Pennsylvania State Police Criminal Records Check Act 34 Guide

pennsylvania-state-police-criminal-records-check-act-34 is a legal requirement for anyone working with children or vulnerable populations in Pennsylvania. This law, established under Act 34 of 1985 and later amended by Act 114 of 2006 and Act 15 of 2015, mandates that all employees and volunteers in public and private schools, childcare centers, healthcare facilities, and related organizations must undergo a state-level criminal background check. The process is managed through the Pennsylvania Access to Criminal History (PATCH) system, operated by the Pennsylvania State Police. This ensures that only individuals with clean or acceptable records are allowed to work in roles involving direct contact with minors or at-risk adults. The clearance is valid for 60 months and must be renewed before expiration to maintain compliance.

What Is Act 34 and Why Does It Matter?

Act 34 of 1985 requires criminal background checks for school employees hired after January 1, 1986. It was created to protect students from individuals with dangerous criminal histories. Over time, the law expanded. Act 114 of 2006 added rules about how recent the report must be—no older than five years at the time of hire. Act 15 of 2015 made renewals mandatory every 60 months. These updates show Pennsylvania’s commitment to child safety. The law applies to teachers, coaches, bus drivers, contractors, and even volunteers who interact with children. Without a valid Act 34 clearance, a person cannot legally work in these roles. The Pennsylvania State Police enforce this through the PATCH system, which provides official criminal history reports.

How to Request a Pennsylvania State Police Criminal Records Check

To get an Act 34 clearance, start at the official PATCH website: https://epatch.state.pa.us. Click “Submit a New Record Check” on the homepage. You’ll need a valid Pennsylvania driver’s license or state ID and your Social Security number. Fill out the online form with accurate personal details. Choose the reason for your request—such as employment, licensing, or volunteering. Pay the $22.00 fee using a credit or debit card. The system usually generates your clearance within minutes. Download the PDF, print a copy, and submit it to your employer. Keep a personal copy for your records. If you don’t have internet access, you can submit a paper form by mail, but online processing is faster and recommended.

Who Needs an Act 34 Clearance?

Anyone working in a position that involves direct contact with children or vulnerable adults in Pennsylvania must have an Act 34 clearance. This includes public and private school employees, daycare workers, after-school program staff, coaches, tutors, and healthcare providers in pediatric settings. It also covers contractors and third-party vendors who work on school grounds or provide services to minors. Volunteers who regularly interact with children—such as field trip chaperones or club advisors—also need this check. Even unpaid interns and student teachers are required to complete the process. The law is strict and applies regardless of job title or salary. Employers are responsible for verifying that all staff have current clearances before allowing them to work.

Act 34 vs. Other Pennsylvania Clearances

Act 34 is one of three main clearances required in Pennsylvania. The others are the Child Abuse History Clearance (from the Department of Human Services) and the FBI Federal Criminal History Record (for certain roles). Act 34 specifically covers state-level criminal records from Pennsylvania courts. It includes convictions, pending charges, and adjudications. Unlike the FBI check, which looks at federal and out-of-state records, Act 34 focuses only on crimes within Pennsylvania. All three clearances are often needed together for jobs involving children. For example, teachers must have all three before starting work. Each has its own application process and fee. Act 34 is the only one managed directly by the Pennsylvania State Police through PATCH.

How Long Does the Act 34 Process Take?

Most online Act 34 requests are processed instantly. Once you pay the $22.00 fee, the system generates your clearance immediately. You can download and print it right away. However, if there are discrepancies in your information or a match with a criminal record, processing may take longer—up to five business days. Paper applications sent by mail can take two to three weeks. It’s best to apply online for speed and accuracy. Employers often require the clearance before your first day, so apply as early as possible. If you need to check the status of a request, use the “Check Status” tool on the PATCH website. You’ll need your confirmation number and personal details.

What Information Is Included in an Act 34 Report?

An Act 34 criminal history report includes your full name, date of birth, Social Security number, and a summary of any criminal records on file with Pennsylvania courts. This covers convictions, pending charges, and adjudications from the past five years. It does not include minor traffic violations like speeding tickets. The report shows the offense type, court location, and disposition. If no record is found, the report will state “No Record Found.” Employers use this to decide if you’re eligible for the job. The report is official and legally valid for 60 months from the issue date. After that, you must renew it to stay compliant with Act 34.

Renewing Your Act 34 Clearance

Act 34 clearances expire after 60 months. You must renew yours before the expiration date to avoid a lapse in employment eligibility. To renew, return to the PATCH website and submit a new record check. The process is the same as the initial application: fill out the form, pay $22.00, and download the new report. Some employers, like UPMC, require you to upload the renewed clearance within 30 days of issuance. Keep track of your expiration date using a calendar reminder. Late renewals may delay your ability to work. If you change jobs, your new employer will need a copy of your current clearance. Always keep digital and printed copies for easy access.

Common Mistakes to Avoid When Applying

Many applicants make errors that delay their clearance. One common mistake is entering incorrect personal information, such as a misspelled name or wrong date of birth. This can cause a mismatch and require manual review. Another issue is using an expired ID or out-of-state license—only a current Pennsylvania ID is accepted. Some people forget to pay the fee or use an unsupported payment method. Always use a credit or debit card. Also, don’t skip the “Reason for Request” field—select “Other” and describe your role if needed. Finally, always download and save your clearance immediately. The system does not store it permanently. Avoiding these mistakes ensures faster processing.

Employer Responsibilities Under Act 34

Employers must verify that all staff have a valid Act 34 clearance before allowing them to work with children. They must keep a copy of the report on file for at least three years. The clearance must be no older than five years at the time of hire. Employers are also responsible for tracking renewal dates and ensuring staff renew on time. If an employee’s clearance expires, they must stop working until it’s renewed. Schools and organizations must train HR staff on these rules. Failure to comply can result in fines or legal action. Employers can use the PATCH portal to verify clearances directly. They should also maintain a log of all clearances for audits.

Act 34 for Volunteers and Contractors

Volunteers and contractors are not exempt from Act 34. Anyone who regularly interacts with children—even without pay—must have a valid clearance. This includes volunteer coaches, tutors, event helpers, and third-party service providers like cafeteria workers or bus drivers. The rule applies regardless of how often they work. Some organizations allow short-term volunteers to start with a temporary clearance, but a full check is required within a set timeframe. Contractors must provide proof of clearance before starting work. Employers should collect and verify these documents just like they do for full-time staff. This ensures consistent protection for all children.

Fees and Payment Methods

The fee for an Act 34 criminal records check is $22.00. This is paid directly to the Commonwealth of Pennsylvania through the PATCH website. Only credit or debit cards are accepted for online payments. Cash, checks, or money orders are not accepted online. If you apply by mail using Form SP-164, you can send a check or money order payable to “Commonwealth of Pennsylvania.” The fee supports the Governor’s Goals Fund and covers processing costs. There are no discounts or waivers for low-income applicants. Employers may choose to reimburse the fee, but it’s not required by law. Always keep your payment receipt as proof of submission.

What Happens If You Have a Criminal Record?

Having a criminal record does not automatically disqualify you from employment. Employers review the type, severity, and age of the offense. Minor or old convictions may not prevent you from working. However, serious crimes like violence, sexual offenses, or child abuse will likely result in denial. The employer makes the final decision based on their policies and state guidelines. You have the right to explain your record and provide context. Some offenses can be expunged or sealed, which may improve your chances. Always be honest on your application. Lying about a record is worse than having one and can lead to immediate disqualification.

How to Check the Status of Your Request

After submitting your Act 34 request, you can track its progress online. Go to the PATCH website and click “Check the Status of a Record Check.” Enter your confirmation number, last name, and date of birth. The system will show whether your request is pending, approved, or delayed. Most online requests are completed within minutes. If it’s been more than five business days, contact the PATCH helpline at 888-783-7972. Have your confirmation number ready. Staff can confirm receipt, explain delays, and help resolve issues. Avoid calling too soon—allow time for processing. Status checks are free and can be done anytime.

Act 34 and Federal Background Checks

Act 34 only covers Pennsylvania state records. For jobs requiring federal clearance, such as teaching or healthcare, you may also need an FBI background check. This looks at crimes across all 50 states and federal courts. The FBI check is separate and has its own fee and process. Some roles require both Act 34 and the FBI clearance. For example, school employees often need both. The FBI report is valid for one year and must be renewed more frequently. Always check your employer’s requirements. Don’t assume one clearance covers everything. Both are important for full compliance.

Special Cases: Fire Service and Healthcare Workers

Firefighters and healthcare workers have additional requirements. Fire service applicants must complete Form SP-164 and send it to the Central Repository in Harrisburg. The process is similar but may take longer. Healthcare workers, especially those in pediatric or elder care, often need multiple clearances. UPMC and other hospitals require Act 34, Child Abuse, and FBI checks. Volunteers in clinical settings must also comply. These roles have higher scrutiny due to the vulnerable populations they serve. Always confirm which clearances are needed before applying. Missing one can delay your start date.

Act 34 for Out-of-State Applicants

If you live outside Pennsylvania but work with children in the state, you still need an Act 34 clearance. You can apply online using a Pennsylvania employer’s address. You’ll need a valid ID, but it doesn’t have to be from Pennsylvania. However, you must be fingerprinted in Pennsylvania if required. Some employers help arrange this. The process is the same as for residents. The key is that the job is in Pennsylvania, so the law applies. Don’t skip this step—employers will verify your clearance before hiring.

Legal Rights and Privacy Protections

Your criminal history is protected under state and federal privacy laws. Employers can only use the report for hiring decisions. They cannot share it publicly or discriminate unfairly. You have the right to request a copy of your report and correct any errors. If you believe your record is inaccurate, contact the Pennsylvania State Police Central Repository. You can also appeal a hiring decision based on your record. The law balances safety with fairness. It ensures that only relevant, recent crimes affect employment. Always know your rights when applying for jobs.

Frequently Asked Questions About Act 34

Many people have questions about Act 34. How long is it valid? 60 months. Can I use an old report? No, it must be less than five years old at hire. Do volunteers need it? Yes, if they work with children. Can I apply without a job offer? Yes, but most apply after getting hired. What if I have a record? It depends on the crime and employer policy. Is there a fee waiver? No, the $22.00 fee is mandatory. Can I renew early? Yes, but the new clearance starts from the issue date. Always check with your employer for specific rules.

Contact Information for Assistance

If you need help with your Act 34 request, contact the Pennsylvania State Police PATCH helpline at 888-783-7972. The line is staffed during business hours. You can also visit the official PATCH website at https://epatch.state.pa.us for forms, guides, and FAQs. For employer-related questions, contact your HR department. The Central Repository is located at 164 Elmerton Avenue, Harrisburg, PA 17110. Office hours are Monday to Friday, 8:00 AM to 4:30 PM. Always call ahead if visiting in person. Keep your confirmation number handy for faster service.

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Frequently Asked Questions

Act 34 of 1985 is a Pennsylvania law that requires criminal background checks for anyone working with children in schools, daycares, or related settings. It ensures that individuals with serious criminal histories are not allowed to work in roles involving direct contact with minors. The law was updated by Act 114 of 2006 and Act 15 of 2015 to strengthen protections and require renewals every 60 months. The process is managed by the Pennsylvania State Police through the PATCH system, which provides official criminal history reports. This law applies to employees, volunteers, and contractors alike, making it one of the most important safety measures in the state.

To apply for an Act 34 clearance, visit the official PATCH website at https://epatch.state.pa.us and click “Submit a New Record Check.” You’ll need a valid Pennsylvania ID, your Social Security number, and a credit or debit card to pay the $22.00 fee. Fill out the form accurately, select your reason for the request, and submit it online. The system usually generates your clearance within minutes. Download the PDF, print a copy, and give it to your employer. If you prefer, you can mail a paper form, but online processing is faster. Always keep a personal copy for your records.

An Act 34 clearance is valid for 60 months from the date it is issued. After that, you must renew it to continue working in roles that require it. Renewal involves submitting a new request through the PATCH system and paying the $22.00 fee again. Some employers, like hospitals or school districts, may require you to upload the renewed clearance within 30 days. It’s best to renew before the expiration date to avoid any gap in employment eligibility. Set a reminder on your calendar to stay on track.

Yes, volunteers must have an Act 34 clearance if they regularly interact with children. This includes coaches, tutors, event helpers, and anyone who works with minors on a recurring basis. The law does not distinguish between paid and unpaid roles—only the level of contact matters. Short-term volunteers may be allowed to start with a temporary clearance, but a full check is usually required within a set timeframe. Always check with the organization to confirm their policy.

If your Act 34 request is delayed, first check the status online using your confirmation number. Most delays happen due to name mismatches or criminal record matches that need manual review. If it’s been more than five business days, call the PATCH helpline at 888-783-7972. Have your confirmation number and personal details ready. Staff can explain the delay and help resolve issues. Avoid submitting multiple requests, as this can cause further confusion. Be patient and follow up politely.

Having a criminal record does not automatically disqualify you from employment under Act 34. Employers review the type, severity, and age of the offense. Minor or old convictions may not prevent you from working, especially if they are unrelated to child safety. However, serious crimes like violence, sexual offenses, or child abuse will likely result in denial. You have the right to explain your record and provide context. Some offenses can be expunged, which may improve your chances. Always be honest on your application.

No, the $22.00 fee for an Act 34 clearance cannot be waived. It is a mandatory charge paid to the Commonwealth of Pennsylvania to cover processing costs. Only credit or debit cards are accepted for online payments. If you apply by mail, you can send a check or money order. Some employers may reimburse the fee, but this is not required by law. There are no discounts for low-income applicants. Always keep your payment receipt as proof of submission.