Campus Resources

Human Resources

Background Checks

Background checks are a condition of employment and must be recertified every five years only for those who are working with minors (not including matriculated students). Employment will be contingent upon the University’s acceptance of the results of the background investigation.

Employees will obtain and submit background checks and will be reimbursed through the Office of Human Resources with appropriate receipts.

In order to successfully complete the clearances and ensure you have printed your receipts, we encourage you to carefully review the instructions provided. They are included on this page, but we suggest using the printable (PDF) instructions:

PRINTABLE INSTRUCTIONS FOR OBTAINING AND SUBMITTING CLEARANCES

INSTRUCTIONS FOR OBTAINING AND SUBMITTING BACKGROUND CHECK REPORTS

(click here for a printable version)

***PLEASE NOTE YOU WILL NEED A PRINTER TO COMPLETE THIS PROCESS***

PA Criminal Record Check ($8 effective July 2015):  

  • Registration Site: https://epatch.state.pa.us/Home.jsp
    • Click on “Submit a new record check”
    • Review and accept the Terms of Conditions
    • Select “Individual Request”
    • Reason for Request: “Employment”
  • Click the Invoice Number (in blue) to print a receipt
  • Click “Certification Form” to print results (immediately if no record reported, within 21 days if record reported)

 

PA Child Abuse Check ($8 effective July 2015):

  • Registration Site: https://www.compass.state.pa.us/cwis/public/home
    • Select “Create a New Account” (if first time doing clearances online) or Login
      • You will select your own personal Keystone ID (e.g. kheasley01)
      • Once you submit your information, you will receive a temporary password via email
      • Select “Log-in” and use your Keystone ID and temporary password
      • Create your permanent password
      • Once you are logged in with your permanent password, review the disclosures (follow prompts) and select “Create Clearance Application”
      • Follow the prompts to complete the application
      • For Reason Fingerprinted, select "School Employee Not Governed by Public School Code"
      • Once you enter your payment information, the very next screen is your receipt (it says “Payment Completed” at the top. You MUST print this now (there is no way to retrieve a receipt later).
      • Click on “Finalize and Submit Application”
      • Print results online (you will receive an email notice when the background check is finished processing, it can take up to ~14 business days). If it has been three weeks or more and you have not received your results, please click here for instructions on requesting a duplicate copy.

 

FBI Fingerprint Check ($27.00 effective 02/15):

  • If you are out of state (not in PA) please click here for special instructions.
  • Registration Site: https://www.pa.cogentid.com/index_pde.htm
    • Under Registration Information, select “Register Online”
    • Read the notices and click to agree
    • If you are out of state and will not be able to get your fingerprints done at a Cogent site, click the “Fingerprint Card User” box
    • For Reason Fingerprinted, select “Colleges/Universities”
    • Complete the remaining information and payment section
    • Print registration receipt (starts with PAE)
    • Get your fingerprints taken (you will need your registration receipt and proper ID):
      • The SJU Office of Human Resources is a registered private (servicing SJU constituents only) Cogent site. Current employees only who wish to be fingerprinted in HR should contact Nicole Brown, Senior HR Assistant, at x1936 or nbrown01@sju.edu to confirm a day/time.
      • Cogent facilities and hours (https://www.pa.cogentid.com/index_pde.htm)
        • If you are near campus the closest site is at The UPS Store at 333 East Lancaster Avenue, Wynnewood, PA (in the Whole Foods Plaza). No appointment is necessary and they offer fingerprinting services on Monday-Friday from 10am-6pm and Saturday from 10am-4pm.
      • Results will be mailed directly to the mailing address you provided (after you have your fingerprints taken, typically takes about 2 weeks). If it has been three weeks or more and you have not received your results, please click here for instructions on requesting a duplicate copy.

 Completed Reports

  • For examples of acceptable completed clearance results please click here. Please keep a copy for yourself in case you need it for anything in the future. Saint Joseph’s University does not need the originals so we suggest submitting a copy and keeping the originals.

 Submitting Your Background Check Reports

  • Deliver your three (3) completed background check reports in a sealed envelope to Kristin Heasley, Director for Recruitment, Engagement & Retention in the Office of Human Resources via intercampus mail, mail, or in person with your name and SJU ID# (8 digits on your Hawk Card) written on one of the reports.
  • If any of your background checks are returned with a reported record, please contact Kristin Heasley, Director for Recruitment, Engagement & Retention (kheasley@sju.edu or x3370) to discuss and/or schedule an appointment.

 Reimbursement

  • When you submit your three (3) completed background checks to the Office of Human Resources, include your receipts. Please allow for 2 weeks to receive your reimbursement.
  • Please note that reimbursements will be processed and paid for directly through Human Resources, not through your department, and all employees (full-time, part-time, and temporary) are eligible for reimbursement.