A Guide to Background Checks for Nanny Agencies

Background Checks Process based on APNA Standards: What Professional Nanny Agencies Are Expected to Do

For professional nanny agencies, background checks are a baseline obligation. The Association of Premier Nanny Agencies (APNA) has made this clear through its published standards of practice, which outline both required checks and recommended safeguards designed to protect families, candidates, and agencies alike.

What follows is an authoritative, standards-based explanation of what APNA agencies are expected to run, how those checks should be conducted, and why shortcuts undermine both safety and compliance.

Identity Verification Is the Foundation of All Screening

APNA standards require that every background check begin with Social Security Number verification. This is the mechanism that confirms identity and ensures all downstream searches are valid.

One common roadblock agencies and parents run into is ‘No Matches Found’ when running the SSN trace. A “No Matches Found” result on the SSN trace is not a red flag on its own. The SSN trace pulls from credit header data, so if someone has not held a lease, credit card, loan, or utility account in their own name, it’s common for the search to return no associated address history.

This does not indicate an issue with the SSN itself, only that there is limited or no data reported to the credit bureaus. Since all other searches included in this report (criminal, county, and nationwide) returned clear results, there is no cause for concern.

APNA treats SSN verification as a fraud-prevention measure as much as a screening tool. It allows agencies to confirm that candidates are who they claim to be and ensures that no aliases or former legal names are missed during criminal searches.

Criminal Searches Must Be Conducted at the Correct Jurisdictional Level

APNA standards explicitly prioritize statewide and or county-level felony and misdemeanor searches over national database checks. Sure Check recommends using a county level in search as 90% of criminal records are found at the county level. Using a state search can sometimes be considered redundant (depending on the state) as some counties do not report into state records and vice versa.

APNA requires that agencies conduct criminal searches in the jurisdiction where the candidate currently resides and recommends searches in every jurisdiction where the candidate has lived or worked during the past seven years. These searches must be run under every name the candidate has used during that period.

National or multi-state criminal databases may be used as supplemental tools, but APNA explicitly states that they are not substitutes for county or state criminal searches. Agencies that rely on database-only checks are not meeting APNA’s required standards.

Sex Offender Registry Searches Are Required

Every APNA agency is required to search the National Sex Offender Registry, which is maintained by the U.S. Department of Justice and populated by state reporting agencies.

When using Sure Check, the Sex Offender Registry is included in the nationwide criminal search which we use for most packages

APNA recognizes the limitations of this registry. States differ in what information they release, and some restrict dates of birth or offense details. For that reason, APNA does not treat sex offender searches as standalone screening tools. They are a required layer within a broader criminal screening framework, not a replacement for jurisdictional criminal checks.

Driving Records Are Mandatory When Driving Is Part of the Role

APNA standards require driving record checks for any nanny who will transport children. Motor vehicle records provide insight into license status, suspensions, DUIs, and serious violations that directly impact child safety and agency liability.

Driving records are available in nearly all states and are considered a core safety component when transportation is involved. Omitting this check when driving is part of the job would be inconsistent with APNA expectations.

Please note that every individual state charges an additional DMV fee to access driving records and fees vary by state.

Seven Years Is the Industry Standard for a Reason

APNA recommends a seven-year criminal history lookback because it aligns with established FCRA standards and reporting regulations.

While federal law allows some records to be reported indefinitely, many state laws impose stricter limits. California’s Investigative Consumer Reporting Agencies Act (ICRAA), for example, restricts both the types of records that can be reported and how far back they may go. Because nanny agencies often place candidates across state lines, APNA supports a seven-year standard as the most compliant and defensible approach nationwide.

Annual Screening Is Expected for Temporary Caregivers

APNA distinguishes between long-term placements and temporary or rotational care. For temporary nannies and babysitters, APNA recommends annual or semi-annual background check updates, rather than relying on a single historical report.

This expectation reflects the reality that risk profiles change over time. Agencies that place caregivers repeatedly without re-screening are operating outside of APNA’s recommended practices.

FCRA Compliance Is Not Optional for Nanny Agencies

APNA agencies are required to comply with the Fair Credit Reporting Act (FCRA) and all applicable state and local laws. Under FCRA, background checks are legally defined as “consumer reports,” and agencies ordering them are subject to specific procedural obligations.

Agencies must obtain written disclosure and authorization before running a background check. If information in a report contributes to a decision not to place a candidate, agencies must follow the adverse action process, including providing the report, a summary of rights, and an opportunity for the candidate to dispute inaccuracies.

APNA treats FCRA compliance as a core operational requirement, not a legal technicality.

Expanded Screening Options

APNA allows agencies to offer additional background checks at a client’s request, such as civil litigation searches, federal criminal searches, bankruptcies, tax liens, social media screening, or additional jurisdictions. These checks are optional and should be clearly explained so families understand what information they provide and what limitations apply.

Crucially, APNA reiterates that national or multi-state criminal databases are supplemental only and must never be presented as comprehensive criminal searches.

What APNA Standards Ultimately Demand

APNA’s background check standards are designed to protect children and families, safeguard candidates’ rights and data, and shield agencies from preventable risk.

Agencies that follow these standards can clearly articulate what they run, why they run it, and how they remain compliant.

APNA’s position is clear: compliant, jurisdiction-based background checks are the baseline when it comes to caregiver screening. Sure Check partners with dozens of nanny agencies to design screening packages that fit their exact requirements.

Get in touch with our team today to learn more about how we help nanny agencies with screening.