As the school year comes to an end, summer camps, youth sports programs, childcare providers, enrichment programs, and recreation departments are preparing for their busiest season. Many organizations rely on seasonal employees, volunteers, and temporary staff to support increased participation throughout the summer months.

While filling these positions quickly is often a priority, ensuring the safety of the children and families you serve should remain at the forefront of every hiring decision. A thorough background screening program can help organizations make informed hiring decisions, reduce risk, and create a safer environment for participants.

Why Summer Programs Face Unique Screening Challenges

Unlike year-round hiring, summer staffing often involves large volumes of applicants hired within a short timeframe. Organizations may be recruiting camp counselors, coaches, bus drivers, lifeguards, activity coordinators, and volunteers simultaneously.

The pressure to onboard staff quickly can sometimes lead to shortcuts in the hiring process. However, positions that involve direct interaction with children require careful screening and verification before individuals are placed in trusted roles.

Key Background Checks for Summer Program Staff

Criminal History Searches

Criminal background checks are often the foundation of a summer hiring screening program. These searches can help identify criminal records that may be relevant to the position and assist organizations in evaluating potential risks.

Criminal screening is commonly recommended for:

• Camp counselors
• Childcare staff
• Program directors
• Recreation employees
• Youth sports coaches
• Volunteers working directly with children

Organizations should ensure that any criminal history review is conducted consistently and in compliance with applicable federal, state, and local regulations.

Sex Offender Registry Searches

For organizations serving minors, sex offender registry searches can provide an additional layer of protection. These searches help identify individuals listed on state or national sex offender registries and are commonly included in youth-serving screening programs.

Motor Vehicle Record (MVR) Checks

Many summer programs rely on transportation services to move participants between activities, field trips, or program locations. Any employee responsible for operating a vehicle should undergo a Motor Vehicle Record (MVR) check.

MVR checks can help organizations review:

• License status and validity
• Driving violations
• Suspensions or revocations
• Serious driving offenses

Common positions requiring MVR checks include:

• Bus drivers
• Van drivers
• Transportation coordinators
• Staff responsible for field trip transportation

Employment and Reference Verification

Past employment and professional references can provide valuable insight into an applicant’s experience working with children and their overall suitability for the role.

Verifications can help confirm:

• Relevant work history
• Positions held
• Dates of employment
• Professional references and feedback

Ongoing Monitoring

Hiring is not a one-time event. For organizations operating year-round youth programs, ongoing criminal monitoring or periodic rescreening may help identify reportable events that occur after the initial background check has been completed.

Building a Safer Summer Program

Parents trust summer organizations to provide a safe environment for their children. A comprehensive screening program helps demonstrate that commitment while supporting responsible hiring practices.

Whether hiring camp counselors, coaches, childcare providers, volunteers, or transportation staff, implementing the appropriate background checks can help organizations reduce risk and make informed decisions throughout the summer season.

As summer hiring ramps up, now is the ideal time to review your screening policies and ensure your program is prepared for a safe and successful season.

At GIS, we are committed to helping organizations create safer environments for the communities they serve. Protecting your organization, and the vulnerable populations who depend on it, is at the core of what we do. If you have questions about your summer hiring or background screening process, please contact us.

As the ground softens and sunny days get longer and warmer, it’s a natural time to do some “spring cleaning” in your organization. Spring is when organizations reset what’s drifted. Whether it’s paperwork piling up, outdated practices, missed conversations, or a lack of follow-up, this is a good time to address gaps before they become larger compliance or operational issues. A quick check now can help prevent larger issues later. Here are a few areas worth revisiting to set your business up for a successful summer:

Benefits & Employee Experience Check-In

Revisit your benefits package and look at what employees are actually using. This is a good time for leadership to check in with their teams to understand what’s working and what isn’t. Tailor your offerings accordingly and consider cutting what’s unnecessary. Review utilization data and renewal costs to determine whether your current offerings are delivering value or if adjustments are needed to better align with employee needs and budget. Even a small engagement can close a long-overdue feedback loop and make a meaningful difference. Just think – Are my benefits still aligned with my employees’ needs?

I-9 Reviews

Audits can be nerve-racking. A thorough review of your I-9s this spring can help reduce risk. Ensure they are accurate, completed as required, and stored properly. Best practice is to maintain I-9s separately from other employee files to limit exposure and allow for a more efficient audit process.

Personnel Files

Clean out your files! Personnel files should contain only job-related documentation, such as offer letters, performance evaluations, disciplinary actions, and signed policy acknowledgments. These files should clearly tell the story of the employee’s work history and relationship with the company. Sensitive information should not be stored in personnel files and should be maintained separately. One of the most common areas of confusion is medical documentation. Medical records must be kept separately, with restricted access, including any records related to leave requests, accommodations, or other health-related information. By keeping these records separate, you protect not only the employee’s privacy but also ensure compliance with confidentiality requirements.

Performance Evaluations

Spring is a great reset point if you’re noticing some stalling after year-end reviews. Refresh goals, realign expectations, and keep momentum moving. Check in with management to ensure they are aligned and leading their teams effectively. Shifting from annual reviews to ongoing conversations helps maintain engagement and clarity across the organization. An aligned organization is powerful.

While you’re reviewing your forms, documentation processes, and files, this is also a great opportunity to check for consistency. Documentation should be clear and objective across employees to ensure fairness. Gaps, vague language, or inconsistent records can create risk over time, especially when strategic decisions need to be supported.

As part of a general compliance check, consider the following:

•  Do these processes reflect any new federal laws or regulations that took effect this year?
• Are there any state-specific changes in laws and regulations in the state(s) in which I operate? If so, do my processes follow these changes?
• Are my policies outdated?

Even if nothing feels different, something likely is. Federal and state laws are constantly changing and can easily be overlooked. A short compliance and documentation review now can help reduce risk and keep your organization operating smoothly through the rest of the year.

Trisha Berk, MAIOP, SHRM-CP, HR Generalist, CompLyons HR Consulting, LLC

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The Rhode Island Data Privacy Act (RIDPA) represents the state’s entry into the expanding landscape of comprehensive privacy laws across the United States. Designed to give residents more control over their personal information, the law also establishes clear responsibilities for businesses that collect and use that data.

Who Is Covered by the Law

RIDPA applies to businesses and organizations that determine how and why personal data is processed, referred to as “controllers”, and that either operate in Rhode Island or target products or services to its residents.

A controller falls within the law’s scope if it meets at least one of the following thresholds within a calendar year:

• Processes personal data of 35,000 or more Rhode Island residents, excluding data used solely to complete financial transactions;
• Processes data of 10,000 or more residents and derives over 20% of its gross revenue from selling personal data

The law defines personal data broadly as information that can be linked to an identifiable individual. However, it excludes de-identified data and information that is already publicly available.

Exceptions

Certain entities are not subject to RIDPA, including government agencies, nonprofit organizations, higher education institutions, and specific industries already regulated under federal privacy laws. Additionally, several categories of data, such as protected health information and certain education or driver-related records are exempt.

Consumer Rights Under RIDPA

The law grants Rhode Island residents several rights regarding their personal data. Individuals may:

• Confirm whether a business is processing their data and access that information
• Request a copy of their data in a usable format
• Correct inaccuracies in their data
• Request deletion of their personal information
• Opt out of certain types of processing, including targeted advertising, data sales, and profiling

Businesses must respond to these requests within 45 days, with a possible extension if necessary. Generally, at least one request per year must be fulfilled at no cost to the consumer.

If a request is considered excessive or unfounded, the business must justify that determination and may either charge a fee or decline to act.

Employer Guidance

While the Rhode Island Data Privacy Act includes exemptions for certain employment-related data, employers should still align their broader data practices with the law’s core expectations. Employers should also ensure their data processing practices are non-discriminatory and provide a mechanism for individuals to withdraw consent where applicable, honoring those requests within a reasonable timeframe.

In addition, organizations should be mindful of obligations tied to higher-risk data activities, such as conducting data protection assessments where appropriate. Just as important is the oversight of third-party vendors. RIDPA expects formal agreements with service providers that address confidentiality, proper data handling, and accountability. Even where exemptions apply, adopting these practices can help employers strengthen compliance, reduce risk, and stay prepared for the evolving landscape of state privacy laws.

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GIS is here to support your organization as privacy laws continue to evolve. If you have any questions about your states privacy laws or compliance obligations, please contact us.

As organizations grow, hiring often moves faster than process. Offers are extended quickly, documentation is completed reactively, and compliance details are addressed after the fact.

While this may feel efficient, inconsistent hiring practices create exposure in areas that matter most:

• Misclassification of exempt and nonexempt roles
  • Unclear or undocumented compensation terms
  • Incomplete contingency language
  • Inconsistent communication of benefits eligibility
  • Improper I-9 timing or documentation tracking

Even organizations that invest in strong background screening can overlook the structure surrounding the offer process itself.

A disciplined hiring framework should include:

1. A consistent verbal offer structure outlining compensation, classification, start date, and contingencies
2. Clear written documentation aligned with federal and state requirements
3. Defined response timelines and next steps
4. Proper I-9 execution within required timeframes
5. Structured onboarding communication to reduce confusion and risk

Process does not slow hiring.
It protects it.

As regulatory scrutiny continues to increase across states, structured hiring practices are no longer optional. They are risk management.

-Maria Perez-Marom, Principal, BMI HR Advisors, Inc.

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HR professionals are on the front lines of hiring, compliance, and talent management, giving them a unique perspective on the challenges and trends shaping the employment landscape. Their insights are invaluable for understanding how background screening practices intersect with evolving laws, workforce expectations, and organizational goals. In this article, we draw on the expertise of HR leaders to highlight key industry trends and provide actionable guidance for employers.

For questions about background screening laws, best practices, or compliance guidance, please contact us.

Effective January 6, 2026: Philadelphia amended the city’s Fair Criminal Record Screening Standards Ordinance (FCRSS), introducing several changes that impact how employers evaluate criminal history during the hiring process.

These amendments expand protections for workers and applicants and introduce additional procedural requirements for employers when criminal background checks are used in employment decisions.

The ordinance covers any individual who is employed or permitted to work for a company within city limits, which includes independent contractors, rideshare drivers, transportation network company drivers, and other gig economy workers. As a result, businesses relying on contract or platform-based workers should ensure their screening policies align with the ordinance’s requirements.

How It Effects Background Checks

Individualized Assessment: Employers who notify applicants that a background check may be conducted must now clearly state that any criminal record information will be evaluated through an individualized assessment. This assessment should consider the specific duties of the job as well as the details of the individual’s criminal history before a decision is made.

Shorter Lookback Period: The amendments reduce the timeframe during which certain misdemeanor convictions may be considered. Employers may now review misdemeanor convictions from the previous four years, excluding time spent incarcerated. Previously, the ordinance allowed employers to consider misdemeanor convictions from the past seven years. The seven-year lookback period for felony convictions remains unchanged.

Minor Offenses: Employers are prohibited from considering summary offenses, which typically include low-level infractions such as traffic violations, disorderly conduct, or similar minor offenses. These records should not factor into employment decisions under the ordinance.

Expunged or Sealed Records: The amended law also clarifies that expunged or sealed criminal records cannot be considered, even if they appear in a background check report. Employers must disregard these records entirely when evaluating a candidate or employee.

Additional Applicant Protections

The amendments also expand the rights of applicants and employees when a criminal record may impact employment.

If an employer intends to deny employment or take adverse action based on criminal history information, the individual must receive written notice of the preliminary decision along with a copy of the criminal record used in the evaluation. The notice must also inform the individual of their rights under the ordinance and explain how they can submit additional information.

Employers must then allow the individual at least 10 business days to respond with evidence of errors in the record or documentation showing rehabilitation or mitigating circumstances before making a final decision.

Employer Guidance

Businesses operating in Philadelphia should review their hiring and background screening procedures to ensure they comply with the amended ordinance. This may include updating job postings, employment applications, background check notices, and adverse action communications.

Employers should also consider training recruiters, hiring managers, and human resources personnel on the updated requirements so they understand when criminal history can be considered and how to conduct compliant individualized assessments.

In addition, multistate employers should remember that fair chance hiring laws vary across jurisdictions. Many states, including California, Colorado, Connecticut, District of Columbia, Illinois, Massachusetts, New Jersey, New York, Oregon, Rhode Island, Vermont, and Washington, have enacted laws that limit how criminal records may be used in hiring decisions.

Organizations should regularly review their hiring policies and screening procedures to confirm they remain compliant with applicable laws in every jurisdiction where they operate. Working closely with an accredited background screening provider can help employers stay informed of regulatory updates and ensure their screening programs are aligned with current legal requirements.

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GIS is here to help employers navigate evolving background screening laws. If you need assistance reviewing your screening practices or understanding how your state’s laws may impact your hiring process, please contact us.

Artificial intelligence is rapidly transforming the hiring process. From automating repetitive tasks to improving speed and efficiency, AI has quickly become a powerful tool for employers and background screening providers alike. Its rise has sparked both excitement and caution: while AI can enhance hiring in many ways, it also introduces new risks that organizations must understand.

The Benefits of AI in Hiring

When used responsibly, AI can make hiring faster, smarter, and more secure. One of its clearest benefits is in social media screening. Automated tools can quickly scan public profiles, helping identify potential red flags or inconsistencies in a candidate’s background. AI can also assist with identity verification, flagging fraudulent documents, duplicate identities, or inconsistencies that might otherwise go unnoticed. These applications help HR teams save time and resources, while providing an additional layer of safety and compliance.

AI can also help ensure fairness and consistency in certain aspects of the hiring process. By automating repetitive tasks, such as initial resume sorting or basic reference checks, companies can reduce human bias in early-stage candidate review. In these ways, technology can complement the work of recruiters and background screening professionals, enabling them to focus on higher-value decisions.

The Risks of AI in Hiring

Yet, as AI becomes more prevalent, it also creates new challenges. One emerging concern is the rise of AI-generated resumes. Candidates can now create polished, professional-looking resumes with little real-world experience, making it harder to verify credentials. Deepfake technology and AI-generated videos are also beginning to appear in candidate interviews, potentially creating fraudulent impressions of skills or identity.

Reliance on AI alone can also lead to mistakes. Automated systems may flag information incorrectly or overlook nuanced details that a trained human would catch. Without human oversight, companies risk making hiring decisions based on incomplete, inaccurate, or misleading information. The very tools designed to protect organizations from fraud and risk can, if misused, introduce new vulnerabilities.

Why the Human Touch Still Matters

This is where Global Investigate Services sets itself apart. In an age of increasing automation, we understand that hiring decisions are ultimately about people. Technology can enhance efficiency, but it cannot replace judgment, intuition, and understanding of context. When you call our office, you won’t reach a chatbot or automated answering system, you’ll speak directly with a real, knowledgeable team member who understands your unique business needs.

Our professionals don’t just process reports, they actively review them for accuracy, apply experience-based judgment, and consider the nuances that AI cannot capture. Every report is double-checked to ensure its integrity. We take the time to listen to your questions, address concerns, and provide guidance when a situation is complex or unclear.

At GIS, we know that behind every screening request is a hiring decision with real consequences, for your company, your team, and the candidates themselves. Our commitment to the human touch ensures that technology enhances your hiring process without ever replacing the insight and accountability that only people can provide.

Balancing AI and Human Expertise

The truth is, AI and human expertise are most effective when they work together. AI can handle repetitive tasks, flag potential issues, and provide data-driven insights—but human professionals are essential for interpretation, verification, and decision-making. By combining these strengths, GIS helps organizations navigate a complex hiring landscape, mitigate risk, and maintain compliance in a world where technology is evolving faster than the laws that govern it.

Looking Ahead

The hiring landscape will continue to change as AI tools become more sophisticated. Organizations that embrace these technologies thoughtfully, while maintaining human oversight, will be best positioned to hire effectively, responsibly, and safely.

GIS is here to guide you through this evolving landscape. Our team combines smart technology with real human expertise to help you hire with confidence. Whether you need guidance on compliance, identity verification, or social media screening, or simply want assurance that every report is carefully reviewed, you can trust that a person, not a machine, is at the core of every decision.

If your organization is looking to leverage AI in hiring or wants a background screening partner that with real human expertise, GIS is here for you. We bring both efficiency and personal attention to every screening, ensuring accurate, thoughtful results every time.