Background Checks

Fellow Cumberland Valley Umpires;

On behalf of the Cumberland Valley Umpires Board of Directors, Happy Thanksgiving to you and your family!

As I write this, the PIAA has finalized the process for umpires and officials to obtain background checks and clearances required by Pennsylvania law.

It should be of little surprise, as CVU has monitored this situation and communicated what may come since the February 26, 2015 Background Check Presentation at our first CVU Meeting of 2015.  At that time if you recall, we offered two options for members to follow for the 2015 season. Now, we are bound to the second option presented that night, which has been attached following this letter.  The Little League Form is no longer an option for the requirements of this law.

Going forward, commencing immediately, ALL PIAA members, must obtain and submit (via the PIAA webpage) three clearances to the PIAA (steps are listed below).  If you are a PIAA member, you should have received this notification via email.  If the PIAA does not receive your clearances by January 1, 2016 you will be suspended. DON”T WORRY, once the background checks are received, reviewed and approved by the PIAA, officials will come off suspension immediately and without financial penalty. Most importantly to us, once the suspension is lifted, an official is permitted to officiate.

ALL ACTIVE CVU MEMBERS (whether you are PIAA certified or not) are required to obtain clearances, and submit them to David High, Secretary, prior to working games in the 2016 season.  Dave will accept paper copies or an email with your clearances.

What the PA Law states:

  • People age 18 and over need all three certifications.
  • People under age 14 do not need any of the certifications.
  • People age 14 to age 17 need all three certifications or items #2 and #3 below (i.e., not the FBI one) plus a parent’s affidavit that the child has been a continuous resident of Pennsylvania for the last ten years.
  • ALL Clearances are now good for FIVE years from the date they were processed.  (Previously they were good for 3 years).

CVU will hold two sessions to help members with this process.  The sessions will be held at the Enola American Legion Post 751, 295 W Shady Ln, Enola, PA 17025

  • Thursday January 7, 2016 6-8 pm
  • Thursday January 21, 2016 6-8 pm

At these sessions, CVU members can get help accessing clearance webpages and / or scanning documents and submitting clearances to the PIAA (for those who have received your clearances).

You do not need to attend these sessions, if you follow the steps in the attached memoranda.

Please contact Matt Bingaman (matthewbingaman@gmail.com) or Ryan Hartman (rhartman14@gmail.com) for assistance on clearances.

Thank you for your diligence in attending to this requirement.  The Executive Board of Directors of CVU realize that this is new direction and mandate and that some may have hard feelings regarding the new law, understand that we acknowledge your feelings but are obligated to follow the law as it is written.

Please do not hesitate to contact Ryan or I with your questions.

Yours truly,

Matt Bingaman

CVU President

matthewbingaman@gmail.com

(717) 503-8407


PA CLEARANCES REQUIRED:

  1. FBI clearance (ACT 114) – https://pa-aps.3m.com/perlpub/registration_edu_pci.pl
    (This is the Cogent site required to be used by Department of Education – this clearance must be done online)
    Click here for the Cogent Fingerprint site locations

In completing the FBI clearance, there is an area that requests “reasons” – the answer is school districts.

Approximately 4 weeks after getting fingerprinted, you will receive your Cogent results in the mail.  These are the documents (both front and back sides) that will need to be uploaded to the PIAA website.

EXAMPLE 1 – Department of Education

EXAMPLE 2 – Department of Human Services

  1. PA State Police clearance  (ACT 34 – MUST PAY BY CREDIT CARD IF PAYING ONLINE) – https://epatch.state.pa.us

In completing the PA State Police clearance, the “reason” is employment.

EXAMPLE – PA State Police

3.   Department of Human Services clearance (PA Child Abuse)  (ACT 151) – https://www.compass.state.pa.us/cwis/public/home

**Once at this site create an individual account**

In completing the Child Abuse History clearance, under the application purpose, check the box titled, “School Employee Governed by Public School  Code”.

**The PA State Police clearance and the Department of Human Services clearance can be printed and mailed to those depts.

EXAMPLE – Childline Clearance Old

EXAMPLE – Childline Clearance New

Do not like websites? You can send two of the background checks in the mail with a money order:

Click here for the printer version of the PA State Police clearance.

Click here for the printer version of the Department of Human Services clearance.

Additional information:

  • PIAA / CVU registered officials are not considered “volunteers.”  Do not click on any of the boxes that reference volunteers.  Officials are independent contractors employed by the individual schools and school districts.  In addition, the Affidavit-Exemption from FBI Clearance form is not acceptable for PIAA/ CVU registered officials.  All officials must be fingerprinted every five years.
  • Expenses for obtaining clearances shall be borne by the registered sports official.  PIAA/ CVU is not permitted to accept certifications which were obtained for volunteering purposes under Section 6344.2 (relating to volunteers having contact with children).
  • Keep the originals of your clearances and hold on to copies in the event a particular school wants to view your clearances.
  • Upon receiving copies of your clearances, you will need to scan them and save them as PDFs on your computer.  Please refer to “Instructions for Officials to enter their clearances into the Officials database”.

———————————————————

 FROM THE PIAA WEBSITE

Newly Adopted Background Clearance Information for PIAA Registered Sports Officials

Tuesday, July 28, 2015

*** Update Regarding the FBI/Cogent clearance ***

The Dept. of Education is now accepting the FBI/Cogent clearance if it was completed through the Dept. of Education OR Dept. of Public Welfare.

If your clearance has a PAE number or a DPW number and was completed within 5 years, it should be accepted as a valid FBI/Cogent clearance.  
Print a pdf copy

BACKGROUND CERTIFICATIONS

Because PIAA-registered officials are independent contractors to schools whose Contests they officiate, the officials are required to comply with the requirements for background certifications as set forth in the Public School Code and the recent revisions to the Child Protective Services Law (adopted July 1, 2015), as follows:

CURRENTLY REGISTERED OFFICIALS

All current PIAA-registered officials who have not yet submitted to PIAA the certifications identified below are required to obtain and submit them to PIAA on or before January 1, 2016.  The failure to submit such certifications shall result in suspension of registration until the certifications are submitted.

What this means?

  • If not previously submitted, clearances for PIAA registered officials are required by January 1, 2016.  They are not required by law until this date.
  • All registered officials are required to re-submit all three clearances every five years.
  • Clearances for those officials that have registered in the last five years will remain in effect until their initial five year period expires.
  • Clearances obtained by newly registered officials in the year prior to their test date may be used to satisfy the clearance requirement.
  • There is no “grandfather clause” in this legislation.  ALL officials are required to obtain all three clearances and have them on file with PIAA by January 1, 2016.
  • Clearances obtained through employment may be used to satisfy PIAA clearance requirements, provided they are the ACT 34, ACT 114 and ACT 151 and are within the five year period.  However, clearances obtained as a volunteer may not be used to satisfy PIAA clearance requirements.

Additional information:

  • PIAA registered officials are not considered “volunteers.”  Do not click on any of the boxes that reference volunteers.  Officials are independent contractors employed by the individual schools and school districts.  In addition, the Affidavit-Exemption from FBI Clearance form is not acceptable for PIAA registered officials.  All officials must be fingerprinted every five years.
  • Expenses for obtaining clearances shall be borne by the registered sports official.  PIAA is not permitted to accept certifications which were obtained for volunteering purposes under Section 6344.2 (relating to volunteers having contact with children).
  • Keep the originals of your clearances and hold on to copies in the event a particular school wants to view your clearances.
  • Upon receiving copies of your clearances, you will need to scan them and save them as PDFs on your computer.  Please refer to “Instructions for Officials to enter their clearances into the Officials database”.

Instructions for Officials to enter their clearances into the Officials’ Database

Make sure you have saved your clearance documents separately as a .pdf file in your computer. These documents need to be those from each of the three agencies.

LOGIN: Click on Log In- in the upper right hand corner by the search box. Enter your access code- first four letters of last name in CAPS, last four numbers of your social security number.

You will be in the ACCOUNT CENTER- under ACCOUNT TOOLS click on BACKGROUND CLEARANCE PORTAL

Select clearance type in the drop down, enter date of the clearance document, click BROWSE – go to your computer and select from where you have the clearance .pdf file saved, select the appropriate clearance, open it , then save changes.

You will need to do this for each one.

You can check the status of your clearance documents at any time, by signing into the officials’ database and selecting BACKGROUND CLEARANCES. If your clearance is rejected for any reason we will notify you. You may also print copies of your clearances by clicking on VIEW PDF for each clearance.

*** Update Regarding the FBI/Cogent clearance ***

The Dept. of Education is now accepting the FBI/Cogent clearance if it was completed through the Dept. of Education OR Dept. of Public Welfare.

If your clearance has a PAE number or a DPW number and was completed within 5 years, it should be accepted as a valid FBI/Cogent clearance. Please make sure you enter the 16 digit PAE number or the 10 digit DPW number into the specified FBI clearance number block online.