DISCLAIMER

All information on this page is in draft form. Updates and revisions will be made before this information is officially launched to the Oregon State University community.

Overview

Individuals are required to complete a background check prior to beginning volunteer service or taking on new volunteer service responsibilities.

Timing

After an individual completes the CastleBranch steps, typically the background check process takes:

  • Two to five (2-5) business days for individuals that have consistently resided and worked in Oregon for seven or more years, and
  • Five to 10 (5-10) business days for individuals that have resided and worked in Oregon for less than seven years

Timing is impacted by various factors though. See the General section on the FAQs page for additional information.

Confidentiality

Details of your background check will not be shared with the volunteer service unit or any other unit that does not have an business need to know. If it is determined you are ineligible for a volunteer opportunity, the volunteer service unit will only be notified that that you are ineligible to volunteer in that specific capacity.

What to Expect - Volunteers

Act on any OSU and vendor invitation emails as soon as possible. Any delay in doing so may impact when you can begin your volunteer opportunity. If you do not receive these emails in a timely fashion, please reach out to the volunteer coordinator.

  1. You will receive an email with a link to OSU’s background check authorization and release form. The subject line will be: CHC Release Volunteer [Your Name]. 

  2. Shortly after you complete the authorization and release form, you will receive an invitation and instructions from our vendor CastleBranch.

  3. If the volunteer opportunity requires driving, you will also receive instruction to request your official/certified driving history. An overview of how make this request is located on the Motor Vehicle History Checks section on the FAQs page.

A visual representation of the process is available at this link.

Results

If your background check returns satisfactory results, the Background Check team will notify the volunteer service unit that your background check is complete. You will then receive information about next steps from the volunteer service unit. Satisfactory results may include a history of convictions or motor vehicle history findings, but it was determined that they did not disqualify you for the opportunity through the individualized assessment process.

If your background check returns results that required additional review and are relevant to volunteer service at OSU, you will receive outreach from the HSRAC with instructions for next steps. Final decisions are made by the designated Employee and Labor Relations lead. Additional information about this process is available on the Background Check home page in the Review of Background Check Results and Employment / Service Eligibility Determination section

  • Remember: a previous conviction does not automatically prevent you from volunteering for OSU.

If it is determined that you are ineligible for a specific volunteer opportunity, the HSRAC will let you know the decision via email. Such decisions can be appealed, and instructions for how to appeal will be in the decision email.

What to Expect - Volunteer Service Units

  1. Complete your volunteer recruitment process and select your volunteer(s).

  2. Provide the volunteer(s) with the Conditions of Volunteer Service form.

    • If the opportunity has critical or security-sensitive access, let the volunteer know that the opportunity is contingent on a satisfactory background check.

      If the opportunity requires driving as part of the regular responsibilities, let the volunteer know that the opportunity is contingent on a satisfactory motor vehicle history check.

  3. If a volunteer is:

    • Eligible for a volunteer service opportunity, the Background Check team will notify you via email and the unit can proceed with next steps. 
    • Not eligible for a volunteer opportunity, the Background Check team will notify you via email that the volunteer is ineligible for the volunteer opportunity, but will not reveal the details of the ineligibility. The Background Check team will also notify the individual of ineligibility for the volunteer opportunity via email. 
  • Remember: a previous conviction does not automatically prevent an individual from volunteering for OSU.

A visual representation of the process is available at this link.

How Units Can Support Timely Completion

  • If the volunteer opportunity includes a motor vehicle history check, let the volunteer(s) know that the volunteer opportunity is contingent on satisfactory results from it as well.

  • Tell your volunteer(s) to look for an email message from dse_na2@docusign.net.

  • Subject line will be: CHC Release Volunteer [Volunteer's Name]. 

  • Tell your volunteer(s) to look for an email message from CastleBranch after they complete the form in the email referenced above.

  • Instruct the volunteer(s) to notify you if they do not receive one or both of these emails. If this occurs, notify the Background Check team immediately.

  • Encourage the volunteer(s) to act on them emails immediately as any delay in doing so may delay when they can begin their volunteer opportunity.

Current Volunteers

Self-Report Requirement

Volunteers are required to notify Employee and Labor Relations in Human Resources if they are convicted of a crime and/or major traffic offense after they begin volunteer service.

Volunteer service units that are made aware of post-volunteer service convictions/major traffic violation must also notify Employee and Labor Relations for further investigation.

Failure to report relevant convictions may result in removal from volunteer service. If the university receives report of a relevant conviction and/or major traffic offense, a new background check may be required to confirm the report.

For additional information or to self-report a conviction and/or major traffic offense, please visit the Self-Report Requirement section of the frequently asked questions (FAQs) page.

FAQs

Please visit the General and Volunteers sections of the frequently asked questions (FAQs) page.

Policies and Additional Resources

  • Background Check Policy
  • Volunteer Background Check Release Authorization Form (English)
  • Volunteer Background Check Release Authorization Form (Spanish)
  • Volunteer Service (Insurance and Risk Management)
  • CastleBranch Portal
  • Summary of Your Rights Under the Fair Credit Reporting Act