IntroductionThank you for choosing Secure Volunteer to manage the background checks of your volunteer population BIB endeavors to create a seamless process in transitioning your volunteer screening program to the Secure Volunteer platform

This guide provides instructions onbull Developing your Secure Volunteer websitebull Delivering information to BIBbull Communicating the Secure Volunteer process to your organizationbull ID Card Policy

All information requested as part of this guide should be submitted to Client Services - clientservicesbibcom

A checklist with all information required appears at the end of this guide along with an FAQ section A submission form is also included

BIB looks forward to working with your organization to create a successful and effective volunteer screening program

Creating Your Secure Volunteer WebsiteAccount AccessYour organization should provide the names and email addresses for all administrators and users on your account Please also assign permission levels to each user

Permission level options bull Full Permission Rights ordering viewing and adjudication bull Limited Permission Rights ordering andor viewing rights only Widget InstructionsBIB will provide HTML code to include on your website to display a link to your Secure Volunteer landing page You may insert the widget on more than one page

Home Page PersonalizationYou may provide BIB with your organization logo in for placement on your Secure Volunteer home page

URLsThe URL for your Secure Volunteer home page will be wwwsecurevolunteercomORGANIZATION Please indicate how you would like your organization name displayed This same name will be used in all copy on the website pages and communication to applicants in emails or letters

Additional page URLs will include a backslash after organization Application pages can includebull Background Selection Pagebull Release Formbull Volunteer Agreement (optional)bull Data Entry Pagebull Checkout for Self-Pay (optional)bull Thank YouConfirmation Page

Your applicants will have access to these additional pages bull Replacement Cardbull FAQsbull Terms of Usebull Privacy Statementbull Data Security

Additional Data Required for Site Set-UpVolunteer Types

bull Your package may include more than one type of searchbull The volunteer type can be a field on the ID cardbull You have the ability to customize the language used for each volunteer typebull If your package only has one standard search you still have the option to customize the

languagebull Recommendations ndash Use language that describes the type of volunteer (ie Driver Coach Youth Volunteer)

Locations

bull On the Data Entry Page applicants have the ability to choose a school or locationbull Please provide a list of schools or locations for this drop down choicebull If you only have one location then only one item will show on the drop down

Volunteer Release

bull You may provide your own release for applicants to e-sign their consent for the screenbull If you do not have your own release BIB can provide one

Volunteer Agreement

bull Should your organization have a separate volunteer agreement that is required you may submit this to BIB and it can be included for e-signature by applicants

Self Pay Option

bull This option would have been covered in your proposalbull If your proposal outlines that an applicant will be charged a specific dollar amount or

percentage this amount will be reflected on the Background Selection Page

Policy Guidelines

bull With Secure View technology you have the ability to only review those reports that are outside of your guidelines Those individuals that meet your guidelines will be automatically approved

bull A policy guideline should be submitted to BIB defining what types of background records preclude applicants from volunteering

bull BIB can assist with the creation of policy guidelines if needed

Communications Sent to ApplicantsConfirmationsThis email is sent to applicants as confirmation of receipt of their application

ApprovalsThis email is sent when an applicant is approved

This email is a confirmation of your background screen application you submitted through the Secure Volunteer website of ORGANIZATION Your application is currently being reviewed

Once your background screen has been conducted you will receive an update regarding your approval

Thank you choosing to volunteer and for using Secure Volunteer

SincerelySecure Volunteer powered by BIB

Congratulations Your volunteer application for ORGANIZATION has been approved You should receive your ID card within 10 business days

The card will be mailed to the address you provided Until you receive the card please use this email as a temporary card Please present this email along with a government issued photo ID while volunteering

Below please find your Secure Volunteer application information

Secure IDExpiration DateVolunteer Type

For additional questions regarding your ID card or application please visit the Secure Volunteer FAQs For specific questions regarding volunteering please contact the organization

Thank you for your commitment to volunteering

SincerelySecure Volunteer - Powered by BIB

Volunteer for Background Investigation Bureau

9710 Northcross Center CourtHuntersville NC 28078

Client Services 877-439-3900

wwwbibcom

Here is your Secure Volunteer ID card Please take this along with a government issued ID to all volunteer activities

Thanks for Volunteering

Background Investigation Bureau congratulates you on your volunteer background screen approval

Enclosed please find your Secure Volunteer ID card This ID card signifies that you have successfully passed a volunteer background screen Please carry this card with you during all volunteer opportunities as well as a government issued photo ID Please note this card does have an expiration date prior to the expiration you will receive notification regarding a renewal background screen

If you misplace your card you can visit our Secure Volunteer website A small fee may be required for replacement cards For any additional questions regarding the application or card please visit our Secure Volunteer FAQ section online For specific questions regarding volunteering please contact your organization

Thank you for your commitment to volunteering

Sincerely

BIB

[DATE]

[ORGANIZATION][NAMEADDRESS1ADDRESS2CITY STATE ZIP]

Applicant Approved Letter amp Card Approved applicants are mailed this letter with their card

DenialsOnce an applicant submits the forms a queue of applicants to be screened is displayed on your dashboard Should you elect to remove an applicant from this list and prohibit them from moving to the screening process the applicant would receive this email

Thank you for your interest in volunteering for ORGANIZATION

Your application for the volunteer background check has not been approved for processing by ORGANIZATION Please note a background check was not performed Contact the ORGANIZATION to discuss any questions or concerns

If you used a credit card to pay for your background screen it will not be charged

If you have any questions regarding the submission of personal data please view the Privacy Statement and Data Security Statement

SincerelySecure Volunteer - Powered by BIB

If an applicant does not meet your policy guidelines this is the email that will be sent by BIB

Applicants who do not meet your guidelines are also mailed a copy of their report per FCRA as well as a Pre-Adverse Action Letter and Adverse Action Letter

Applicants who do not meet your guidelines are also mailed a copy of their report per FCRA as well as this Adverse Action letter on your behalf Applicants also receive the Summary of Consumer Rights The Adverse Action letter is sent on your letterhead

Applicant NameApplicant AddressCity State Zip Code

Dear Applicant Name

ORGANIZATION is unable to approve you for volunteer employment This decision may have been made in part from information received from Background Investigation Bureau (BIB)

BIB is unable to provide you with the specific reason(s) you did not meet our approval guidelines

In addition to a copy of ldquoA Summary of Your Rights Under the Fair Credit Reporting Actrdquo you were furnished a complete copy of the report provided to us by BIB

You have the right to dispute directly with BIB the accuracy or completeness of any information provided by them

They may be contacted in writing by sending a letter detailing your concerns to

Background Investigation BureauAttn Dispute ResolutionPO Box 1393Cornelius NC 28031Toll-free at 877-439-3900 or via email at DisputeBIBcom

You may also initiate a dispute online at wwwbibcom

Again we appreciate your interest in volunteering for ORGANIZATIONSincerely

Volunteer Coordinator(Company Name)(Company Address)

Thank you for your interest in volunteering for ORGANIZATION ORGANIZATION reviewed the background check by BIB and determined there was information on the report that would preclude you from volunteering with ORGANIZATION

A copy of the report as well as an Adverse Action letter will be sent to the address you provided Upon receipt you will have the opportunity to dispute any information in the report For more information on disputing your background report and to view a copy of the Summary of Consumer Rights please visit our Dispute Page

Please visit our FAQ Section should you have additional questions about the background check process Specific questions about ORGANIZATION policies should be directed to ORGANIZATION

SincerelySecure Volunteer - Powered by BIB

Communicating Secure Volunteer to Your OrganizationAll those associated with your organization should understand the importance of background screening volunteers Screening them with Secure Volunteer creates a streamlined process enhancing safety and minimizing risk Here are some key conversation points to share with your organizationbull Emphasize ease of use of system

ndash Completely web based systemndash Paperless

bull Note that the Secure Volunteer site is secure BIB takes personal data security and privacy very seriously and has instituted safeguards to protect personal data and credit card information

bull Assure applicants that private nonessential information is not disclosed to administrators of the system

bull Highlight the benefits of the ID Cardndash Visual indicator of successful screenndash QR (Quick Response) code for further verificationndash Foiled lock on front of card to prevent duplicationndash Expiration dates ensure that rescreens occur at a minimum every two years

bull Educate those staff that manage volunteer background screensndash Consistent enforcement of policyndash Promote communication to volunteers about the process and the expectations your organization has of them when they apply to volunteer

Secure Volunteer ID Card PolicyYour organization should adopt an ID card policy that is in line with the messaging found on the back of the card which instructs volunteers to always have their card with them at all times during volunteering and to use in conjunction with a government issued photo ID A special QR code and ID number are located on the back of each card to allow for verification of approval as wellbull Your policy should also include

ndash Not allowing volunteers to use expired cardsndash Ensuring that volunteers that lose cards order a replacement card

We recommend making the policy available to all volunteers either online or posted at your location

Another important part of the ID card policy is setting an expiration date Prior to the card expiring volunteers will receive notification Expirations can be set at one year or two years only

FAQs

How do volunteers order replacement cardsDirect them to go back to your website The Secure Volunteer icon located on your website has the option - ldquoGet a Replacement Cardrdquo Replacement cards are $5 Either the organization or the volunteer can be responsible for this cost

How is my organization billedYour account is billed for screens performed only There is no set-up software annual or maintenance fee Invoices are sent at the sent at the beginning of each month for the previous monthrsquos usage

Can I change my volunteer screen packageYes you may change the screening options on your packages at any time Please contact Client Services

Can I add new users after account set-upYes please contact Client Services to add users

Does the organization receive an alert on expirationsYes the organization as well as the volunteer will receive an email alert regarding expiration at least 30 days prior to the expiration

Can we customize the language in the approval and denial communicationsIn the samples furnished your organizationrsquos name will be inserted where applicable To ensure consistency and compliance the content cannot be customized further

Is Volunteer Type required on cardsNo this is an optional field

How do I contact BIBrsquos Client ServicesClient Services is available to assist you Monday-Friday 8AM-5PM EST

9710 Northcross Center CourtHuntersville NC 28078

(p) 877-439-3900

clientservicesbibcom bibcom

Creating Your Secure Volunteer WebsiteAccount AccessYour organization should provide the names and email addresses for all administrators and users on your account Please also assign permission levels to each user

Permission level options bull Full Permission Rights ordering viewing and adjudication bull Limited Permission Rights ordering andor viewing rights only Widget InstructionsBIB will provide HTML code to include on your website to display a link to your Secure Volunteer landing page You may insert the widget on more than one page

Home Page PersonalizationYou may provide BIB with your organization logo in for placement on your Secure Volunteer home page

URLsThe URL for your Secure Volunteer home page will be wwwsecurevolunteercomORGANIZATION Please indicate how you would like your organization name displayed This same name will be used in all copy on the website pages and communication to applicants in emails or letters

Additional page URLs will include a backslash after organization Application pages can includebull Background Selection Pagebull Release Formbull Volunteer Agreement (optional)bull Data Entry Pagebull Checkout for Self-Pay (optional)bull Thank YouConfirmation Page

Your applicants will have access to these additional pages bull Replacement Cardbull FAQsbull Terms of Usebull Privacy Statementbull Data Security

Additional Data Required for Site Set-UpVolunteer Types

bull Your package may include more than one type of searchbull The volunteer type can be a field on the ID cardbull You have the ability to customize the language used for each volunteer typebull If your package only has one standard search you still have the option to customize the

languagebull Recommendations ndash Use language that describes the type of volunteer (ie Driver Coach Youth Volunteer)

Locations

bull On the Data Entry Page applicants have the ability to choose a school or locationbull Please provide a list of schools or locations for this drop down choicebull If you only have one location then only one item will show on the drop down

Volunteer Release

bull You may provide your own release for applicants to e-sign their consent for the screenbull If you do not have your own release BIB can provide one

Volunteer Agreement

bull Should your organization have a separate volunteer agreement that is required you may submit this to BIB and it can be included for e-signature by applicants

Self Pay Option

bull This option would have been covered in your proposalbull If your proposal outlines that an applicant will be charged a specific dollar amount or

percentage this amount will be reflected on the Background Selection Page

Policy Guidelines

bull With Secure View technology you have the ability to only review those reports that are outside of your guidelines Those individuals that meet your guidelines will be automatically approved

bull A policy guideline should be submitted to BIB defining what types of background records preclude applicants from volunteering

bull BIB can assist with the creation of policy guidelines if needed

Communications Sent to ApplicantsConfirmationsThis email is sent to applicants as confirmation of receipt of their application

ApprovalsThis email is sent when an applicant is approved

This email is a confirmation of your background screen application you submitted through the Secure Volunteer website of ORGANIZATION Your application is currently being reviewed

Once your background screen has been conducted you will receive an update regarding your approval

Thank you choosing to volunteer and for using Secure Volunteer

SincerelySecure Volunteer powered by BIB

Congratulations Your volunteer application for ORGANIZATION has been approved You should receive your ID card within 10 business days

The card will be mailed to the address you provided Until you receive the card please use this email as a temporary card Please present this email along with a government issued photo ID while volunteering

Below please find your Secure Volunteer application information

Secure IDExpiration DateVolunteer Type

For additional questions regarding your ID card or application please visit the Secure Volunteer FAQs For specific questions regarding volunteering please contact the organization

Thank you for your commitment to volunteering

SincerelySecure Volunteer - Powered by BIB

Volunteer for Background Investigation Bureau

9710 Northcross Center CourtHuntersville NC 28078

Client Services 877-439-3900

wwwbibcom

Here is your Secure Volunteer ID card Please take this along with a government issued ID to all volunteer activities

Thanks for Volunteering

Background Investigation Bureau congratulates you on your volunteer background screen approval

Enclosed please find your Secure Volunteer ID card This ID card signifies that you have successfully passed a volunteer background screen Please carry this card with you during all volunteer opportunities as well as a government issued photo ID Please note this card does have an expiration date prior to the expiration you will receive notification regarding a renewal background screen

If you misplace your card you can visit our Secure Volunteer website A small fee may be required for replacement cards For any additional questions regarding the application or card please visit our Secure Volunteer FAQ section online For specific questions regarding volunteering please contact your organization

Thank you for your commitment to volunteering

Sincerely

BIB

[DATE]

[ORGANIZATION][NAMEADDRESS1ADDRESS2CITY STATE ZIP]

Applicant Approved Letter amp Card Approved applicants are mailed this letter with their card

DenialsOnce an applicant submits the forms a queue of applicants to be screened is displayed on your dashboard Should you elect to remove an applicant from this list and prohibit them from moving to the screening process the applicant would receive this email

Thank you for your interest in volunteering for ORGANIZATION

Your application for the volunteer background check has not been approved for processing by ORGANIZATION Please note a background check was not performed Contact the ORGANIZATION to discuss any questions or concerns

If you used a credit card to pay for your background screen it will not be charged

If you have any questions regarding the submission of personal data please view the Privacy Statement and Data Security Statement

SincerelySecure Volunteer - Powered by BIB

If an applicant does not meet your policy guidelines this is the email that will be sent by BIB

Applicants who do not meet your guidelines are also mailed a copy of their report per FCRA as well as a Pre-Adverse Action Letter and Adverse Action Letter

Applicants who do not meet your guidelines are also mailed a copy of their report per FCRA as well as this Adverse Action letter on your behalf Applicants also receive the Summary of Consumer Rights The Adverse Action letter is sent on your letterhead

Applicant NameApplicant AddressCity State Zip Code

Dear Applicant Name

ORGANIZATION is unable to approve you for volunteer employment This decision may have been made in part from information received from Background Investigation Bureau (BIB)

BIB is unable to provide you with the specific reason(s) you did not meet our approval guidelines

In addition to a copy of ldquoA Summary of Your Rights Under the Fair Credit Reporting Actrdquo you were furnished a complete copy of the report provided to us by BIB

You have the right to dispute directly with BIB the accuracy or completeness of any information provided by them

They may be contacted in writing by sending a letter detailing your concerns to

Background Investigation BureauAttn Dispute ResolutionPO Box 1393Cornelius NC 28031Toll-free at 877-439-3900 or via email at DisputeBIBcom

You may also initiate a dispute online at wwwbibcom

Again we appreciate your interest in volunteering for ORGANIZATIONSincerely

Volunteer Coordinator(Company Name)(Company Address)

Thank you for your interest in volunteering for ORGANIZATION ORGANIZATION reviewed the background check by BIB and determined there was information on the report that would preclude you from volunteering with ORGANIZATION

A copy of the report as well as an Adverse Action letter will be sent to the address you provided Upon receipt you will have the opportunity to dispute any information in the report For more information on disputing your background report and to view a copy of the Summary of Consumer Rights please visit our Dispute Page

Please visit our FAQ Section should you have additional questions about the background check process Specific questions about ORGANIZATION policies should be directed to ORGANIZATION

SincerelySecure Volunteer - Powered by BIB

Communicating Secure Volunteer to Your OrganizationAll those associated with your organization should understand the importance of background screening volunteers Screening them with Secure Volunteer creates a streamlined process enhancing safety and minimizing risk Here are some key conversation points to share with your organizationbull Emphasize ease of use of system

ndash Completely web based systemndash Paperless

bull Note that the Secure Volunteer site is secure BIB takes personal data security and privacy very seriously and has instituted safeguards to protect personal data and credit card information

bull Assure applicants that private nonessential information is not disclosed to administrators of the system

bull Highlight the benefits of the ID Cardndash Visual indicator of successful screenndash QR (Quick Response) code for further verificationndash Foiled lock on front of card to prevent duplicationndash Expiration dates ensure that rescreens occur at a minimum every two years

bull Educate those staff that manage volunteer background screensndash Consistent enforcement of policyndash Promote communication to volunteers about the process and the expectations your organization has of them when they apply to volunteer

Secure Volunteer ID Card PolicyYour organization should adopt an ID card policy that is in line with the messaging found on the back of the card which instructs volunteers to always have their card with them at all times during volunteering and to use in conjunction with a government issued photo ID A special QR code and ID number are located on the back of each card to allow for verification of approval as wellbull Your policy should also include

ndash Not allowing volunteers to use expired cardsndash Ensuring that volunteers that lose cards order a replacement card

We recommend making the policy available to all volunteers either online or posted at your location

Another important part of the ID card policy is setting an expiration date Prior to the card expiring volunteers will receive notification Expirations can be set at one year or two years only

FAQs

How do volunteers order replacement cardsDirect them to go back to your website The Secure Volunteer icon located on your website has the option - ldquoGet a Replacement Cardrdquo Replacement cards are $5 Either the organization or the volunteer can be responsible for this cost

How is my organization billedYour account is billed for screens performed only There is no set-up software annual or maintenance fee Invoices are sent at the sent at the beginning of each month for the previous monthrsquos usage

Can I change my volunteer screen packageYes you may change the screening options on your packages at any time Please contact Client Services

Can I add new users after account set-upYes please contact Client Services to add users

Does the organization receive an alert on expirationsYes the organization as well as the volunteer will receive an email alert regarding expiration at least 30 days prior to the expiration

Can we customize the language in the approval and denial communicationsIn the samples furnished your organizationrsquos name will be inserted where applicable To ensure consistency and compliance the content cannot be customized further

Is Volunteer Type required on cardsNo this is an optional field

How do I contact BIBrsquos Client ServicesClient Services is available to assist you Monday-Friday 8AM-5PM EST

9710 Northcross Center CourtHuntersville NC 28078

(p) 877-439-3900

clientservicesbibcom bibcom

Your applicants will have access to these additional pages bull Replacement Cardbull FAQsbull Terms of Usebull Privacy Statementbull Data Security

Additional Data Required for Site Set-UpVolunteer Types

bull Your package may include more than one type of searchbull The volunteer type can be a field on the ID cardbull You have the ability to customize the language used for each volunteer typebull If your package only has one standard search you still have the option to customize the

languagebull Recommendations ndash Use language that describes the type of volunteer (ie Driver Coach Youth Volunteer)

Locations

bull On the Data Entry Page applicants have the ability to choose a school or locationbull Please provide a list of schools or locations for this drop down choicebull If you only have one location then only one item will show on the drop down

Volunteer Release

bull You may provide your own release for applicants to e-sign their consent for the screenbull If you do not have your own release BIB can provide one

Volunteer Agreement

bull Should your organization have a separate volunteer agreement that is required you may submit this to BIB and it can be included for e-signature by applicants

Self Pay Option

bull This option would have been covered in your proposalbull If your proposal outlines that an applicant will be charged a specific dollar amount or

percentage this amount will be reflected on the Background Selection Page

Policy Guidelines

bull With Secure View technology you have the ability to only review those reports that are outside of your guidelines Those individuals that meet your guidelines will be automatically approved

bull A policy guideline should be submitted to BIB defining what types of background records preclude applicants from volunteering

bull BIB can assist with the creation of policy guidelines if needed

Communications Sent to ApplicantsConfirmationsThis email is sent to applicants as confirmation of receipt of their application

ApprovalsThis email is sent when an applicant is approved

This email is a confirmation of your background screen application you submitted through the Secure Volunteer website of ORGANIZATION Your application is currently being reviewed

Once your background screen has been conducted you will receive an update regarding your approval

Thank you choosing to volunteer and for using Secure Volunteer

SincerelySecure Volunteer powered by BIB

Congratulations Your volunteer application for ORGANIZATION has been approved You should receive your ID card within 10 business days

The card will be mailed to the address you provided Until you receive the card please use this email as a temporary card Please present this email along with a government issued photo ID while volunteering

Below please find your Secure Volunteer application information

Secure IDExpiration DateVolunteer Type

For additional questions regarding your ID card or application please visit the Secure Volunteer FAQs For specific questions regarding volunteering please contact the organization

Thank you for your commitment to volunteering

SincerelySecure Volunteer - Powered by BIB

Volunteer for Background Investigation Bureau

9710 Northcross Center CourtHuntersville NC 28078

Client Services 877-439-3900

wwwbibcom

Here is your Secure Volunteer ID card Please take this along with a government issued ID to all volunteer activities

Thanks for Volunteering

Background Investigation Bureau congratulates you on your volunteer background screen approval

Enclosed please find your Secure Volunteer ID card This ID card signifies that you have successfully passed a volunteer background screen Please carry this card with you during all volunteer opportunities as well as a government issued photo ID Please note this card does have an expiration date prior to the expiration you will receive notification regarding a renewal background screen

If you misplace your card you can visit our Secure Volunteer website A small fee may be required for replacement cards For any additional questions regarding the application or card please visit our Secure Volunteer FAQ section online For specific questions regarding volunteering please contact your organization

Thank you for your commitment to volunteering

Sincerely

BIB

[DATE]

[ORGANIZATION][NAMEADDRESS1ADDRESS2CITY STATE ZIP]

Applicant Approved Letter amp Card Approved applicants are mailed this letter with their card

DenialsOnce an applicant submits the forms a queue of applicants to be screened is displayed on your dashboard Should you elect to remove an applicant from this list and prohibit them from moving to the screening process the applicant would receive this email

Thank you for your interest in volunteering for ORGANIZATION

Your application for the volunteer background check has not been approved for processing by ORGANIZATION Please note a background check was not performed Contact the ORGANIZATION to discuss any questions or concerns

If you used a credit card to pay for your background screen it will not be charged

If you have any questions regarding the submission of personal data please view the Privacy Statement and Data Security Statement

SincerelySecure Volunteer - Powered by BIB

If an applicant does not meet your policy guidelines this is the email that will be sent by BIB

Applicants who do not meet your guidelines are also mailed a copy of their report per FCRA as well as a Pre-Adverse Action Letter and Adverse Action Letter

Applicants who do not meet your guidelines are also mailed a copy of their report per FCRA as well as this Adverse Action letter on your behalf Applicants also receive the Summary of Consumer Rights The Adverse Action letter is sent on your letterhead

Applicant NameApplicant AddressCity State Zip Code

Dear Applicant Name

ORGANIZATION is unable to approve you for volunteer employment This decision may have been made in part from information received from Background Investigation Bureau (BIB)

BIB is unable to provide you with the specific reason(s) you did not meet our approval guidelines

In addition to a copy of ldquoA Summary of Your Rights Under the Fair Credit Reporting Actrdquo you were furnished a complete copy of the report provided to us by BIB

You have the right to dispute directly with BIB the accuracy or completeness of any information provided by them

They may be contacted in writing by sending a letter detailing your concerns to

Background Investigation BureauAttn Dispute ResolutionPO Box 1393Cornelius NC 28031Toll-free at 877-439-3900 or via email at DisputeBIBcom

You may also initiate a dispute online at wwwbibcom

Again we appreciate your interest in volunteering for ORGANIZATIONSincerely

Volunteer Coordinator(Company Name)(Company Address)

Thank you for your interest in volunteering for ORGANIZATION ORGANIZATION reviewed the background check by BIB and determined there was information on the report that would preclude you from volunteering with ORGANIZATION

A copy of the report as well as an Adverse Action letter will be sent to the address you provided Upon receipt you will have the opportunity to dispute any information in the report For more information on disputing your background report and to view a copy of the Summary of Consumer Rights please visit our Dispute Page

Please visit our FAQ Section should you have additional questions about the background check process Specific questions about ORGANIZATION policies should be directed to ORGANIZATION

SincerelySecure Volunteer - Powered by BIB

Communicating Secure Volunteer to Your OrganizationAll those associated with your organization should understand the importance of background screening volunteers Screening them with Secure Volunteer creates a streamlined process enhancing safety and minimizing risk Here are some key conversation points to share with your organizationbull Emphasize ease of use of system

ndash Completely web based systemndash Paperless

bull Note that the Secure Volunteer site is secure BIB takes personal data security and privacy very seriously and has instituted safeguards to protect personal data and credit card information

bull Assure applicants that private nonessential information is not disclosed to administrators of the system

bull Highlight the benefits of the ID Cardndash Visual indicator of successful screenndash QR (Quick Response) code for further verificationndash Foiled lock on front of card to prevent duplicationndash Expiration dates ensure that rescreens occur at a minimum every two years

bull Educate those staff that manage volunteer background screensndash Consistent enforcement of policyndash Promote communication to volunteers about the process and the expectations your organization has of them when they apply to volunteer

Secure Volunteer ID Card PolicyYour organization should adopt an ID card policy that is in line with the messaging found on the back of the card which instructs volunteers to always have their card with them at all times during volunteering and to use in conjunction with a government issued photo ID A special QR code and ID number are located on the back of each card to allow for verification of approval as wellbull Your policy should also include

ndash Not allowing volunteers to use expired cardsndash Ensuring that volunteers that lose cards order a replacement card

We recommend making the policy available to all volunteers either online or posted at your location

Another important part of the ID card policy is setting an expiration date Prior to the card expiring volunteers will receive notification Expirations can be set at one year or two years only

FAQs

How do volunteers order replacement cardsDirect them to go back to your website The Secure Volunteer icon located on your website has the option - ldquoGet a Replacement Cardrdquo Replacement cards are $5 Either the organization or the volunteer can be responsible for this cost

How is my organization billedYour account is billed for screens performed only There is no set-up software annual or maintenance fee Invoices are sent at the sent at the beginning of each month for the previous monthrsquos usage

Can I change my volunteer screen packageYes you may change the screening options on your packages at any time Please contact Client Services

Can I add new users after account set-upYes please contact Client Services to add users

Does the organization receive an alert on expirationsYes the organization as well as the volunteer will receive an email alert regarding expiration at least 30 days prior to the expiration

Can we customize the language in the approval and denial communicationsIn the samples furnished your organizationrsquos name will be inserted where applicable To ensure consistency and compliance the content cannot be customized further

Is Volunteer Type required on cardsNo this is an optional field

How do I contact BIBrsquos Client ServicesClient Services is available to assist you Monday-Friday 8AM-5PM EST

9710 Northcross Center CourtHuntersville NC 28078

(p) 877-439-3900

clientservicesbibcom bibcom

Additional Data Required for Site Set-UpVolunteer Types

bull Your package may include more than one type of searchbull The volunteer type can be a field on the ID cardbull You have the ability to customize the language used for each volunteer typebull If your package only has one standard search you still have the option to customize the

languagebull Recommendations ndash Use language that describes the type of volunteer (ie Driver Coach Youth Volunteer)

Locations

bull On the Data Entry Page applicants have the ability to choose a school or locationbull Please provide a list of schools or locations for this drop down choicebull If you only have one location then only one item will show on the drop down

Volunteer Release

bull You may provide your own release for applicants to e-sign their consent for the screenbull If you do not have your own release BIB can provide one

Volunteer Agreement

bull Should your organization have a separate volunteer agreement that is required you may submit this to BIB and it can be included for e-signature by applicants

Self Pay Option

bull This option would have been covered in your proposalbull If your proposal outlines that an applicant will be charged a specific dollar amount or

percentage this amount will be reflected on the Background Selection Page

Policy Guidelines

bull With Secure View technology you have the ability to only review those reports that are outside of your guidelines Those individuals that meet your guidelines will be automatically approved

bull A policy guideline should be submitted to BIB defining what types of background records preclude applicants from volunteering

bull BIB can assist with the creation of policy guidelines if needed

Communications Sent to ApplicantsConfirmationsThis email is sent to applicants as confirmation of receipt of their application

ApprovalsThis email is sent when an applicant is approved

This email is a confirmation of your background screen application you submitted through the Secure Volunteer website of ORGANIZATION Your application is currently being reviewed

Once your background screen has been conducted you will receive an update regarding your approval

Thank you choosing to volunteer and for using Secure Volunteer

SincerelySecure Volunteer powered by BIB

Congratulations Your volunteer application for ORGANIZATION has been approved You should receive your ID card within 10 business days

The card will be mailed to the address you provided Until you receive the card please use this email as a temporary card Please present this email along with a government issued photo ID while volunteering

Below please find your Secure Volunteer application information

Secure IDExpiration DateVolunteer Type

For additional questions regarding your ID card or application please visit the Secure Volunteer FAQs For specific questions regarding volunteering please contact the organization

Thank you for your commitment to volunteering

SincerelySecure Volunteer - Powered by BIB

Volunteer for Background Investigation Bureau

9710 Northcross Center CourtHuntersville NC 28078

Client Services 877-439-3900

wwwbibcom

Here is your Secure Volunteer ID card Please take this along with a government issued ID to all volunteer activities

Thanks for Volunteering

Background Investigation Bureau congratulates you on your volunteer background screen approval

Enclosed please find your Secure Volunteer ID card This ID card signifies that you have successfully passed a volunteer background screen Please carry this card with you during all volunteer opportunities as well as a government issued photo ID Please note this card does have an expiration date prior to the expiration you will receive notification regarding a renewal background screen

If you misplace your card you can visit our Secure Volunteer website A small fee may be required for replacement cards For any additional questions regarding the application or card please visit our Secure Volunteer FAQ section online For specific questions regarding volunteering please contact your organization

Thank you for your commitment to volunteering

Sincerely

BIB

[DATE]

[ORGANIZATION][NAMEADDRESS1ADDRESS2CITY STATE ZIP]

Applicant Approved Letter amp Card Approved applicants are mailed this letter with their card

DenialsOnce an applicant submits the forms a queue of applicants to be screened is displayed on your dashboard Should you elect to remove an applicant from this list and prohibit them from moving to the screening process the applicant would receive this email

Thank you for your interest in volunteering for ORGANIZATION

Your application for the volunteer background check has not been approved for processing by ORGANIZATION Please note a background check was not performed Contact the ORGANIZATION to discuss any questions or concerns

If you used a credit card to pay for your background screen it will not be charged

If you have any questions regarding the submission of personal data please view the Privacy Statement and Data Security Statement

SincerelySecure Volunteer - Powered by BIB

If an applicant does not meet your policy guidelines this is the email that will be sent by BIB

Applicants who do not meet your guidelines are also mailed a copy of their report per FCRA as well as a Pre-Adverse Action Letter and Adverse Action Letter

Applicants who do not meet your guidelines are also mailed a copy of their report per FCRA as well as this Adverse Action letter on your behalf Applicants also receive the Summary of Consumer Rights The Adverse Action letter is sent on your letterhead

Applicant NameApplicant AddressCity State Zip Code

Dear Applicant Name

ORGANIZATION is unable to approve you for volunteer employment This decision may have been made in part from information received from Background Investigation Bureau (BIB)

BIB is unable to provide you with the specific reason(s) you did not meet our approval guidelines

In addition to a copy of ldquoA Summary of Your Rights Under the Fair Credit Reporting Actrdquo you were furnished a complete copy of the report provided to us by BIB

You have the right to dispute directly with BIB the accuracy or completeness of any information provided by them

They may be contacted in writing by sending a letter detailing your concerns to

Background Investigation BureauAttn Dispute ResolutionPO Box 1393Cornelius NC 28031Toll-free at 877-439-3900 or via email at DisputeBIBcom

You may also initiate a dispute online at wwwbibcom

Again we appreciate your interest in volunteering for ORGANIZATIONSincerely

Volunteer Coordinator(Company Name)(Company Address)

Thank you for your interest in volunteering for ORGANIZATION ORGANIZATION reviewed the background check by BIB and determined there was information on the report that would preclude you from volunteering with ORGANIZATION

A copy of the report as well as an Adverse Action letter will be sent to the address you provided Upon receipt you will have the opportunity to dispute any information in the report For more information on disputing your background report and to view a copy of the Summary of Consumer Rights please visit our Dispute Page

Please visit our FAQ Section should you have additional questions about the background check process Specific questions about ORGANIZATION policies should be directed to ORGANIZATION

SincerelySecure Volunteer - Powered by BIB

Communicating Secure Volunteer to Your OrganizationAll those associated with your organization should understand the importance of background screening volunteers Screening them with Secure Volunteer creates a streamlined process enhancing safety and minimizing risk Here are some key conversation points to share with your organizationbull Emphasize ease of use of system

ndash Completely web based systemndash Paperless

bull Note that the Secure Volunteer site is secure BIB takes personal data security and privacy very seriously and has instituted safeguards to protect personal data and credit card information

bull Assure applicants that private nonessential information is not disclosed to administrators of the system

bull Highlight the benefits of the ID Cardndash Visual indicator of successful screenndash QR (Quick Response) code for further verificationndash Foiled lock on front of card to prevent duplicationndash Expiration dates ensure that rescreens occur at a minimum every two years

bull Educate those staff that manage volunteer background screensndash Consistent enforcement of policyndash Promote communication to volunteers about the process and the expectations your organization has of them when they apply to volunteer

Secure Volunteer ID Card PolicyYour organization should adopt an ID card policy that is in line with the messaging found on the back of the card which instructs volunteers to always have their card with them at all times during volunteering and to use in conjunction with a government issued photo ID A special QR code and ID number are located on the back of each card to allow for verification of approval as wellbull Your policy should also include

ndash Not allowing volunteers to use expired cardsndash Ensuring that volunteers that lose cards order a replacement card

We recommend making the policy available to all volunteers either online or posted at your location

Another important part of the ID card policy is setting an expiration date Prior to the card expiring volunteers will receive notification Expirations can be set at one year or two years only

FAQs

How do volunteers order replacement cardsDirect them to go back to your website The Secure Volunteer icon located on your website has the option - ldquoGet a Replacement Cardrdquo Replacement cards are $5 Either the organization or the volunteer can be responsible for this cost

How is my organization billedYour account is billed for screens performed only There is no set-up software annual or maintenance fee Invoices are sent at the sent at the beginning of each month for the previous monthrsquos usage

Can I change my volunteer screen packageYes you may change the screening options on your packages at any time Please contact Client Services

Can I add new users after account set-upYes please contact Client Services to add users

Does the organization receive an alert on expirationsYes the organization as well as the volunteer will receive an email alert regarding expiration at least 30 days prior to the expiration

Can we customize the language in the approval and denial communicationsIn the samples furnished your organizationrsquos name will be inserted where applicable To ensure consistency and compliance the content cannot be customized further

Is Volunteer Type required on cardsNo this is an optional field

How do I contact BIBrsquos Client ServicesClient Services is available to assist you Monday-Friday 8AM-5PM EST

9710 Northcross Center CourtHuntersville NC 28078

(p) 877-439-3900

clientservicesbibcom bibcom

Communications Sent to ApplicantsConfirmationsThis email is sent to applicants as confirmation of receipt of their application

ApprovalsThis email is sent when an applicant is approved

This email is a confirmation of your background screen application you submitted through the Secure Volunteer website of ORGANIZATION Your application is currently being reviewed

Once your background screen has been conducted you will receive an update regarding your approval

Thank you choosing to volunteer and for using Secure Volunteer

SincerelySecure Volunteer powered by BIB

Congratulations Your volunteer application for ORGANIZATION has been approved You should receive your ID card within 10 business days

The card will be mailed to the address you provided Until you receive the card please use this email as a temporary card Please present this email along with a government issued photo ID while volunteering

Below please find your Secure Volunteer application information

Secure IDExpiration DateVolunteer Type

For additional questions regarding your ID card or application please visit the Secure Volunteer FAQs For specific questions regarding volunteering please contact the organization

Thank you for your commitment to volunteering

SincerelySecure Volunteer - Powered by BIB

Volunteer for Background Investigation Bureau

9710 Northcross Center CourtHuntersville NC 28078

Client Services 877-439-3900

wwwbibcom

Here is your Secure Volunteer ID card Please take this along with a government issued ID to all volunteer activities

Thanks for Volunteering

Background Investigation Bureau congratulates you on your volunteer background screen approval

Enclosed please find your Secure Volunteer ID card This ID card signifies that you have successfully passed a volunteer background screen Please carry this card with you during all volunteer opportunities as well as a government issued photo ID Please note this card does have an expiration date prior to the expiration you will receive notification regarding a renewal background screen

If you misplace your card you can visit our Secure Volunteer website A small fee may be required for replacement cards For any additional questions regarding the application or card please visit our Secure Volunteer FAQ section online For specific questions regarding volunteering please contact your organization

Thank you for your commitment to volunteering

Sincerely

BIB

[DATE]

[ORGANIZATION][NAMEADDRESS1ADDRESS2CITY STATE ZIP]

Applicant Approved Letter amp Card Approved applicants are mailed this letter with their card

DenialsOnce an applicant submits the forms a queue of applicants to be screened is displayed on your dashboard Should you elect to remove an applicant from this list and prohibit them from moving to the screening process the applicant would receive this email

Thank you for your interest in volunteering for ORGANIZATION

Your application for the volunteer background check has not been approved for processing by ORGANIZATION Please note a background check was not performed Contact the ORGANIZATION to discuss any questions or concerns

If you used a credit card to pay for your background screen it will not be charged

If you have any questions regarding the submission of personal data please view the Privacy Statement and Data Security Statement

SincerelySecure Volunteer - Powered by BIB

If an applicant does not meet your policy guidelines this is the email that will be sent by BIB

Applicants who do not meet your guidelines are also mailed a copy of their report per FCRA as well as a Pre-Adverse Action Letter and Adverse Action Letter

Applicants who do not meet your guidelines are also mailed a copy of their report per FCRA as well as this Adverse Action letter on your behalf Applicants also receive the Summary of Consumer Rights The Adverse Action letter is sent on your letterhead

Applicant NameApplicant AddressCity State Zip Code

Dear Applicant Name

ORGANIZATION is unable to approve you for volunteer employment This decision may have been made in part from information received from Background Investigation Bureau (BIB)

BIB is unable to provide you with the specific reason(s) you did not meet our approval guidelines

In addition to a copy of ldquoA Summary of Your Rights Under the Fair Credit Reporting Actrdquo you were furnished a complete copy of the report provided to us by BIB

You have the right to dispute directly with BIB the accuracy or completeness of any information provided by them

They may be contacted in writing by sending a letter detailing your concerns to

Background Investigation BureauAttn Dispute ResolutionPO Box 1393Cornelius NC 28031Toll-free at 877-439-3900 or via email at DisputeBIBcom

You may also initiate a dispute online at wwwbibcom

Again we appreciate your interest in volunteering for ORGANIZATIONSincerely

Volunteer Coordinator(Company Name)(Company Address)

Thank you for your interest in volunteering for ORGANIZATION ORGANIZATION reviewed the background check by BIB and determined there was information on the report that would preclude you from volunteering with ORGANIZATION

A copy of the report as well as an Adverse Action letter will be sent to the address you provided Upon receipt you will have the opportunity to dispute any information in the report For more information on disputing your background report and to view a copy of the Summary of Consumer Rights please visit our Dispute Page

Please visit our FAQ Section should you have additional questions about the background check process Specific questions about ORGANIZATION policies should be directed to ORGANIZATION

SincerelySecure Volunteer - Powered by BIB

Communicating Secure Volunteer to Your OrganizationAll those associated with your organization should understand the importance of background screening volunteers Screening them with Secure Volunteer creates a streamlined process enhancing safety and minimizing risk Here are some key conversation points to share with your organizationbull Emphasize ease of use of system

ndash Completely web based systemndash Paperless

bull Note that the Secure Volunteer site is secure BIB takes personal data security and privacy very seriously and has instituted safeguards to protect personal data and credit card information

bull Assure applicants that private nonessential information is not disclosed to administrators of the system

bull Highlight the benefits of the ID Cardndash Visual indicator of successful screenndash QR (Quick Response) code for further verificationndash Foiled lock on front of card to prevent duplicationndash Expiration dates ensure that rescreens occur at a minimum every two years

bull Educate those staff that manage volunteer background screensndash Consistent enforcement of policyndash Promote communication to volunteers about the process and the expectations your organization has of them when they apply to volunteer

Secure Volunteer ID Card PolicyYour organization should adopt an ID card policy that is in line with the messaging found on the back of the card which instructs volunteers to always have their card with them at all times during volunteering and to use in conjunction with a government issued photo ID A special QR code and ID number are located on the back of each card to allow for verification of approval as wellbull Your policy should also include

ndash Not allowing volunteers to use expired cardsndash Ensuring that volunteers that lose cards order a replacement card

We recommend making the policy available to all volunteers either online or posted at your location

Another important part of the ID card policy is setting an expiration date Prior to the card expiring volunteers will receive notification Expirations can be set at one year or two years only

FAQs

How do volunteers order replacement cardsDirect them to go back to your website The Secure Volunteer icon located on your website has the option - ldquoGet a Replacement Cardrdquo Replacement cards are $5 Either the organization or the volunteer can be responsible for this cost

How is my organization billedYour account is billed for screens performed only There is no set-up software annual or maintenance fee Invoices are sent at the sent at the beginning of each month for the previous monthrsquos usage

Can I change my volunteer screen packageYes you may change the screening options on your packages at any time Please contact Client Services

Can I add new users after account set-upYes please contact Client Services to add users

Does the organization receive an alert on expirationsYes the organization as well as the volunteer will receive an email alert regarding expiration at least 30 days prior to the expiration

Can we customize the language in the approval and denial communicationsIn the samples furnished your organizationrsquos name will be inserted where applicable To ensure consistency and compliance the content cannot be customized further

Is Volunteer Type required on cardsNo this is an optional field

How do I contact BIBrsquos Client ServicesClient Services is available to assist you Monday-Friday 8AM-5PM EST

9710 Northcross Center CourtHuntersville NC 28078

(p) 877-439-3900

clientservicesbibcom bibcom

Volunteer for Background Investigation Bureau

9710 Northcross Center CourtHuntersville NC 28078

Client Services 877-439-3900

wwwbibcom

Here is your Secure Volunteer ID card Please take this along with a government issued ID to all volunteer activities

Thanks for Volunteering

Background Investigation Bureau congratulates you on your volunteer background screen approval

Enclosed please find your Secure Volunteer ID card This ID card signifies that you have successfully passed a volunteer background screen Please carry this card with you during all volunteer opportunities as well as a government issued photo ID Please note this card does have an expiration date prior to the expiration you will receive notification regarding a renewal background screen

If you misplace your card you can visit our Secure Volunteer website A small fee may be required for replacement cards For any additional questions regarding the application or card please visit our Secure Volunteer FAQ section online For specific questions regarding volunteering please contact your organization

Thank you for your commitment to volunteering

Sincerely

BIB

[DATE]

[ORGANIZATION][NAMEADDRESS1ADDRESS2CITY STATE ZIP]

Applicant Approved Letter amp Card Approved applicants are mailed this letter with their card

DenialsOnce an applicant submits the forms a queue of applicants to be screened is displayed on your dashboard Should you elect to remove an applicant from this list and prohibit them from moving to the screening process the applicant would receive this email

Thank you for your interest in volunteering for ORGANIZATION

Your application for the volunteer background check has not been approved for processing by ORGANIZATION Please note a background check was not performed Contact the ORGANIZATION to discuss any questions or concerns

If you used a credit card to pay for your background screen it will not be charged

If you have any questions regarding the submission of personal data please view the Privacy Statement and Data Security Statement

SincerelySecure Volunteer - Powered by BIB

If an applicant does not meet your policy guidelines this is the email that will be sent by BIB

Applicants who do not meet your guidelines are also mailed a copy of their report per FCRA as well as a Pre-Adverse Action Letter and Adverse Action Letter

Applicants who do not meet your guidelines are also mailed a copy of their report per FCRA as well as this Adverse Action letter on your behalf Applicants also receive the Summary of Consumer Rights The Adverse Action letter is sent on your letterhead

Applicant NameApplicant AddressCity State Zip Code

Dear Applicant Name

ORGANIZATION is unable to approve you for volunteer employment This decision may have been made in part from information received from Background Investigation Bureau (BIB)

BIB is unable to provide you with the specific reason(s) you did not meet our approval guidelines

In addition to a copy of ldquoA Summary of Your Rights Under the Fair Credit Reporting Actrdquo you were furnished a complete copy of the report provided to us by BIB

You have the right to dispute directly with BIB the accuracy or completeness of any information provided by them

They may be contacted in writing by sending a letter detailing your concerns to

Background Investigation BureauAttn Dispute ResolutionPO Box 1393Cornelius NC 28031Toll-free at 877-439-3900 or via email at DisputeBIBcom

You may also initiate a dispute online at wwwbibcom

Again we appreciate your interest in volunteering for ORGANIZATIONSincerely

Volunteer Coordinator(Company Name)(Company Address)

Thank you for your interest in volunteering for ORGANIZATION ORGANIZATION reviewed the background check by BIB and determined there was information on the report that would preclude you from volunteering with ORGANIZATION

A copy of the report as well as an Adverse Action letter will be sent to the address you provided Upon receipt you will have the opportunity to dispute any information in the report For more information on disputing your background report and to view a copy of the Summary of Consumer Rights please visit our Dispute Page

Please visit our FAQ Section should you have additional questions about the background check process Specific questions about ORGANIZATION policies should be directed to ORGANIZATION

SincerelySecure Volunteer - Powered by BIB

Communicating Secure Volunteer to Your OrganizationAll those associated with your organization should understand the importance of background screening volunteers Screening them with Secure Volunteer creates a streamlined process enhancing safety and minimizing risk Here are some key conversation points to share with your organizationbull Emphasize ease of use of system

ndash Completely web based systemndash Paperless

bull Note that the Secure Volunteer site is secure BIB takes personal data security and privacy very seriously and has instituted safeguards to protect personal data and credit card information

bull Assure applicants that private nonessential information is not disclosed to administrators of the system

bull Highlight the benefits of the ID Cardndash Visual indicator of successful screenndash QR (Quick Response) code for further verificationndash Foiled lock on front of card to prevent duplicationndash Expiration dates ensure that rescreens occur at a minimum every two years

bull Educate those staff that manage volunteer background screensndash Consistent enforcement of policyndash Promote communication to volunteers about the process and the expectations your organization has of them when they apply to volunteer

Secure Volunteer ID Card PolicyYour organization should adopt an ID card policy that is in line with the messaging found on the back of the card which instructs volunteers to always have their card with them at all times during volunteering and to use in conjunction with a government issued photo ID A special QR code and ID number are located on the back of each card to allow for verification of approval as wellbull Your policy should also include

ndash Not allowing volunteers to use expired cardsndash Ensuring that volunteers that lose cards order a replacement card

We recommend making the policy available to all volunteers either online or posted at your location

Another important part of the ID card policy is setting an expiration date Prior to the card expiring volunteers will receive notification Expirations can be set at one year or two years only

FAQs

How do volunteers order replacement cardsDirect them to go back to your website The Secure Volunteer icon located on your website has the option - ldquoGet a Replacement Cardrdquo Replacement cards are $5 Either the organization or the volunteer can be responsible for this cost

How is my organization billedYour account is billed for screens performed only There is no set-up software annual or maintenance fee Invoices are sent at the sent at the beginning of each month for the previous monthrsquos usage

Can I change my volunteer screen packageYes you may change the screening options on your packages at any time Please contact Client Services

Can I add new users after account set-upYes please contact Client Services to add users

Does the organization receive an alert on expirationsYes the organization as well as the volunteer will receive an email alert regarding expiration at least 30 days prior to the expiration

Can we customize the language in the approval and denial communicationsIn the samples furnished your organizationrsquos name will be inserted where applicable To ensure consistency and compliance the content cannot be customized further

Is Volunteer Type required on cardsNo this is an optional field

How do I contact BIBrsquos Client ServicesClient Services is available to assist you Monday-Friday 8AM-5PM EST

9710 Northcross Center CourtHuntersville NC 28078

(p) 877-439-3900

clientservicesbibcom bibcom

If an applicant does not meet your policy guidelines this is the email that will be sent by BIB

Applicants who do not meet your guidelines are also mailed a copy of their report per FCRA as well as a Pre-Adverse Action Letter and Adverse Action Letter

Applicants who do not meet your guidelines are also mailed a copy of their report per FCRA as well as this Adverse Action letter on your behalf Applicants also receive the Summary of Consumer Rights The Adverse Action letter is sent on your letterhead

Applicant NameApplicant AddressCity State Zip Code

Dear Applicant Name

ORGANIZATION is unable to approve you for volunteer employment This decision may have been made in part from information received from Background Investigation Bureau (BIB)

BIB is unable to provide you with the specific reason(s) you did not meet our approval guidelines

In addition to a copy of ldquoA Summary of Your Rights Under the Fair Credit Reporting Actrdquo you were furnished a complete copy of the report provided to us by BIB

You have the right to dispute directly with BIB the accuracy or completeness of any information provided by them

They may be contacted in writing by sending a letter detailing your concerns to

Background Investigation BureauAttn Dispute ResolutionPO Box 1393Cornelius NC 28031Toll-free at 877-439-3900 or via email at DisputeBIBcom

You may also initiate a dispute online at wwwbibcom

Again we appreciate your interest in volunteering for ORGANIZATIONSincerely

Volunteer Coordinator(Company Name)(Company Address)

Thank you for your interest in volunteering for ORGANIZATION ORGANIZATION reviewed the background check by BIB and determined there was information on the report that would preclude you from volunteering with ORGANIZATION

A copy of the report as well as an Adverse Action letter will be sent to the address you provided Upon receipt you will have the opportunity to dispute any information in the report For more information on disputing your background report and to view a copy of the Summary of Consumer Rights please visit our Dispute Page

Please visit our FAQ Section should you have additional questions about the background check process Specific questions about ORGANIZATION policies should be directed to ORGANIZATION

SincerelySecure Volunteer - Powered by BIB

Communicating Secure Volunteer to Your OrganizationAll those associated with your organization should understand the importance of background screening volunteers Screening them with Secure Volunteer creates a streamlined process enhancing safety and minimizing risk Here are some key conversation points to share with your organizationbull Emphasize ease of use of system

ndash Completely web based systemndash Paperless

bull Note that the Secure Volunteer site is secure BIB takes personal data security and privacy very seriously and has instituted safeguards to protect personal data and credit card information

bull Assure applicants that private nonessential information is not disclosed to administrators of the system

bull Highlight the benefits of the ID Cardndash Visual indicator of successful screenndash QR (Quick Response) code for further verificationndash Foiled lock on front of card to prevent duplicationndash Expiration dates ensure that rescreens occur at a minimum every two years

bull Educate those staff that manage volunteer background screensndash Consistent enforcement of policyndash Promote communication to volunteers about the process and the expectations your organization has of them when they apply to volunteer

Secure Volunteer ID Card PolicyYour organization should adopt an ID card policy that is in line with the messaging found on the back of the card which instructs volunteers to always have their card with them at all times during volunteering and to use in conjunction with a government issued photo ID A special QR code and ID number are located on the back of each card to allow for verification of approval as wellbull Your policy should also include

ndash Not allowing volunteers to use expired cardsndash Ensuring that volunteers that lose cards order a replacement card

We recommend making the policy available to all volunteers either online or posted at your location

Another important part of the ID card policy is setting an expiration date Prior to the card expiring volunteers will receive notification Expirations can be set at one year or two years only

FAQs

How do volunteers order replacement cardsDirect them to go back to your website The Secure Volunteer icon located on your website has the option - ldquoGet a Replacement Cardrdquo Replacement cards are $5 Either the organization or the volunteer can be responsible for this cost

How is my organization billedYour account is billed for screens performed only There is no set-up software annual or maintenance fee Invoices are sent at the sent at the beginning of each month for the previous monthrsquos usage

Can I change my volunteer screen packageYes you may change the screening options on your packages at any time Please contact Client Services

Can I add new users after account set-upYes please contact Client Services to add users

Does the organization receive an alert on expirationsYes the organization as well as the volunteer will receive an email alert regarding expiration at least 30 days prior to the expiration

Can we customize the language in the approval and denial communicationsIn the samples furnished your organizationrsquos name will be inserted where applicable To ensure consistency and compliance the content cannot be customized further

Is Volunteer Type required on cardsNo this is an optional field

How do I contact BIBrsquos Client ServicesClient Services is available to assist you Monday-Friday 8AM-5PM EST

9710 Northcross Center CourtHuntersville NC 28078

(p) 877-439-3900

clientservicesbibcom bibcom

Communicating Secure Volunteer to Your OrganizationAll those associated with your organization should understand the importance of background screening volunteers Screening them with Secure Volunteer creates a streamlined process enhancing safety and minimizing risk Here are some key conversation points to share with your organizationbull Emphasize ease of use of system

ndash Completely web based systemndash Paperless

bull Note that the Secure Volunteer site is secure BIB takes personal data security and privacy very seriously and has instituted safeguards to protect personal data and credit card information

bull Assure applicants that private nonessential information is not disclosed to administrators of the system

bull Highlight the benefits of the ID Cardndash Visual indicator of successful screenndash QR (Quick Response) code for further verificationndash Foiled lock on front of card to prevent duplicationndash Expiration dates ensure that rescreens occur at a minimum every two years

bull Educate those staff that manage volunteer background screensndash Consistent enforcement of policyndash Promote communication to volunteers about the process and the expectations your organization has of them when they apply to volunteer

Secure Volunteer ID Card PolicyYour organization should adopt an ID card policy that is in line with the messaging found on the back of the card which instructs volunteers to always have their card with them at all times during volunteering and to use in conjunction with a government issued photo ID A special QR code and ID number are located on the back of each card to allow for verification of approval as wellbull Your policy should also include

ndash Not allowing volunteers to use expired cardsndash Ensuring that volunteers that lose cards order a replacement card

We recommend making the policy available to all volunteers either online or posted at your location

Another important part of the ID card policy is setting an expiration date Prior to the card expiring volunteers will receive notification Expirations can be set at one year or two years only

FAQs

How do volunteers order replacement cardsDirect them to go back to your website The Secure Volunteer icon located on your website has the option - ldquoGet a Replacement Cardrdquo Replacement cards are $5 Either the organization or the volunteer can be responsible for this cost

How is my organization billedYour account is billed for screens performed only There is no set-up software annual or maintenance fee Invoices are sent at the sent at the beginning of each month for the previous monthrsquos usage

Can I change my volunteer screen packageYes you may change the screening options on your packages at any time Please contact Client Services

Can I add new users after account set-upYes please contact Client Services to add users

Does the organization receive an alert on expirationsYes the organization as well as the volunteer will receive an email alert regarding expiration at least 30 days prior to the expiration

Can we customize the language in the approval and denial communicationsIn the samples furnished your organizationrsquos name will be inserted where applicable To ensure consistency and compliance the content cannot be customized further

Is Volunteer Type required on cardsNo this is an optional field

How do I contact BIBrsquos Client ServicesClient Services is available to assist you Monday-Friday 8AM-5PM EST

9710 Northcross Center CourtHuntersville NC 28078

(p) 877-439-3900

clientservicesbibcom bibcom

FAQs

How do volunteers order replacement cardsDirect them to go back to your website The Secure Volunteer icon located on your website has the option - ldquoGet a Replacement Cardrdquo Replacement cards are $5 Either the organization or the volunteer can be responsible for this cost

How is my organization billedYour account is billed for screens performed only There is no set-up software annual or maintenance fee Invoices are sent at the sent at the beginning of each month for the previous monthrsquos usage

Can I change my volunteer screen packageYes you may change the screening options on your packages at any time Please contact Client Services

Can I add new users after account set-upYes please contact Client Services to add users

Does the organization receive an alert on expirationsYes the organization as well as the volunteer will receive an email alert regarding expiration at least 30 days prior to the expiration

Can we customize the language in the approval and denial communicationsIn the samples furnished your organizationrsquos name will be inserted where applicable To ensure consistency and compliance the content cannot be customized further

Is Volunteer Type required on cardsNo this is an optional field

How do I contact BIBrsquos Client ServicesClient Services is available to assist you Monday-Friday 8AM-5PM EST

9710 Northcross Center CourtHuntersville NC 28078

(p) 877-439-3900

clientservicesbibcom bibcom

Secure Volunteer Implementation ChecklistAll information requested to set-up your account should be sent to clientservicesbibcom

Names and emails of users with permission levelsLogo in vector formOrganization name to be used in URLs website copy and communications to applicantsVolunteer typesLocationsRelease amp AuthorizationVolunteer Agreement (optional)Policy Guidelines