Frequently Asked Questions

Everything You Need to Know About Background Screening

Answers to the most common questions about FCRA-compliant background checks, criminal records searches, volunteer screening, drug testing, and working with SecureSearch. Can’t find your answer? Contact our team →

Criminal Background Checks
Volunteer Screening
FCRA Compliance
Drug Testing
County Courthouse Searches
Sex Offender Registry
Continuous Monitoring
Employment Verification
Adverse Action
Federal Court Records
SSN Trace
Alias Name Searches
Criminal Background Checks
Volunteer Screening
FCRA Compliance
Drug Testing
County Courthouse Searches
Sex Offender Registry
Continuous Monitoring
Employment Verification
Adverse Action
Federal Court Records
SSN Trace
Alias Name Searches

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General Questions
Criminal Records
Volunteer Screening
FCRA and Compliance
Our Process
Services
Your Account

General Questions

Basic questions about background checks, costs, timelines, and getting started with SecureSearch.

Who should have a background check?
All applicants, volunteers, and employees should have a background check to ensure you are making a sound hiring decision. Background checks protect your employees and customers, preserve your organization’s reputation, curb negligent hiring lawsuits, validate information provided by applicants, and defend against theft and fraud.

Individuals with responsibilities involving money, building or office access, driving, or supervision of children, youth, or vulnerable adults need in-depth background checks. The specific services performed should reflect the person’s role and responsibilities.

How much does a background check cost?
SecureSearch offers a la carte background check pricing — you only pay for the services you need. There are no setup fees, no monthly minimums, and no contracts. Pricing varies by service type:

  • Criminal background checks (county, state, national, federal)
  • Drug testing and DOT compliance
  • Employment and education verification
  • MVR driving records
  • Sex offender registry searches
  • OIG/SAM exclusion checks

Visit our pricing page to see exact costs by organization type.

How long does a background check take?
Turnaround time depends on the type of search ordered:

  • Database searches (national, multi-state, sex offender registry) — typically fast
  • County courthouse searches — require manual court research, typically 1–3 business days
  • Federal court searches — typically 1–3 business days
  • Employment and education verification — depends on how quickly past employers and schools respond
  • Drug testing — typically 24–72 hours after specimen collection

Our team keeps you updated throughout the process. Most accounts are approved within one business day of application.

How far back does a background check go?
The FCRA’s seven-year rule restricts consumer reporting agencies from reporting certain criminal information older than seven years for positions paying less than $75,000 annually. State laws may impose additional restrictions. Employment and education history can generally be reported as far back as needed. Most organizations limit criminal history requests to the past seven years, though there is no federal limit on reporting convictions for higher-paying positions.
How do I open an account with SecureSearch?
Opening an account is free — no credit card required, no setup fees, no contracts. Submit your account application at securesearchpro.com/client-tools/open-an-account/ and our team will review and approve your account within one business day. Once approved, requesting a background check takes only a minute — just enter the applicant’s name and email address and we handle the rest.
What does a flag on a background check mean?
A flag indicates that the order results require your careful review and consideration. A flag can be triggered when:

  • Applicant information was entered incorrectly
  • The applicant is over age 21 and no address history is returned
  • A public record in the searched jurisdiction matched the entered criteria
  • There are verification discrepancies between applicant and source-provided information

Contact our team if you have questions about records returned on a flagged report.

Criminal Records Searches

How criminal background checks work, what they include, and why thoroughness matters.

Is there a complete national criminal background search?
No. The most comprehensive national searches — often called national database searches, name-based searches, or multi-state searches — still have significant gaps. No database contains criminal records from every county and state in the United States. Jurisdictions and courts included vary from provider to provider.

The most thorough approach is combining a multi-state database search with county courthouse searches at every address where an applicant has lived. SecureSearch’s Gap Coverage Request (GCR) does this automatically.

What shows up on a background check?
What appears depends on the services ordered. A comprehensive criminal background check may include:

  • Felony and misdemeanor convictions
  • Pending criminal charges
  • Sex offender registry status
  • SSN trace and address history
  • Federal court records (all 94 U.S. District Courts)
  • Employment and education verification
  • MVR driving records
  • Drug test results
  • Credit history
  • OIG/SAM exclusion checks
  • Healthcare sanctions

SecureSearch offers all of these services a la carte — you only order what your organization needs.

Why might a criminal record not show on a background check?
There are many reasons a known criminal record may not appear in a report:

  • Records are older than seven years and subject to FCRA reporting limits
  • The conviction happened in a county or state that was not searched
  • Records have been sealed or expunged by the court
  • The state or county does not report to the multi-state database
  • The name or date of birth on file does not exactly match (e.g. Jon vs. John vs. Jonathan Smith)
  • The record exists only at the federal court level and a federal search was not ordered
  • The conviction was recent and has not yet been released to the public record

This is why SecureSearch recommends county courthouse searches at every address — not just national database searches.

What are federal crimes and how do I search for them?
Federal crimes — including crimes against the federal government, crimes on federal land, and offenses like racketeering, securities fraud, sex trafficking, drug trafficking, and embezzlement — are not included in local court records or national database searches.

A Federal Criminal Records Search must be conducted separately. SecureSearch offers a Federal National Criminal search that searches all 94 U.S. Federal District Courts to ensure complete federal coverage for every applicant.

What should I do about alias names, maiden names, or previous names?
Criminal searches are primarily based on name and date of birth — making alias name searching critical for thorough due diligence. If an applicant has used other names (maiden name, previous married name, nickname, or alias), each name requires a separate search.

SecureSearch’s Multi-State Alias service automatically searches for criminal and sex offender records under all names returned via SSN Trace — ensuring nothing is missed due to a name change or alias.

Is there such a thing as a perfect criminal records search?
Unfortunately, no. Criminal records can be incomplete or inaccurate for several reasons:

  • Offenders can have records expunged by court order
  • Records are entered and updated by humans, creating margin for error
  • False positives can occur due to identity theft, spelling errors, name changes, or common names
  • Some jurisdictions are slow to update their records

This is why human review of every criminal record — as SecureSearch provides — is essential. Automated systems can miss context that a trained FCRA-certified specialist would catch.

Are fingerprint-based searches more accurate than name-based searches?
Not necessarily. A 2015 Government Accountability Office (GAO) Report found significant gaps in the FBI fingerprint database, as many state and local jurisdictions fail to report arrest records or court dispositions to the FBI. Former Attorney General Eric Holder noted that the FBI database “was not designed to be used to determine whether or not someone is eligible for a work opportunity.”

Fingerprint searches are a useful tool but should not be solely relied upon. A thorough background check should combine database searches, county courthouse searches, and federal court records — validated by an FCRA-certified specialist.

Volunteer and Nonprofit Screening

Questions specific to screening volunteers, nonprofit staff, church workers, and youth-facing roles.

Do nonprofits and churches need to screen volunteers?
Yes — and the stakes are high. Organizations working with children, seniors, or other vulnerable populations have both a legal and moral obligation to screen everyone with access to those populations. Research shows 1 in 10 volunteer background checks flags a meaningful risk.

Beyond protecting the people you serve, volunteer screening protects your organization from negligent hiring lawsuits, preserves your reputation, and demonstrates accountability to donors, insurers, and the communities you serve.

What background checks should churches run on volunteers?
For church volunteers — especially those working with children, youth, or vulnerable adults — SecureSearch recommends:

  • Multi-State Criminal Search with SSN Trace and address history
  • County Courthouse Searches at every address in their history (via GCR)
  • Sex Offender Registry Search
  • Federal Court Search for child-contact roles
  • Alias Name Searches for all names returned via SSN Trace

Church fraud is projected to reach $80 billion annually worldwide by 2026 (Brotherhood Mutual). Thorough screening is essential — not optional.

Can volunteers pay for their own background check?
Yes. SecureSearch offers an Applicant Pay option where volunteers or applicants cover the cost of their own background check. This is especially useful for nonprofits, youth sports organizations, and churches working with tight budgets. The applicant completes the authorization and payment process online — no paperwork, no chasing people down.
How often should volunteers be rescreened?
SecureSearch recommends rescreening volunteers at least annually. An initial background check only captures a moment in time — someone can develop a criminal record after they join your organization. Annual rescreening — or enrollment in Continuous Monitoring — ensures you are always aware of new information that could affect a volunteer’s standing.
What background checks are recommended for youth sports coaches?
For coaches, camp counselors, and anyone working directly with minors, SecureSearch recommends:

  • Multi-State Criminal Search with SSN Trace
  • County Courthouse Searches at all addresses (GCR)
  • Sex Offender Registry Search — national and state level
  • Federal Court Search — always included for child-contact roles
  • Alias Name Searches

Federal court records are critical for youth-facing roles because crimes like sex trafficking and child exploitation are federal offenses that do not appear in county or state databases.

FCRA and Legal Compliance

Your obligations under the Fair Credit Reporting Act and how SecureSearch helps you stay compliant.

Does the FCRA apply to volunteer background checks?
Yes. The Fair Credit Reporting Act (FCRA) applies whenever you partner with a consumer reporting agency (CRA) like SecureSearch to run background checks — whether for employees or volunteers. Your FCRA obligations include:

  • Providing written notice of your intent to run a background check (on a standalone form)
  • Obtaining written consent before the check is initiated
  • Following the adverse action process if results negatively impact a hiring or volunteer decision

SecureSearch’s platform is built around FCRA compliance — our team will walk you through every requirement.

What is adverse action and when does it apply?
Adverse action is the FCRA-required process you must follow if you decide not to hire, promote, or accept a volunteer based on the results of a background check. The process involves:

  • Providing a pre-adverse action notice with a copy of the report and FCRA Summary of Rights
  • Allowing a reasonable time period (typically 5 business days) for the applicant to dispute
  • Sending a final adverse action notice if you proceed with the decision

Failure to follow adverse action procedures is one of the most common sources of FCRA litigation. Contact our team or review our Adverse Action Guidelines for step-by-step guidance.

Should I give applicants or volunteers a copy of their background check report?
Per FCRA guidelines, a consumer is entitled to a copy of their report upon request. If you are taking adverse action based on the report, you are required to provide a copy as part of the pre-adverse action notice process. It is good practice to provide a copy whenever requested — transparency supports trust and FCRA compliance.
What happens if a volunteer disputes a record on their report?
If an applicant or volunteer believes information on their report is inaccurate or incomplete, they have the right to dispute it. Contact our team directly to initiate the dispute process. SecureSearch will investigate within 30 days and correct or delete any inaccurate information. Our customer service team will guide you and your applicant through every step.
What do I do if my applicant has criminal records that don’t show on the report?
There are several reasons a known record may not appear. The most common are that the record exists in a county or state that was not searched, or that it is a federal offense that requires a separate federal court search. Contact our team immediately — we can help identify the gap and order the appropriate additional searches. Do not order a duplicate check before consulting us.

How SecureSearch Works

What to expect when you work with our team — from account setup to receiving your report.

What is a Gap Coverage Request (GCR)?
A Gap Coverage Request (GCR) authorizes SecureSearch to review your applicant’s residential history — returned via SSN Trace in the Multi-State search — and automatically order county courthouse criminal searches at every address where they have lived. This fills the gaps that national database searches miss, at no additional setup charge.

GCR is SecureSearch’s recommended approach for any organization that wants thorough, defensible screening without manually tracking down each county. Learn more about GCR →

How do applicants complete their portion of the background check?
SecureSearch uses a fully paperless process through our SearchMyBackground™ platform. You enter the applicant’s name and email address — that’s it. The applicant receives an email invitation, completes their authorization and personal information online, and signs their consent electronically. Everything is done on any device, mobile-friendly, with no paperwork.
How do I print or access a completed background check report?
To access completed background check reports:

  • Log into the SecureSearch portal at access.securesearchpro.com
  • Hover over “View” and click “All Completed Profiles”
  • Find the applicant’s name and click the printer icon to the left
  • A PDF will open in a new tab — report results begin on page three
Can I cancel or correct an order after it has been submitted?
Most services are initiated immediately after submission and cannot be canceled or credited. If you are unsure whether an order was transmitted, contact us before submitting again — we cannot credit duplicate orders. Please review all information carefully before transmitting. If you entered incorrect information, contact our team immediately and we will advise on next steps.
What if I cannot log in to my account?
Ensure you are using the correct username and password at access.securesearchpro.com. After three failed login attempts, your credentials will be locked. Users are also suspended after 60 days of inactivity. If your credentials are locked or suspended, email Support@SecureSearchPro.com with your username and a description of the issue — our team will restore access promptly.

Services and Searches

Details about the specific background check services SecureSearch offers.

What is continuous monitoring and do I need it?
Continuous monitoring is an ongoing post-hire screening service that alerts you when a current employee or volunteer has a new criminal record added after their initial background check. A one-time background check only captures a snapshot in time — continuous monitoring keeps you protected every day after onboarding.

It is especially recommended for organizations working with children, vulnerable adults, or handling sensitive data. Learn more about Continuous Monitoring →

How often should I conduct background checks on existing employees?
SecureSearch recommends rescreening at least annually. Many organizations also rescreen when an employee is promoted to a higher-responsibility role. Healthcare, childcare, education, and public transportation organizations often have legal mandates requiring periodic rescreening. Your rescreening policy should be documented in your organization’s written hiring and volunteer policies.
Where do sex offender registry records come from?
Arrest and conviction records originate at the local county level. Each state maintains a sex offender registry in accordance with Megan’s Law and other state and federal laws. Sex offenders must register in the state where they live and update their registration when they move.

Importantly, approximately 30% of sex offenders are absconders — meaning they do not register as required. Their sex offense is still recorded in the state’s registry, but their location information may not be current. This is one reason why a multi-layered search approach is essential.

What about social media screening?
Yes — SecureSearch offers social media screening, and it is frequently used by youth sports organizations, camps, and other organizations working with minors. Pricing is quoted based on volume — contact our team for a custom quote.

Social media screening must be handled carefully to remain legally compliant. Employers using social media in hiring decisions must recognize significant legal limitations — it can expose protected class information and is restricted for hiring purposes in some states. Our team will walk you through the compliance requirements before you begin.

What about juvenile records?
Most juvenile records have been sealed by the courts and will return as “Sealed by court” or “No offenses found.” However, records for juveniles tried as adults can be reported. Many experts advise running the same criminal records search on minors as legal adults — for due diligence and consistency. The paper trail of your process matters. Juveniles who are registered sex offenders may or may not appear in a sex offender registry search depending on the state.
Does SecureSearch integrate with Rock RMS or Pushpay?
Yes. SecureSearch offers native integration with Rock RMS and Pushpay — the two most widely used church management systems in the United States. Our API integration allows you to initiate background checks directly from your ChMS without switching platforms. We also offer an open API for custom integrations. Learn more about integrations →

Your Account

Account management, billing, and working with the SecureSearch team.

Is there a setup fee or minimum order requirement?
No. SecureSearch has zero setup fees, zero monthly minimums, and no contracts. You pay only for the background checks you order. There are no annual fees, no subscription charges, and no cancellation penalties. This applies to organizations of all sizes — from a small nonprofit ordering one check per year to a large employer ordering hundreds per month.
Who is my account team and how do I reach them?
Every SecureSearch client is assigned a dedicated account team — real, named people who get to know your organization personally. You are not routed to a call center or a ticket queue. Reach your team directly by:

All SecureSearch staff hold FCRA Level II Certification — the highest standard in the screening industry.

Can applicants pay for their own background check?
Yes. SecureSearch offers Applicant Pay — the applicant covers the cost of their own background check directly. This is a popular option for churches, nonprofits, and youth sports organizations where volunteer screening costs would otherwise fall entirely on the organization. The process is fully online — applicants pay and complete their authorization in one seamless step.
Still Have Questions?

Our Team Is Ready to Help

Every SecureSearch client gets a dedicated team of FCRA Level II certified specialists. No call centers, no ticket queues — just real people who know background screening and know your organization.

Contact Our Team
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Call us at 866-891-1954  ·  Support@SecureSearchPro.com