Background Checks for Employees Working with Minors

Background Checks

Under the revised Background Check Policy , which was signed by the President in May 2014, all University employees AND all individuals being paid to assist with running a summer camp which involves minors must now complete the following background checks BEFORE the camp begins.

FBI Fingerprint Clearance

  • The cost is $28.75 and may be paid via credit card.
  • Results generally take 24-48 hours.
  • Process:
    1. Individuals must pre-register online.
    2. You will receive a Registration Number - the individual MUST write this number down and provide it to Kristi Borman in the HR Office (or a designated individual within the camp program). Results can only be viewed by the HR Office. Results cannot be obtained without the registration number.
    3. Once the individual has registered online he/she can go to any LiveScan fingerprinting site (locations/hours available at PA Cogent ID website under the "Print Site Locations" section).

PA State Police Background Check

  • The cost is $10 and the background check process can be completed at the Pennsylvania Access to Criminal History website.
  • Click "Submit a New Record Check" to start the background check process.
  • Results are generally immediate. Proof of completion of the background check must be submitted to HR/Payroll.

PA DPW Child Abuse Clearance

  • The cost is $10 and the form must be submitted via mail with a money order - cash, credit cards, and checks are not accepted.
  • The results may take 4-6 weeks to receive, so it's best to complete this check well in advance of the camp start date.
  • The results of this clearance are returned directly to the individual - it is then their responsibility to provide the results to the HR/Payroll office (or a designated individual within the camp program (i.e. Camp Director).
  • The clearance form can be found at the Pennsylvania Department of Public Welfare website.

Additional Information - Reimbursement and Timelines

Faculty and staff employed by the University should keep their receipts and submit a request for reimbursement using the process outlined below. Individuals normally paid via the Personnel Action Sheet (generally classified as Non-Credit Lecturers) can be required to pay for their own background checks. The University cannot cover the cost of the background checks for these individuals.

At this time faculty and staff who are subject to this clearance process will need to redo all three clearances once every three years. Individuals paid via Personnel Action Sheets who maintain year-round contact with the University (i.e students) will be subject to the same three year rule. All others will need to complete new background checks each year, prior to the start of the camp. These timelines are subject to change based on additional guidance that may be received from PASSHE.

Background Check Reimbursement Process for University Faculty, Staff, and Coaches

  • Once you have submitted and paid for a background check, complete and sign the Background Check Reimbursement Form .
  • Attach your paid receipts for each clearance.
  • Submit the completed and signed form and all receipts to Diane Copenhaver in the HR office:
    • Attn: Diane Copenhaver
      201 Carter Drive, Suite 100
      West Chester, PA 19383
  • Once approved by HR the form will be sent to Purchasing for processing.
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