Back DIOCESE OF ALLENTOWN Background and Child Abuse Checks Frequently Asked Questions Do all new employees need to complete a background check? All new employees need to have both a criminal background check and a child abuse check processed as soon as possible. The forms should be included in the new employee packets. *As of April 1, 2007, Act 114 of 2006 Section 111 of the Public School Code mandates that ALL new SCHOOL employees (including but not limited to administrators, teachers, substitutes, janitors, cafeteria workers, office employees and student teachers) must also provide a Pennsylvania Criminal History Check and a Federal Criminal History Record that cannot be more than one (1) year old.  The federal criminal history record is a fingerprint-based background check.  May I employ an individual if the background and child abuse checks are not completed? A diocesan location may employ the individual on a provisional basis not to exceed ninety (90) days provided that the employee has supplied all of the required information, the location has no knowledge of information pertaining to the individual that would disqualify them from employment, and the location requires that the individual not be permitted to work alone with children until all results have been received.  If the information obtained through the background checks and child abuse check reveals that the individual is disqualified from employment, the individual’s employment will be terminated. Do all volunteers need to complete a background check? All volunteers who are reasonably expected to come into contact with children need to have a criminal background check processed as soon as possible.  Ideally, background checks should be performed prior to the person volunteering. *These volunteers, if the contact with children is expected to be 15 or more hours per year, must also attend a Protecting God's Children™ program. May volunteers work at my location if the background check is not completed? Ideally, the criminal background checks should be performed prior to the person volunteering.   CRIMINAL BACKGROUND CHECKS (internet based through USIS/HireRight) How are criminal background checks processed? The Diocese has contracted with a reference checking company called USIS Widescreen to complete these checks. It is an internet-based process whereby data entry occurs at the parish/school location. What  form do I use for the criminal background check? The criminal background authorization check form is titled “Diocese of Allentown, Lay Employee/Volunteer Background Check Authorization.”  The completed form is maintained in the employee’s personnel file. Also, a file should be maintained for all completed volunteer authorization forms.  Additional copies of this form may be obtained by contacting the Human Resources Generalist at 610-871-5200, extension 262.  This form may be copied by the location. Who pays for the criminal background check? The location entering the data pays $10 per person checked. Who enters the data? The Pastor, Principal or Administrator either enters the data himself/herself or assigns a trusted individual to enter the data via internet access.  Regardless of who is chosen to complete this function, it remains the responsibility of the Pastor, Principal or Administrator to ensure that background checks are performed on all new employees and all volunteers who are reasonably expected to come into contact with children. Where is the website for the data entry? The data is entered at https://members.usis-csd.com.  What record should be in the employee’s personnel file or the volunteer file? The form,  “Diocese of Allentown, Lay Employee/Volunteer Background Check Authorization,” completed by the employee or volunteer should kept in an active file until results are received.  The person entering the data should then initial and date the form when they receive the background check results.  This form should then be maintained in the employee’s personnel file or volunteer file. All background check information that has been entered by the location on the USIS Widescreen/HireRight website will be retained for viewing via the website.  Records on the website will not be archived; and therefore, will remain active. What do I do if the person entering the USIS/HireRight data leaves diocesan employment or the responsibility is given to another trusted staff member or volunteer? Please contact the Human Resources Generalist at 610-871-5200, extension 262 to de-activate the person’s password that no longer has the responsibility of entering data.  The Human Resources Generalist  will also help set up the new person with a password and train that person on the policy as well as the use of the internet-based system. Do I have to enter a position under “position description” when entering data in the USIS/HireRight system? Users should enter full names of individuals and the employee/volunteer's position. When using 'Other' for the position, please complete the position and abbreviate if it’s multiple positions. This information is needed when a hit occurs and action may be needed depending upon the position description, such as if the volunteer drives children to events. FEDERAL CRIMINAL HISTORY RECORDS (fingerprints) When does a person have to have a Federal Criminal History Record (fingerprint) check performed? All new employees need to have both a criminal background check and a child abuse check processed as soon as possible. The forms should be included in the new employee packets. *As of April 1, 2007, Act 114 of 2006 Section 111 of the Public School Code mandates that ALL new SCHOOL employees (including but not limited to administrators, teachers, substitutes, janitors, cafeteria workers, office employees and student teachers) must have a Federal Criminal History Record performed. The federal criminal history record is a fingerprint-based background check.  How do I get a Federal Criminal History Record check performed? This is a multi-step process.  The applicant must register with Cogent Systems before being fingerprinted either online at https://www.pa.cogentid.com or by telephone at 1-888-439-2486.  Registration involves collecting pertinent demographic information from each applicant.  Payment of $36 may be made online at the time of registration using a debit or credit card.  Payment may also be made with a money order or cashiers check at the fingerprint location.  The fingerprint locations will not accept personal checks or cash as payment. At the time of registration, the applicant will be given the opportunity to request an unofficial paper copy of the results for an additional $2. This is the only opportunity the applicant will be given to request a paper copy of the results. Also during the registration process, the applicant will be prompted to give permission to the applicable School Administrator at the Diocese of Allentown to view the results of the Criminal History Record Information (CHRI). The applicant then must visit a fingerprint collection site.  Location of fingerprint sites and days and hours of operation for each site are posted on Cogent Systems’ website at www.pa.cogentid.com. The location of fingerprint sites may change over time; applicants are encouraged to confirm the site location nearest to them. At the chosen fingerprint site, the applicant will be required to provide a qualified State or Federal photo ID. A list of the approved ID types may be found on Cogent Systems’ website. Applicants will not be processed if they cannot produce an acceptable photo ID. Once the applicant has furnished acceptable identification and their identity has been verified, all ten of the applicant’s fingers will be scanned; this process should not take more than five minutes. The applicant’s scanned fingerprints will then be electronically transmitted to the FBI by Cogent Systems. The FBI will then generate the CHRI and will electronically transmit it to Cogent Systems, where the CHRI will be stored in a secure server. The prospective school employee is responsible for reporting the reservation number provided to them by Cogent Systems to the Assistant Superintendent of Personnel for the Secretariat for Catholic Education. The Assistant Superintendent will then make a determination as to the fitness of the applicant to work in the position for which they are applying in relation to the contact they will have with children. An unofficial printed copy of the CHRI will be mailed to the applicant at the address they provided to Cogent Systems during the registration process. This cannot be used for hiring an applicant. If the applicant is hired, the Assistant Superintendent of Personnel for the Secretariat for Catholic Education will print out a copy of the CHRI and keep it in the school’s personnel files. Who pays for the Federal Criminal History Record check? The individual applying for the Federal Criminal History Record check pays the $36 fee during registration. Payment may be made online at the time of registration using a debit or credit card.  Payment may also be made with a money order or cashiers check at the fingerprint location. Cash and personal checks will not be accepted as payment. Do I have to schedule an appointment to be fingerprinted? There are no scheduled appointments for fingerprinting.   However, registration is required before visiting a fingerprint collection site.  All of the fingerprint collection sites work on a first come, first serve basis.   PENNSYLVANIA STATE CRIMINAL HISTORY CHECKS When does a person have to have a Pennsylvania State Criminal History Check performed? As of April 1, 2007, Act 114 of 2006 Section 111 of the Commonwealth of Pennsylvania Public School Code mandates that ALL new SCHOOL employees (including but not limited to administrators, teachers, substitutes, janitors, cafeteria workers, office employees and student teachers) must have a  Pennsylvania Criminal History Check performed.How do I get a Pennsylvania State Criminal History Check performed? There are two ways to have your Pennsylvania State Criminal History Check performed. If you wish to have the check performed by mail, you can go to http://www.portal.state.pa.us/portal/server.pt?open=512&objID=4451&&PageID=458621&level=2&css=L2&mode=2 and select “Download the Criminal History Request Form—SP4-164”. Print out the form, fill it out, enclose a certified check or money order in the amount of $10 and mail it to:                                     Pennsylvania State Police Central Repository - 164                                     1800 Elmerton Avenue                                     Harrisburg, PA 17110-9758 If you wish to obtain the check online, you can go to https://epatch.state.pa.us/RecordCheckEntry.jsp?action=new  and agree to the terms and conditions explained there. You will be asked to provide personal information and your credit card number for the $10 charge. If “No Record” is the result of the check, you must print the results immediately online.  If the check results in a “Record”, the results will be mailed to you at the address you provided. CHILD ABUSE CHECKS When does a child abuse background check have to be performed? All employees of the Diocese need to have a child abuse background check performed. What form do I use for a child abuse check? The form is titled, “Pennsylvania Child Abuse History Clearance”.  Additional copies of this form maybe obtained by contacting the Human Resources Generalist at 610-871-5200, extension 262.  Forms may also be obtained via the internet at http://www.dpw.state.pa.us/PartnersProviders/ChildWelfare/003671038. All School Employees All school employees must provide a Pennsylvania Department of Public Welfare Child Abuse Check, per Act 151 and Act 114 of 2006 Section 111 of the Commonwealth of Pennsylvania Public School Code prior to their employment. How much does it cost? $10. Who is responsible for paying for the check? The prospective school employee. How is the check performed? To obtain the Child Abuse Background Check Form, go to http://www.dpw.state.pa.us/PartnersProviders/ChildWelfare/003671038.htm. Once there, please read the instructions for completing the form. You can then download and print Form CY-113. As the instructions state, once the form is completed in ink, you must enclose a money order for $10 (cash and personal checks will not be accepted) made payable to the Department of Public Welfare and mail the form and payment to:                                     Childline and Abuse Registry                                     Department of Public Welfare                                     P.O. Box 8170                                     Harrisburg, PA  17105-8170 Clearance results will be mailed to the applicant within 14 days from the date that the clearance is received in the above office. There will be no replacements after 90 days. Failure to comply with the above instructions mentioned above will cause considerable delay.  At the point of receipt, the applicant is required to present the clearance results to the Assistant Superintendent of Personnel for the Secretariat for Catholic Education, who should retain the original for the employee personnel files. The applicant has the right to request and be given a copy of the clearance results. All Other Diocesan and Parish Employees All Diocesan and Parish employees are required to provide a Pennsylvania Department of Public Welfare Child Abuse Check in the course of their employment with the Diocese. How much does it cost? $10. Who is responsible for paying for the check? The Diocese of Allentown. How is the check performed? The Human Resources Department is responsible for providing the employee with the form to be filled out. Once the form is completed, it should be hand-delivered or mailed to:                                     Human Resources Department                                     Diocese of Allentown                                      P.O. Box F                                     Allentown, PA  18105-1538 Once received by the Human Resources Office, they are required to pay for and send the form to the Department of Public Welfare for processing. Clearance results will be mailed to the applicant within 14 days from the date that the clearance is received by the Department of Public Welfare. At the point of receipt, the applicant is required to present the clearance results to the Human Resources Office who will retain the original in the employee’s personnel file. The applicant has the right to request and be given a copy of the clearance results.   Post Office Box F  •  Allentown, PA  •  18105-1538 Copyright 2003 The Catholic Diocese of Allentown Disclaimer and Terms of Use