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General Policies and Procedures

Policy A14

Originated by the CICC
Approved by the CICC 3-12-03
Revised by the CICC 10-17-03, 2-27-08

The UO College of Education (COE) requires that students placed in field experience, practicum, or student teaching sites and faculty/staff who supervise students at these sites obtain college issued identification badges (i.e., COE ID badges).  These badges indicate that the student/staff/faculty has received background clearance based on a criminal history check.  This document contains the college policy associated with the issuing of badges and the procedure for obtaining badges for non-licensure program students, licensure students, and faculty/staff.

DEFINITIONS
These definitions apply to the policy and procedures for obtaining a COE ID Badge.

  1. COE Student:  undergraduate, graduate, licensure candidate, non-licensure candidate, continuing professional development student, SPED minor, international student, graduate teaching fellow (GTF)
  2. Placement:  learning setting outside of the college or university where students observe or interact with any community member
  3. Background Clearance:  verification from Oregon State Police or FBI of an acceptable criminal history check
  4. Temporary ID Badge:  issued to late admitted non-licensure students; valid until the end of the period for which the temporary badge is issued
  5. Character Questionnaire:  a program or licensure document asking for responses to questions related to alleged misconduct or violation of professional standards
  6. Supervisor:  anyone who conducts field-based supervision off campus for students in field placements where observation or interaction with any community member occurs

POLICY
College policy requires that all students assigned to September Experience, practica, internship, field experience and student teaching placements in pre-K-12 schools, or other agencies, private or public, must submit evidence of a criminal history check clearance PRIOR TO their first placement.  Upon receipt of appropriate documentation, and specific program requirements, COE ID badges will be issued to students for a designated time period, not to exceed three years.

OAR 584-017-0055 requires that the COE submit to Teachers Standards and Practices Commission (TSPC) fingerprinting cards for each candidate PRIOR TO their first practicum placement.  TSPC notifies COE of any criminal history discovered during the clearance process.

Finally, students placed in school districts or other agencies requiring background or security clearances in addition to those required to obtain a COE ID badge must comply with the policies and procedures of the school district or agency.

Students who enter their non-licensure program too late to obtain the necessary background clearance prior to their first field or practicum placement may apply for a TEMPORARY COE ID badge.  These badges will only be issued to students who have a legitimate reason for needing a temporary badge (e.g., late admission and late enrollment).  Students who were admitted in a timely manner but who did not take the necessary action to obtain background clearance will not be issued a temporary badge.  These students will not be placed in a field experience or practicum until the necessary background clearance is obtained.  Temporary COE ID badges are issued for a specified period of time not to exceed one term. They will not be renewed under any circumstances.

The UO Schedule of Classes includes a “note” for each course requiring field experience; practicum or student teaching placements for COE enrolled students that reads:  This course requires submission of fingerprints leading to FBI background clearance prior to the first day of class, at student expense.

In order to obtain a COE ID badge, enrolled students are required to complete a Character Questionnaire and submit fingerprints for FBI background checks Licensure program students may obtain a fingerprint packet from the coordinator of student records or program academic secretary.  Non-licensure program students may obtain fingerprint cards at any local police station or the UO Office of Public Safety.  Instructions for how to request copies of FBI criminal history report, or a clearance letter indicating no FBI criminal history exists are outlined at the FBI's website.

COE policy for obtaining a faculty/staff COE ID badge requires the individual to complete a criminal history questionnaire as part of the hiring process.

PROCEDURE
Steps necessary to obtain COE ID badge and Temporary COE ID badge:

COE ID Badge

  1. For students enrolled in TSPC licensure programs, program admission packet instructions state that applicants must return fingerprint packets and PA-1 forms to COE unit. Applicants can be fingerprinted on TSPC-issued cards at a police or sheriff's department in any state, police department or US embassy in any foreign country, or UO Office of Public Safety.  The COE unit determines that fingerprints were processed according to instructions, and forwards them to the coordinator of student records along with PA-1 forms.  The coordinator of student records submits TSPC student files to TSPC for processing.  If notified by TSPC of any irregularity in a student’s criminal history report, he/she notifies the appropriate program coordinator.
  2. Students who already have fingerprints and FBI clearance on file must submit a Fingerprint-based Verification Form and a PA-1 form to the COE coordinator of student records. If such clearance exceeds three years, new clearance must be obtained.
  3. For students enrolled in non-licensure programs, program admission packet instructions provide students with information on where to obtain fingerprint cards, (local police stations or UO public safety) and the address for the Oregon State Police website to obtain clearance verification.  The COE unit determines that fingerprints were processed according to instructions and place a copy of the written clearance in the student’s file.
  4. All COE units require completion of the COE “Character Questionnaire” form as part of admission requirements.
  5. The COE academic secretaries enter the “FBI background clearance received” and “supervisor badge”, or "Temporary ID Badge", as appropriate, in the COE database.
  6. The administrative assistant for academic programs runs a “clearance received report" from the COE database and forwards it to the UO card office twice weekly two weeks prior to and during the first three weeks of each term.  For late approvals, academic secretaries may request that an updated report be sent to the UO card office.
  7. COE students, faculty, or staff members go to the UO card office to obtain a COE ID badge.

Supervisor COE ID Badge
COE policy for obtaining a faculty/staff COE ID badge requires the individual to complete a “Character Questionnaire”. If not a currently licensed educator in Oregon, supervising personnel must also submit fingerprints as part of the hiring process.  Upon verification of criminal history clearance, the faculty/staff member’s supervisor or business manager may request the COE ID badge by emailing the assistant for academic programs.  The email should include the following information:

  1. Individual’s name
  2. Individual’s ID number
  3. Designation of a “supervisor” badge,

Note: any list of more than five people should be sent in Excel format.

Temporary COE ID Badge
Temporary COE ID badges may be obtained for admitted, non-licensure students, until the end of term. The student's academic secretary may request a temporary badge by checking the appropriate box in the COE student database.  The student's name will then appear as authorized for a temporary COE ID Badge on the "clearance received report".

This electronic document supersedes all previous versions and is subject to change.

"General Policies and Procedures"/ Axe

revised:Sep-21-2005




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