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 students are working with minors in any capacity, this includes field experiences.
- Clearances must be valid (do not expire) for the entire semester during which there is a field experience. (See date requirements below)
- Student Teacher deadlines are earlier than other field placements.
- Submit 'Complete Clearance Packets' ONLY through MAX.
- See below for what is considered a 'Complete Clearance Packet'.
- Chrome is the preferred browser.
- Students may be dropped from any courses requiring clearances if clearance packet is incomplete or invalid.
- 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.
- Visit the Clearances FAQ page and the notes section under the deadline tables for additional information.
SPECIAL NOTICE: Students enrolled in the following programs, should contact the appropriate department for clearance information.
- Online Bachelor of Science in Early Childhood Education (Online Degree Completion Program) contact Online Programs.
- Online Bachelor of Science in Special Education (Online Degree Completion Program) contact Online Programs.
- Social Work students contact the School of Social Work.
Clearance deadlines - Field Students:
Students preparing for student teaching follow the 'Clearance Deadlines - Student Teachers' table.
Session |
Deadline |
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Summer 2024* - courses that begin on or before May 31, 2024 |
|
|
Summer 2024* - courses that begin on or after June 1, 2024 |
|
|
Fall 2024 |
|
* Note: Summer course start date determines clearance deadline date.
clearance deadlines - STUDENT TEACHERS:
SESSION |
DEADLINE |
| Fall 2024 |
|
| Spring 2025 |
|
Clearance Process 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.
- Field Services cannot accept hard copies of clearance documents or documents through email.
- Check your MAX account to see what is on file!
- The 'Dates of Issue' of your documents on file are available for you to view, at any time, in your MAX account.
- 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.
- 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.
Revised 4/2024
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FRESHMEN & 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 valid (do not expire) for the entire semester during which there is a field experience.
- View the 'Clearance Deadlines' tables above for current deadline dates and date requirements.
- 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.
Go to your MAX account to upload your clearance documents/PDF printouts. Follow the instructions in the drop down menu item below. Keep all documents in your records for future reference.
ONLY 'Complete Clearance Packets' will be reviewed.
What do you have 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 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.
What is a 'Complete Clearance Packet'? A 'Complete Clearance Packet' consists of the following documents:
- ACT 34 - PA State Police Criminal Background Check (ONLY 'Employment' status 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)
Note some issuing agencies charge a fee for these documents.
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! The NSOR is NOT considered to be part of the 'Complete Clearance Packet' listed above and may be submitted separately.
- The NSOR is required for some field experiences.
Please contact the Department of Field Services (field.services@millersville.edu) with any questions. (Please include your M# in all communications.)
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POST-BACCALAUREATE & MASTER'S STUDENTS - WHAT CLEARANCES DO I NEED?
YOU WILL CHOOSE EITHER OPTION 1 OR 2 - NOT BOTH.
Post Baccalaureate/Master’s Students
A 'Complete Clearance Packet' for Post Baccalaureate/Master's students 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.
Post Bacc/Master's Student - 'Complete Clearance Packet'
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 AND completing their field experience at their place of employment.
Submit the following:
Post Bacc/Master's Student - 'Complete Clearance Packet'
OPTION 2:
Post Baccalaureate/Master’s Students NOT employed by a school or child care center OR completing your field experience on campus - must submit the clearance documents below.
Clearance 'dates of issue' must meet the date requirements outlined on the 'Clearance Deadlines' table at the top of the webpage.
Submit the following. See clearance instructions in drop-down menus below for details.
PDE 6004 form - must meet the date requirements for the semester in which you will be in the field - see Clearance Deadlines table at top of webpage.
PDE 6004 - Arrest and Conviction Form
Keep a copy of the completed forms with your clearance documents for your records.
Act 34 Criminal Background Check
Proof of Employment form- is course specific - required each semester with a field experience. Submit by the clearance deadline date.
Keep a copy of the completed forms with your clearance documents for your records.
Act 151 Child Abuse Clearance
Copies of the clearances -
you have on file with your district (regardless of date of issue on the documents).
Act 114 Fingerprint Clearance
National Sex Offender Registry (NSOR) Verification Letter -
(required only 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
Please contact the Department of Field Services (field.services@millersville.edu) with any questions. (Please include your M# in all communications.)
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How to - Submit Clearances - and - view 'Dates of Issue' on File in MAX
important:
- All clearances must be submitted to the Department of Field Services through the MAX portal in your MU MAX account. Hard copies or documents submitted through email will not be accepted.
- It is recommended that complete clearance packets be submitted in PDF format.
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:
Clearances must be submitted through your MU MAX account. Field Services cannot accept documents via email.
- Use Chrome as your browser. Contact the IT Help Desk directly for help with technical issues or issues with uploading your documents.
- Login to your MU MAX account MU Logins and Services Directory
- Select ‘Student Services’
- Select ‘Student Academic Records’
- Select ‘Submit Security Clearances’.
- 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.
- Click ‘Submit Clearances Here!’ to begin. Note: Submit complete clearance packets only.
- 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.
- You will be directed to the ‘Clearance Documents Submitted’ 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 will take several business days, depending on the time of year.
how to - view the 'Dates of Issue' on file in your max account:
What documents do you have on file with Field Services?
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 and available for easy reference. 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 the IT Help Desk directly for help with technical issues or issues with uploading your documents.
Contact us at Field.Services@millersville.edu 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
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ACT 34 - PA Criminal Background Clearance Instructions
$22 Fee
ACT 34 - PA Criminal Background Check
'Employment' status ONLY accepted! 'Volunteer', 'Other', etc. are NOT accepted.
- Apply online at https://epatch.pa.gov/home
- Click 'Submit a New Record Check' button. 'Employment' status ONLY accepted!
- Select Individual Request.
- Enter your information and follow prompts on screen.
- Choose 'Employment' for reason you are obtaining the clearance. 'Employment' status ONLY accepted!
- When completed, click on the 'Certification Form' button and print the results page with the state seal watermark. Remember to print to PDF.
- Make sure your document reflects 'Has NO Criminal Record in PA...' before you upload your results through MAX.
- If your document reflects 'Request Still Pending for Control...', it is not valid. You must wait and upload your results when you receive them. See example of what is NOT valid below.
- Example:
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- Make sure your document reflects 'Has NO Criminal Record in PA...' before you upload your results through MAX.
- Upload a pdf of the clearance to your MAX account as part of your complete clearance packet. Keep a copy for your records.
Additional Copies: To obtain additional copies of your ACT 34 results, follow the detailed guide. Results can be accessed for up to one year from application date.
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ACT 114 - FBI Fingerprint Clearance Instructions
$23.85 Fee
** This is a THREE STEP process - Make sure you leave enough time to complete ALL steps prior to the clearance deadline date! **
STEP ONE - Registration:
- 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.
- Enter the Service Code: 1KG6RT.
- This should take you to the 'Pennsylvania PDE-Colleges/Universities Teacher Education Program' page. This is a PDE code - must be obtained in the state of Pennsylvania.
- Select 'Schedule or Manage Appointment' and fill out the information appropriately.
- Follow the instructions in the Detailed Guide below. (Fingerprint appointments are available on campus - review the guide for instructions).
- Print your receipt that has your UE ID number on it. Keep your appointment registration receipt!
STEP TWO - ATTEND THE APPOINTMENT:
- Take your appointment registration receipt to your appointment at an 'Official IdentoGO Enrollment Center' (locations can be found on the link in step 1). You will pay at the location, not online.
- AFTER you have been fingerprinted, you will receive a fingerprint receipt with your UEID number. KEEP YOUR RECEIPT!
- When you receive your results through email notification, go to Step Three below. NOTE: IdentoGo typically takes 24-48 hours to process results. HOWEVER, this may be longer during times of extreme volume!
STEP THREE - PRINT AND UPLOAD YOUR RESULTS:
- ** Result Access is Limited! ** IdentoGo limits result access to ONE time only within 30 days!
- When you receive the email notification from IdentoGO that your clearance results are available, be sure to access your account from a computer you can save to pdf and print from.
- Once you access your results the first time, you will not be able to access them again - the link expires 30 days after you receive the email.
- Your 'Unofficial Results' letter is two pages - both pages must be uploaded through your MAX account portal as part of your complete clearance packet. Keep the original in your records.
*Act 114 Application - detailed guide
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ACT 151 - PA Child Abuse Clearance Instructions
$13 Fee
- Apply online at https://www.compass.state.pa.us/CWIS
- 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' or other purposes.
- Check your account daily to see if your clearance is available.
- It may take up to 2 weeks before your clearance is available!
- Upload your clearance document or pdf through your MAX account portal as part of your complete clearance packet. Keep in your records.
*'Employee governed by the public school code' is required! 'Volunteer' or other purposes are NOT accepted.
Act 151 Application - DETAILED GUIDE
Additional Copies: To obtain additional copies of your ACT 151 results, log into your account and reprint the clearance for up to 5 years from the application date.
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TB Test - Instructions
Fee Varies - $15 at MU Health Services
TB Test results take 48-72 hours to obtain.
- TB Tests are good/valid for one (1) year and cannot expire during the semester of a field experience. 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:
- 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
- Return to the facility for a reading of the TB test within 48-72 hours.
- Upload the results through your MAX account portal as a part of your complete clearance packet and keep the original in your records.
Results must include TWO (2) dates and the following:
- The date the test was administered.
- The date the test was read.
- The results of the test.
- An authorized signature.
- Be on the doctor's script note or healthcare facility letterhead.
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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
Note: Must be 18 years or older to apply.
** May take 4 weeks or more to arrive! Plan accordingly!! **
- Download the application from the DHS website at http://keepkidssafe.pa.gov/natsexoffreg/index.htm
- Complete the application – select ‘Volunteer’ as the reason for the request.
- Submit the application to DHS following one of the options listed on the application.
- Once your application is received by DHS, it takes 14 days to process, plus mailing time, for you to receive the NSOR Verification Letter.
- Upload the results through your MAX account portal and keep in your records. Keep with your clearance documents.
- 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.
DUPLICATE COPY: To request a duplicate copy of your NSOR letter, contact the ChildLine Clearance Verification Unit directly by phone (877-371-5422) or email.
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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.)
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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:
- Contact the Millersville University IT Help Desk directly for help with technical difficulties, problems with uploading documents or other technical issues.
- Chrome is the preferred browser! Other browsers may not function as expected.