Background Clearances

Background Clearance Process

To begin processing your clearances, you must:

• Complete the payroll hiring information sent to you through Docusign from the Office of Human Resources
• Next, you will receive an email notifying you about the background clearance requirement
• You will receive an email with instructions on how to complete this process

It is imperative that you complete the clearance process within the timeline communicated to you in the instructional email from our staff. If you have any questions, please contact the Office of Human Resources.

These clearances will be processed as follows:

• PA State Police Clearance: The PA State Police clearance will run through the Office of Human Resources once the appropriate hiring information is received by Human Resources.
• PA Child Abuse Clearance: Human Resources staff will provide you the instructions on how to complete the online PA Child Abuse Clearance application process. When the clearance process is complete, you will receive the results both electronically and through postal mail. You must provide the results to the Human Resource office upon receipt.
• FBI Clearance: Human Resources staff will provide you the instructions on how to complete the online self-registration process along with next steps for fingerprinting. You will receive the results both electronically and through postal mail. You must provide the results to the Human Resource office upon receipt.

Things to Remember:

• There is no cost to employees to have these clearances run processed, only the time to complete them
• We are unable to accept any clearance results that are not aligned with Keep Kids Safe requirements
• Any employee who has these clearances run on his/her own will not be reimbursed for associated costs
• For background clearance renewals, Human Resources staff will reach out to you with the required information release form for employees to complete and return to begin the renewal process 

Need Assistance?

For questions regarding the request process, Docusign forms, or clearance requirements, please contact:

Office of Human Resources

HR@ship.edu

(717) 477-1124, Option 4

Volunteer & Contractor Request Process

To support compliance, safety, and efficient onboarding of contractors and volunteers, the Office of Human Resources requires all departments to submit request forms for volunteers and independent contractors through the online request form process. This process ensures appropriate approvals, documentation, accesses, and background clearance requirements are completed prior to the service start date.

After the online request form is completed:

• Human Resources will email the volunteer/contractor a Docusign form to complete specific to the request type
• The Docusign email will provide the instructions and background clearance information required for their role
• Once the request form is completed by the volunteer/contractor, the department requestor will receive email notification from Docusign to complete their required portion of the form: campus access requirements for the volunteer/contractor and signature of approval
• Last, once all approval signatures are complete, the Office of Human Resources is notified, and background clearance details will be provided as applicable

Background Clearance Requirements

In accordance with the University’s Protection of Minors Policy, Pennsylvania law, and PASSHE Board of Governors' Policy 2014-01-A , all prospective and current employees, including university student employees, contractors, and volunteers are required to obtain criminal background check clearances on a cycle of every five years.

The required clearances are as follows:

1. PA State Police Clearance
2. PA Child Abuse Clearance
3. FBI Clearance - Volunteers (only) can be exempt from this requirement if the individual has been a PA resident for the previous 10 continuous years, as identified and managed through the volunteer request form process.

Clearances must be:

• Completed prior to the start of service unless otherwise notified by Human Resources
• Submitted to Human Resources for review

Human Resources will review all clearance results in accordance with university hiring procedures.

Important Compliance Notes

• Individuals may not begin work or volunteer service until all approvals, agreements, and required clearances are completed and approved.
• Departments are responsible for ensuring requests are submitted with adequate lead time.
• All volunteers and contractors who will have contact with minors or routine interaction in programs potentially involving minors must obtain the required background clearances.
• Clearance Portability: Volunteer clearances can only be used for volunteering purposes. Employment clearances can be used for both volunteer and employment purposes.  

Processing Timeline

Typical processing times may vary based on:

• Timely completion of the online form
• Speed of Docusign completion
• Clearance processing times through the Commonwealth of Pennsylvania

Departments should plan for approximately, and minimally, two weeks for volunteers/contractors to receive clearance results are required.

Need Assistance?

For questions regarding the request process, Docusign forms, or clearance requirements, please contact:

Office of Human Resources

HR@ship.edu

(717) 477-1124, Option 4