Free Criminal Background Check in Pennsylvania: Your Complete Guide

Understanding Pennsylvania Criminal Background Checks

If you're searching for a free criminal background check in Pennsylvania, you're not alone. Whether you're an employer screening candidates, a volunteer organization, a landlord vetting tenants, or simply someone who wants to review their own record, understanding your options is crucial.

Here's the reality: truly "free" criminal background checks in PA have limitations, but there are legitimate pathways that won't cost you a dime-if you know where to look and qualify for specific exemptions.

Pennsylvania maintains one of the most comprehensive background check systems in the nation, particularly when it comes to positions involving children or vulnerable populations. Understanding which checks you need, what they cover, and how to obtain them efficiently can save you significant time and money.

The Official Route: Pennsylvania's PATCH System

The Pennsylvania State Police operates the Pennsylvania Access to Criminal History (PATCH) system, which is the official state repository for criminal records. This is the gold standard for PA criminal background checks.

PATCH Pricing Structure

• Volunteer checks: Completely free-no cost whatsoever
• Individual/employment checks: $22 (plus an optional $5 for notarization)
• Personal background check (mail only): $20

The free volunteer option is significant. If you're volunteering for a nonprofit, school, church, or community organization, you can legitimately obtain a Pennsylvania criminal background check at no charge. You'll need to use form SP4-164A specifically designated for volunteers.

How PATCH Works

The PATCH system searches Pennsylvania law enforcement agency criminal history records only-not federal records. Results for individuals with no criminal history often return immediately. More complex searches may take two to four weeks and will be marked as "under review."

To check your request status, you'll need your control number and the date of request. You can reach the PATCH helpline at 1-888-783- (1-888-QUERY-PA) Monday through Friday, 8 AM to 4 PM.

Registered vs Non-Registered PATCH Users

PATCH accommodates both registered and non-registered users. Companies, agencies, or offices that routinely conduct criminal record checks can register as organizational users, streamlining the process for multiple checks. Individual users remain non-registered and can submit up to ten record checks during a single session using a credit card for payment.

The validation feature allows anyone to verify the authenticity of a PATCH certificate by accessing the Record Check Status screen and submitting the control number and other identifying information-an important safeguard against fraudulent documents.

Free Public Court Records: The UJS Web Portal

Pennsylvania's Unified Judicial System provides a genuinely free alternative for searching court records. The UJS web portal allows anyone to search and view individual court case information without charge.

Through this portal, you can access:

• Appellate court case information (Supreme, Superior, and Commonwealth courts)
• Criminal Common Pleas court case information
• Civil court records
• Docket information showing case progress

The limitation? This provides court case information, not a comprehensive background check. You'll need to know specific information about the person you're searching, and the records available are restricted under Pennsylvania law. For complete case files, you'll need to visit the Clerk of the Court in person.

It's important to note that public docket sheet information should not be used as a substitute for an official criminal history background check from the Pennsylvania State Police, as these serve different purposes and contain different types of information.

Pennsylvania's Three-Check System for Positions Involving Children

Pennsylvania requires a comprehensive three-part clearance process for anyone working or volunteering with children. Understanding this system is essential for educators, childcare workers, coaches, and volunteers.

The Three Required Clearances

The Child Protective Services Law mandates three separate background checks:

1. Pennsylvania State Police Criminal History (Act 34): The PATCH check described above
2. Pennsylvania Child Abuse History Clearance (Act 33): Checks the state's child abuse registry
3. FBI Fingerprint-Based Background Check (Act 73): Required for certain positions or if you've lived outside Pennsylvania in the past ten years

Each clearance serves a distinct purpose and searches different databases, which is why all three are typically required for comprehensive screening in child-related positions.

Pennsylvania Child Abuse History Clearance (Form CY-113)

The Pennsylvania Child Abuse History Clearance checks whether an individual is listed as a perpetrator in an indicated or founded report of child abuse in Pennsylvania's ChildLine database.

Cost: Volunteers working with children can obtain this clearance free of charge once every 57 months. For employment purposes, the fee is typically $13 when paid online or by check.

How to apply: The fastest method is through the Child Welfare Portal online system, which provides immediate results for most applicants. Paper applications using Form CY-113 are also accepted but take longer to process-typically within 14 days of receipt.

Important details: The application requires comprehensive information including all addresses since and household members during that time period. While providing your Social Security number is voluntary, applications without it may take significantly longer to process.

Organizations can create business accounts to prepay for clearances and access results online, streamlining the process for employers who need to screen multiple candidates.

FBI Fingerprint-Based Background Checks Through IdentoGO

For positions involving children, elderly care, or certain licensed professions, Pennsylvania requires an FBI fingerprint-based background check in addition to the state check. This searches federal criminal databases and is processed through IDEMIA (operating as IdentoGO), Pennsylvania's exclusive vendor for digital fingerprinting.

FBI Check Costs and Process

Effective January , the cost for an FBI background check for employees, foster parents, or adoptive parents is $24.95. For volunteers, the fee is $22.95. This represents a recent reduction from previous pricing.

How to Schedule Fingerprinting

The process requires pre-registration before visiting an IdentoGO location:

1. Register online at www.identogo.com or call 1-844-321-
2. Provide your service code when registering-different codes exist for different purposes (employment vs. volunteer, Department of Education vs. Department of Human Services)
3. Schedule an appointment or walk in-appointments reduce wait times, but walk-ins are accepted at most locations
4. Bring proper identification and payment to your appointment

After your fingerprints are electronically submitted to the FBI, the Pennsylvania Department of Human Services receives the results and forwards them to you. Processing typically takes no longer than 14 days.

If your fingerprints are rejected by the FBI system (which occasionally happens due to print quality), you can return to any IdentoGO location for a second submission at no additional charge. If rejected twice, alternative procedures will be initiated by the Department of Human Services.

Out-of-State Applicants

Individuals living outside Pennsylvania who lack access to an IdentoGO location must use traditional ink fingerprinting on an FBI fingerprint card (Form FD-258). These cards can then be mailed to IdentoGO for processing. However, if you're relocating to Pennsylvania, it's strongly recommended to wait and complete fingerprinting at an IdentoGO location after establishing residency.

Pennsylvania's Clean Slate Law: What It Means for Background Checks

Pennsylvania was the first state in the nation to implement automatic criminal record sealing through its Clean Slate legislation. This significantly impacts what appears on background checks.

What Gets Automatically Sealed

Under Clean Slate 3.0, which expanded eligibility and shortened waiting periods, the following records can be sealed:

• Summary offenses: Automatically sealed after 5 years (reduced from 10 years)
• Second and third-degree misdemeanors: Automatically sealed after 7 years (reduced from 10 years)
• Certain drug felonies: Automatically sealed after 10 years if no subsequent convictions
• Non-convictions: Charges that were withdrawn, dismissed, or resulted in acquittal are sealed automatically within 60 days

Records sealed under Clean Slate won't appear on most background checks. However, they remain accessible to law enforcement and for sentencing purposes in future proceedings.

Clean Slate Implementation and Impact

According to Pennsylvania's Administrative Office of the Courts and State Police, more than 45 million cases have been sealed since Clean Slate's implementation, helping over 1.2 million Pennsylvanians obtain a fresh start. The automated system processes eligible cases monthly, removing financial and procedural barriers that previously prevented people from clearing their records.

Employer Considerations

This matters for employers: Pennsylvania heavily restricts how employers can use criminal history in hiring decisions. The Criminal History Record Information Act (CHRIA) prevents employers from making work-related decisions based solely on arrest records and limits consideration of criminal history to offenses directly relevant to the job.

Philadelphia and several other Pennsylvania municipalities have implemented "ban the box" ordinances that further restrict when employers can inquire about criminal history during the hiring process. Employers must understand these limitations to remain compliant with state and local law.

Understanding Expungement vs. Record Sealing in Pennsylvania

While Clean Slate focuses on sealing records, Pennsylvania law also provides for expungement in certain circumstances. Understanding the difference is crucial.

Key Differences

Expungement: Completely erases and destroys the criminal record. When a record is expunged, it no longer exists in any accessible form-it won't appear on any background check, and the individual can legally state they were never arrested or convicted. Only the prosecuting agency and Central Repository retain limited information for investigatory purposes.

Record Sealing (Limited Access): Hides the record from public view but doesn't destroy it. Law enforcement, prosecutors, and judges can still access sealed records. However, the general public, including most employers and landlords, cannot see sealed records, and employers are prohibited from asking about them.

What Can Be Expunged

Pennsylvania law allows expungement for:

• Non-conviction records (dismissed charges, acquittals, withdrawn charges)
• Summary offense convictions after five years with no subsequent arrests
• Accelerated Rehabilitative Disposition (ARD) cases after successful completion
• Records for individuals over age 70 who have been arrest-free for ten years
• Pardoned convictions (automatically expunged every three months)

Misdemeanor and felony convictions generally cannot be expunged unless the individual receives a pardon from the Governor or qualifies under the age 70 provision.

The Pardon Process

A pardon is an act of clemency that fully restores an individual's rights and eligibility for expungement. The Pennsylvania Board of Pardons reviews applications and makes recommendations to the Governor, who makes the final decision. The process can take six years or more, but recent reforms have made applications more accessible. Once granted, pardons are now automatically processed for expungement without requiring additional petitions.

Why "Free" Background Check Sites Often Disappoint

A Google search for "free criminal background check PA" will surface dozens of third-party websites promising instant, free results. Proceed with extreme caution.

Common Issues with Free Third-Party Sites

• Outdated information: These sites scrape public databases that may not reflect sealed records, dismissed charges, or recent expungements
• Incomplete data: They can't access the Pennsylvania State Police Central Repository, which is the authoritative source
• Bait and switch: Many advertise as "free" but require payment for actual results
• Legal compliance issues: Results from these sites typically cannot be used for employment, tenancy, or lending decisions under FCRA regulations

For any formal purpose-hiring, housing, professional licensing-you need an official PATCH check or a background check from a Consumer Reporting Agency that complies with the Fair Credit Reporting Act.

These third-party databases also pose significant accuracy problems. Private data brokers may have criminal records attributed to the wrong person due to common names, or may fail to remove records that have been legally sealed or expunged. Using such inaccurate information for employment decisions can expose employers to discrimination lawsuits.

When You Need More Than a PA State Check

Pennsylvania's PATCH system only searches state records. If someone has lived in multiple states or you need federal criminal history, you'll need additional searches.

Multi-State Considerations

Criminal activity in other states won't appear on a Pennsylvania PATCH check. For thorough due diligence-especially for key hires or positions requiring extensive trust-consider:

• Running criminal checks in every state where the individual has lived
• Using a Consumer Reporting Agency that conducts nationwide searches
• Verifying employment and education claims independently

Multi-State and Comprehensive Searches

For thorough due diligence-especially in B2B contexts like vetting potential business partners, contractors, or key hires-you may want more comprehensive screening.

Our Background Checker tool provides comprehensive background reports with trust scores, aggregating publicly available information across multiple sources. While it's designed for quick initial screening rather than official compliance purposes, it's invaluable for sales professionals, recruiters, and business owners who need to verify basic information before engaging with new contacts.

Clearance Renewal Requirements

Pennsylvania clearances are not permanent. Understanding renewal timelines prevents gaps in compliance.

Standard Renewal Schedule

For employees and volunteers in positions requiring clearances, Pennsylvania mandates renewal at a minimum of every 60 months (five years) from the date of the most recent clearance. Some positions may require more frequent renewals based on specific licensure or employer requirements.

Criminal history reports used for employment screening must be no more than five years old at the time of hire or renewal. Organizations should establish systems to track clearance expiration dates and initiate renewal processes well in advance.

Continuous Compliance

Between renewal periods, employers should maintain clear policies regarding employee obligations to self-report arrests or convictions. Pennsylvania law addresses ongoing reporting requirements in certain regulated industries.

Special Circumstances and Exemptions

Minors Requiring Background Checks

Minors aged 14-17 applying for paid positions involving children have modified clearance requirements. If they have been Pennsylvania residents for the entire previous ten years, they need only the Pennsylvania State Police and Child Abuse clearances-the FBI check is waived. However, if they lived outside Pennsylvania during that period, they must obtain FBI clearance since establishing Pennsylvania residency.

International Adoption Requirements

International adoption requires notarized PATCH checks and typically costs $27 (the standard $22 fee plus $5 notarization). These requests must be submitted by mail rather than online. Adoptive parents also need FBI clearances and Child Abuse clearances as part of the comprehensive home study process.

Practical Scenarios: Which Option Is Right for You?

Scenario 1: You're a Volunteer Coordinator

Use the free PATCH volunteer check. Download form SP4-164A, have your volunteers complete it, and submit online at epatch.pa.gov. Results are often immediate for individuals with no record. If your organization works with children, you'll also need the free child abuse clearance (once per volunteer every 57 months) and potentially FBI clearances for volunteers who have lived outside Pennsylvania recently.

Scenario 2: You're Running Your Own Background Check

You have two options: pay $22 for the PATCH individual check (faster, online) or $20 for a personal check by mail. For completely free options, search the UJS web portal for any court cases involving your name, though this won't be as comprehensive. Reviewing your own record helps you understand what employers will see and identify any errors that need correction.

Scenario 3: You're Screening Job Candidates

You'll need official PATCH checks ($22 each) and potentially FBI checks depending on the role. Remember that Pennsylvania law restricts how you can use criminal history in hiring decisions-you can only consider offenses directly relevant to the position. Document your decision-making process carefully to demonstrate compliance with CHRIA and local ban-the-box ordinances.

For positions involving children, budget for all three clearances per candidate and understand that the process may take several weeks. Build this timeline into your hiring schedule.

Scenario 4: You're Vetting a Business Contact

Start with free resources: search the UJS portal for court records, use our free Background Checker for a quick trust score, and verify their professional credentials. If red flags appear, consider a formal background check. Cross-reference information from multiple sources before making significant business commitments.

Scenario 5: You're a Landlord Screening Tenants

Landlords can require prospective tenants to obtain their own PATCH checks as part of the application process. However, you must apply screening criteria consistently across all applicants to avoid fair housing violations. Consider which types of convictions are genuinely relevant to tenancy-for example, arson or property damage offenses may be more relevant than unrelated misdemeanors from years past.

Combining Background Checks with Contact Verification

In B2B contexts, a background check is often just one piece of the due diligence puzzle. Before you reach out to a new lead or partner, you'll want to verify their contact information is accurate.

Our platform offers complementary tools that work alongside background verification:

• Email Verifier: Confirm that the email address you have is valid before sending outreach
• Mobile Number Finder: Locate direct phone numbers for key contacts when you need to have a real conversation
• Email Finder: Find professional email addresses from LinkedIn profiles or company information

Combining verified contact data with background information gives you a complete picture before entering any business relationship. This is particularly valuable for sales professionals and recruiters who need to quickly assess and contact potential leads or candidates.

Understanding Pennsylvania's Criminal Record Laws

The Criminal History Record Information Act (CHRIA)

Pennsylvania's CHRIA establishes strict guidelines for how criminal history information can be collected, stored, and used. Key provisions include:

• Employers cannot base hiring decisions solely on arrest records that didn't result in convictions
• Criminal history consideration must be job-related and consistent with business necessity
• Individuals have rights to challenge inaccurate criminal history information
• Dissemination of criminal history is limited to authorized purposes

Local Ban-the-Box Ordinances

Philadelphia was among the first major cities to implement ban-the-box legislation, which prohibits employers from asking about criminal history on initial job applications. Similar ordinances exist in other Pennsylvania municipalities. These laws require employers to:

• Wait until later in the hiring process to inquire about criminal history
• Conduct individualized assessments when criminal history is relevant
• Provide applicants with opportunities to explain circumstances
• Document legitimate business reasons for adverse decisions

How to Challenge Inaccurate Background Check Information

Errors in criminal background checks occur more frequently than many realize. If you discover inaccurate information on your Pennsylvania criminal record:

Steps to Correct Your Record

1. Obtain your official record: Request your complete criminal history from the Pennsylvania State Police to identify specific errors
2. Gather supporting documentation: Collect court documents, disposition records, or other proof that contradicts the error
3. Contact the appropriate agency: File corrections with both the Pennsylvania State Police Central Repository and the court that handled your case
4. Follow up persistently: Corrections can take time; document all communication and follow up regularly
5. Consider legal assistance: For complex situations, consult an attorney who specializes in criminal record correction

Common errors include records that should have been sealed or expunged still appearing, charges attributed to the wrong person due to similar names or birthdates, or outdated disposition information showing arrests without subsequent dismissals.

Important Limitations and Legal Considerations

A few critical points to keep in mind:

FCRA Compliance: If you're using background check information for employment, housing, credit, or insurance decisions, you must use an FCRA-compliant Consumer Reporting Agency and follow proper adverse action procedures. This includes providing pre-adverse action notices, allowing individuals to dispute inaccurate information, and documenting your decision-making process.

State-Only Data: PATCH only searches Pennsylvania records. Criminal activity in other states won't appear unless you conduct separate checks in those jurisdictions. For positions requiring comprehensive screening, consider nationwide searches through compliant providers.

Sealed Records: Thanks to Clean Slate, many older minor offenses are now sealed and won't appear on background checks. This is by design-Pennsylvania law allows people who've remained crime-free to move forward without their past following them indefinitely. Employers must respect these sealed records and cannot use them in hiring decisions even if obtained through other means.

Ban the Box: Philadelphia and other Pennsylvania municipalities have "ban the box" ordinances that restrict when employers can ask about criminal history during the hiring process. Violating these ordinances can result in fines and legal liability.

Professional Licensing: Some professional licensing boards have access to sealed records under specific statutory exceptions. Applicants for licenses in healthcare, law, education, and certain other fields should consult with licensing authorities about disclosure requirements.

Background Checks for Specific Industries

Healthcare and Elderly Care

Pennsylvania maintains particularly stringent background check requirements for healthcare workers and those providing care to elderly or vulnerable populations. The Department of Health and Department of Human Services require comprehensive clearances including FBI checks for most direct care positions, regardless of whether children are involved.

Education and Childcare

All school employees, contractors with direct child contact, and volunteers in Pennsylvania schools must obtain the three-clearance package: PATCH, Child Abuse, and FBI checks. Student teachers and substitute teachers fall under the same requirements. These clearances must be obtained before beginning any work or volunteer activities.

Transportation and Commercial Driving

Commercial drivers may need both state and federal background checks. Pennsylvania Department of Transportation maintains additional screening requirements for certain license classifications, and federal regulations impose background check mandates for hazmat endorsements and other specialized transportation roles.

The Technology Behind Modern Background Checks

Pennsylvania has invested heavily in modernizing its background check infrastructure. The electronic PATCH system replaced paper-based processes, dramatically reducing processing times and improving accuracy. Integration between state agencies allows for automated record sharing while maintaining security and privacy protections.

For organizations needing to screen employees regularly, understanding available technology can streamline compliance. Our Tech Stack Scraper can help you identify which background check technologies your competitors use, giving you insights into industry-standard practices.

Cost-Benefit Analysis: When to Pay for Background Checks

While this guide focuses on free options, sometimes paying for professional background screening makes sense:

When to Invest in Paid Services

• High-volume hiring: Organizations screening many candidates benefit from integrated platforms that streamline the process
• Multi-state searches: Nationwide criminal database searches cost money but provide broader coverage than free state-specific checks
• FCRA compliance needs: Consumer Reporting Agencies handle legal compliance, reducing your liability
• Comprehensive reports: Paid services often include credit checks, education verification, and employment history in addition to criminal records

When Free Options Suffice

• Volunteer organizations: Take advantage of Pennsylvania's free volunteer clearances
• Individual record reviews: Checking your own record or preliminary research on business contacts
• Low-risk positions: Roles without financial responsibility, child contact, or security implications may not justify expensive comprehensive screening

Staying Compliant: Best Practices for Organizations

Organizations that conduct background checks regularly should implement systematic compliance programs:

Policy Development

• Create written background check policies specifying which positions require screening
• Define clear criteria for evaluating criminal history relevant to specific roles
• Establish procedures for adverse action based on background check results
• Train hiring managers on legal requirements and prohibited practices

Record Keeping

• Maintain background check results securely with limited access
• Track clearance expiration dates and renewal schedules
• Document decision-making processes when criminal history factors into hiring
• Retain records according to EEOC and state requirements

Regular Audits

• Periodically review background check practices for legal compliance
• Update policies as Pennsylvania law evolves (particularly regarding Clean Slate)
• Ensure consistent application of screening criteria across all candidates
• Verify that your Consumer Reporting Agency maintains current FCRA compliance

The Future of Background Checks in Pennsylvania

Pennsylvania continues to refine its approach to criminal records and background screening. Recent trends suggest ongoing evolution:

Expanding Clean Slate

Clean Slate 3.0's inclusion of certain felony offenses represents a significant expansion. Future legislation may extend automatic sealing to additional offense categories as policymakers balance public safety with opportunities for rehabilitation.

Technology Integration

Pennsylvania is exploring blockchain and other technologies to create more secure, portable background check credentials. Individuals may eventually maintain verified digital records they can share with employers, reducing redundant screening and processing times.

Interstate Cooperation

National initiatives for interstate criminal history sharing continue developing. Pennsylvania participates in federal databases that facilitate background checks across state lines, particularly for positions involving children or vulnerable populations.

Taking Action: Your Next Steps

For a legitimate free Pennsylvania criminal background check:

1. If you're a volunteer: Use the free PATCH volunteer check via form SP4-164A
2. For court records: Search the free UJS web portal
3. For preliminary B2B screening: Try our free Background Checker
4. For official employment screening: Budget $22 per person for PATCH checks
5. For positions with children: Plan for all three clearances (PATCH, Child Abuse, FBI) and allow adequate processing time

Don't waste time on sketchy "free" background check sites that deliver outdated or incomplete information. Use official Pennsylvania resources, understand what each type of check includes (and excludes), and choose the right option based on your specific needs.

Whether you're protecting your organization, verifying a business contact, or simply checking your own record, Pennsylvania provides legitimate pathways-including several truly free options-to access the criminal background information you need.

Additional Resources for Pennsylvania Background Checks

Beyond background checks, thorough due diligence often requires additional verification tools:

• B2B Company Finder: Research companies and business entities before entering partnerships
• Startup Idea Generator: For entrepreneurs building businesses that may eventually require employee screening

For sales professionals, recruiters, and business owners who need comprehensive intelligence gathering beyond background checks, Galadon Gold ($497/month) provides access to expert guidance, proven frameworks, and a community of professionals navigating similar challenges. With four live group calls weekly with sales experts and a network of over 100 active professionals, you'll gain insights into best practices for vetting candidates, partners, and opportunities efficiently.

Pennsylvania's background check system offers robust free and paid options for various needs. By understanding which tools apply to your situation, you can make informed decisions while staying compliant with state and federal law. Whether you're screening volunteers for a nonprofit, hiring employees for your business, or conducting due diligence on potential partners, the key is using official sources and respecting the legal framework Pennsylvania has established to balance public safety with individual opportunity.