Volunteers

Volunteer Clearances

At Quaker Valley School District we could not do all that we do for children without the help of volunteers. In October 2014, the Pennsylvania Legislature passed a bill, referred to as Act 153, requiring school volunteers to have clearances and background checks every 60 months. 

 

All school volunteers in Pennsylvania are required to renew clearances every five years. Board policy 110.00 defines a school volunteer as someone who has an ongoing presence in the school and whose role requires them to have routine interaction with students in a directly supervised or occasionally not directly supervised basis. Examples of volunteers include: field trip chaperones, athletic coaches, band, musical or performing arts assistants. Volunteers are required to submit background check materials and clearances before acting as a volunteer in any Quaker Valley School District building.

  

Visitor or Volunteer?

 

All non-staff entering a QV school building during the school day will fall into one of two categories: Visitor or Volunteer.


A visitor is someone who comes into the school building to assist under the direction of a staff member. Examples of visitors include: a presenter, a class speaker, a college recruiter,
a helper for a class activity or celebration, a guest reader. A visitor will only have interaction with children under the supervision of a QVSD staff member. A visitor will never assume the responsibility of a professional staff member. Visitors are not required to have clearances, but will be required to show a valid U.S. Driver’s License to enter the school building during the school day, and will be escorted through the school building.

 

A volunteer is someone who has an ongoing presence in the school and whose role requires them to have routine interaction with students in a supervised or occasionally not directly supervised basis. Examples of volunteers include: homeroom parent, PTA/HSA party volunteer, field trip chaperones, athletic volunteers, assistant or volunteer coaches, band chaperones, musical or performing arts assistants.

 

All school volunteers must have the following:

  • Pennsylvania State Police Request for Criminal Record Check
  • Department of Human Services Child Abuse History Clearance
  • Federal Criminal History Background Check
  • TB Test
    Please note: The PA Department of Health Division of School Health requires school volunteers to have a TB test. This test only needs to happen one time. If you are currently a QV school volunteer, you do not need to resubmit TB test results. If you are a new QV Volunteer, you must submit a TB test, dated within the last year.)
  • Volunteer Confidentiality Agreement
 

All clearances must be dated within one year of the application date. (Example: If you apply for a volunteer badge on August 10, 2018, your clearances must be dated between August 11, 2017-August 10, 2018.) Clearances must be updated every 60 months to maintain volunteer status. A copy of volunteer clearances will be kept on file at District Office.

Financial assistance may be provided to families who demonstrate financial hardship. Please contact a building principal to request financial assistance.

 

Volunteer Clearances

 

1) Pennsylvania State Background Check:
You can apply directly online https://epatch.state.pa.us. There is no cost for volunteers. When you visit the site you will select the yellow box that says 'New Record Check'.

 

2) Act 151 – Department of Human Services Child Abuse History Clearance:
You can apply directly online https://www.compass.state.pa.us/CWIS
There is no cost for volunteers. When you visit the site you will need to create a new account, unless you have a valid login from a previous child abuse clearance.

 

3)  Act 114 FBI Fingerprinting: Fee: $22.60; All applicants will receive an unofficial copy of their report. You can submit your UEID# to District Office and they will verify the official results. Fee is payable to IDEMIA.

The fingerprint-based background check is a multiple-step process, as follows:

    1. Registration - The applicant must register prior to going to the fingerprint site. Walk-in service is allowed but all applicants are required to complete pre-enrollment in the universal enrollment system. Pre-enrollment can be completed online or over the phone. The registration website is available online 24 hours/day, seven days per week at https://uenroll.identogo.com. You will need to enter the service code 1KG6Y3. Registration is also available by calling 1-844-321-2101 Monday through Friday, 8 a.m.- 6 p.m. During the pre-enrollment process, all demographic data for the applicant is collected (name, address, etc.) along with notices about identification requirements and other important information. Applicants will need to enter a service code. The code for volunteers is 1KG6Y3.
       
    2. Payment - The applicant will pay a fee of $22.60 for the fingerprint service and to secure an unofficial copy of the Criminal History Record. Major Credit Cards as well as money orders or cashier’s checks payable to IDEMIA will be accepted on site for those applicants who are required to pay individually. No cash transactions or personal checks are allowed.
       
    3. Fingerprint Locations  – After registration, the applicant proceeds to the fingerprint site of their choice for fingerprinting. The location of the fingerprint sites and days and hours of operation for each site are posted on IDEMIA's website at https://uenroll.identogo.com
       
    4. Fingerprinting - At the fingerprint site the Enrollment Agent (EA) manages the fingerprint collection process. The fingerprint transaction begins when the EA reviews the applicant’s qualified State or Federal photo ID before processing the applicant’s transaction. A list of approved ID type may be found on the IDEMIA website at https://uenroll.identogo.com . Applicants will not be processed if they cannot produce an acceptable photo ID. After the identity of the applicant has been established, all ten fingers are scanned to complete the process. The entire fingerprint capture process should take no more than three to five minutes.
4) TB Test - The PA Department of Health Division of School Health requires school volunteers to have a TB test. This test only needs to happen one time. If you are currently a QV school volunteer, you do not need to resubmit TB test results. If you are a new QV Volunteer, you must submit a TB test, dated within the last year. Most doctor's offices and urgent care centers can administer this test.
 
5) Signed Volunteer/Visitor Confidentiality Agreement - Volunteers will need to print, sign and bring this confidentiality agreement to District office when turning in clearances. Board Policy 806 and 906 in regard to volunteers.


Volunteer Clearances Collection

Volunteers can drop off completed clearances at Quaker Valley District Offices located at 100 Leetsdale Industrial Drive, Suite B, Leetsdale, PA 15056. Clearances will be collected Monday-Friday from 8:30 a.m.-4:30 p.m. and evenings by appointment.

If you have additional questions please call (412) 749-3600.
 
Act 153 Frequently Asked Questions (FAQs)

 

I already have my QV clearances. What do I need to do to comply with the new laws?

If you obtained clearances and badges prior to the 15-16 school year or do not currently have a volunteer badge, you will need to provide new clearances every 60 months and obtain a new badge to maintain volunteer status.

 
How do I know if I am classified as a visitor or volunteer?

A visitor is someone who comes into the school building as a presenter, a class speaker, a college recruiter, a parent helping with a class activity or celebration, or a guest reader. A visitor will only have interaction with children under the supervision of a QVSD staff member. A visitor will never assume the responsibility of a professional staff member.

Examples of volunteers include: field trip chaperones, athletic volunteers, volunteer coaches and assistant coaches, band chaperones, musical or performing arts assistants. Volunteers will have an ongoing presence in the school and their roles will require them to have routine interaction with students.

 

What if I cannot afford to pay for clearances, but still want to volunteer?

Financial assistance may be provided to families who demonstrate financial hardship. Please contact a building principal to request financial assistance. All requests will be managed confidentially.

 

I already have clearance for my church. Are they acceptable for school volunteering?

Not necessarily. Different agencies require different clearances. For school volunteering one must have: a Pennsylvania State Police Request for Criminal Record Check, a Pennsylvania Department of Human Services Child Abuse History Clearance, a Federal Criminal History Clearance from the Pennsylvania Department of Education or the Department of Human Services , and a valid TB test.

 

I got my clearances five years ago. Are they acceptable for school volunteering?

When the volunteer presents clearances to the district, the clearances must be dated within one year. The required clearances might have three different dates, as long as it’s dated within one year. Example: if you present clearances to QVSD on August 15, 2020, all clearance dates must be posted August 15, 2019 or later.

 

How do I submit my clearances to become a volunteer?

Volunteers can drop off completed clearances at Quaker Valley District Offices located at 100 Leetsdale Industrial Drive, Suite B, Leetsdale, PA 15056. Clearances will be collected Monday-Friday from 8:30 a.m.-4:30 p.m. and evenings by appointment.

 

What if I still have a question about clearances?

Call 412-749-3600 with any additional questions.