Frequently Asked Questions about the Office of Human Resources

Is anyone exempt from background checking?

  1. Volunteers under the age of 18 are NOT required to obtain any clearances.
  2. Student volunteers are NOT required to obtain clearances if:
  • he/she is currently enrolled in a school
  • he/she is not responsible for a child's welfare
  • he/she is volunteering for an event occurring on school grounds
  • the event is sponsored by the school at which he/she is enrolled as a student
  • the event is not for children who are in the care of a child-care service

How long will my clearances last? When will I need to reapply?

All three clearances are valid for five years from the date on the clearance results.

The Office of Human Resources will contact you via email when it is time to reapply for your background clearances.

If I already received my three required clearances, such as through my church or through my academic program, can I present these to IUP?

Any person who has obtained the required clearances may transfer or provide services to another subsidiary or branch established and supervised by the same organization, or serve in a volunteer capacity for any program, service or activity, during the length of time the person's certification is current (within five year timeframe). 23 Pa.C.S. 6344.3(f)(1).

Any employee who begins employment with a new agency, institution, organization or other entity that is responsible for the care, supervision, guidance or control and routine interaction with children shall be required to obtain a new certification of compliance. 23 Pa.C.S. 6344.3(f)(2).

IUP-HR, in accordance with the above Pennsylvania statute, will follow the guidelines below regarding substitutions of clearance results:

  • Employment clearances obtained through the Department of Educationcannot be accepted for employment (student or non-student) at IUP.
  • Employment clearances (regardless of employer) can be accepted for volunteer work at IUP.
  • Volunteer clearances cannot be accepted for employment purposes at IUP.
  • Clearances processed for employment at another State System school can be accepted if the clearances are less than five (5) years old. IUP-HR will work with the sister school to verify results.
  • Department of Education FBI fingerprint clearances are NOT acceptable, per Pennsylvania State System legal counsel. New fingerprints must be collected with IUP-HR through the Department of Public Welfare.

Am I financially responsible for the payment of any clearances?

No. At this time, the university is covering all background clearance expenses for faculty, staff, student workers, affiliates (employees of Student Co-Op Association, Foundation for IUP, Research Institute), and university volunteers. Payment details are included in the instructions provided by the Office of Human Resources.

Independent contractors paid through Procurement Services are responsible for the cost of obtaining their own background clearances and must produce results within 72 hours of the university's request.

What if I know that I have a reportable offense on my background checks or I am arrested or convicted after my checks are completed?

Related to the protection of minors on campus, all current employees are required to report to the Office of Human Resources if they have been arrested or convicted of crimes enumerated in the Child Protective Services Law, 23 Pa.C.S. 6344(c).

As of December 31, 2014, employees must contact our Human Resources Office if you have been 1) arrested for or convicted of a reportable offense, or if you have been 2) "founded" or indicated as a perpetrator in a report of child abuse.

If you are convicted of a reportable offense after you complete background checking, you must provide such written notice to Human Resources within 72 hours of the arrest, conviction, or notification that you have been listed as a perpetrator in the statewide database.

Failure to make a written notification as required by law could be a misdemeanor of the third degree and could subject you to discipline up to and including termination. Contact our Human Resources Office for more information.

What if a reportable offense shows on my background clearance? Will I be fired?

Each background clearance is reviewed by Human Resources on a case-by-case basis to consider the type of offense, how long ago it happened, and your duties at IUP. In cases where the background investigation will result in an adverse employment or appointment decision:

  • The university will provide a copy of the report to the individual, as well as all required notifications pursuant to the Fair Credit Reporting Act and other applicable laws.
  • The individual must be given a reasonable opportunity (at least five [5] business days) to submit information to the Human Resources designee disputing the accuracy and/or completeness of the report before a final employment or appointment decision can be made.
  • For current employees, to the extent applicable, the university shall follow the disciplinary processes outlined in relevant Collective Bargaining Agreements (faculty, administrators, or staff) or university or Board of Governors' policy.

I was offered a student worker position on campus (student employment). How do I start my clearances?

Rehires:Log in to MyIUP > Personal Information > Employee Background Clearance Progress

If all three clearances have a status of "Complete," send a completed profile sheet to human-resources@iup.edu.

If any of your clearances have a status of "Incomplete," please send an e-mail to the Office of Human Resources (human-resources@iup.edu). A representative there will review your situation and recommend the appropriate course of action for you to ensure you complete your clearance.

New hires: All student employment positions should be posted and applied for online via Hire-A-Hawk. Student supervisors have been trained to send information to the Office of Human Resources regarding new student hires through the Hire-A-Hawk hiring process. TheOffice of Human Resources initiates the background clearance process within 24 hours of receipt of the Hire-A-Hawk notice.

I am a volunteer for IUP. Do I need to complete clearances?

Volunteers under the age of 18 are NOT required to obtain any clearances.

Student volunteers are NOT required to obtain clearances if:

  • he/she is currently enrolled in a school
  • he/she is not responsible for a child's welfare
  • he/she is volunteering for an event occurring on school grounds
  • the event is sponsored by the school at which he/she is enrolled as a student
  • the event is not for children who are in the care of a child-care service

If you do not fall into any of the categories listed above, you WILL NEED TO COMPLETE CLEARANCES. Your supervisor needs to submit the Contractor/Volunteer Notification Form, located on the Human Resources website, under Policies: Background Investigation Policy. Once HR receives the clearance request from your supervisor, instructions will be e-mailed to you.

What is the status of my clearances?

  1. Log in to your MyIUP Account using your network credentials.
  2. Click on Personal Info.
  3. Click on "Employee background clearance progress" in the PERSONAL INFORMATION content block.

You should see (3) Clearances listed: DPW Child Abuse Check; FED. Criminal History Record Info; PA State Police Criminal Back. Check.

  • A status of "Complete" means you have applied and the results were provided to the Office of Human Resources.
  • A status of "Incomplete" means either you have not applied for the clearance or the results were not provided to the Office of Human Resources.

If any clearances are not listed or another message appears or for any questions regarding your clearances, please contact the Office of Human Resources at 724-357-2431.

Can I just mail/scan/fax copies of my clearances to HR?

The IUP Office of Human Resources only accepts original results for each clearance.

However, if you are unable to present your clearances to the IUP Office of Human Resources in person, you can mail your original results to our office at the below address.

  • Office of Human Resources, Indiana University of Pennsylvania, 1011 South Drive, G11 Sutton Hall, Indiana, PA 15705

We will scan the results into our system and return the originals to you using the return address on the envelope.

It has been longer than two weeks, and I have not received my Child Abuse clearance results to upload. Who should I contact?

Please call the Dept of Human Services/Childline at 877-343-0494 or visit the COMPASS website [Keystone ID/password required for logon].

I didn't receive the results for the Act 34 PA State Criminal clearance. How does IUP-HR receive those results?

The Act 34 PA State Criminal Record check completed by the Office of Human Resources. HR personnel receive the results of the clearance directly. No further action is necessary on your part.

Does IUP-HR automatically receive the results of my FBI Fingerprinting clearance?

No. Your original FBI Fingerprinting clearance results will be mailed within 10-14 business days to the address entered on the IdentoGo system when registering for fingerprinting.

By law, for this clearance to be considered complete you must present original results to the Office of Human Resources within 90 days of your first day of work (Program Start Date for GA's).

You may choose to mail your original results to: IUP-HR, G11 Sutton Hall, 1011 South Drive,Indiana, PA 15705. Once reviewed and scanned into our system, original results will be mailed back to the address shown on the results. 

If you do not receive the results in the mail from the Department of Human Services within 30 days of being fingerprinted, please call Childline, 1-877-371-5422, ext. 2 then ext 4, to request another copy of your FBI Fingerprinting clearance results.

Can I get my fingerprints done in the HR department for an organization that is not affiliated with IUP?

The IUP Office of Human Resources only completes clearances for IUP employment and volunteer purposes.

How can I get a copy of my clearances that I received through IUP?

Act 34: PA State Criminal Records Check: Please email human-resources@iup.edu to request a copy of the results certificate.

Act 151: PA Dept of Human Services Child Abuse History: Hard copies are mailed to your home address only if you selected "mail me a copy of my results" during the online application. Otherwise, you may call the Department of Human Services/Childline at 877-343-0494 or visit the COMPASS website (Keystone ID/password required for logon).

Act 114: Federal Criminal History: The fingerprinting results letter would have been mailed directly to your home address. The Office of Human Resources requires applicants to present the original to be scanned into our files and promptly returned to you. To request another copy of your results, please contact the Department of Human Services at 877-371-5422, #2 then #4. Copies of results letter issues prior to November 2017 are no longer issued due to a change in vendor.