Employee Clearance Instructions

Employee Clearance Instructions

Instructions for Employees on How to Obtain Clearances
A total of three clearances are required to commence and maintain employment with North Hills School District (including substitutes and independent contractors):
  • Pennsylvania State Criminal History Record (Act 34);
  • Pennsylvania Department of Public Welfare Report of Child Abuse (Act 151)
  • Federal Criminal History Record including fingerprinting (Act 114).

Clearances are valid for five years.  Employees may check the dates of their current clearances on the Prosoft Employee Web Portal under Employee Demographics > Act 153 Clearance Dates. Technical issues with the portal should be directed to Don Clark at [email protected]

All employees are required to renew all three clearances every sixty (60) months (or five (5) years) from the earliest dated clearance. Failure to renew clearances will result in discipline up to and including termination of employment. Employees bear the burden of timely renewing their clearances and submitting same to the Human Resources Office. 

Application Instructions
Act 34 - Pennsylvania State Police Criminal Background Check
  • Visit http://epatch.state.pa.us/Home.jsp
  • Complete and submit all required information
  • After payment, access the “Certification” link and print the clearance
  • You must submit the actual clearance, receipts will not be accepted as proof.

Act 151 - Pennsylvania Child Abuse History

  • Visit http://www.compass.state.pa.us/CWIS
  • You will be promoted to “Create an Account”
  • Complete and submit all required information
  • Select “Public School Employee” as purpose for clearance

Act 114 - FBI Criminal Background Check

  • Visit http://uenroll.identogo.com
  • Enter the Pennsylvania PDE Service Code: 1KG6XN
  • Select “Schedule or Manage Appointment”
  • Complete all of the required fields and submit
  • You will be prompted to schedule an appointment or opt to be a “walk-in” at a location nearest you
  • Payment can be made online with a valid credit card. Once payment is complete, print your receipt to take to the fingerprint site.
  • Once you have been fingerprinted, you must submit your registration ID number to the human resources office who will then access your “Rap Sheet” electronically. 

If information obtained through these clearances reveal that you are disqualified from employment, your appointment/employment will be immediately revoked, and you will be removed from the position and your opportunity for employment will be terminated. All costs associated with clearance applications will be borne by the employee.

If an FBI clearance is more than 12 months old at the time of submission, and/or is not accessible through the 3M Cogent system, new employees are permitted to submit paper copies of Criminal History Record Information (CHRI) reports that are between 1 and 5 years old. The paper copy should be the unofficial CHRI report on Pennsylvania Department of Education (PDE) letterhead provided to the applicant by 3M Cogent at the time of clearance application. Applicants who have not retained their unofficial paper copies from 3M Cogent may request copies of their CHRI reports from their past employer. In addition to the unofficial CHRI report, an applicant must complete and submit to a prospective employer the PDE Form 6004 as required by Section 111(j)(1) of the School Code, indicating that the applicant has not been disqualified from employment.

For applicants required to obtain FBI "name checks" due to their inability to register readable fingerprints, copies of the reports issued on PDE letterhead and disclosing the results of the name checks should be used.

Mandatory Reporting of Arrest/Conviction
Should an employee be arrested or convicted of a “Reportable Offense,” Act 24 requires that the employee or contractor complete a PDE-6004 Arrest/Conviction Report and Certification form within 72 hours of said arrest or conviction. A list of Reportable Offenses can be found under 24 P.S. § 1-111(e) or can be obtained from the Human Resources Office. If an employee fails or refuses to submit this form, the district is required to submit the employee for a new background check. If information obtained through background checks reveal that the applicant is disqualified from employment or approval, the individual shall be immediately dismissed from employment or approval.
View text-based website