Frequently Asked Questions - Clearances

An Overview of Clearances

The following provides answers to the most frequently asked questions surrounding clearances required for field experiences. Complete Clearance Packets only should be submitted.

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

If you have additional questions, please contact us at field.services@millersville.edu(Please include your M# in all communications.  Field Services will communicate any personal information through your Millersville University email.)

For help with technical difficulties, problems with uploading documents or other technical issues, please contact the Millersville University IT Help Desk.  Please note:  Chrome is the preferred browser.

 

UPDATE!

how to submit clearances has changed!

Effective 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 

Clearances are now submitted through your MAX account (see the Clearances Home Page for instructions.)  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 6/28/2021

 

NOTICE:

** Submit COMPLETE Clearance Packets ONLY!  Only Complete Clearance Packets will be reviewed. **

  • What documents are considered clearances?

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

    • ACT 34 - PA State Police Criminal Background Check
    • ACT 114 - FBI Fingerprint Clearance (Federal Criminal History Background Check)
    • ACT 151 - PA Child Abuse History Certification (PA Child Abuse Clearance)
    • Negative TB Test (valid for 1 year) or Chest X-Ray (valid for 2 years)
    • National Sex Offender Registry (NSOR) Verification Letter (valid for 5 years) - First Year Students, Special Education Professional Block I students and Early Childhood Professional Block I students
    • Additional documents as required for field placement

    Post-Baccalaureate & Master's Students:  Please see the Clearances Home Page - requirements vary based on employment.

    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. 

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

    Please contact the Department of Field Services (field.services@millersville.edu) with any questions.  (Please include your M# in all communications.  Field Services will communicate any personal information through your Millersville University email.)

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  • How do I know if I am registered for a course that requires clearances?

    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.

    Every semester, Field Services confirms courses requiring clearances with the program departments.  As soon as the list is available, it is posted on the Clearances Home Page in the 'Clearance Deadlines' table.

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  • Are updated clearances required to register for courses?

    No - updated clearances are not required in order to register for courses.

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  • How often do I need to update my clearances?

    For the purpose of field experiences, clearances are valid for one year from the date of issue on the clearance and cannot expire in the middle of a semester in which you are enrolled in a course with a field experience. 

    Submit updated clearances per the instructions on the Clearances Home Page.

    Copies of clearances and clearance documents that are outdated or altered will not be accepted.

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  • How do I know if my clearances are valid?

    For the purpose of field experiences, clearances are valid for one year from the date of issue on the clearance and cannot expire in the middle of a semester in which you are enrolled in a course with a field experience. 

    Therefore, to participate in field experiences, updated clearances must be submitted if either of the following is true:

    • The date of issue on your clearance(s) is currently over 1 year old.
    • The date of issue on your clearance(s) will be over 1 year old at any point during the semester in which you are enrolled in a course with a field experience.

    The dates of issue of the clearances on file with Field Services can be viewed in your MAX account. 

    Date requirements can be found in the 'Deadlines' information table on the Clearances Home Page.

    Copies of clearances and clearance documents that are outdated or altered will not be accepted.

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  • Are these clearances the same as the ones needed for campus employment?

    No, these clearances are NOT the same as the clearances required for campus employment. 

    The codes for the clearances for field placement are different than those needed for campus employment.  Should you submit an incorrect clearance document, you will be contacted and requested to submit the correct document.

    Failure to submit the correct clearance document(s) may result in failure to complete the course requirements.

    NOTE:  Clearances designated as being for 'Volunteer' purposes are not accepted.

    See the Clearances Home Page for clearance document requirements.

     

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  • How do I apply for my clearances?

    Instructions for how to obtain your clearances are available on our web site. Visit the Clearances Home Page for more information.

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  • How long does it take to receive my clearances once I have applied for them?

    Plan accordingly!!  Clearances must be submitted by the advertised deadlines.  

    Once you apply for your clearances, the amount of time it takes to receive your clearance documents (either by email or in the mail) varies per clearance and is subject to the processing time for each agency. Some clearances require a two-step process to be considered complete. 

    Below is a guideline of approximate processing times - it is subject to change at any time as dictated by the governing agency.

    Clearance
    Processing Time*
    ACT 34 - PA Criminal Record Check  Immediately.  See Clearances Home Page for details.
    ACT 114 - FBI Fingerprint Clearance Varies.  Two-Step Process:  Timeline dependent on agency.  See Clearances Home Page for details.
    ACT 151 PA Child Abuse Clearance May take 2 weeks or more to receive.  See Clearances Home Page for details.
    TB Test Skin Test - Two Step Process:  See Clearances Home Page for details.  X-ray:  Dependent on provider.
    National Sex Offender Registry (NSOR) Verification Letter May take 2 weeks or more to receive.  See Clearances Home Page for details.

    *Processing Times listed above may change at any time as dictated by the governing agency.  

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  • How do I submit my clearances to Field Services?

    Clearances are submitted to Field Services through your MAX account.  We do not accept clearance documents through email.  Millersville University is no longer directing students to use CastleBranch to submit their clearances.

    When submitting your clearance documents, please note that 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.  

    For detailed instructions on how to submit your clearances, including deadlines, visit the Clearances Home Page 

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

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  • HELP!! I'm having trouble uploading my clearances!

    If you are having difficulty uploading your clearance documents, make sure you are using Chrome.

    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.  

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  • How do I view my clearance dates in MAX?

    A listing of the clearance documents (along with their respective 'dates of issue') on file with the Department of Field Services is available in your MAX account, and may be viewed on the page immediately prior to the submission form. 

    To find your clearance listing information, follow the steps below.

    1. Log in to your MU MAX account MU Logins and Services Directory
      • Select ‘Student Services’ 
      • Select ‘Student Academic Records’ 
      • Select ‘Submit Security Clearances’.  This will take you to the 'Summary of Security Clearances' page.
    2. The ‘Summary of Security Clearances’ page provides important information regarding clearances as well as the following:
      • A listing of your clearance documents on file with Field Services.  Note that if a document is NOT listed and/or is missing, it is NOT on file with Field Services. See the instructions on the Clearances Home Page regarding 'What Clearances do I Need?' and 'How to Submit Clearances' for more information.
      • The 'dates of issue' of the clearance documents on file.  Reference the 'Clearances Deadlines' table found on the Clearances Home Page for current date requirements.

    Review your information carefully! 

    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!

    Clearances are received in Field Services throughout the year and it is impossible for Field Services to know which semester/term they are for when first submitted.

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  • What are the clearance deadlines?

    Clearance deadlines are provided in the 'Clearance Deadlines' table on the Clearances Home Page.

    Clearances are typically due in late July for the fall semester and early January for the spring semester.  As outlined in the 'Clearance Deadlines' table on the Clearances Home Page, 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.  Field Services will communicate any personal information through your Millersville University email.)

    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.

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  • What happens if I miss the clearance deadline?

    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.  Complete clearance packets are required to participate in field placements.  

    Clearance deadlines are provided in the 'Clearance Deadlines' table on the Clearances Home Page.

    Clearances are typically due in late July for the fall semester and early January for the spring semester.  As outlined in the 'Clearance Deadlines' table on the Clearances Home Page, 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.  Field Services will communicate any personal information through your Millersville University email.)

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  • What if there is an infraction on my clearances?

    Contact Field Services immediately! 

    If 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.  Field Services will communicate any personal information through your Millersville University email.)

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  • What do I do with the hard copies of my clearances?

    Keep all clearance documents, training certificates, etc. in a safe place so you can reference them when needed.  You will be required to take your clearances with you when you attend your field placement. 

    The Department of Field Services cannot provide you with copies of your clearances after they are submitted.

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  • I have a CastleBranch account. Do I need to resubmit my clearances through MAX?

    Check your MAX account.  Dates of issue for the clearance documents on file in Field Services will be listed there.  If no documents/dates are listed and clearances are required for the course(s) you are registered for, see the Clearances Home Page for information on how to obtain the required clearances, deadlines and more. 

    Please note - Millersville University is no longer directing students to use CastleBranch to submit their clearances.

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  • What will happen to my CastleBranch account?

    Effective October 2020, Millersville University is no longer directing students to use CastleBranch to submit their clearances. 

    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.

    Please contact CastleBranch for more information.

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  • Where can I find more information?

    Additional information is available on the Clearances Home Page.  Please contact our office if you have additional questions.

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

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