Background Check Policy

Updated February 27, 2018

What is the reason for this change in policy?

The University of Minnesota updated its safety of minors policy in an effort to ensure a safe learning environment for all. The policy requires University volunteers who work with youth (or in programs that serve youth in any capacity) to have a background check every three years. Beginning in 2016, the University of Minnesota made it a requirement that all Master Gardener volunteers complete a background check every three years.

Do Master Gardeners currently get background checks?

The Master Gardener program first implemented a background check process in 2007 for new interns entering the program. This policy was established because volunteers often work in positions of trust such as handling funds, managing personal data of fellow volunteers, and presenting information to children and vulnerable adults. Since then, over 1,100 Master Gardener volunteers (of 2,400+ active volunteers) have completed an initial background check.

Do I need a background check if I do not work directly with youth?

Yes. While a volunteer may not work directly with adolescents on a regular basis, the possibility of working with youth in community settings is always present. Master Gardener volunteers work in a variety of community settings where youth and other vulnerable populations rely on their knowledge and expertise. Volunteers may also interact with youth as they teach classes and workshops, demonstrate horticulture techniques in school gardens, judge youth horticulture projects, and speak to school and youth groups on gardening topics--that is why it is requirement that a background check to be completed every three years by all Master Gardener volunteers. 

When will Master Gardener volunteers be required to have a current background check and how will it happen?

As an intern all volunteers are required to complete a background check as part of acceptance into the program. Then, every three years thereafter. The state office keeps a record of volunteer background checks, and will notify volunteers via email when it is time for them to renew their background check. That is why it is important that volunteers ensure that their contact information is kept up-to-date.  

Do I need to complete the background check to be a volunteer?

Yes, all Master Gardeners must have a recent background check (within the last three years) to continue in their volunteer role. 

How do I go through the background check process?

New volunteers complete a background check as part of the application process, which is generally handled by their county coordinator. For ongoing background checks (every three years), emails will be sent by the state office requesting that the background checks be renewed. The email will contain all the information needed to renew a background check. The process can be completed either online or via paper form. However, online is considered the quickest, most secure way to complete the process. The McDowell Agency processes background checks for the Extension Master Gardener program. It generally takes 2-3 business days for them to process a background check and forward the results to the University’s Human Resources department. Once Human Resources has the results they forward them to the state office, indicating whether or not an individual is able to volunteer. You can review the background check instructions for submitting a request online here.

What is covered in the background check?

The background check includes criminal background information. It does NOT include a credit check. Extension Master Gardener program background checks are conducted by the McDowell Agency, and all information gathered in the background check process is considered private and confidential.

The McDowell Agency screening includes five different checks:

• Social Security Number Validation/Address Trace: Often called simply a "SoC Trace," this check is NOT a credit check. It verifies that the SSN is valid and uncovers any aliases or addresses that an applicant might fail to disclose.

• County Criminal Records Search: this is considered to be the "gold standard" for background check searches. It includes information on case numbers, dates filed, charges, deposition dates, deposition and sentence. Most crimes are committed in the counties in which a criminal resides.

• State BCA Database: this database contains public data maintained by the state Bureau of Criminal Apprehension and will include offense, date, court of conviction, and sentencing information for offenses outside of the applicant's county of residence and within their state of residence.

• USA Criminal Index: this is the most comprehensive national criminal index available and covers all of the United States. It includes information on convicted felons, individuals that have been or are under the supervision of a state department of corrections, and some individuals convicted of misdemeanors. It is populated by information provided by each state (some are more thorough than others).

• National Sex Offender Registry: queries to this registry contain information on convicted sex offenders and include data from all 50 states.

How do I know if I passed my background check?

Background checks are usually processed within 2-3 business days if completed online. If completed via paper form please consider mail time as well. Your most recent background check completion date will be posted on your database profile page. You should assume you passed the background check if you do not hear from the state office. 

May I submit a background check from another organization?

No. Background checks from other organizations cannot be accepted. Only background checks submitted through the University of Minnesota can be verified. If you volunteer for another program within the University of Minnesota network, please let the state office know so that the date can be verified. Another background check will not have to be completed with the Master Gardener program as long as the most recent background check completion date with an alternate University program is dated within the last three years. 

May I submit a background check from the University?

Yes, if you have completed a background check through the University of Minnesota within the last three years as a volunteer (e.g., Tree Care Advisor, 4-H or Minnesota Landscape Arboretum) or as an employee, you do not have to submit another background check. Please advise the state office that this is the case so that the date can be verified, and added to your Master Gardener profile information. 

I'm transferring into the Minnesota Extension Master Gardener program from out of state. Am I required to pay for the background check fee?

Yes. The initial background check fee ($30) is paid by volunteers entering the program (interns and out-of-state transfers). However, volunteers are not required to pay for recurring background checks (every three years).

What criteria will result in failing a background check and denial of participation in the Master Gardener program?

Each background check is handled on a case-by-case basis through the UMN Office of Human Resources (OHR). If you have a specific question, please contact OHR at 612-625-2016 or ohr@umn.edu for more information.

Of the 1,100 background checks that Master Gardeners have submitted since 2007, how many have passed?

According to UMN OHR, roughly .5% of background check results come back with restrictions with the majority for driving or money handling. There are other various restrictions, but those are the most common.

How is the background check information you collect safeguarded?

Results are collected and archived using our outside vendor the McDowell Agency, Inc., rather than having candidate information disclosed directly to the University. McDowell uses multiple layers of security to ensure information is kept in strict confidence. The McDowell Agency, Inc. has been in business over 30 years and has never had any information lost, stolen or compromised in any way. Click here to learn more about the McDowell Agency. 

How often do I need to have a background check?

Master Gardener volunteers are required to complete a background check every three years.

I have emeritus status. Do I need to complete a background check?

All volunteers—except volunteers presently taking a leave of absence (LA status)—must have a current background check through the University. Although emeritus volunteers are not required to log hours, many still volunteer in their communities, and the possibility of working with youth in community settings is always present. Volunteers returning from a leave of absence have 60 days to submit a background check request.