15. Maintain copy of all required clearances in personnel file (if hired) or applicant file (if rejected). Retain records for period specified in Record Retention Schedule. 16. Require updated clearances every sixty (60) months or as otherwise required by law.
Internships/Work Study Assignments and Other Special Circumstances Responsible Department: 1. Interns/Work Study Employees — Internships and work study
assignments that will involve direct contact or routine interaction with children are generally subject to the same clearance requirements applicable to new and current employees set forth above. However, clearances will not be required if the intern/work study will be in the immediate vicinity of another cleared employee during the periods in which contact occurs. For purposes of the foregoing, “immediate vicinity” means that the cleared employee will be in the same area in which the child is physically present and able to see, hear, direct and assess the activities of the child. 2. Existing and prospective internship and work study positions should be evaluated to determine whether the position will require direct contact or routine interaction with children and, if so, whether a cleared employee can or will be in the immediate vicinity of the intern/work study during periods of such contact. Consult with Human Resources and General Counsel as needed to determine if clearances will be required or if the immediate vicinity exception applies. 3. Foreign Exchange Visitors — Clearance requirements are waived for prospective employees holding a valid J-1 Visa, if the employee (i) will be in the position for less than 90 days, (ii) has not previously been employed in the United States, and (iii) the employee provides an affidavit attesting that s/he has not been previously convicted of any offense proscribed by the Pennsylvania Child Protective Service Law (CPSL). Consult with Human Resources and General Counsel to review all prospective employment relationships with individuals holding J-1 Visas to confirm that exception applies. 4. Student Volunteers — Students who are enrolled in the College and who serve as unpaid volunteers in connection with a College-sponsored event are generally not required to obtain clearances, unless their volunteer responsibilities will require them to be directly responsible for the care or welfare of a child, or unless the event is for children who are in the care of a child-care service. Consult with Human Resources and General Counsel if there are questions about whether clearances may be required for student volunteers serving at specific events held at the College. 5. Follow clearance requirement procedures, as set forth above, if it is determined that clearances are required in any of these special circumstances.
Notice of Potential Disqualifying Offense or Founded Report Responsible Department: 1. Notify Human Resources upon receipt of acquired information which
indicates that an employee, volunteer or other affiliate in the department, has been arrested for — or convicted of — a reportable criminal offense, or was named as a perpetrator of a founded report of child abuse.
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