In Pennsylvania, nobody drives or rides along on a school bus without three clearances, and they don't last forever. For a contractor with 40 drivers and aides, that's 120 dates to watch, each from a different agency. Pennsylvania's Auditor General has reminded districts to make sure every driver has their clearances, including contractors' drivers, and to keep the records themselves.
Here's what the Pennsylvania school bus driver clearances are, how often they're renewed, and how to keep them in order.
The three clearances
| Clearance | What it is | Where it comes from |
|---|---|---|
| Act 34 | Pennsylvania criminal record check | Pennsylvania State Police (online) |
| Act 151 | Child abuse history clearance | Department of Human Services (online) |
| Act 114 | FBI fingerprint check | Fingerprinting at an approved site, for the Department of Education |
School employees, including bus drivers and aides who work for a contractor, need all three before they have direct contact with children.
Renewing every five years
The clearances must be renewed every 60 months (five years). Many districts count from the date of the oldest of the three, so all three are renewed together. A driver hired with clearances dated a year earlier has only four years left on them.
Tip: Line the three dates up: when one is renewed, renew all three, so each driver has a single date to watch.
Other forms districts usually ask for
- The arrest and conviction report (form PDE-6004), signed at hire.
- The sexual misconduct and abuse disclosure form (Act 168), for applicants.
- Mandated reporter training, which many districts ask contractors' drivers and aides to complete.
A routine
- Collect all three before a new driver or aide starts, with copies for the file and for the district.
- Record the dates of each clearance, and when it must be renewed.
- Look ahead every month at anyone whose clearances run out in the next 90 days, and start the renewals.
- Send the district the new copies when they're renewed, if your contract asks.
- Keep the old copies when new ones come in, for audits.
Good to know: This is a summary, not legal advice. Pennsylvania's rules on clearances, renewals and the forms above come from state law and the Department of Education, and districts can ask for more. Check the current rules and your contract.
Doing it in FleetCommander
What you track. Under HR, Certification types starts with Background check and Child abuse clearance, each set to Renew every (months) 60 for Drivers and Aides. For Pennsylvania, rename them Act 34 PA criminal record check and Act 151 child abuse clearance, and Add certification type for Act 114 FBI fingerprints with Renew every (months) 60 and Who must hold it Drivers and Aides.
Each person's clearances. On a person's page, Add certification, enter Issued on, and attach the copy; Runs out on is worked out for you. An aide's Background / fingerprint check and Child abuse clearance dates entered on their aide page count already, so they aren't typed twice. The Certifications list puts Expired, Missing and Expiring soon first, and people with HR access get a reminder before one runs out. See the HR guide.
Ava (Beta), the assistant in the app, answers Any certifications expiring soon? or Who's missing a child abuse clearance?. More on her page.
Related reading
Questions people ask
- What clearances does a Pennsylvania school bus driver need?
- Three: the Act 34 Pennsylvania State Police criminal record check, the Act 151 child abuse history clearance, and the Act 114 FBI fingerprint check.
- How often do Pennsylvania clearances need to be renewed?
- Every 60 months (five years). Many districts count from the oldest of the three and renew all three together.
- Do contractors' bus drivers need clearances?
- Yes. Drivers and aides who work for a contractor need the same clearances as district employees, and the district should keep copies.
- Do bus aides need clearances too?
- Yes. Aides have direct contact with children on the bus, so they need all three.