Important Information on Clearances
Do you need them? How to get them.
Greetings Enrichment Center Members,
It is now the law of the land that anyone working with kids either for pay or as a volunteer needs to be cleared to do so by completing three separate clearances. Since we require all families participating in our program to comply we have compiled this list of instructions to assist you.
If you have already completed or are in the process of completing clearances for your church or other organization that you are involved in you will not need to do them again. We will need to see the originals though and make our own copies. Note- do not leave your originals with any organization as you will need to show them to the subsequent organization that you work with or oversee children for.
Below is the process. You might want to print this out for easy reference. There are 3 separate checks/clearances that need to be addressed.
Helpful Tips Before You Get Started
- Have a method of payment ready (credit or debit card)
- You will need a printer to print off your results and confirmation pages. Alternatively, you can download the information as a PDF document and email to someone that has access to a printer.
- If you have not lived outside of PA in the last ten years, then you DO NOT need an FBI fingerprint check. However, we still require the state State Police Check and Child Abuse Clearance. Instead of the FBI check, we require a swear and affirm document.
- If you have lived outside of PA in the past 10 years, you need an FBI Clearance. Make sure you register online before going and email us for our code before you go to the fingerprint location. The lines at the fingerprint locations are long and you may have to wait, so be prepared. Appointments cost an additional $10 to make and will speed up the process. If you would like to pay to make an appointment, you can do so by calling the fingerprint location.
First Clearance Required
PA State Police Request for Criminal Record Check
Note: You will need a credit/debit card and a printer. Many have bypassed the fee by requesting the documents on behalf of volunteer positions with their church. For those that use these clearances and receive money, i.e. teaching, and do not volunteer elsewhere you will need to pay the fee.
Step 1: Either download the form or visit the website to complete online.
Step 2: Select “Submit a New Record Check.” Read and accept the terms and conditions.
Step 3: The first form is who is doing the check, which in this case is you. The reason for the request should be “Church.” Enter your address.
Step 4: The second form is whom the check is being done on, which is you as well. Complete the required information in the form fields. Enter your address. Select “Enter this Request.”
Step 5: Proceed to checkout and pay with your credit/debit card the $10 fee, should the fee not be waived.
Step 6: Your initial request will state “Record Under Review.” The PATCH website will update to a RECORD or NO RECORD status. You should receive your results almost instantly. Print your results and bring them to the Enrichment Center on the first day of class. Remember, no one may enter the building without these clearances on file. We will record that you have done the checks, make our own copies and return the originals to you.
Second Clearance Required
PA Child Abuse History
Note: You will need a credit/debit card and a printer. Many have bypassed the fee by requesting the documents on behalf of volunteer positions with their church. For those that use these clearances and receive money, i.e. teaching, and do not volunteer elsewhere you will need to pay the fee.
Step 2: Create a new account. The Commonwealth of PA will send you two emails once your account is created. In the second email, you will receive a temporary password.
Step 3: Go back to the homepage, click Login, and select “Access My Clearances.” Read the guidelines and legislation and select “Continue.”
Step 4: Login using your temporary password. Change your password and log back in. Read the Terms and Conditions and agree to them.
Step 5: Select “Create Clearance Application.” Read the directions, continue and complete the form fields.
Step 6: Pay with your credit/debit card the $10 fee, should the fee not be waived. Print confirmation page as a receipt. The Compass website will send you an email with your results in about 2 business days. You will receive your original in the mail. Print your results and bring them to the Enrichment Center on the first day of class. Remember, no one may enter the building without these clearances on file. We will record that you have done the checks, make our own copies and return the originals to you.
Third Clearance Required
FBI Fingerprint Record
Note: You will need a credit/debit card and a printer should you be required to complete this clearance.
If you have been a resident of PA consecutively for the previous ten years you do not need to complete this clearance. You do, however, need to fill out and submit the Swear and Affirm Documentation instead.
Step 1: Either download the Swear and Affirm form or visit the website to complete the request online.
Step 2: Select “Resiter Online.” Complete the required fields.
Step 3: Pay online using your credit/debit card $23.25 fee. Print off confirmation of submission and payment. You will also need to take a copy to the fingerprint location as a proof of payment.
Step 4: Search for the closest fingerprint location by clicking, “Print Locations and Hours” on the homepage. You will need to bring your Driver’s License and proof of payment with you. You will also need our E Day code. Please contact us for this before you head down to the nearest location. You do not need to make an appointment with the FBI fingerprint location unless you are going with a large group. However, appointments are available for an extra $10 fee to expedite the process. You can call the fingerprint location to make an appointment if you choose to do so.
Step 5: You should receive your results in the mail within 10 days. Please bring your results to the Enrichment Center on the first day of class. Remember, no one may enter the building without these clearances on file. We will record that you have done the checks, make our own copies and return the originals to you.
If you already have these clearances from prior requests, please bring them with you so we may record and copy them. New clearances must be obtained every 60 months so please make sure they are current. We do keep a list of expiration dates of clearances previously submitted and will remind you when it is coming close to renewal time.
If you are a paid instructor you must complete all 3 clearances.
Let us know if you have any questions, we’ll do our best to answer them. Thank you for being willing to go to all of this effort in order to remain a part of our cooperative.
Megan Eggers
& the Board of Directors
The Enrichment Center of Western PA