General Information About Volunteer Clearances

Thank you for serving through our ministry at Gretna Glen by volunteering your time. We are looking forward to another wonderful summer of impactful, life-changing ministry and really can’t do it without you. Our goal is to maintain a safe and healthy environment for everyone who steps on site. Pennsylvania Law requires background checks on all adults (volunteer or paid) working with children and youth. As we seek to keep our campers and volunteers safe, we must adhere to the PA Clearance Guidelines & Safe Sanctuary Policies of the United Methodist Church.

All prospective volunteers must obtain the following clearances:

  • PSP PATCH Criminal Record Check (Form SP 4-164) 1 FREE every 57 months, otherwise $8
  • Child Abuse History Clearance (DPW) (Form CY-113) 1 FREE every 57 months, otherwise $8
  • Voluntary Disclosure Statement (ACA)

Additionally, an FBI Background Check – Fingerprint (Federal Criminal History Record, $27.50) that is submitted through the Pennsylvania State Police or its authorized agent is required if:

  • The position you are applying for is paid; and/or
  • The volunteer has lived outside the Commonwealth of Pennsylvania in the last ten (10) years.

Please Scroll Down to read, or click on a question to be directed there.  We are ever thankful for our dedicated and informed volunteers.

 

When are these clearances needed?

How do I obtain these clearances?

What do I do with my clearances?

What if I already have these clearances completed through my church or job?

What if I have issues completing the necessary clearances?

 

When are these clearances needed?

Background checks must be dated within 36 months of your volunteer service date and on file at our camp office. The PSP PATCH Criminal Record Check must be completed on a yearly basis. The Child Abuse Clearances and FBI Fingerprinting Clearance are both needed every 36 months.

How do I obtain these clearances?

The Child Abuse History, PSP PATCH, and FBI clearances can all be applied for electronically. The FBI clearance also requires a fingerprint submission. Forms can be downloaded in the menu to the right at the top of this page.

  1. PSP PATCH Criminal Record Check

Begin by heading to https://epatch.state.pa.us/Home.jsp. Click the “Submit a New Record Check (Volunteers Only)” and following the necessary steps by filling in your information. Once you receive the results, print the “Certification” page. The certificate should be available on your results page within a couple minutes.  You can also download the pdf form and send it in by mail.

  1. Child Abuse History Clearance

This form can also be done through the mail. Simply print of the pdf form and mail it in. Please note that if you do it this way, under Section 1, please select “Volunteer” under the “Purpose of Clearance”. The clearance can also be obtained online at the PA Child Welfare Portal at https://www.compass.state.pa.us/cwis/public/home. This requires you to create and online account. 

  1. FBI Background Check (fingerprinting)

Registration starts at 3M Cogent’s DPW Home at https://www.pa.cogentid.com/index_dpw.htm. Throughout the registration process you will be given the opportunity to pay the $37.50 fee electronically using a debit or credit card, or payment can be made with Money Order or cashier’s check at the fingerprint site payable to “3M COGENT”. Gretna Glen will reimburse you for this payment. Please send a receipt to camp when you send in your clearances.

After registration, you will have 90 days to visit a 3M Cogent site to complete your fingerprinting. Choose a fingerprinting site in your area. You can find this information for Print Locations and Hours on the 3M Cogent site. You will need to bring your driver’s license or an approved ID with you. Following the printing, the scanned fingerprints will be electronically transmitted to the FBI as required by federal statute. The Pennsylvania Department of Public Welfare (DPW) will receive the Federal Criminal History Record from the FBI. The DPW will send results to the applicant following the verification and screening.

       4. ACA Voluntary Disclosure

This is a form that needs to be completed every year. The form is located in the top right panel of this screen. Please send completed forms into the Gretna Glen Office or scan and email it to program@gretnaglen.org .

What do I do with my clearances?

Once you have received your necessary clearances please send them into the camp office at:

87 Old Mine Rd.

Lebanon, PA 17042

It is important that you send in this information as soon as possible. You will not be allowed to volunteer on site without these clearances. If you have all of your clearances completed and submitted to the Gretna Glen Camp Office by May 1st, you will receive a special early-bird theme t-shirt!

What if I already have these clearances completed through my church or job?

If you have current clearances that were processed by a third-party vendor or by your church or place of employment you can send in copies of the background checks instead of applying for new background checks. Please make sure all information is legible and complete.

What if I have issues completing the necessary clearances?

If you have any questions about the background check process, you can call our camp office. The earlier you begin registering for your clearances the better chance you will have at getting them completed quickly. The PA Dept. of Public Welfare offices get busy during the months leading up to summer. Please take that into consideration with registering.