School Entity Procedures: CHRI Access and Review
Administrators of approved school entities will have access to review
the official report of the applicant online through a secure website.
Approved school entities are public schools including school districts,
intermediate units, Career and Technology Centers and Charter Schools;
and private schools including Approved Private Schools, PRRIs, licensed
private academic schools and non-public schools. Teacher Training
Institutions (higher education institutions) are also considered
approved school entities to access CHRI reports for prospective student
Each school entity is provided with one general administrative login
and password from PDE. Account information is issued via email to the
chief school administrator at each approved entity (e.g. Superintendent,
Director, CEO, etc.).
The general administrative login and password will allow each chief
school administrator to create “school user” logins and passwords so
that school staff can have access to the secure website. The school
administrator is responsible for maintaining the list of personnel who
will have access to the system. Any changes to the added user accounts
will be managed by the administrative account. This includes adding
additional school user accounts, unlocking accounts and/or modifying the
password, and disabling accounts for staff who should no longer have
access to FBI reports.
Administrative accounts are managed by PDE. PDE can assist school entities, using the following functions:
- Add new administrative accounts for new schools that have not yet registered with IDEMIA. (NOTE: Access is only for schools.)
- Provide the username and password to school administrators if account information has been misplaced.
- Unlock the account and reset the password if necessary (due to 3 unsuccessful login attempts).
- Update the administrator name and email address associated with the account/school.
- Disable the administrative account when a school is closed.
Questions or requests regarding any of the above issues with administrative accounts can be directed to RA-PDE-SchoolService@pa.gov.
To allow the school to review an applicant’s CHRI report, the
applicant must provide the UEID). To access a record, the school user
will go to a secure website specific to the online access of CHRI
reports for PDE. At this screen, the school user will log in with their
personal username and password and PA SafeCheck Token. After the number
is entered, the CHRI report will appear in a separate window for the
user to review. The CHRI that is available for review online constitutes
the official record.
The administrator of the school entity is required to review the CHRI
to make a determination as to the fitness of the applicant to work in a
position in which they will have contact with children. If the
applicant is hired, the school administrator must print out a copy and
retain it in the employee’s file. If the applicant is not hired, the
administrator is prohibited from printing a copy and retaining it in a
Access to the online review system is limited to authorized users for
approved school entities and is not permitted for independent
contractors or other schools. School entities should work with their
contractors to establish a process for the contractor to provide the
UEID to the school, in order for the school to access the CHRI online.
In the case of a contractor’s employee, the school is to review the CHRI
and transmit the fitness determination to the contractor. If the
applicant is hired by the school entity or contractor, the school will
make a copy of the CHRI for the employee’s file.
If the contractor
wishes to maintain their own file copy, it is suggested that contractors
unofficial copy to the contractor.