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Background Checks

To ensure the safety of our staff and customers, we will run background checks on artists and presenters we are bringing in for library programs. Please follow the steps below to ensure that both paid and volunteer presenters are receiving background checks through either OES or DVS. 

Is my person a paid presenter, volunteer, or exhibitor?

yes Is this presenter being paid by MLS? If so, then this person is a paid presenter and the background check gets run through OES.

yes If this presenter is not being paid, they are an unpaid volunteer and the background check gets run through DVS. It is important to make sure you are using the correct process. Volunteer background checks are much less expensive for the library system.

yes Is this person ONLY hosting an exhibitor table at a library fair and not presenting a program? Then have them fill out the Exhibitor Agreement. They do not need a background check.

 Paid Presenters: 

  1. View the Completed Background Check Log to see if your presenter has a recent background check.  If not, complete the following steps.

  2. Send OES the presenter’s name and email address by filling out this form.  

  3. OES will then send the presenter a standard link to a complete a background check. Presenters should look for an email from PeopleFacts/Trak-1 and be sure to check their Junk Mail folders. This invitation will expire in a few days. 

    • If presenters are minors, inform OES, who will provide the PDF Parental Waiver for Presenters 17 and under. Presenters will have 1 week to return the parental waiver after receiving link.

  4. Once the presenter fills in their information, OES receives a notification from the background check company and approves it to run.  

  5. Upon receiving background check results, OES will notify the programmer and supervisor at the originating library location. 

  6. Once a presenter is cleared, libraries can fill out and submit the Special Programming Form, which has been updated with a “background check completed” checkbox. 

  7. Background check information will also be updated on the Completed Background Check Log to keep track of those paid presenters with completed background checks.

If you want to know whether a presenter has been background checked already, please contact OES. 

 

Unpaid Volunteers: 

  1. Follow the usual procedure (VF 400 Volunteers) for volunteers and email them a link to the program presenter opportunity for your location. A background check is part of this process.

  2. Acceptance and Placement of volunteers beginds after each step below has been completed:
    • Completion of the online volunteer profile
    • Referral to an appropriate opportunity
    • Interview by MLS employees.
    • Receipt of approval for background check (18+) or Parental Waiver (17 and under).
    • Background check reults.
    • Placed with an open opportunity.
    • Notified of the placement.
    • Any necessary training and completion of any signed agreements.

You can read the full report from the Background Check project team on the intranet.

Most large organizations run their own background checks on their staff and a second background check from our side will not be necessary for paid presenters or volunteers. A confirmation of their organization’s background checks can be documented with this letter and sent to OES to file. Refer to the Completed Background Check Log for a list of organizations that have already completed this step.

If you have any questions, please contact OES (for paid presenters) or DVS (for volunteer presenters). 

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