Pa State Criminal Records Check — Fast Official Lookup

A Pa State Criminal Records Check is the official process Pennsylvania residents use to view their own criminal history summary. The Pennsylvania State Police runs the system, known as PATCH (Pennsylvania Access To Criminal History). People request these checks for jobs, licenses, volunteering, or personal record review. The online portal delivers results in minutes, while mailed requests take about ten business days. Each certified report costs $22, though fee waivers exist for those who qualify based on financial hardship.

How the PATCH System Works

PATCH stands for Pennsylvania Access To Criminal History. This web-based platform lets any person, employer, or authorized agency request a certified criminal history record from the Pennsylvania State Police Central Repository. The system checks state databases for convictions, pending cases, and disposition dates. Results appear as a downloadable PDF that shows the requester’s full legal name, date of birth, and any matching criminal incidents.

The PATCH portal operates around the clock. Users create an account, enter personal identifiers, select the reason for the request, and pay the $22 fee by credit card or electronic check. Once payment clears, the system generates the report. If no criminal history exists, the portal displays a “No Record” statement. If convictions exist, each entry lists the offense, case number, court jurisdiction, and disposition date.

Online vs. Mailed Request Methods

Applicants choose between two submission paths. The online method through EPATCH delivers results within minutes. The mailed method requires a paper form, a check for $22 payable to the Commonwealth of Pennsylvania, and postal delivery to the Central Repository at 164 1800 Elmerton Avenue, Harrisburg, PA 17110-9758. Mailed requests average ten business days for processing and return.

The online option suits urgent needs. Employers hiring for immediate openings, volunteers starting this week, or applicants facing tight deadlines benefit from instant results. The mailed option works for those without internet access or those who prefer paper documentation. Both methods produce the same certified PDF report with identical legal standing.

Required Information for Your Request

Every Pa State Criminal Records Check requires specific identifiers. Applicants must provide their full legal name, date of birth, and Social Security number. The form also asks for the purpose of the request. Common purposes include employment screening, professional licensing, volunteer placement, and personal record review.

Accurate entry of these details matters. Typos in the name, wrong birth date, or incorrect Social Security number cause delays or failed searches. The system matches the entered information against state databases. If the identifiers do not align with stored records, the search returns no results or flags the request for manual review.

Personal Identifiers Needed

• Full legal name (including middle name if applicable)
• Date of birth in MM/DD/YYYY format
• Social Security number (all nine digits)
• Current mailing address
• Email address for online requests

Common Request Purposes

• Employment background screening
• Professional license applications
• Volunteer clearance for schools or care facilities
• Personal criminal history review
• Adoption or foster care approval
• Firearm purchase verification

Understanding Your Criminal History Report

The PDF report from PATCH contains specific sections. The header shows the requester’s name, date of birth, and the date of the search. The body lists each criminal incident that matches the query. Each entry includes the arrest date, charging offense, case number, court name, and final disposition. The footer contains the official seal and certification statement from the Pennsylvania State Police.

Sealed and expunged records do not appear on the report. Pennsylvania law protects these records from public disclosure. If a record was expunged or sealed by court order, the PATCH system omits it entirely. The report only displays convictions and pending charges that remain part of the public record.

What Appears on the Report

• Felony and misdemeanor convictions
• Pending charges awaiting trial
• Accelerated rehabilitative disposition (ARD) completions
• Case numbers and court jurisdictions
• Disposition dates and sentencing details

What Does Not Appear

• Expunged records
• Sealed records under court order
• Summary offenses older than ten years (in some cases)
• Juvenile adjudication records
• Charges that resulted in acquittal or dismissal

Legal Requirements for Employers and Organizations

Pennsylvania law imposes specific rules on how criminal history reports get used for hiring and licensing. Act 114 of 2006 requires that criminal history reports used for employment decisions be no older than five years at the time of hire. Employers must obtain a fresh report for each new employee rather than relying on outdated checks.

Act 34 of 2006 applies to schools, healthcare facilities, and organizations working with children or vulnerable populations. These employers must obtain certified criminal history checks from the Pennsylvania State Police for all employees and volunteers. The Act 34 clearance process uses the same PATCH system but requires additional child abuse clearances from the Department of Human Services.

Act 114 Compliance Rules

• Reports must be dated within five years of the hire date
• Employers must retain reports for the duration of employment

li>Applicants must receive a copy if the report influences an adverse decision

• Dispute procedures must exist for applicants who contest report accuracy

Act 34 Clearance Requirements

• Required for all school employees and contractors
• Required for healthcare facility staff
• Required for volunteers working with children
• Must be renewed every five years
• Requires both state police and child abuse clearances

Fee Structure and Payment Options

The standard fee for a Pa State Criminal Records Check is $22. This fee applies to both online and mailed requests. Online payments accept major credit cards and electronic checks drawn from bank accounts. Mailed requests require a personal check or money order payable to the Commonwealth of Pennsylvania.

Fee waivers exist for applicants who demonstrate financial hardship. StateRecords.org administers a waiver process for those who qualify. Applicants must submit proof of income, a valid government-issued photo ID, and a signed statement explaining the hardship. Approved waiver recipients receive the same certified report at no cost, typically within five to seven business days.

Payment Methods Accepted

Processing Times and Delivery

Online requests through EPATCH deliver results within minutes after payment confirmation. The system generates a PDF that users download and print immediately. Most applicants complete the entire process in under ten minutes. Technical issues or flagged accounts may delay results, requiring contact with the PATCH helpline.

Mailed requests follow a longer timeline. After the paper form and payment arrive at the Central Repository in Harrisburg, processing takes an average of ten business days. The certified report then mails back to the requester. Total elapsed time from posting to receipt ranges from two to three weeks depending on postal service speeds.

Timeline Comparison

Contact Information and Support

The PATCH helpline assists applicants with questions about their requests. The phone number is 1-888-783-7972. Help desk hours run Monday through Friday from 8:00 a.m. to 5:00 p.m. Eastern Time. Staff members can verify payment status, explain report entries, and troubleshoot technical problems with the EPATCH portal.

For mailed requests, the Central Repository address is 164 1800 Elmerton Avenue, Harrisburg, PA 17110-9758. This facility processes all paper submissions and maintains the official criminal history database for the Commonwealth of Pennsylvania.

Common Reasons to Call the Helpline

• Payment not reflected in the system
• Report not generating after payment
• Questions about specific entries on the report
• Technical errors during the application process
• Status checks on mailed requests
• Clarification of fee waiver eligibility

Public Court Records Access

The Unified Judicial System of Pennsylvania offers free public access to court dockets and case information. This portal operates separately from PATCH but provides complementary data. Users can search by case number, party name, or filing date to view docket entries, court orders, and judgment amounts.

The UJS portal covers all Pennsylvania courts, including the Supreme Court, Superior Court, Commonwealth Court, and all Courts of Common Pleas. Free registration is required to access detailed case information. The system updates regularly and includes statistical dashboards showing monthly caseload totals, conviction rates, and collection amounts.

What the UJS Portal Shows

• Criminal case dockets and filings
• Civil case information
• Appellate court decisions
• Court orders and judgments
• Judge assignments and hearing dates

What the UJS Portal Does Not Show

• Sealed or expunged records
• Juvenile case details
• Pre-sentence investigation reports
• Grand jury proceedings
• Sealed search warrants

Private-Sector Record Services

Several private websites offer Pennsylvania criminal record searches. These services query the same state databases accessed by PATCH but present results in different formats. Users enter a name and date of birth, pay a fee, and receive a downloadable report listing convictions, pending charges, and disposition dates.

Private services charge their own fees in addition to any state fees. These portals may offer faster customer support, additional search options, or consolidated reports from multiple states. However, the official PATCH report remains the only version accepted for Act 114 and Act 34 compliance purposes.

Official vs. Private Services

Expungement and Record Sealing

Pennsylvania law allows certain criminal records to be expunged or sealed. Expungement removes the record entirely from public view. Sealing restricts access but preserves the record for law enforcement purposes. Both processes require filing a petition with the court that handled the original case.

After expungement or sealing, the PATCH system omits the record from criminal history reports. Employers and licensing agencies cannot see expunged convictions. However, some government positions and law enforcement roles may still access sealed records through specialized channels.

Eligibility for Expungement

• Summary offenses after ten years with no subsequent convictions
• Misdemeanor charges that resulted in acquittal or dismissal
• Completed ARD programs after ten years
• Charges that were withdrawn or nolle prossed
• Underage drinking convictions after two years

How to Request Expungement

1. Obtain your criminal history report from PATCH to confirm record details
2. File a petition with the Court of Common Pleas in the county of conviction
3. Serve copies of the petition on the district attorney and arresting agency
4. Attend the scheduled hearing
5. Obtain the court order granting or denying expungement
6. If granted, the court notifies the Central Repository to update records

Reciprocity and Interstate Checks

Pennsylvania participates in the National Crime Information Center (NCIC) network. This participation allows other states to access Pennsylvania criminal records and vice versa. Employers conducting multi-state background checks may pull Pennsylvania records through the NCIC system.

However, the NCIC check does not replace a formal PATCH request for Pennsylvania-specific purposes. Act 114 and Act 34 clearances require the official Pennsylvania State Police report. Interstate checks supplement but do not substitute for the state-level certification.

Accuracy and Dispute Resolution

Applicants who find errors on their PATCH report can file a dispute. The dispute process requires contacting the PATCH helpline and providing documentation that proves the error. Common disputes involve incorrect offense classifications, wrong disposition dates, or records that belong to a different person with a similar name.

The Pennsylvania State Police reviews disputes and updates records when evidence supports the correction. During the dispute period, employers may not take adverse action based on the contested entry. This protection ensures that inaccurate records do not unfairly harm employment prospects.

Common Report Errors

• Wrong offense classification (felony listed as misdemeanor)
• Incorrect disposition date
• Record belonging to a different person with same name
• Duplicate entries for the same incident
• Charges listed that were actually expunged

Steps to File a Dispute

1. Call the PATCH helpline at 1-888-783-7972
2. Identify the specific entry in dispute
3. Provide supporting documentation (court orders, case dispositions)
4. Submit a written dispute form if requested
5. Wait for the review period (typically 30 days)
6. Receive the corrected report or explanation of findings

Special Categories and Additional Clearances

Certain professions require clearances beyond the standard PATCH report. School employees need both state police and child abuse clearances under Act 34. Healthcare workers may need additional checks from the Department of Human Services. Foster parents and adoptive parents face even more extensive screening requirements.

The FBI fingerprint-based check provides a separate layer of screening. This check uses national databases and catches records from other states. Employers may request both the state PATCH check and the FBI check for comprehensive screening.

Clearance Requirements by Sector

Privacy and Data Protection

Pennsylvania law protects the confidentiality of criminal history information. Employers who receive PATCH reports must store them securely and limit access to authorized personnel. Reports cannot be shared with third parties without the applicant’s written consent.

Applicants have the right to know when a criminal history check is conducted on them. They must receive a copy of the report if it influences an adverse employment decision. This transparency allows individuals to contest errors and protect their rights.

Employer Obligations

• Store reports in locked files or encrypted digital systems
• Restrict access to hiring managers and authorized staff only
• Dispose of reports securely when no longer needed
• Provide applicants with copies if adverse action is taken
• Maintain reports for the duration of employment

Historical Changes to Pennsylvania Background Check Laws

Pennsylvania has updated its background check laws multiple times over the past two decades. Act 114 of 2006 established the five-year rule for employment-related reports. Act 34 of 2006 created the school and healthcare clearance system. Act 28 of 2007 added requirements for volunteer clearances.

More recent updates have expanded expungement eligibility. The Clean Slate Act, signed in 2018, automated the sealing of certain summary offenses and non-conviction records. The 2020 amendments further broadened access to expungement for misdemeanor convictions.

Common Questions About Pa State Criminal Records Check

Many applicants have similar questions about the process. The following sections address the most frequent concerns about processing times, fees, report contents, and legal requirements.

How long does a Pa State Criminal Records Check take?

Online requests through EPATCH deliver results within minutes after payment. The PDF generates automatically once the system processes the transaction. Mailed requests take longer, averaging ten business days for processing plus postal delivery time. Fee waiver requests typically arrive within five to seven business days when submitted online.

What if my PATCH search returns no results?

A “No Record” result means the system found no matching criminal history for the identifiers entered. This result is common for individuals who have never been arrested or charged with a crime in Pennsylvania. The “No Record” statement has the same legal standing as a report showing convictions. Employers accept it as proof of a clean criminal history.

Can someone else request my criminal history report?

Third parties can request your report only with your written authorization. Employers must obtain your signed consent before submitting a PATCH request. The authorization form must include your full legal name, date of birth, and Social Security number. You have the right to receive a copy of any report requested about you.

How long are PATCH reports valid for employment purposes?

Act 114 requires that criminal history reports used for employment decisions be no older than five years at the time of hire. Employers cannot rely on reports that exceed this age limit. If you changed jobs after five years with the same employer, the employer may request an updated report.

Do arrests without convictions appear on the report?

Arrests that did not result in conviction may appear in some cases. Pending charges show on the report until resolved. Arrests that led to acquittal, dismissal, or withdrawal may still appear depending on the disposition and whether expungement was granted. The report shows the final disposition of each case, which clarifies whether a conviction occurred.

What should I do if I find an error on my report?

Contact the PATCH helpline immediately at 1-888-783-7972. Identify the specific entry that contains the error and provide documentation that proves the mistake. Common supporting documents include court orders, case disposition sheets, and letters from attorneys. The Pennsylvania State Police reviews disputes within 30 days and updates records when evidence supports the correction.

Is there a way to get a free criminal history check?

Fee waivers are available for applicants who demonstrate financial hardship. You must provide proof of income, a valid government-issued photo ID, and a signed statement explaining your situation. Approved waiver recipients receive the same certified report as fee-paying applicants. The waiver eliminates the $22 fee entirely.

Official Resources and Contact Information

The following official resources provide additional information about Pennsylvania criminal history checks:

• Pennsylvania State Police PATCH Portal: http://epatch.state.pa.us/Home.jsp
• Pennsylvania State Police Records Page: https://www.psp.pa.gov/pages/Records.aspx
• Department of Human Services Clearances: https://www.dhs.pa.gov/KeepKidsSafe/Clearances/Pages/Criminal-Background-Check.aspx
• Unified Judicial System Public Records: https://www.pacourts.us/public-records
• Department of Education PATCH Information: https://www.education.pa.gov/Educators/Clearances/PATCH/Pages/default.aspx

PATCH Helpline: 1-888-783-7972 (Monday-Friday, 8:00 a.m. to 5:00 p.m. Eastern Time)

Central Repository Address: 164 1800 Elmerton Avenue, Harrisburg, PA 17110-9758

Frequently Asked Questions

What is a Pa State Criminal Records Check?

A Pa State Criminal Records Check is an official search of Pennsylvania’s criminal history databases conducted by the Pennsylvania State Police. The check produces a certified report showing any convictions, pending charges, and disposition dates associated with the requester’s identity. Employers, licensing agencies, and individuals use these reports for employment screening, professional licensing, volunteer placement, and personal record review. The PATCH system processes all requests and delivers results as downloadable PDF reports.

How much does a Pennsylvania criminal history check cost?

The standard fee is $22 for both online and mailed requests. Online payments accept credit cards and electronic checks. Mailed requests require personal checks or money orders payable to the Commonwealth of Pennsylvania. Fee waivers are available for applicants who demonstrate financial hardship through proof of income, valid photo ID, and a signed hardship statement. Approved waiver recipients receive the certified report at no cost.

Can I get a Pennsylvania criminal history check online?

Yes, the EPATCH portal at epatch.state.pa.us processes all requests electronically. Users create an account, enter their personal identifiers, select the reason for the request, and pay the $22 fee. Results appear as downloadable PDF reports within minutes after payment confirmation. The portal operates 24 hours a day, seven days a week. No physical copies are mailed for online requests.

How long does it take to receive results from a mailed request?

Mailed requests average ten business days for processing at the Central Repository in Harrisburg. After processing, the certified report mails back to the requester. Total elapsed time from posting to receipt ranges from two to three weeks depending on postal service speeds. Applicants should account for this timeline when planning for employment deadlines or licensing applications.

What information do I need to request my own criminal history?

You need your full legal name, date of birth, and Social Security number. The online form also asks for your current mailing address and email address. Mailed requests require the same information on a paper form. Accurate entry of these identifiers is essential because the system matches your information against state databases. Errors in any field can cause delays or failed searches.

Will expunged records appear on my criminal history report?

No, expunged records do not appear on PATCH reports. Pennsylvania law protects expunged records from public disclosure. Once a court grants expungement and the Central Repository updates its records, the PATCH system omits the expunged entry entirely. The same rule applies to sealed records. Only convictions and pending charges that remain part of the public record appear on the report.

Do I need a separate check for each employer?

Each employer must obtain its own report for you. Act 114 requires that reports be no older than five years at the time of hire. If you apply to multiple employers, each one needs a fresh PATCH request. You can request your own report for personal review at any time, but employers must conduct their own searches with your written authorization.

What should I do if my report shows incorrect information?

Contact the PATCH helpline at 1-888-783-7972 immediately. Identify the specific entry that contains the error and gather documentation that proves the mistake. Common supporting documents include court orders, case disposition sheets, and attorney letters. Submit your dispute according to the helpline instructions. The Pennsylvania State Police reviews disputes within 30 days and updates records when evidence supports the correction. During the dispute period, employers cannot take adverse action based on the contested entry.