Background Clearances

The Pennsylvania Department of Education (PDE) requires that students including Pre-Service Teachers, Student Teaching, Internships, Clinical, and Field Experiences entering all schools for field and practicum experiences must obtain the following security clearances: 

• Pennsylvania State Criminal History Record (Act 34)
• Pennsylvania Child Abuse History Clearance (Act 51)
• Federal FBI Criminal History Report (Act 114)
• Proof of Tuberculin Skin Test
• Mandated Reporting

Please Note: The Federal FBI Criminal History Report and Pennsylvania State Criminal History Record (Act 34) are TWO different clearances. They are NOT the same clearances and both MUST be completed.

Clearances and Registration

Students must obtain clearances prior to being enrolled in their first semester. All incoming undergraduate students must apply for all clearances fall of freshman year (even if he or she has had an FBI clearance in the past.). All transfer applicants and post-baccalaureate candidates must submit all 5 newly obtained clearances prior to the start of their first semester. 

Students planning to enroll in student teaching must re-apply for and submit to the office of clinical experiences a new (updated) set of clearances by the beginning of the preceding semester; for example, if you plan to student teach in the spring of your senior year, you must have updated clearances in hand by the beginning of the fall semester. Clearances must be valid—that is, not more than one year old—from the beginning of student teaching through the date when student teaching is completed..

Please Note: There are different requirements for the Student Teaching Clearances Only.

ALL CLEARANCES MUST BE UPLOADED SO WE CAN VIEW YOUR CLEARANCES.

Updated clearances must be uploaded in EXXAT (Step-by-step instructions for the clearance process for Field Placements. and for  Student Teaching. can be found here.)

The site for uploading your clearances is now available. Follow the steps below in order for you to upload your clearances.

Student Clearances are now being uploaded to EXXAT. 

Please DO NOT upload clearances on the Student Clearance section on the Nest.

 Instructions for Uploading Student Clearances 

1. Login to the Nest 
2. Under “Quick Links” click “EXXAT”
3. Once in your profile click “Compliance”
4. Upload the 5 required clearances.
5. Once you upload your clearances, the clearance  will show as “Pending” until “Approved”
6. Please see the Submitting Compliance Documents in Exxat video for more detailed instructions. 

Keeping Your Clearances
Additionally, you need to keep a hard copy of your clearances with you every time you visit your host school for field experience.

Maintaining Your Clearances
Lastly, clearances are valid for THREE years from the start of your FIRST Semester. You will ONLY need to apply for new Field Placement clearances  if you are not student teaching in your fourth year.  
 

All Students are responsible and required to KEEP a copy of their clearances with them at ALL TIMES while in field experiences and student teaching.

STUDENTS WITHOUT VALID BACKGROUND CLEARANCES CANNOT ATTEND FIELD EXPERIENCE (You will not be given your field experience or student teaching placement without your clearances)

Visit the Pennsylvania State Criminal History Record (Act 34). You can obtain the PA Criminal History Clearance electronically at https://epatch.pa.gov/home  by clicking on the Submit a New Volunteer Record Check This clearance is free as it is Volunteer clearance and NOT to be used for student teaching. Make sure to record the Control Number and the exact name and the date that you used to register.

Visit the Pennsylvania Child Abuse History Clearance (Act 51) website to submit an online request for clearance. When you register you must first create an individual account. (When you register the Keystone ID  is the same as creating a User Name). Once you register you should receive an email with a temporary password. Return to https://www.compass.state.pa.us/cwis/public/home  and select individual login. Once you are logged in you may register as a “VOLUNTEER”. This clearance is free as it is Volunteer clearance and NOT to be used for student teaching.  

Register online for the Federal FBI Criminal History Report. Please note the FBI clearance and the Criminal History clearance are NOT the same clearance. Applicants must register prior to going to the fingerprint site at https://uenroll.identogo.com/ Applicants will be required to enter a Service Code: (1KG6RT), as well as demographic data (name, address, etc.) when registering. Then click on “Schedule or Manage Appointment” and finish the registration process.

Applicants must pay a $23.85 fee at the fingerprinting site for the fingerprinting service and to secure an unofficial copy of their report. Fingerprinting MUST be completed in Pennsylvania. You will be able to log in again within a few days and access your unofficial clearance. The unofficial clearance will suffice for uploading.

Note: We need the actual FBI clearance stating any criminal history, not a copy of your fingerprints.

Students can obtain a proof of Tuberculin Skin Test by visiting the Student Health Center.

Access the Protecting Children: Identifying and Reporting Sexual Misconduct  training instructions.  You need to register and create an account. Applicants will be required to enter a Branch Code: 2090-93465. Once you have created an account,  you will sign in and search in the search bar at the top for the training "Protecting Children: Identifying and Reporting Sexual Misconduct”. Select and complete the training. It should take about 45 minutes to complete.  Upon completion of the training, you will receive a certificate that you upload. This clearance must be obtained before the start of your first semester at SJU.

Please Note: There are different requirements for the Student Teaching Clearances Only.

Students planning to enroll in student teaching must re-apply for and submit to the office of clinical experiences a new (updated) set of clearances by the beginning of the preceding semester; for example, if you plan to student teach in the spring of your senior year, you must have updated clearances in hand by the beginning of the fall semester. Clearances must be valid—that is, not more than one year old—from the beginning of student teaching through the date when student teaching is completed..

Updated clearances must be uploaded in both the NEST and your student teaching application. (Step-by-step instructions for the clearance process for  Student Teaching can be found here.)

Graduate Students Who Are Currently Employed With a School/District:

• Graduate students who are currently employed with a school or district may upload a letter from their employer stating their clearances are in good standing order. 
• The letter will need to be uploaded to each of the 5 sections in EXXAT. 
• Please see the Sample Letter for PA Clearances to use as a reference.
• If you are currently NOT employed with a school/district and reside in PA you are required to obtain the 5 clearances at the top of this page.

Graduate Students Who Are Out of State:

• Graduate students who are out of state and employed with a school/district may follow the directions above with a letter from their employer stating their clearances are in good standing order. 
• Graduate students who are NOT employed with a school/district and are out of state, will need to upload their state required clearances. 
• Please reach out to YOUR States Department of Education to determine the required state clearances. 
• You will need to upload your state required clearances in the 5 sections of EXXAT
• If your state requires only one or two clearances please still upload the same clearances in the 5 sections of EXXAT  

For questions please reach out to Dr. Levy at rlevy@sju.edu

• Dr. Rich Levy
  • rlevy@sju.edu
  • 610-660-3162
  • Merion Hall 227