Quick Guide: Screening Process for PreK-12 🔔(Pennsylvania)

Quick Guide: Screening Process for PreK-12 🔔(Pennsylvania)


Congratulations for passing the interview portion! In order to officially be hired into the HelloSubs PreK-12 substitute pool, you will need to successfully clear the following requirements: 

Step 1: Fill out this Reference Contact form. Please provide a minimum of 2 supervisors. 
Step 2: Complete this Written Assessment (10-15 minutes)
Step 3: Sign HelloSubs Contract (This was sent to you in a separate email through ZohoSign)
Step 4: Sign Pennsylvania ECE Paperwork (This was sent to you in a separate email through ZohoSign)
Step 5: Complete the HelloSubs New Hire Orientation (45-50 minutes)


Background Checks - Four Required (Steps 6, 7, 8, and 9)
If you already have up-to-date clearances (completed within the last 3 years) for steps 6-9, please send pdf files to your Recruitment Consultant.

Step 6 (Background Check 1): Sign National Sex Offender Registry Verification (This was sent to you in a separate email through ZohoSign)
If you already have a National Sex Offender Registry Clearance, please send it to your Recruitment Consultant. Otherwise, once this form is processed, the PA Department of Human Services will send you the results with the next 14 days via mail. Please send us a photo/copy to your Recruitment Consultant. 
Step 7 (Background Check 2): Schedule and complete your Child Abuse Clearance.
Apply online for your child abuse clearance through the Child Welfare Portal. Results can take up to 21 days to receive. Please send over a copy to your Recruitment Consultant. 
Step 8 (Background Check 3): Schedule and complete your FBI Fingerprint Clearance through the Department of Human Services. 
8a. Enroll with IdentoGO here.
8b. Enter the following service code: 1KG738 
8c. Select "Schedule or Manage Appointment"
8d. Proceed by following detailed instructions in attachment down below
8e. Please send over a copy to your Recruitment Consultant. 
Step 9 (Background Check 4): Schedule and complete your Pennsylvania Access To Criminal History (PATCH) Clearance.
Apply for your state criminal record check online through PATCH using a credit or debit card for payment. Please select "Submit a New Record Check"  (Do NOT select "New Volunteer Record Check"). Please send over a copy to your Recruitment Consultant. 




Step 10: Complete PA Department of Education ACT 168: Employment History Review
HelloSubs is required by the state of Pennsylvania to conduct Act 168: Employment History Review checks from any past paid roles involving direct contact with children (camps, after-school care, coaching, social work, etc...). You’ll receive these fillable forms via separate emails from Zoho Sign, so keep an eye out.

10a. Email the following information for every employer where you worked with children under the age of 18: company name, employer's name, employer's email address
10b. Fill out ALL Act 168 forms (you may have more than one depending on your employment history). 
10c. After you fill these out, the Act 168 forms will automatically get forwarded to your reference contacts to sign. Once they sign it, the Act 168 form will automatically get sent back to your Recruitment Consultant.
Note: This form only applies if you've had prior positions with direct contact with children.
Step 11: Complete PA Early Childhood Education Trainings and submit them to your Recruitment Consultant. 


Upon completion and succession of all screening steps, you will be officially hired and able to take assignments! Disclaimer: Inability to efficiently and competently follow directions can and may result in rejection. 

Step 12: Email the receipts for your out-of-pocket expenses (background checks) to support@hellosubs.co. HelloSubs will reimburse up to $200 AFTER you complete five worked days.

Step 13: Complete Mandatory Reporter Training 
  1. Course can be completed online through the Pennsylvania Child Welfare Resource Center. All candidates must complete the state-required Mandatory Reporter Training within their first 45 days of employment. The training reviews proper protocol on how to report instances of abuse or neglect in the classroom.



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