Important Background Check Information
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:
- PA State Police Clearance
- PA Child Abuse Clearance
- FBI Clearance
All Shippensburg University employees, volunteers, and contractors must have the above-referenced clearances completed every five years.
Clearances must be:
- Initiated as soon as communications from the Office of Human Resources communicates background clearance information to the employee
- Submitted to Human Resources for review
Human Resources will review all clearance results in accordance with hiring procedures.
Shippensburg University Employees
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 requirements
It is imperative that you complete the clearance process within the timeline communicated to you in the instructional email from our staff.
The clearances processed are as follows:
● PA State Police Clearance: The PA State Police clearance will be processed through the Office of Human Resources once the appropriate information release documentation is received.
● 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 processing fingerprints. 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 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 processed 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 & Contractors
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 or contractor a Docusign form to complete that is 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 or contractor, the department requestor will receive email notification from Docusign to complete their required portion of the form: campus access requirements for the volunteer or contractor, and signature of approval
● Last, once all approval signatures are complete, the Office of Human Resources is notified through Docusign, and background clearance details will be provided as applicable
Background Clearance Requirements
The required clearances are as follows:
- PA State Police Clearance
- PA Child Abuse Clearance
- 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 to complete requirements
● 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 and 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 approval completion
● Clearance processing times through the Commonwealth of Pennsylvania
Departments should plan for approximately, and minimally, two weeks for the volunteer or contractor to receive clearance results.
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