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Volunteers and Mentors Background Checks
Fairfax County Public Schools is fortunate to have individuals who contribute time and energy to students as volunteers and mentors. The school system requires volunteers and mentors who meet with students on a frequent and regular basis to have a background check because student safety is of utmost importance (Regulation 4119.1).
Fingerprinting and Background Check Procedure
- Complete the Volunteer or Mentor Application Form (HR-3)and turn it in to the school where you would like to volunteer.
- Go to the FCPS Gatehouse Administration Center I at 8115 Gatehouse Road, Falls Church, VA 22042 between 8 a.m. and 4 p.m. with the following:
- Request to Fingerprint Form (HR-8) - completed and signed by the principal or designee from the desired school at the time you submit the HR-3. (The form will be e-mailed to an employment specialist at Gatehouse who will keep it on file until the applicant’s arrival.)
- Photo ID
- Adequate time to complete several additional forms and get fingerprinted*
- If there is an issue with the mentor’s or volunteer’s fingerprints, the internal investigator, in coordination with the Office of Employment Services, will notify the school and the individual to determine a disposition regarding the applicant’s status.
- The paper file will be kept by the principal; HR keeps all information pertaining to fingerprinting and the background check.
Mobile Fingerprinting Service:
Human Resources – Client Services will provide this service for your company or agency with at least 5 or more volunteers. Please follow the below guidelines prior to this service being provided.
- Coordinate with the appropriate office or school for a possible volunteer or partnership opportunity
- E-mail Ramon Palacios at Ramon.Palacios@fcps.edu to schedule a date and location. This service is offered Monday – Friday 9AM – 3PM depending on availability
- Must complete all forms (above) prior to the mobile unit coming to your location
- Photo ID
*The cost of the background check will be paid for by the Department of Human Resources.
Related Links
For all HR questions contact
HRQuestions@FCPS.edu
571-423-3000 or 1-800-831-4331
Volunteering & Mentoring Background Check FAQs
Listed below are examples of the types of volunteers who need to have a background check:
- Extended family members who are not parents or guardians of a current FCPS student (i.e., aunts, uncles, cousins, grandparents)
- Former FCPS employees or students
- Non-parent/guardian volunteers who have “regular and frequent” contact with children
- Non-parent/guardian volunteers who chaperone overnight field trips
- Any volunteer whom the principal/program manager requests – regardless of status or affiliation with FCPS
No, you may choose to request our mobile fingerprinting unit to come to your location if you meet the requirements. Please follow the instructions on the left side of this page. If you have questions, please contact Ramon Palacios at 571-423-3013.
For example, say I have a top secret clearance with a current or previous company, or was fingerprinted during my green card/citizenship process?
FCPS does not participate or accept record checks done by other agencies.
When someone is fingerprinted by FCPS, their prints may generate a conviction response from the Federal Bureau of Investigations (FBI), in which case we need to wait for those results and compare that information to what the applicant disclosed. Unfortunately, the return from the FBI/Virginia State Police is done through the US mail and there is no way to expedite the process. We have been advised by those agencies that the return is usually 2-4 weeks.
No. The following individuals do not need a background check:
- Parents or guardians who have children currently enrolled in FCPS
- Current FCPS employees or students who serve as volunteers
- School Age Child Care (SACC) employees
- Current law enforcement officers
- Volunteers who help with occasional or one-time-only events (i.e., field days, graduation parties) as long as there is direct supervision by regular school staff
The purpose of Regulation 4119 is to have a criminal history and child abuse/neglect check on volunteers and mentors as another means of safety to protect FCPS students.
It is certainly your option if you prefer not to go through the background check. However, all volunteers and mentors who meet the criteria for a background check must go through the process or will not be able to volunteer with FCPS.
When you come to HR, you will be asked to complete the Sex Offender Registry and Criminal History Record Request, Authorization to Release Personal Information, the Virginia Department of Social Services/Child Protective Services, and Background Information forms.
Once you complete the necessary forms, you will be fingerprinted and have your photo taken for an FCPS Volunteer ID badge. On average, depending on the time of day and the season, the entire process should take about 20 minutes.
You will need to bring the following items with you to HR:
- Completed Request to Hire/Transfer/Fingerprint (HR-8 Form) provided by the location where you will be volunteering
- Photo ID
The HR-8 Form should be completed and signed by the principal or designee from the desired school at the time you submit the HR-3. (The form will either be given to the applicant or be e-mailed to an employment specialist at the Gatehouse Administration Center who will keep it on file until the applicant’s arrival.)
No, tuberculosis tests are no longer required for volunteers and mentors.
Human Resources is located on the first floor in the Gatehouse Administration Center, 8115 Gatehouse Road, Falls Church, VA 22042. Free parking is available in the underground parking garage located at the rear of the building.
No, an appointment is not necessary. Hours of operation are from 8 a.m. to 4:30 p.m., Monday through Friday. Extremely busy times are Wednesday mornings, and any day of the week from 11:30 a.m. to 1:30 p.m.
Any volunteer who is listed in the Virginia Sex Offender Registry, or who has been convicted of ANY offense relating to children, will NOT be permitted to volunteer, regardless of their affiliation with FCPS.
A disqualifying criminal record will be determined by the Department of Human Resources using guidelines applicable to screening new employees. The applicant cannot be a convicted felon or have a misdemeanor criminal history that would be incompatible with serving as a volunteer or mentor. Among the factors taken into consideration are the nature of the offense, the age of the person at the time of the offense, and the amount of time between the date of the offense and the date of the application.
If you volunteer at multiple locations, you will only need to have your background check conducted once. The volunteer badge will be good at all FCPS locations.
If you volunteer at multiple locations, you will only need to have your background check conducted once. The volunteer badge will be good at all FCPS locations.
No. Once you have your initial background check, you will not have to go through the background check again unless you stop volunteering for a year and want to come back the following year.
Please contact HR Client Services at 571-423-3000 or by e-mail to HRQuestions@fcps.edu.