How to Get Fingerprint Records Processed

Instructions

1. Send an e-mail to PETS. We recommend that you use a personal e-mail address instead of a college or work address. Include all of the following:

• A scanned image of signed social security card. If you don’t have a Social Security number (SSN), scroll down to the instructions below for International Students.
• College ID with recent validation. You can get a digital ID through the BC Navigator app. New students should send an e-mail to the Enrollment Services Center with a passport style photo, name as it appears in CUNYfirst, and EMPLID, and indicate if you are in an undergraduate or graduate program. The information will be uploaded to the ID system and the picture will be displayed in the digital ID. You can take a screenshot of the digital ID. If you cannot get a college ID because you have not enrolled in classes yet, you can fill in this form to get an Enrollment Verification letter to use as one of the documents needed for fingerprint clearance verification.
• A validated government issued ID (driver’s license, state ID, New York City ID, and/or U.S. passport).
• Proof of residence: a recent utility, cable, phone bill, and/or lease, received under your name (or your family’s name).
• Name, phone number, home address, and date of birth.
• If you have questions about documents required, e-mail PETS.

In your e-mail, ask for your data to be entered into the PETS “roster” for Brooklyn College. Let them know that you are going to be a student teacher or you will be doing fieldwork through Brooklyn College (or indicate any other reason you are registering).

2. You should receive a letter from PETS that states “Hello, Thank you for submitting the required documentation to be added to your college roster in PETS.” If you don’t have that letter, allow time to receive it. Check all of your e-mail folders. Do not get your records processed with IdentoGO until after Step 3.

3. After about a week or more later, you should get a letter from PETS that will start with “Congratulations! This e-mail confirms that an organization or agency providing services to New York City Public Schools (NYCPS), formerly known as New York City Department of Education (NYCDOE), has nominated you for a position.” You are not necessarily being hired yet; you are receiving the same letter that new employees receive. This is a “nomination” letter.

Be sure to follow the instructions in the letter before the link in the letter expires. It will expire about two weeks after it was sent.

Check the letter for “Next Steps.” Be sure to complete the Applicant Gateway forms. If the “nomination” is marked “withdrawn” or “expired” in the Applicant Gateway, that means it timed out. If it timed out, you will need to e-mail PETS and ask for a new “nomination” letter. When you get that letter, be sure to fill out the forms before the link expires.

4. Log into the Applicant Gateway system using your e-mail address and password.

• Once you are logged in, you will be on the home screen.
• Click on the “Status” link to view your forms. This will bring you to a Nomination Status screen.
• Click on the “Application Forms” link under “Processing.”
• A screen will pop up with a display of all Applicant Gateway forms and their current statuses.

5. Click on the Fingerprint Instructions Form to access the steps and service code listed to schedule your fingerprinting appointment with IdentoGO. When you use the code in the form it should save you time and money. Use only that code or you may need to process your records again. The cost for fingerprinting is $101.75.

6. Upload an OSPRA 104 form (PDF) to release your fingerprint records to the New York State Department of Education Office of Teaching Initiatives (OTI) for your New York State certification for employment in New York State public schools. If the information in section two of the OSPRA 104 form does not apply to you, you can leave it blank. Follow the instructions at the bottom of the form to create an account with DOE HR Connect and upload the form.  Select the category “Walk-In Center” OSPRA 104. Note that records on TEACH will not confirm your current security clearance status.

7.  Check your Applicant Gateway account using the nomination e-mail from PETS that starts with, “Congratulations!” Be sure to complete the Applicant Gateway forms needed. If the nomination is marked withdrawn or expired in the Applicant Gateway, that means it has timed out. If it timed out, you will need to e-mail PETS and ask for a new nomination letter. Let them know you are a Brooklyn College student. When you get that nomination letter, be sure to fill out the forms in the Applicant Gateway before the link expires. The link will expire about two weeks after it was sent.

8. After you follow all of these steps, you should receive a verification letter from Helen Spencer with the subject, “Keep this information: fingerprint /security clearance verification for NYCPS.” The letters are usually sent on Mondays.

How Fingerprint Records are Confirmed

Once your fingerprint verification is confirmed you will receive an e-mail with the subject line:  “Keep this information: Fingerprint/Security Clearance Verification for the NYCPS.”

How to Monitor if your Records have been Processed

Check the records in your NYCPS Applicant Gateway account, which does not confirm your security status, but will indicate what steps have been completed. You can then ask the certification officer to check your status if you have not received a letter already. We usually send confirmation letters on Mondays.

If Follow-Up Is Required With the NYCPS

If there are any changes in your fingerprint clearance status, and you are not cleared to work in NYCPS schools, you will be notified, and then it will be your responsibility to stop working in NYCPS schools and complete the steps needed before returning to work.

If you apply for substitute teaching after your clearance is confirmed, you may need to allow time for a further review, which may cause you to have a few days without clearance.

International Students without a Social Security Number

If you do not have a social security number, visit this page for more information.