“Routine interaction” means regular and repeated contact with children that is integral to an individual’s employment or volunteer responsibilities. P ROCEDURE External Candidates for Employment Responsible Department: 1. Work with Human Resources to ensure that advertisements, job postings, announcements and job descriptions for the position or assignment in question include notice that clearances will be required. 2. Once a determination is made to recommend a candidate for a position or assignment, provide recommendation to Human Resources. Human Resources: 3. Review candidate recommendation materials for compliance with all applicable hiring guidelines and requirements.
4. Prepare written conditional offer of employment (or other affiliation). Offer letter will include precise language that offer is contingent upon candidate obtaining, submitting and passing federal and state criminal background check and Pennsylvania Department of Human Services child abuse clearance. 5. Notify candidates for unpaid volunteer positions that Pennsylvania criminal record and child abuse clearances may be obtained free of cost. 6. Notify candidates that the federal background check is NOT required for either an unpaid volunteer or for an employee who is between the ages of 14 and 17 if both of the following apply: (i) the candidate provides proof of residency in Pennsylvania for the immediately preceding 10-year period, and (ii) the candidate attests in writing that s/he has not been convicted of a disqualifying offense in any other jurisdiction during said period. 7. Provide information and guidance to candidate on how to obtain required clearances, including cost(s) to obtain. Except as otherwise approved by the Office of Human Resources, candidates for new positions will generally be required to bear the cost of obtaining required clearances.
Candidate: 8. Obtain required clearances.
9. Submit original clearances to Human Resources for review. Responsible Department: 10. Do not permit candidate to begin work or assignment until clearance requirements have been met and Human Resources has communicated formal start date. Human Resources: 11. Review and verify original clearances.
12. If clearances indicate an offense or founded report, consult with General Counsel and Responsible Department to determine whether candidate is disqualified from position or assignment. 13. Confirm status and start date with candidate in writing if clearances do not disqualify candidate from position or assignment. 14. If it is determined that the clearance information disqualifies the candidate from employment, notify the candidate in writing of the decision to reject the candidate based on information contained in the clearance(s).
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