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 pf 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 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) 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 Bill Wehbe in Human Resources
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 will be billed directly by USIS for $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 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 data leaves diocesan employment or the responsibility is given to another
trusted staff member or volunteer?
Please contact Bill Wehbe in
Human Resources at 610-871-5200, extension 262 to de-activate the person's password
that no longer has the responsibility of entering data. Lisa 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 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?
As
of April 1, 2007, ALL new SCHOOL employees of the Diocese need to have a Federal
Criminal History Record check performed. 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 $40 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. The applicant then must visit a fingerprint collection site. The website
lists the fifty-four (54) fingerprint collection locations and hours of operations
in Pennsylvania. All of these sites work on a first come, first serve basis. You
will be asked to provide a qualified State or Federal photo ID before processing
may begin. The applicant's scanned fingerprints will be electronically transmitted
to the Pennsylvania State Police, who in turn submits the fingerprints and demographic
information to the FBI. The Pennsylvania Department of Education will receive
the record from the FBI and will forward it directly to the applicant. The applicant
must present this Record to their administrator/supervisor upon receipt of their
results. It is the supervisor's responsibility to obtain the original Federal
Criminal History Record check results mailed to the employee/applicant. Who
pays for the Federal Criminal History Record check?
The individual
applying for the Federal Criminal History Record check pays the $40 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. 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. How long does it take to receive
the results of the Federal Criminal History Record Check?
It should
take approximately eight (8) weeks for the process to be completed. What
will I receive?
The Federal Criminal History Record will be printed
on standard 8.5" x 11" paper with the Commonwealth of Pennsylvania seal
embedded on the paper. This document constitutes an official record. If there
is no embedded seal, it should be considered as invalid. What
do I do with the form I receive?
The official (with embedded Commonwealth
seal) Federal Criminal History Record should be presented to the employee's supervisor.
The supervisor must copy the original document, indicate on the copy that the
original was seen and keep the copy in the employees personnel file. If the employee
is a teacher, a copy should also be forwarded to the Diocesan Office of Education. What
happens if I do not receive my official Federal Criminal History Record?
Neither
the fingerprint collection site nor Cogent Systems have the means to check the
status of a fingerprint check, after your fingerprints have been submitted. Therefore,
please do not contact the fingerprint collection site or Cogent Systems to check
on the status of your Record. If the applicant does not receive the Record within
eight (8) weeks of being fingerprinted, the applicant should call Denise Wolfgang
at 717-783-3750 or email her at dwolfgang@state.pa.us.
CHILD ABUSE CHECKS When
does a child abuse background check have to be performed?
Only 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 Bill Wehbe in Human Resources at 610-871-5200, extension 262. Forms
may also be obtained via the internet at: http://www.dpw.state.pa.us/Resources/Documents/Pdf/FillInForms/DPWchildabuse.pdf
Where do the forms for the child abuse checks get
mailed to?
Direct all completed forms to: Mr. Bill Wehbe
Diocese
of Allentown
P.O. Box F
Allentown, PA 18105-1538
Who
pays for the child abuse check?
The Diocese will pay for the child
abuse check. How long does it take to receive the
results of the child abuse check?
The results of the child abuse
check can take up to ninety (90) days for processing. The results are mailed directly
to the employee's home address. It is the employee's supervisor's responsibility
to obtain the Pennsylvania Child Abuse History Clearance results mailed to the
employee. The original should be maintained in the employee's personnel file.
A copy of the results may be given to the employee.
Post Office Box F • Allentown, PA • 18105-1538
Copyright 2003 The Catholic Diocese of Allentown
Disclaimer
and Terms of Use
| 
