A guide for Employment Clearences

According to the Pennsylvania Department of Education, anyone working with or observing children in public and private schools, IUs, and vocational-technical schools are required to obtain the following clearances:

Federal Criminal History ClearanceThe Act requires that all of the following individuals who will have direct contact with children (as defined in 22 Pa. Code § 8.1) provide to their prospective employer a copy of their Federal Criminal History Record, PA State Police Report and DPW Child Abuse Report that cannot be more than five (5) years old.

Student teachers (participating in classroom teaching, internships, clinical or field experience)
Prospective employees of public and private schools, Intermediate Units and Area Vocational-Technical Schools (including, but not limited to: administrators, teachers, substitutes, custodians, cafeteria workers and office employees)
Independent contractors and their employees (including, but not limited to: bus drivers, PIAA Sports Officials, and construction workers)

Prospective employees/student teacher candidates/contractors and their employees, hereafter referred to collectively as applicant, are to submit with their employment application State and Federal criminal history reports (for the Federal Criminal History Report the applicant is to submit their Universal Enrollment ID (UEID) or a copy of the completed form/request. Criminal history reports (results of background checks) shall be no more than five years old at the time of hire.

HOW TO APPLY:
REGISTRATION

The applicant must register prior to going to the fingerprint site. Walk in service is allowed but all applicants are required to complete pre-enrollment in the new Universal Enrollment system. Pre-enrollment can be completed online or over the phone. The registration website is available online 24 hours/day, seven days per week at https://uenroll.identogo.com/. Telephonic registration is available at 1-844-321-2101 Monday through Friday, 8am to 6pm EST. During the pre-enrollment process, all demographic data for the applicant is collected (name, address, etc.) along with notices about identification requirements and other important information.
When registering on-line, an applicant must use the appropriate agency specific Service Code (Mobile Music staff want to apply under NON-PUBLIC SCHOOLS (Service Code: will be provided) to ensure they are processed for the correct agency and/or applicant type. Using the correct service code ensures the background check is submitted for the correct purpose. Fingerprint requests processed through any other agency or purpose cannot be accepted and are not transferrable. If an applicant enters the wrong code by mistake, the incorrect applicant type will appear at the top of the screen. The applicant should select the “Back to Home” button and begin the process again, by reentering the correct Service Code. If the applicant proceeds with the process under the incorrect code, the pre-enrollment and/or results cannot be transferred to another state agency and the applicant will have to start the process over and pay for the background check again.

PAYMENT

The applicant will pay a fee of $23.85 for the fingerprint service and to secure an unofficial copy of the Criminal History Record. Major Credit Cards as well as Money orders or cashier’s checks will be accepted on site for those applicants who are required to pay individually. No cash transactions or personal checks are allowed.
IDEMIA has also established a payment option for fingerprinting services for entities interested in paying the applicant’s fee. This new option provides a payment ‘coupon’ that the entity will provide to each applicant for use. Each coupon is unique and may only be used one time. Account applications must be completed prior to the applicant visiting the fingerprint site. The authorized representative must complete the account application. To establish a billing account, you will need to complete an application with IDEMIA

FINGERPRINT LOCATIONS

After registration, the applicant proceeds to the fingerprint site of their choice for fingerprinting. The location of the fingerprint sites and days and hours of operation for each site are posted on IDEMIA's website at https://uenroll.identogo.com/ The location of fingerprint sites may change over time; applicants are encouraged to confirm the site location nearest to their location. PDE encourages entities where access to the fingerprint location is more than 25 miles away to contact IDEMIA and suggest areas where another closer site could be established.

FINGERPRINTING

At the fingerprint site the Enrollment Agents (EA) manages the fingerprint collection process. The fingerprint transaction begins when the EA reviews the applicant’s qualified State or Federal photo ID before processing the applicant’s transaction. Applicants will not be processed if they cannot produce an acceptable photo ID. After the identity of the applicant has been established, all ten fingers are scanned to complete the process. The entire fingerprint capture process should take no more than three to five minutes.

REPORT ACCESS

For the public or private school or higher education institution to access the official report via the electronic system, applicants must present their UEID to the hiring entity (as shown on the receipt provided after fingerprint capture). This process allows an applicant to provide multiple potential employers with their UEID, as the report is linked to the UEID number and not assigned to a specific school. If an applicant has lost their receipt or needs to confirm UEID, the applicant may visit the UEP website (https://uenroll.identogo.com/) and simply check status of their file by providing alternate personal information. Applicants will enter their personal information after clicking in the lower portion of that screen to obtain their receipt with the UEID.
Applicants will receive an unofficial copy of their report. However, the school is required to review the official CHRI online and print a file copy of the CHRI if the applicant is hired by the school or their contractor, or if the applicant is approved for student teaching.

PATCH Pennsylvania Criminal History CheckFee: $22 payable to the Commonwealth of PennsylvaniaRequired by Act 34 of 1985 and Act 114 of 2006, as amended, for all prospective employees of public schools, private schools and their contractors' employees who will work in direct contact with children. Also required for "student teacher candidates". This is one of three required background checks or clearances. To be provided by the applicant and reviewed by the school (or higher education administrator) prior to the applicant working in a position in which he will have direct contact with children. Criminal history reports shall be no more than five (5) years old at the time of employment. See Act 114 of 2006 for further detailed information on PA background check requirements.
FOR PENNSYLVANIA RESIDENTS:

ONLINE REQUEST: The Pennsylvania State Police have established a web-based computer application called Pennsylvania Access To Criminal History, (PATCH). Be sure to print the report when finished.
NON-REGISTERED USERS: Individuals are considered non-registered users. They will not be accepted as registered users. Companies, agencies, or offices can also use the system as a non-registered user if they so desire. Non-registered users log onto Pennsylvania Access to Criminal History and select "Submit a New Record Check" under credit card users. The non-registered user can submit up to ten record checks during one session.
VALIDATING CRIMINAL HISTORY RESULTS:The information on a "No Record" or "Record" certificate form can be validated by accessing the PATCH Record Check Status screen and submitting a search request

Pennsylvania Child Abuse History ClearanceFee: $13

You may obtain forms from schools or the Department of Human Services website.
The Pennsylvania Child Abuse History Clearance can be submitted and paid for online through the Child Welfare Information Solution (CWIS) self-service portal.
Clearance results will be mailed within 14 days from the date that the clearance is received. There will be no replacements after 90 days.
Indicate SCHOOL as the "Purpose of Clearance" $13.00 fee.
For more information, visit: Keep Kids Safe.

Required clearances

A guide for Employment Clearences