Clearances

For Field Placement Classes

The Department of Field Services at Millersville University requires clearances to be on file prior to the start of semesters where any field experience occurs.  Clearances must be clear (no record) and valid (do not expire) for the entire semester during which there is a field experience.

Note:  If you are a Social Work student, contact the School of Social Work for clearance requirements and submission procedures.

Deadlines are posted in the 'Clearance Deadlines' table below.

Clearances are normally due late July for the fall semester and early January for the spring semester.  As outlined in the 'Clearance Deadlines' table below, deadlines for student teachers are earlier than for typical field placements.  Contact Field Services at field.services@millersville.edu for more information.  (Please include your M# in all communications.)

Complete clearance packets are required to participate in field placements.  Students submitting clearances after the deadline date may not be cleared for field placement.  Failure to participate in field placement may result in the inability to complete course assignments and ultimately, failure in the course.  Visit the Clearances FAQ page at right for additional information.

Updated clearances are not required prior to course registration.  Course information can be found in the MU Web Schedule and Registration Guide and by contacting the program department.  Course information is subject to change.

 

See 'How to Submit Clearances and view Dates of Issue' below for instructions on how to submit clearances and view the 'Dates of Issue' of the clearance documents on file with Field Services.  Note:  Chrome is the preferred browser.

 

CLEARANCE Deadlines:

Session
Deadline
Summer Session I 2021:

April 15, 2021

  • To be valid for Summer Session I 2021 - clearances must be dated on or after June 6, 2020.
  • Note: if you are registered for a 9 week Summer I course - clearances must be dated on or after July 10, 2020
Summer Session II 2021:

May 15, 2021

  • To be valid for Summer Session II 2021 - clearances must be dated on or after July 10, 2020. 
Fall 2021

July 1, 2021

  • To be valid for the Fall 2021 semester - clearances must be dated on or after December 11, 2020.
  • List of Fall 2021 courses requiring clearances will be posted when available.
 ***View a list of summer courses requiring clearances HERE.***
IMPORTANT!
  • Students are responsible for making sure the dates of the clearances being submitted are VALID and their clearance packet is complete for the semester/term in which they are taking a course with a field experience!  (See deadline information above.)  Clearances are received in Field Services throughout the semester/term and it is impossible for Field Services to know which semester/term they are for when first submitted. 
  • 'Volunteer' status is NOT accepted for the ACT 34 Criminal Record Check or ACT 151 PA Child Abuse Clearance.
ADDITIONAL notes:
  • Field Services will communicate through your MU email account if there is a question or concern regarding the documents submitted.
  • During times of high volume, phone/email response time and clearance processing may be delayed.  We thank you for your understanding.
  • Clearances must be submitted through MAX, we cannot accept clearance documents through email.  Chrome is the preferred browser.
  • You may view the 'Dates of Issue' of the documents on file at any time in MAX.  For instructions, visit the 'How to Submit Clearances and view Dates of Issue' section below or the Clearances FAQ.
  • Save the PDF files of your clearances to your computer for future reference!
  • Keep copies of your clearances in a safe place.  You are required to take your clearances with you to your field placement.

 

UPDATE!

IMPORTANT changes to how to submit clearances

Beginning October 19, 2020:  Great news!  For your convenience, we've made the clearance submission process easier.  You can now upload your updated clearances through your MU MAX account following the instructions in the drop down menu below.  Chrome is the preferred browser.

Millersville University is no longer directing students to use CastleBranch to submit their clearances.  However, if you have an active CastleBranch account, you will continue to have access to your account until it expires (one year from when you initially purchased it).  You may also receive alerts or notifications from CastleBranch about your account.

 

Revised 3/8/2021

  • UNDERGRADUATE STUDENTS - What Clearances Do I Need?

    The Department of Field Services at Millersville University requires clearances to be on file prior to the start of semesters where any field experience occurs.  Clearances must be clear (no record) and valid (do not expire) for the entire semester during which there is a field experience.

    Social Work Students:  Contact the School of Social Work for clearance requirements and submission procedures.

    Clearance documents must be clear (no record).  Clearances are considered valid for one year from the 'Date of Issue' stated on the clearance, and must be valid (do not expire) for the entire semester during which there is a field experience.

    Upload your clearance documents/PDF printouts to Field Services per the instructions in the drop down below. Keep all documents in your records for future reference.

    You may check your MAX account at any time to view the ‘Dates of Issue’ of the clearance documents on file with Field Services.  Follow steps 1 and 2 in the 'How to Submit and view Dates of Issue' drop down information or the Clearances FAQ for details.  The 'Dates of Issue' are located on the 'Summary of Security Clearances' page.

    A complete clearance packet is required of ALL Undergraduate Students and consists of the following:

    • ACT 34 - PA State Police Criminal Background Check ('Volunteer' status NOT accepted!)
    • ACT 114 - FBI Fingerprint Clearance (Federal Criminal History Background Check)
    • ACT 151 - PA Child Abuse History Certification* ('Volunteer' status NOT accepted!)
    • Negative TB Test (valid for 1 year) or Chest X-Ray (valid for 2 years)

    *ACT 34 and ACT 151 - 'Volunteer' status is NOT accepted.

    In addition - First Year Students, Special Education Professional Block 1 students and Early Childhood Professional Block 1 students ONLY (unless otherwise specified) are required to submit the following:

    • National Sex Offender Registry (NSOR) Verification Letter (valid for 5 years - 'Volunteer' status  accepted.)

    IMPORTANT!

    ALL Students:  Please note that the field placement Memorandum of Understanding (MOU) is not available or required for Early Field Experience students at this time. 

    Please contact the Department of Field Services (field.services@millersville.edu) with any questions.  (Please include your M# in all communications.)

  • POST-BACCALAUREATE & MASTER'S STUDENTS - WHAT CLEARANCES DO I NEED?
    YOU WILL CHOOSE EITHER OPTION 1 OR 2 - NOT BOTH.

    For Post Baccalaureate/Master’s Students, a complete clearance packet consists of all documents in either Option 1 or Option 2 below, depending on your situation.

    Upload your clearance documents/PDF printouts to Field Services per the instructions. Keep all documents in your records for future reference.

    You may check your MAX account at any time to view the ‘Dates of Issue’ of the clearance documents on file with Field Services.  Follow steps 1 and 2 in the 'How to Submit and view Dates of Issue' drop down information.  The 'Dates of Issue' are located on the 'Summary of Security Clearances' page.

    Social Work Students:  Contact the School of Social Work for clearance requirements and submission procedures.

    Option 1:

    Post Baccalaureate/Master’s Students EMPLOYED as a teacher-of-record or para-educator by:  

    a Public or Private School, or Child Care Center 

    Option 2:

    Post Baccalaureate/Master’s Students NOT employed by a school or child care center - see clearance instructions for details

    PDE 6004*   (current and updated every year)

    Act 34 Criminal Background Check

    Proof of Employment form*   (current and updated every semester)

    Act 151 Child Abuse Clearance

    Copies of your clearances on file with your district   (regardless of date)

    Act 114 Fingerprint Clearance

    National Sex Offender Registry (NSOR) Verification Letter IF completing field in an Early Childcare Center

     

    Negative TB Test or Chest X-Ray

     

    National Sex Offender Registry (NSOR) Verification Letter IF completing field in an Early Childcare Center

    *Forms are available below.

    IMPORTANT!

    ALL Students:  Please note that the field placement Memorandum of Understanding (MOU) is not available or required for Early Field Experience students at this time. 

    Please contact the Department of Field Services (field.services@millersville.edu) with any questions.  (Please include your M# in all communications.)

  • How to Submit Clearances - and view 'Dates of Issue' on File
    Please Note:
    • Beginning October 19, 2020 - All clearances must be submitted to the Department of Field Services through the MAX portal in your MU MAX account.  Documents submitted through email will not be accepted.  Millersville University is no longer directing students to use CastleBranch to submit their clearances.
    • It is recommended that complete clearance packets be submitted in PDF format. 
    • If you are a Social Work student, contact the School of Social Work for clearance requirements and submission procedures.
    Chrome is the preferred browser!  Other browsers may not function as expected.  For help with technical difficulties, problems with uploading documents or other technical issues, please contact the Millersville University IT Help Desk.  
     
    Processing Time:

    Allow up to 5 business days for our office to review and process submitted clearance documents.  Please note that processing times may increase during periods of high volume.

    HOW TO SUBMIT CLEARANCES THROUGH your MAX account (Beginning 10/19/2020):

    Clearances must be submitted through your MU MAX account.  Field Services cannot accept documents via email.   

    1. Use Chrome as your browser.  
    2. Login to your MU MAX account MU Logins and Services Directory
      • Select ‘Student Services’ 
      • Select ‘Student Academic Records’ 
      • Select ‘Submit Security Clearances’. 
    3. Read the ‘Summary of Security Clearances’ carefully for important information!  You may visit this page at any time to view the 'Dates of Issue' of the documents on file with Field Services.
    4. Click ‘Submit Clearances Here!’ to begin.
    5. Follow the instructions on the form. When all documents (pdf format preferred) have been attached for upload, click the red ‘SUBMIT to Millersville University – Dept of Field Services’ button at the bottom of the screen.  Documents are NOT submitted until this button has been clicked.
    6. You will be directed to the ‘Clearance Documents Submitted Successfully’ message if correctly submitted.
    Once Field Services has reviewed your clearance documents, your Degree Audit will be updated and the ‘Dates of Issue’ information will be updated and available for your review in your MAX account.
    • Please note that the review process may take several business days, depending on the time of year. 
    To view the 'Dates of Issue' on file with Field Services:

    You may check your MAX account at any time to view the ‘Dates of Issue’ of the clearance documents on file with Field Services.  Follow steps 1 and 2 above.  The 'Dates of Issue' are located on the 'Summary of Security Clearances' page.

    additional information:
    • Field Services will communicate through your MU email account if there is a question or concern regarding the documents submitted.
    • Keep copies of your clearance documents in a safe place.  You may be required to take your documents with you to your field placement.

    Chrome is the preferred browser!  Other browsers may not function as expected.  

    Contact us at Field.Services@millersville.edu or 717-871-5752 with questions or concerns regarding your clearance documents. (Please include your M# in all communications.) 

    For help with technical difficulties, problems with uploading documents or other technical issues, please contact the Millersville University IT Help Desk.  

     

    How To Submit Security Clearances - Detailed Guide

  • What Do I Do if I Have an Infraction ?

    If you find you have an infraction on one or more of your clearances, email Field.Services@millersville.edu to set up an appointment with the Director of Field Services to determine your eligibility for participation in field placements.  (Please include your M# in all communications.)

     

     

     

  • F.A.Q. - Clearances
    Have more questions?

    Additional questions surrounding clearances and clearance documents required for field experiences are answered on our Clearances - Frequently Asked Questions page.

     

    Please Note: 
    • Chrome is the preferred browser!  Other browsers may not function as expected.  For help with technical difficulties, problems with uploading documents or other technical issues, please contact the Millersville University IT Help Desk.  
    • Social Work Students:  Contact the School of Social Work for clearance requirements and submission procedures.
  • ACT 34 - PA Criminal Background Clearance Instructions
    $22 Fee

    ACT 34 - PA Criminal Background Check

    1. Apply online at https://epatch.state.pa.us
    2. Click 'Submit a New Record Check' button. *(Volunteer record NOT accepted)
    3. Select Individual Request.
    4. Enter your information and follow prompts on screen. Choose 'Employment' for reason you are obtaining the clearance. 
    5. When completed, click on the 'Certification Form' button and print the results page with the state seal watermark.
    6. Upload a copy/pdf of the clearance to your MAX account as part of your clearance packet. Keep a copy for your records.
    * Volunteer record NOT accepted.
  • ACT 114 - FBI Fingerprint Clearance Instructions
    $23.85 Fee

    ** This is a TWO STEP process - Make sure you leave enough time to complete BOTH steps prior to the clearance deadline date! **

    STEP ONE - ACT 114 ReCEIPT:
    1. Apply online at https://uenroll.identogo.com. This takes you directly to the IdentoGO website where you can register for fingerprinting, manage your appointment, and view fingerprinting locations.
    2. Enter the Service Code: 1KG6RT. This should take you to the 'Pennsylvania PDE-Colleges/Universities Teacher Education Program' page.
    3. Select 'Schedule or Manage Appointment' and fill out the information appropriately. You can get fingerprinted weekdays at Millersville University (the choice is yours).  Follow the instructions in the Detailed Guide below.
    4. Print your receipt that has your UE ID number on it.
    5. After registering, get fingerprinted at an 'Official IdentoGO Enrollment Center' (locations can be found on the link in step 1). You will pay at the location, not online.
    6. AFTER you have been fingerprinted, you will receive an Enrollment Receipt with your UEID number.
    7. Upload the Enrollment Receipt from your appointment through the MAX account portal.   You do not need to wait for the unofficial result to show in your account to upload this receipt.
    STEP TWO - ACT 114 Results:
    1. When you receive your 'Unofficial Results', upload through your MAX account portal and keep the original in your records.  BOTH pages of the 'Unofficial Results' letter must be submitted for upload.
    2. IMPORTANT NOTE:   ** Result Access is Limited! **  You will only have 30 DAYS to access your results.  When you receive the email notification from IdentoGO that your clearance is available, wait to access your account from a computer you can save/print from.
      • You may only view and save/print your clearance ONCE for a limited amount of time. Make sure you are ready to save and print when you view your results. You will not be able to access it again - the link expires 30 days after you receive the email.

    Act 114 Application - detailed guide

     

  • ACT 151 - PA Child Abuse Clearance Instructions
    $13 Fee
    1. Apply online at https://www.compass.state.pa.us/CWIS
    2. Set up an account to apply for your ACT 151 online. You MUST choose: 'Employee governed by the public school code' as the reason you are obtaining the clearance.  (Document CANNOT be a clearance obtained for 'Volunteer' purposes.)
    3. Check your account daily to see if your clearance is available (It could take up to 2 weeks before your clearance is available).
    4. Upload your clearance document or pdf through your MAX account portal.  Keep in your records.
    Note:  'Volunteer' status is NOT accepted.

    To obtain additional copies of this clearance, log into your account and reprint the clearance for 6 months following the date of creation.

    Act 151 Application - DETAILED GUIDE

  • TB Test - Instructions
    Fee Varies - $15 at MU Health Services

    TB Test results take 48-72 hours to obtain.

    VERY IMPORTANT: Make sure you leave your healthcare facility with your TB test results written on a doctor's script note or letterhead.

    Results must include TWO (2) dates:

    • The date the test was administered.
    • The date the test was read.
    • The results of the test.
    • An authorized signature.

    TB Tests are good/valid for one (1) year.  New TB Test results must be submitted every year along with the other updated clearance documents.

    Chest X-Rays are the only clearance/test that is good/valid for two (2) years.

    To obtain a TB Test:

    1. Make an appointment at the provider of your choice.  Possible options include:
      • MU Health Services provides TB testing. You must make an appointment in order to have a TB test administered. Please see the Health Services website for contact information: https://www.millersville.edu/healthservices/index.php
      • Private Healthcare Provider/Express Health Service (UrgentCare, MedExpress, Lancaster General Health Express, CVS, etc.)
      • Your healthcare provider
    2. Return to the facility for a reading of the TB test within 48-72 hours
    3. Upload the results (see above for required information) through your MAX account portal and keep the original in your records.
  • Memorandum of Understanding (MOU)

    Not Required:  At this time, the field placement Memorandum of Understanding (MOU) is not required for Early Field Experience students. 

    Please contact the Department of Field Services (Field.Services@millersville.edu) with any questions.  (Please include your M# in all communications.)

  • National Sex Offender Registry (NSOR) Verification Letter - Instructions
    No Fee

    Undergraduate Students:  Required for First Year students, Special Education Professional Block I students and Early Childcare Professional Block I students ONLY

    Post-Baccalaureate and Master's Students:  Required IF completing field work in an Early Childcare Center.

    Instructions

    ** May take 4 weeks or more to arrive!  Plan accordingly!! ** 

    1. Download the application from the DHS website at http://keepkidssafe.pa.gov/natsexoffreg/index.htm
    2. Complete the application – select ‘Volunteer’ as the reason for the request.
    3. Submit the application to DHS following one of the options listed on the application.
    4. Once your application is received by DHS, it takes 14 days to process, plus mailing time, for you to receive the NSOR Verification Letter.
    5. Upload the results through your MAX account portal and keep in your records. Keep with your clearance documents.
    6. The NSOR Versification Letter is valid for 5 years.

    IMPORTANT NOTE:  Be prepared to show the NSOR Verification Letter to your field placement location.  You may be turned away without it.

  • PDE 6004 & Proof Of Employment Forms
    No Fee

    PDE 6004 - Arrest and Conviction Form - Submit yearly, must be valid (not to expire) for the entire semester. 

    Proof of Employment Form - Must be submitted every semester by the clearance deadline.

     

    Keep a copy of the completed forms with your clearance documents for your records.