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Background Check Denials for Matched Mentors

This article outlines how we would learn of a background check denial by region, a list of relevant parties who should be involved, and the appropriate steps to take in response. The process outlined here is specifically for volunteers who are currently matched in the program. 

Receiving a formal background check rejection from the school district while a volunteer is active in the program is pretty rare. We would learn of them in NYC because volunteers are continuously screened through GoPass. In Chicago, Baltimore, and the Bay Area, we would learn about them only in special circumstances.

NYC

A member of the GoPass team at the New York City Department of Education would notify the regional screening manager of a background check denial via email. The volunteer’s status would also change to “Ineligible” on iMentor’s PETS roster (the online system that holds profiles and background check clearance statuses for all NYC DOE volunteers).

Chicago

The Background Check Unit at CPS would notify the regional screening manager that a volunteer has been denied clearance via email. 

Bay Area

Our school contact at Unity High Charter School would notify the regional screening manager that a volunteer has been denied clearance through a shared Google doc that they update with volunteer clearances, and also communicate this via email.

Baltimore

Our daily contact at Baltimore City Public Schools District would notify the regional screening manager of a background check denial via email. 

Parties to Involve:

The regional screening manager should notify the following parties immediately so the match is paused and mentor notification can begin:

  • Associate Director of Screening
  • Director of Risk & Compliance
  • Mentor Engagement/Recruitment lead
  • The local program operations representative or lead
  • Director of Program, AD or Supervisor of Program Manager

Response:

 Specific language and instructions to adopt are outlined in the Go Pass Alert Steps document.

  1. The mentor’s access to the Platform should be disabled immediately.
  2. Teams outside of screening should connect to determine whether it is appropriate to pause the match or close the match in full, and if the student should be rematched.
  3. PM or the PM’s supervisor should notify the mentor, mentee, and the mentee’s parents that the mentor should not meet or communicate with their mentee. The Director of Risk & Compliance can work with Program to compose language appropriate for the specific situation.
  4. Program members and compliance should connect about 2 weeks after the initial conversation to discuss any new developments. These may include:
  • The outcome of the closure or updates from the district.
  • If the vendor says the applicant needs to be re-fingerprinted, the owning screener will guide the applicant through that process.

In the event the volunteer has chosen to appeal their background check denial and wins after their mentee has been rematched, the parties can gather for another discussion to determine whether the mentor should rejoin the RTBM pool.