We wanted to update you on an important change that was made to your site as part of the 2016.7 release. This change affects your background screening process. With this release we modified the way Declined Volunteers are notified from your EZVolunteer system. 


Prior to the 2016.7 release you were required to flag a volunteer's record as RED (Not OK) in the Background Module and then separately send them an email. With the update earlier this month we automatically trigger an email when you set the volunteer's background status to RED. This involves the use of a new Email Template we added to your site. We have inserted standard wording to that template that you will want to review and perhaps adjust to meet your district's specific policies and procedures.


To view/edit the new template follow these steps -


1. From the Admin Console go to Settings (the GEAR icon in the header of your site)

2. Under the EZVolunteer column choose EMAIL TEMPLATES

3. Click the template at the bottom of the page labeled 'DECLINED Volunteer Notification'

4. Edit the template wording

5. Click SAVE TEMPLATE at the bottom of the page to save any changes you make


Please keep the following in mind when editing -


1. The and are variables that will substitute the first and last name of the volunteer. You can remove them but be careful editing them, as they must appear exactly as typed for EZVolunteer to process them correctly.


2. The last paragraph, referencing how to get in contact with BackgroundChecks.com needs to remain in this email and largely unchanged. This is a compliance requirement to ensure the volunteer is aware of the process by which they can dispute the results in the their background report.


As a procedural matter, if someone contacts you about their background check and asks for a copy of their report, please contact our support team by email and we will send you an official copy (as a PDF attachment) to forward to the volunteer. At that point the volunteer will need to follow the steps in the email and contact our Credit Reporting Agency partner, BackgroundChecks.com to dispute any information in the report they deem inaccurate. If a dispute is resolved with a correction to the volunteer's report we receive a copy of the new report and will forward that to you to re-evaluate.