Background Check Policy

​

What MRS is (and is not)
Madison Russian School (MRS) is a nonprofit educational program offering instructional classes and school community activities for youth. MRS is not a daycare/childcare provider. We use Wisconsin’s “Caregiver Background Check” as a standardized screening process for youth-serving roles (this screening process does not change our program type).

 

Who is screened
Background checks are required for individuals in roles that may involve contact with students, including:

• Teachers/instructors (paid or unpaid, including contractors)

• Regular/recurring classroom assistants and volunteers

• Volunteers supporting programs/events where the role involves interaction with students

 

Screening program used
MRS uses the Wisconsin DOJ Caregiver Background Check process through the Wisconsin Online Record Check System (WORCS). As part of this process, each covered teacher/volunteer completes the required Wisconsin caregiver disclosure form.

 

Authorization (written consent)
By completing and signing the required Wisconsin caregiver disclosure form, the applicant authorizes MRS to:

• submit the applicant’s identifying information through WORCS for the caregiver background check, and

• receive and review the results for the purpose of making eligibility decisions for roles involving contact with minors.
  Background check results are used only for safety/insurance screening and role eligibility decisions.

 

Information collected (and why)
To complete the caregiver background check, MRS collects identifiers required for accurate matching, including legal name, date of birth, and other names used. The state caregiver disclosure process also requests Social Security Number (SSN) to improve accuracy and reduce mistaken identity matches. If an applicant declines to provide an SSN, the background check may be delayed or may require additional verification.

 

Timing and re-checks (cadence)
Background checks are completed:

• before an individual begins serving in a covered role,

• when there is a change in circumstances that could affect eligibility (for example, an arrest/charge/conviction or other relevant change), and

• at least every four (4) years for individuals who continue in covered roles.
  Covered teachers/volunteers are expected to promptly notify MRS if a relevant change occurs while serving.

 

How results are used
Background check information is used only to determine eligibility for roles involving contact with minors and to meet safety/insurance expectations. When a record appears, MRS reviews it in relation to the role and may request clarification as appropriate.

 

Confidentiality and data protection
MRS treats background check information as confidential:

• Access is limited to designated administrators/board officers on a strict need-to-know basis.

• Records are stored securely in an access-restricted location.

• SSNs are not placed in rosters, shared spreadsheets, or email. SSN exposure is minimized and handled only as required to complete the background check process.

 

What MRS retains
MRS maintains a restricted background check file for each covered individual, typically including:

• the completed state disclosure form,

• DOJ/WORCS result documentation, and

• internal documentation of the eligibility decision and completion date(s).
   

Questions about this policy may be directed to info@madisonrussianschool.org

​