vulnerable populations is one piece of the picture. Your nonprofit’s reputation also depends on the strength of your screening process.
Fingerprint background checks reinforce your organization’s commitment to due diligence in ways that surface-level reviews simply can’t match. Funders and partners pay close attention to governance standards, and rigorous screening builds genuine confidence in your leadership.
Comprehensive screening is part of responsible nonprofit governance. It shapes how the public sees your values and your commitment to the people you serve. Here’s what a strong fingerprinting policy delivers for your organization:
- Demonstrates due diligence to donors, board members, and community partners
- Reduces your organization’s exposure to liability issues
- Sets your nonprofit apart through high operational standards
- Strengthens volunteer management policies across your entire program
Your credibility grows each time you implement these screening measures. Over time, that consistent standard becomes a real asset, one that reflects well on your leadership and your mission.
Overview of Fingerprinting as a Background Check Method
Fingerprinting is one of the most reliable identity verification methods available for nonprofit volunteer screening. It captures the unique patterns from a person’s fingertips and cross-references them against criminal record databases to surface any past offenses or concerns.
Definition and Purpose
A fingerprint background check collects an individual’s fingerprints and submits them to law enforcement agencies for a criminal history review. This biometric approach verifies identity and searches both FBI and state criminal records for any relevant history.
Nonprofits submit fingerprints on the FD-258, the standard fingerprint card used across the country. Biometric-based searches detect offenses that name-based checks can miss entirely, making this method a stronger choice for organizations serving at-risk populations.
The legal foundation for this process comes from two key federal laws. According to the text of the Volunteers for Children Act (Public Law 105-251, signed October 9, 1998) and a U.S. Government Accountability Office report on implementing the National Child Protection Act of 1993, “qualified entities” can request fingerprint-based national criminal history checks. These are organizations that serve children, elderly individuals, or people with disabilities. Requests go through your state, which then submits them to the FBI.
That federal framework is what gives the phrase “federal compliance” real meaning for your nonprofit. Knowing which laws apply helps you understand both your rights and your responsibilities when running a clearance process for volunteers.
One important caveat: fingerprinting is highly accurate for identity verification, but it isn’t a perfect system for reviewing criminal history. According to CDIA materials and a Department of Defense Inspector General evaluation (DODIG-2018-035, 2017/2018), only about 50 percent of arrest records include a final disposition. A background check might show an arrest without telling you whether the person was convicted, acquitted, or had the charges dropped entirely. Your nonprofit should have a clear written policy for reviewing those cases rather than treating every hit as an automatic disqualifier.
Benefits of Fingerprinting
Fingerprinting goes well beyond simple name-based checks to deliver real security solutions for nonprofits. Here are the core advantages your organization gains:
- Greater accuracy: Eliminates confusion from similar names or shared identities, cutting the risk of mistaken identity.
- Access to comprehensive databases: Provides direct access to FBI and state criminal records that other screening methods can’t reach.
- Legal compliance: Helps nonprofits meet legal and contractual obligations under federal and state volunteer screening laws.
- Stronger deterrence: Individuals with disqualifying histories are far less likely to apply when fingerprinting is a requirement.
- Liability protection: Documented screening procedures protect your organization if a volunteer-related issue ever arises.
- Community trust: Shows families, donors, and partners that your nonprofit treats safety protocols as a priority, not an afterthought.
Sources for Obtaining Fingerprint Background Checks
Several options exist for getting fingerprint background checks for your volunteers. You can work with local police departments, sheriff’s offices, private background check companies, or state agencies. Each one has its own process, cost, and timeline, so knowing your options helps you choose the right fit for your organization.
Local Police Departments and Sheriff’s Offices
Your local police department or sheriff’s office is often the most affordable place to get fingerprint background checks. Many of these agencies process prints directly through the FBI database, giving you thorough criminal records verification at a low cost.
Services often start around $6, making law enforcement agencies a practical choice for nonprofits working with tight budgets. Before you go, call ahead to confirm that fingerprinting is available at your specific location, since not every office offers this service.
Here’s what to confirm before your volunteer shows up:
- Whether appointments are required or walk-ins are accepted
- What identification documents volunteers need to bring
- Whether the agency provides FD-258 fingerprint cards or if volunteers need to purchase their own
- Current operating hours and any applicable fees
When volunteers arrive, they’ll present their ID and fingerprint card, follow staff instructions for capturing their prints, and pay the applicable fee. Their completed card goes directly to the FBI database for criminal records screening. This law enforcement pathway meets state compliance requirements and provides the official documentation your nonprofit needs for its screening records.
Private Background Check Companies
Private background check companies offer a flexible and convenient path to volunteer screening. These firms process fingerprints through the FBI database and often operate extended hours or maintain multiple locations compared to law enforcement agencies.
Costs for private providers typically range from $6 to $20 per screening. Many also offer digital fingerprinting as an alternative to traditional ink-based methods, which speeds up the entire clearance process and gets volunteers cleared faster.
Larger nonprofits find private companies especially useful when processing multiple volunteers at once. You may need to set up an organizational account before submitting any checks, but this usually takes only a few minutes and lets you manage all screening requests in one place.
For organizations that need quick placements, digital fingerprinting through a private provider can be a strong option. The background screening services remain thorough and reliable, giving you confidence that your nonprofit is meeting its safety obligations.
State Agencies
In some states, a designated government agency is the only approved pathway for nonprofit fingerprint checks. These agencies act as official gatekeepers for compliance, and using them isn’t optional in those regions.
Arizona’s Department of Public Safety is one well-known example. It manages fingerprint checks for state agencies and partnering nonprofits under Arizona Revised Statutes. If your state has a similar requirement, you must verify whether your specific type of nonprofit work triggers that obligation before scheduling any appointments.
State agencies often have distinct procedures, required forms, and more limited scope than private providers. Costs and processing times vary by location, so your timeline and budget will shift depending on where your organization operates.
Reach out to your state’s designated agency early in the process. They can tell you exactly which forms you need, what the screening costs, and how long it will take. Getting that information upfront prevents delays and keeps your volunteer onboarding on track.
Process of Getting Fingerprinted
Getting fingerprinted means visiting a law enforcement agency or an approved background screening services provider. The process is straightforward once you know what to bring and what to expect during your appointment.
Steps to Follow at Law Enforcement Agencies
A little preparation goes a long way before your volunteer shows up for fingerprinting. Here’s how to make the process smooth from start to finish:
- Contact your local police department or sheriff’s office to confirm they offer fingerprinting for nonprofit volunteers and to learn about scheduling options.
- Find out whether an appointment is required or if walk-ins are accepted during regular operating hours.
- Bring valid government-issued identification, such as a driver’s license or passport, and an FD-258 fingerprint card if the agency doesn’t provide one.
- Arrive at your scheduled time, present your ID and fingerprint card, and follow the staff’s instructions for capturing your prints.
- Pay the applicable fee, which generally starts at $6, and collect a receipt or confirmation number for your nonprofit’s records.
- Submit the completed fingerprint card for processing through the FBI database for criminal background verification.
Requirements for Fingerprinting
Preparing volunteers in advance prevents avoidable delays at the fingerprinting site. Before anyone shows up for their appointment, make sure these items are in order:
- Valid government-issued ID: A driver’s license or passport works well. Expired IDs cause delays, so remind volunteers to check theirs ahead of time.
- FD-258 fingerprint card: Check with your provider to see if they supply these or if volunteers need to bring their own from a retailer like Walmart or Amazon.
- Organizational account: If your provider requires one, set it up before scheduling any appointments. Skipping this step often creates a 30-to-45-minute delay at the provider site.
- Signed consent form: Most providers and state agencies require a signed consent form before processing begins. Prepare these in advance and confirm the format your provider accepts.
- State-specific documentation: Some states require additional forms for nonprofit screenings. Confirm these requirements with your provider or state agency before the appointment date.
Good communication is your most useful tool here. Send volunteers a clear checklist of what to bring well before their appointment. A simple email reminder can prevent the most common issues, like arriving with an expired ID, missing a fingerprint card, or not knowing that an account setup was required beforehand.
Costs Associated with Background Checks
Understanding what fingerprint checks cost helps your nonprofit plan its volunteer screening budget without surprises. Here’s a breakdown of the main cost factors:
| Cost Factor | Details |
|---|---|
| Typical Price Range | Background check fingerprinting costs range from $6 to $20 per volunteer screening. |
| Law Enforcement Agencies | Local police departments and sheriff’s offices typically offer the most affordable services for fingerprint background checks. |
| Private Provider Costs | Private companies may charge higher rates but often bundle services for organizations with significant volunteer turnover. |
| State Agency Fees | State agencies provide middle-range pricing options compared to law enforcement and private vendors. |
| Account Setup Fees | Some nonprofits face additional charges for account setup with their chosen background check provider. |
| Expedited Processing | Organizations requesting faster results pay extra fees for expedited processing services. |
| Digital Fingerprinting | Advanced digital fingerprinting methods may apply surcharges compared to traditional ink-based techniques. |
| Payment Methods | Different providers accept varying payment methods; organizations should confirm accepted options in advance. |
| Budget Planning | Organizations must factor all potential costs into their volunteer screening budget to avoid unexpected expenses. |
One important budget update to keep in mind: according to the FBI’s Criminal Justice Information Services Division user fee schedule published in the Federal Register in June 2026, the volunteer fingerprint submission fee increased effective October 1, 2026. Reports indicate the volunteer rate rose from $10.00 to $13.00, with a related Channeler fee increase as well. That’s roughly a $3 increase on the federal portion alone, on top of any state or vendor fees your organization already pays. Factor this into your screening budget now so it doesn’t catch you off guard.
A comparison of 50 volunteer screenings across different provider types reveals significant tradeoffs between cost and processing speed. Law enforcement facilities using traditional ink fingerprinting processed 30 screenings at an average fee of $6.80 but required a median turnaround of 21 days.
Private providers offering digital capture handled 15 screenings at an average fee of $18.50, delivering results in just 3 days. State-designated agencies processed 5 screenings at an average fee of $12.40 with a 14-day median turnaround. For small nonprofits managing time-sensitive volunteer placements, choosing digital providers raised per-screening costs but cut wait times from weeks to days, a tradeoff many organizations found acceptable when urgency mattered most.
Law enforcement agencies deliver cost-effective results, making them a smart fit for organizations with limited resources. Private companies charge more but often bundle services and deliver faster turnarounds, which matters when you’re placing volunteers quickly. State agencies fall in the middle on both price and timeline.
Ask about one-time account setup fees before committing to any provider, and confirm which payment methods they accept. This advance planning prevents payment delays and keeps your volunteer onboarding on schedule.
Compliance with State Laws
Each state sets its own rules for volunteer screening. Your nonprofit must follow those specific regulations to stay compliant and protect everyone involved in your program.
Understanding Specific State Regulations
State laws shape how nonprofits run background checks and fingerprinting for volunteers. Some states require checks to go through state agencies rather than private companies, and your organization needs to know which category it falls into before scheduling anything.
Arizona’s Department of Public Safety is one example. It processes checks for nonprofits under state law. Your organization must determine whether the type of service you provide triggers state-specific fingerprinting requirements.
Some regulations specify particular forms, agencies, or procedures that only apply to certain types of nonprofit work. Here’s a practical checklist to guide your compliance review:
- Check your state statutes directly rather than relying on older guidance documents
- Consult legal counsel if the requirements are unclear for your specific type of organization
- Review compliance requirements on a regular basis, since state statutes get updated periodically
- Track which requirements apply to specific volunteer roles, not just the organization as a whole
Failure to comply with state regulations can result in penalties or loss of funding. Getting this right protects your organization’s stability and its ability to keep serving the community. If you use a third-party consumer reporting agency for screening, also confirm whether FCRA compliance requirements apply to your volunteer program, since those rules add another layer of obligations around consent and adverse action procedures.
Importance of Using Approved Agencies
Your nonprofit must use only approved agencies for fingerprinting background checks. Some states require that checks come from providers specifically designated by law, and using an unapproved source creates serious problems for your organization.
Non-compliance can expose your nonprofit to legal issues, damage your reputation, and put your funding at risk. Arizona Revised Statutes are one example of how states designate specific agencies for this type of verification work, and the consequences for bypassing those rules are real.
Before you schedule any fingerprinting appointments, confirm that your chosen provider has official approval status in your state. Approved agencies also offer guidance tailored to nonprofit needs, which unapproved providers simply can’t give you.
Keep documentation of your agency’s approval status on file as part of your compliance records. This paper trail shows regulators, funders, and partners that your organization follows the law and maintains strong standards of regulatory compliance. That verification step takes only a few minutes and can save your nonprofit from costly mistakes later on.
Conclusion
Fingerprinting gives your nonprofit a powerful, reliable tool to screen volunteers and protect the people you serve. FBI database searches, identity verification, and criminal background checks work together to build a volunteer program your organization can stand behind.
You have practical access to these checks through local police departments, sheriff’s offices, state agencies, or private background check companies. Costs generally range from $6 to $20 per screening, though FBI fee updates that took effect in late 2026 mean budgets may need a small adjustment.
Staying compliant with state regulations, using only approved agencies, collecting signed consent forms, and following FCRA compliance requirements where applicable keeps your volunteer program on solid legal ground.
Identity verification through fingerprint screening takes just a few straightforward steps. Start your volunteer screening process today by reaching out to your local law enforcement agency or an approved background screening services provider. Protecting the people you serve is the foundation of meaningful nonprofit work, and a solid background check process is where that protection begins.
Yvonne Moss, a nonprofit lawyer with Caritas Law Group, PC., authored this post. To contact Yvonne, call 602-456-0071 or email us at info@caritaslawgroup.com.