We actually don't run our background checks using Fellowship. We run ours through our local state patrol and its free because we are non profit. We have an account which allows us to login from our own computer and we get results instantly.
For the most part we usually end up running background checks on most our active volunteers at least twice a year. This is because we put on several conferences each year and when volunteers signup to serve for these special events they automatically are required to fill out the background check.
We have actually been talking about coming up with a process for making sure that all active volunteers have new background checks ran once a year (min). This would be to catch those volunteers that strictly serve during weekend services and don't usually volunteer for special events which is where we get allot of our volunteers redoing their background checks. We talked about creating a rotating schedule where lets say in Jan you have half your departments get their volunteers to fill out their background check info and then maybe in March you have the other half of the departments do it, whatever works best.
As far as keeping track of this info in Fellowship, we record all our background check info under the requirements tab. This allows you to record the status (pending, approved etc...) along with the date the background check was ran and any documentation you might want to keep.
Hope that helps.
Kim Ludwick
Database Manager
Champions Centre
"One Church, Two Locations"
Tacoma/Bellevue, WA