Background Checks: Difference between revisions
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[[File:Wrestler.png|alt=Wrestler robbing a store|thumb|550x550px|''Knocking off a convenience store dressed as a luchador with several ostriches as | [[File:Wrestler.png|alt=Wrestler robbing a store|thumb|550x550px|''Knocking off a convenience store [https://youtu.be/qpjwjmlblII dressed as a luchador] with several ostriches as accomplices will endear you in our hearts but is not likely to encourage your volunteer application. Unless you didn't get caught, of course.'']] | ||
== Policy Summary: Background Checks == | |||
== Policy Summary: Criminal Background Checks for PBEM Volunteers == | |||
PBEM volunteers often come into contact with vulnerable populations during a deployment, and volunteers have access to government-owned equipment and sensitive information. Therefore, '''PBEM requires all registered volunteers (NET, BEECN, and ATV) to undertake a criminal background check.''' The criminal background check is conducted at PBEM's expense, and completed every three years. | PBEM volunteers often come into contact with vulnerable populations during a deployment, and volunteers have access to government-owned equipment and sensitive information. Therefore, '''PBEM requires all registered volunteers (NET, BEECN, and ATV) to undertake a criminal background check.''' The criminal background check is conducted at PBEM's expense, and completed every three years. | ||
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|'''Last revised''' | |'''Last revised''' | ||
| | |October 03, 2025 | ||
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|'''Policy owner''' | |'''Policy owner''' | ||
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=== Forms === | === Forms === | ||
None. | None. When a volunteer is supposed to have their check completed, they will receive an email notification. | ||
=== Reason for Policy === | === Reason for Policy === | ||
There are several reasons for running a criminal background check on PBEM volunteers: | There are several reasons for running a criminal background check on PBEM volunteers: | ||
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* '''Screening for criminal history:''' Prior convictions for violent crimes, sexual offenses, or fraud may indicate someone is not a good fit for a public-facing emergency role. | * '''Screening for criminal history:''' Prior convictions for violent crimes, sexual offenses, or fraud may indicate someone is not a good fit for a public-facing emergency role. | ||
* '''Protecting other PBEM volunteers and staff:''' PBEM volunteers and staff operate in high stress environments and rely on trust and teamwork. Ensuring that all members have been vetted can enhance team cohesion and accountability. | * '''Protecting other PBEM volunteers and staff:''' PBEM volunteers and staff operate in high stress environments and rely on trust and teamwork. Ensuring that all members have been vetted can enhance team cohesion and accountability. | ||
Criminal background checks for emergency management volunteers | Criminal background checks for emergency management volunteers is consistent with other public safety and emergency personnel policies. | ||
<br/> | <br/> | ||
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PBEM does not preserve the details of criminal background checks, and any information obtained through the check is deleted/destroyed after use. | PBEM does not preserve the details of criminal background checks, and any information obtained through the check is deleted/destroyed after use. | ||
<br/> | <br/> | ||
=== Scope === | === Scope === | ||
This policy applies to all PBEM volunteers (NET or ATV) and all prospective PBEM volunteers. | This policy applies to all PBEM volunteers (NET or ATV) and all prospective PBEM volunteers. | ||
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; PBEM volunteers and prospective volunteers ("trainees") | ; PBEM volunteers and prospective volunteers ("trainees") | ||
: Completes any procedures associated with fulfilling criminal background check requirements. | : Completes any procedures associated with fulfilling criminal background check requirements. | ||
=== Definitions === | === Definitions === | ||
{| class="wikitable" style="width: 50%;" | {| class="wikitable" style="width: 50%;" | ||
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|An illegal activity/offense as defined in [https://www.oregonlegislature.gov/bills_laws/ors/ors161.html ORS §161]. | |An illegal activity/offense as defined in [https://www.oregonlegislature.gov/bills_laws/ors/ors161.html ORS §161]. | ||
|} | |} | ||
== Implementation Details == | == Implementation Details == | ||
There are three ways to satisfy the background check requirement. | There are three ways to satisfy the background check requirement. | ||
#[Mailto:net@portlandoregon.gov?subject=Background%20check%20option%201 Email PBEM] a scan or verification link to a license or permit that requires a criminal background check. Examples include a medical license, a TSA Trusted Traveler ID, or a concealed weapon permit. The license or permit issue date must be no more than three years prior to the volunteer's activation date. | #[Mailto:net@portlandoregon.gov?subject=Background%20check%20option%201 Email PBEM] a scan or verification link to a license or permit that requires a criminal background check. Examples include a medical or teaching license, a TSA Trusted Traveler ID (aka Global Entry), or a concealed weapon permit. The license or permit issue date must be no more than three years prior to the volunteer's activation date. (A TSA PreCheck, or simply a Known Traveler Number (KTN), are no longer accepted due to unavailability of a reliable verification tool.) | ||
#[Mailto:net@portlandoregon.gov?subject=Background%20check%20option%202 Email PBEM] a copy of a criminal background check conducted by a third party within the past 18 months, such as an employer. We might need to verify the check with the organization who conducted it. PBEM does ''not'' need a detailed criminal background report. PBEM ''only'' needs confirmation that a criminal background check was conducted and that the volunteer passed it. | #[Mailto:net@portlandoregon.gov?subject=Background%20check%20option%202 Email PBEM] a copy of a criminal background check conducted by a third party within the past 18 months, such as an employer. We might need to verify the check with the organization who conducted it. PBEM does ''not'' need a detailed criminal background report. PBEM ''only'' needs confirmation that a criminal background check was conducted and that the volunteer passed it. | ||
# Use PBEM's background check service at no cost to the volunteer by [Mailto:net@portlandoregon.gov?subject=Background%20check%20option%203 emailing PBEM that you want 'option 3'] and PBEM will initiate the process through our third-party service provider, [https://www.sterlingvolunteers.com/ Sterling Volunteers]. It is done entirely online and results are usually returned within two days. You receive a copy for your own review and use. Please see below for the PBEM-provided background check process. | # Use PBEM's background check service at no cost to the volunteer by [Mailto:net@portlandoregon.gov?subject=Background%20check%20option%203 emailing PBEM that you want 'option 3'] and PBEM will initiate the process through our third-party service provider, [https://www.sterlingvolunteers.com/ Sterling Volunteers]. It is done entirely online and results are usually returned within two days. You may opt to receive a copy for your own review and use during the application process. Please see below for the PBEM-provided background check process.<br /> | ||
<br/> | |||
=== PBEM-provided background check process === | === PBEM-provided background check process === | ||
If you choose to have your background check run by PBEM, you will receive an invitation to complete the process from our third-party provider, '''Sterling Volunteers'''. Some of the language you encounter in that process might be confusing, so to clarify: | If you choose to have your background check run by PBEM, you will receive an invitation to complete the process from our third-party provider, '''Sterling Volunteers'''. Some of the language you encounter in that process might be confusing, so to clarify: | ||
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# You are ''not'' required to ‘set up security questions’, but you may if you like. | # You are ''not'' required to ‘set up security questions’, but you may if you like. | ||
# You will be required to enter your '''Social Security Number'''. This is used by Sterling ''only'' for automated address verification. The City never receives or stores your SSN, and cannot use it for any other purpose. To be perfectly blunt, PBEM does not want the liability of possessing your SSN, which is one of the reasons we use this specialized service. | # You will be required to enter your '''Social Security Number'''. This is used by Sterling ''only'' for automated address verification. The City never receives or stores your SSN, and cannot use it for any other purpose. To be perfectly blunt, PBEM does not want the liability of possessing your SSN, which is one of the reasons we use this specialized service. | ||
# You will see references to '''FCRA, the Fair Credit Reporting Act'''. This Federal law dictates the disclosures required for PBEM to obtain your consent. The name is misleading: We '''DO NOT''' check your credit, and we '''DO NOT''' report any findings to anyone outside the City of Portland government. Your credit rating is not relevant to your volunteer service, and cannot be viewed nor affected as part of this criminal background check. | # You will see references to '''FCRA, the Fair Credit Reporting Act'''. This Federal law dictates the disclosures required for PBEM to obtain your consent. The name is misleading: We '''DO NOT''' check your credit, and we '''DO NOT''' report any findings to anyone outside the City of Portland government. Your credit rating is not relevant to your volunteer service, and cannot be viewed nor affected as part of this criminal background check.<br /> | ||
== Compliance == | |||
Prospective volunteers who do not complete or cooperate with the criminal background check process will not matriculate as active volunteers. They will languish in a strange limbo status where the shadows are long, the meals taste of sawdust, and the birds will not sing their names. | |||
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== Related Information == | |||
None. | |||
== Frequently Asked Questions (FAQs) == | == Frequently Asked Questions (FAQs) == | ||
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''A: Never! PBEM will contact prospective volunteers at the appropriate time when their background check must be completed. Typically this is just before becoming an Active volunteer, near the end of Basic NET Training or after BEECN training. Active volunteers will be notified by PBEM when their check expires and must be renewed.'' | ''A: Never! PBEM will contact prospective volunteers at the appropriate time when their background check must be completed. Typically this is just before becoming an Active volunteer, near the end of Basic NET Training or after BEECN training. Active volunteers will be notified by PBEM when their check expires and must be renewed.'' | ||
===== | ===== Q: I joined a Basic NET/Basic BEECN class but nobody has asked me for a record check. Why? ===== | ||
''A: In order to keep costs down, PBEM runs background checks on prospective volunteers when [[PBEM Volunteer Types and Statuses#PBEM Volunteer Status|all other activation requirements]] are met for a volunteer (e.g. completion of basic training). PBEM has complete discretion concerning the timing of running a volunteer's criminal record check.'' | ''A: In order to keep costs down, PBEM runs background checks on prospective volunteers when [[PBEM Volunteer Types and Statuses#PBEM Volunteer Status|all other activation requirements]] are met for a volunteer (e.g. completion of basic training). PBEM has complete discretion concerning the timing of running a volunteer's criminal record check.'' | ||
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If your question is not answered above, please [Mailto:net@portlandoregon.gov?subject=Background%20check%20question email us]. | If your question is not answered above, please [Mailto:net@portlandoregon.gov?subject=Background%20check%20question email us]. | ||
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== Policy Change Record == | |||
{| class="wikitable" style="width: 60%" | |||
|+ | |||
! style="text-align: left" |Date | |||
! style="text-align: left" |Change | |||
! style="text-align: left" |Approved By | |||
|- | |||
|2026.01.25 | |||
|TSA PreCheck can no longer be accepted because a reliable verification tool is not available to PBEM. | |||
|Devitt | |||
|- | |||
|2025.10.03 | |||
|TSA PreCheck approved in lieu of a PBEM criminal background check. | |||
|Van Keuren | |||
|} | |||
</br> | |||
== Notes and References == | |||
<references /> | |||
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