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How To Complete The Three Step Background Check - (Employees Hired Prior to January 1, 2015)

The Basics Of The Three Step Process

Please note: Throughout the process, especially if you do not receive emails that you are expecting, we recommend checking your SPAM folder. While we are making every effort to ensure all emails in the process arrive in your in box, there may be occasions where an email is filtered out. If you have any concerns regarding the legitimacy of emails you receive, contact Keith Hartranft, Chief Information Security Officer, in LTS, at extension 83994 or kkh288@lehigh.edu.

 

THE FIRST FORMS: FINGERPRINT CERTIFICATION FORM, THE PENNSYLVANIA STATE POLICE ACCESS TO CRIMINAL HISTORY ("PATCH" OR ACT 34 BACKGROUND CHECK), and cogent (fbi fingerprint) information

  • You will receive an email that will contain a unique link for you to follow to begin the first online form in the process. The first form should take about fifteen minutes to complete. The email will come from:
  • To begin the process, you will be asked whether you would like to use the online questionnaire (option 1) or to print the questionnaire in hard copy (option 2).  Select option 2 ONLY if you are unable to use the online questionnaireOption 2 is NOT more secure than option 1 and should not be selected on this basis
  • Next, you will be provided and asked to acknowledge receipt of two disclosures: first, a “Summary of Your Rights Under the Fair Credit Reporting Act,” and second, a “Disclosure Regarding Background Investigation.”  Please read these disclosures carefully.  After doing so, you will also be provided and asked to agree to an “Acknowledgment and Authorization.”  This Form will allow our background screening agency, CBY Systems, Inc., to verify the information you provide and share the results of the Pennsylvania checks with Lehigh University.  Note: While the “Disclosure Regarding Background Investigation” describes a number of “consumer reports” of which you may be the subject, the “Acknowledgment and Authorization” only provides Lehigh with your consent to conduct the three background checks identified above.
  • Next, you will complete the “Certification of Compliance with Protection of Minors Policy Background Check Provisions.”  Your responses to this certification will indicate whether or not you must complete the FBI fingerprint check.
  • Then, you will be asked to complete a short series of screens which ask for information such as your name, birth date, social security number and driver's license number. In addition, you'll be asked for up to nine previous addresses. We suggest you assemble all of this information before you start the process so that it moves efficiently.
  • The information you provide here will be used to initiate the PATCH background check process and, if applicable, the FBI fingerprint check process.  You will be required to complete the COGENT form regardless of your answers on the certification form.  CBY will only use the information you provide in the event that your responses to the Certification form require that you complete the FBI Criminal History Background Check.  If you do not need to complete the FBI Criminal History Background Check, CBY will not share the information contained in the COGENT form with any third party, including the University, the government or the COGENT fingerprinting service. 
  • Once you have completed these forms, you will select submit. You will receive a confirmation email.

 

THE SECOND FORM: PENNSYLVANIA DEPARTMENT OF HUMAN SERVICES CHILD ABUSE HISTORY CLEARANCE (ACT 151 CHILD ABUSE BACKGROUND CHECK)

  • You will receive another email with information about the second and third parts of the Act 153 process. That email will come from Processor {Processor@cby}.
  • In this email, you will receive instructions for completing the second form - the Department of Human Services (DHS) Child Abuse History Clearance. Allow about 25 minutes to complete this form.
  • You will need to create an online account at www.compass.state.pa.us/CWIS if you don't already have one. After you have done so, you'll receive a temporary password.  Then you can complete the online form to complete the clearance process.
  • You will then return to the website to complete the online form. At this point, you will be asked to create a permanent password.
  • For this form, you will need as much information as you can gather regarding all of the addresses you have lived at since 1975, as well as the other people who lived at those addresses with you.
  • When you are asked the reason for requesting the background check, select "School Employee Not Governed by Public School Code."
  • Lehigh University is paying for the cost of these background checks. The email you receive will also contain a unique pre-paid code for you. You will need to enter this code on the payment page. 
  • Once you have completed the form, you will be asked for an electronic signature to authorize the background check.
  • After you have submitted your form, you will receive confirmation and notification either via an electronic or printed letter, depending on which option you selected.

 

THE THIRD STEP (if applicable): FBI BACKGROUND CHECK (FINGERPRINTING)

  • If your do not meet all three prerequisites identified on the Certification of Compliance with Protection of Minors Policy Background Check Provisions, in order to fully comply with Act 153, you will need to be fingerprinted.
  • If you must complete the FBI fingerprint check, in the email you receive containing information to complete the second online form, you will also receive the information you need to complete the fingerprinting process.
  • You have been registered and pre-paid, so you will simply print the registration form you will find attached to the email and bring it along with a photo ID to the most convenient authorized (COGENT) site for FBI fingerprinting. These fingerprint services are available on campus at the Mail Center at 4 Farrington Square, across from the Lehigh University Bookstore. Appointments are encouraged. More information, including a scheduler that can be used to make an appointment, is available at https://financeadmin.lehigh.edu/content/cogent-fingerprinting. There are also COGENT sites in Allentown and Hellertown. The process itself should take about ten minutes.
  • YOU SHOULD RECEIVE YOUR FINGERPRINTING RESULTS IN ABOUT FIFTEEN DAYS VIA US MAIL.
  • Return the results to the Human Resources Office (staff), the Office of the General Counsel (faculty hired prior to January 1, 2015), or the Provost's Office (faculty hired on or after January 1, 2015).