A conditional job offer can stall when HR asks for Act 33 and Act 34 clearances and you assume they're one background check. A teacher may be waiting for placement, a nurse may be unable to begin orientation, or a coach may be unable to work with children until both documents are accepted. The problem usually isn't the request itself. It's using the wrong portal, misunderstanding what each clearance checks, or discovering too late that an institution applies a different renewal rule.
Pennsylvania treats these as two separate screening layers. Act 33 checks child-abuse history through the Department of Human Services. Act 34 checks Pennsylvania criminal history through the Pennsylvania State Police. Schools, universities, healthcare organizations, and child-serving programs commonly require them before employment, volunteering, or field placement begins. The state's guidance on Pennsylvania Acts 33, 34, and 114 clearances explains how institutions use these documents as part of their compliance process.
You don't need military-law counsel to complete a clearance application, but you do need the same discipline that matters in any high-stakes administrative process. Keep records, meet deadlines, and don't assume someone else is tracking your expiration date. For broader context on administrative consequences, review this guide to administrative separation and military discharges.
Table of Contents
- Why Act 33 and Act 34 Clearances Matter Before You Start
- What Act 33 and Act 34 Actually Check
- Who Needs These Clearances and When
- How to Request Each Clearance Step by Step
- Fees, Validity Periods, and Renewal Rules
- Common Mistakes That Derail an Application
- Practical Questions About Results and Verification
Why Act 33 and Act 34 Clearances Matter Before You Start
An employer's checklist may arrive after you've already accepted the position. It may list Act 33, Act 34, and, depending on your residency or role, an FBI fingerprint clearance. Those requests aren't interchangeable. Each document comes from a different system and addresses a different category of records.
Act 33 is Pennsylvania's Child Abuse History Clearance. It concerns child-welfare records maintained through the state's child-abuse clearance process. Act 34 is Pennsylvania's Criminal History Record Check, commonly called PATCH. It concerns criminal-history information maintained by the Pennsylvania State Police.
Why employers treat them as gating documents
A school, hospital, university, or youth program may not allow you to enter a placement or begin duties involving minors until the required certificates are on file. This applies to paid employees and, in some settings, unpaid volunteers. The purpose is both protective and administrative. Organizations must demonstrate that people serving vulnerable populations have completed the screenings required for the role.
The practical consequence is simple. A missing document can delay onboarding, payroll, clinical training, or field placement even when the applicant has no disqualifying record.
Practical rule: Start the clearance process as soon as the employer gives you the checklist, not when your start date is approaching.
Treat the process like a compliance file
Create one folder for:
- Application confirmations: Save receipts, submission confirmations, and portal messages.
- Certificates: Keep digital copies and printed copies of every result.
- Employer instructions: Record whether the organization wants an original, a download, or a verification number.
- Renewal dates: Use the shortest deadline your employer gives you if it differs from the state cycle.
The rest of the process becomes easier once you stop thinking of Act 33 and Act 34 as a single “background check.” They are separate requests, separate results, and potentially separate renewal decisions.
What Act 33 and Act 34 Actually Check
The technical distinction matters because each clearance searches a different category of information and comes from a different Pennsylvania agency.
Act 33 is the Child Abuse History Certification. Applicants use the Pennsylvania Department of Human Services process, associated with the Child Welfare Information Solution, or CWIS, portal. The request concerns child-abuse history maintained in Pennsylvania's child-welfare records.
Act 34 is the Pennsylvania State Police Criminal History Record Check. Applicants use the Pennsylvania Access to Criminal History, or PATCH, system. The result concerns Pennsylvania criminal-history information. The state describes the online response as commonly immediate, although some requests can take longer.
The two documents may be requested together, but one doesn't replace the other. A useful way to separate them is to ask, “Which record system is being searched?”
| Feature | Act 33, Child Abuse | Act 34, Criminal History |
|---|---|---|
| Primary agency | Pennsylvania Department of Human Services | Pennsylvania State Police |
| Portal | CWIS self-service process | PATCH |
| Main record category | Child-abuse history | Pennsylvania criminal history |
| Role in screening | Child-welfare layer | Criminal-record layer |
| Result format | State-issued clearance or certification | State Police criminal-history certificate |
Neither Pennsylvania clearance should automatically be treated as a complete nationwide screening package. An employer may separately require an FBI fingerprint check or another review based on the role and the applicant's residency history. That's why HR instructions matter more than assumptions based on a prior employer.
The same separation principle appears in other compliance workflows, where organizations compare distinct records rather than treating all screening tasks as one file. Teams that handle multiple reviews may find this guide to conflict checks for firms useful as a general example of why identity, documentation, and verification steps must stay organized.
Who Needs These Clearances and When
The answer depends on the duties, the setting, and the employer's compliance policy. Pennsylvania universities commonly require Act 33 and Act 34 for students entering education, healthcare, or other placements involving minors or patients. Schools may request them from teachers, substitute teachers, paraprofessionals, contracted service providers, and student teachers.
Healthcare employers can also require these clearances for people whose duties involve patients or children. The exact package varies by facility and role. A clinical program may require additional screening before clinical work begins, even when a different institution accepts an existing certificate.
Child-serving programs frequently include camps, daycare operations, youth organizations, foster-care settings, and volunteer programs. The fact that a role is unpaid doesn't automatically remove screening obligations. Pennsylvania's child-abuse clearance guidance addresses employees and unpaid volunteers and describes recurring clearance obligations.
Out-of-state applicants need a separate analysis
Applicants who recently moved to Pennsylvania, work across state lines, or have lived outside Pennsylvania may face an additional FBI fingerprint requirement. Public guidance notes that out-of-state residents may need an FBI background check in addition to Acts 33 and 34 when working with children.
Don't rely on a certificate from another state. An employer may require the Pennsylvania checks because the position is located in Pennsylvania, then add a federal fingerprint check because of your residency history or the institution's policy.
Ask the employer three questions
Before submitting anything, ask:
- Which clearances are required for this exact role?
- Does the organization accept an existing certificate, or must you request a new one?
- What date must every result be on file?
This same habit helps in other military administrative situations, where a missed procedural requirement can affect the next step. For example, readers dealing with nonjudicial punishment can consult this explanation of what an NJP is in the military.
How to Request Each Clearance Step by Step
Act 33 and Act 34 require separate applications. Complete them as separate files, even if your employer sends one combined checklist.
Act 33 through the DHS process
Start with the Pennsylvania Department of Human Services child-abuse clearance process. The online system allows applicants to create an account, submit information, pay when required, and retrieve results digitally. Have your legal name, prior names, addresses, and identifying information available before beginning.
Use this sequence:
- Create or access your account.
- Select the correct application purpose.
- Enter your identifying and address information carefully.
- Submit the request through the portal.
- Save the confirmation and download the certificate when available.
The online Act 33 result may be available immediately, but processing can depend on the request and the system's review. If you use a paper application, Pennsylvania directs applicants to the ChildLine Clearance Verification Unit in Harrisburg.
Act 34 through PATCH
Act 34 uses the Pennsylvania State Police PATCH system. Enter the requested personal information, select the appropriate request category, submit payment where required, and retain the response.
The online process is designed to return a result immediately in many cases, allowing applicants to download or print the certificate. Some institutions note that a credit or debit card is required for the online request.
Sequence the work intelligently
Request Act 33 first if your employer has given you flexibility. Act 34 often returns quickly, while Act 33 may require a child-welfare records review. If an FBI fingerprint check is required, schedule that separately through the approved enrollment process and keep the fingerprint receipt until the federal result arrives.
Administrative teams managing many applicants may also use virtual legal assistant services for document organization and follow-up. That doesn't transfer responsibility away from you. You remain responsible for accurate information and timely submission.
Fees, Validity Periods, and Renewal Rules
Fee and validity information requires careful handling because institutions don't always apply the same rule. Multiple Pennsylvania university and training materials list $13 for Act 33 and $22 for Act 34, while Pennsylvania guidance also describes recurring renewal obligations. The University of Pittsburgh separately lists the Act 34 fee as $22.00 in its admissions materials.
| Clearance | Agency | Published fee in referenced materials | Validity or renewal rule | Shorter or different cycles |
|---|---|---|---|---|
| Act 33 | Pennsylvania Department of Human Services | $13 in university and training materials | Employees and unpaid volunteers must renew at least every 60 months under Pennsylvania guidance | Some institutions use a shorter internal schedule |
| Act 34 | Pennsylvania State Police | $22 in University of Pittsburgh materials | Institutional guidance commonly treats it as valid for one year, while Pennsylvania compliance guidance uses a recurring 60-month cycle for covered clearances | Employer or program policy may control |
| FBI fingerprint clearance | Federal screening process | Separate fee, if required | Controlled by the requesting program and applicable federal process | Often required for applicants with relevant out-of-state history |
The apparent conflict between one-year and five-year treatment is not something to solve by guessing. A Duquesne institutional page explains that Act 34 is typically treated as valid for one year and that Act 33/151 is also commonly treated as valid for one year in education settings. By contrast, Pennsylvania DHS guidance states that employee and unpaid-volunteer clearances must be renewed at least every 60 months from the date of the most recent clearance.
One nursing program states that Acts 33, 34, and 73 clearances remain effective for 5 years unless an intervening event occurs. That demonstrates the central point: the employer or placement program may impose a stricter schedule than the broad state renewal framework.
Renewal isn't automatic. Put the date on your calendar, check the institution's policy, and request fresh results through the required systems.
Common Mistakes That Derail an Application
Most clearance problems are administrative, not dramatic. Applicants lose time because the certificate is correct in substance but unusable for the employer's file.
The first mistake is waiting until the placement date is close. Act 34 may return quickly, but Act 33 or an FBI fingerprint review may require additional time. A delayed certificate can affect a start date even when there is no record issue.
The second is using inconsistent identifying information. Enter your current legal name exactly as requested, and disclose former names when the application asks for them. A recent marriage, hyphenation, suffix, or address change can create a verification problem if the forms don't match your payroll or licensing records.
The third is assuming one state's check covers another state. Act 34 is a Pennsylvania State Police check. It shouldn't be treated as a substitute for an FBI review or a separate state requirement.
Other preventable errors include:
- Ignoring the employer's purpose code: The same clearance may not satisfy every institutional application purpose.
- Losing the certificate: Keep the electronic file, printed copy, confirmation, and receipt together.
- Failing to report an intervening event: Ask the employer how its policy handles new arrests, charges, or other reportable events.
- Missing the renewal window: Use the earliest institutional deadline rather than waiting for the broadest possible expiration interpretation.
- Assuming volunteers are exempt: Unpaid status doesn't by itself answer the screening question.
Use the following video as an additional visual reference while checking your application workflow:
Practical Questions About Results and Verification
How does an employer verify a clearance?
The employer may ask you for the certificate, confirmation details, or permission to verify the result through the appropriate state system. Act 34 verification concerns the Pennsylvania State Police process. Act 33 verification concerns the Department of Human Services clearance process.
| Verification method | Act 34, Criminal History | Act 33, Child Abuse |
|---|---|---|
| Applicant certificate | State Police result or downloadable certificate | DHS-issued clearance or certification |
| Agency involved | Pennsylvania State Police | Pennsylvania Department of Human Services |
| Typical employer action | Review the certificate and request identifying confirmation | Review the certification and confirm it matches the applicant |
| What it doesn't establish | It isn't a complete federal or nationwide check | It isn't a criminal-history check |
What if you lose the certificate?
First, check the email address and computer used during the application. Then return to the relevant portal and look for the account record, result history, or replacement process. If the employer needs a specific verification format, ask before submitting another application.
What if the result contains a record?
Don't ignore it, and don't assume the employer's first interpretation is final. Ask which record produced the result, request the underlying information available through the applicable process, and gather court documents, disposition records, or expungement orders if they clarify the record.
For an Act 33 matter, ask the Department of Human Services about its review or appeal procedure. For an Act 34 matter, obtain the details needed to determine whether the record belongs to you and whether the reported disposition is accurate. An employer may have separate legal obligations, so speak with a qualified lawyer before making detailed statements about disputed records.
Do results transfer between employers?
The certificate belongs to the applicant, but an organization may still require a new request or a more recent result. Ask each employer what it accepts. If you work for multiple institutions, maintain a clearance file that records the issuing agency, result date, application purpose, and any stated expiration date.
When a background issue intersects with a broader investigation or professional consequence, documentation becomes even more important. A useful related resource is this discussion of how elite counsel approaches cases during the military investigation phase.
Are volunteers screened too?
They can be. Pennsylvania guidance expressly addresses unpaid volunteers, and child-serving organizations may require the same basic layers used for employees. The organization's policy and the duties involved determine the exact package.
Does Act 34 show out-of-state convictions?
Don't assume it does. Act 34 is the Pennsylvania State Police criminal-history check, so an employer may require an FBI fingerprint-based review or another state check for out-of-state history. Ask the organization whether your residency and work history trigger that added requirement.
Do I need legal counsel for a routine clearance?
Most applicants can complete routine requests without a lawyer. Legal advice becomes more important when a certificate contains an inaccurate record, an old conviction is being interpreted incorrectly, an appeal is necessary, or the clearance issue is affecting a license, employment action, military status, or security-related matter.
For service members and veterans comparing counsel for a separate military matter, the UCMJ Lawyer Directory provides firm and attorney profiles focused on civilian military defense practice. Treat any directory as a starting point, then speak directly with counsel about experience, independence, and the facts of your situation.
If an employer, school, hospital, or child-serving program has asked for Act 33 and Act 34 clearances, start both applications now, confirm whether an FBI fingerprint check is also required, and save every receipt and certificate. If a disputed record, licensing consequence, or employment action is involved, contact qualified counsel before responding in detail. A missed deadline can delay your placement, and an inaccurate response can create a problem that careful preparation could have prevented.
