How to Get Fingerprint Records Processed

Instructions

1. Send an e-mail to PETS and 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 (Students Without an Official Social Security Number)

If you do not have an official Social Security number, you must e-mail the Office of Personnel Investigations (OPI) at to make an appointment. Indicate to the OPI representative that you are an international student teacher without a Social Security number. You will be directed to the correct person. You must have an appointment, and you must bring in the following four items:

• Passport
• Student visa
• Proof of enrollment in an education program (a letter from your college program office will suffice: Early Childhood/Art Education, Childhood, Bilingual and Special Education, Secondary Education, or School Psychology/Counseling/Educational Leadership)
• College ID. 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.
• DACA students must apply for apply for a U.S. Social Security number.

After your records are processed, contact the certification officer. If you receive your Social Security number while your still enrolled in a School of Education program, you will need to contact NYCPS HR Connect. Indicate that you are an international student teacher who was previously fingerprinted without a Social Security number.

If you use a number obtained from any source other than the Social Security Administration (including numbers generated by CUNY and/or Brooklyn College) to be added to the NYCPS PETS fingerprint roster, you will lose your security clearance and will be required to be fingerprinted a second time at your expense.

If you do not have a valid visa or a Social Security Administration–issued Social Security number, you cannot student teach in New York City schools. You should consult with your adviser about completing your fieldwork and student teaching in charter schools, private schools, or schools outside New York City. You can consider employment in those same schools.

If you do not receive a Social Security number (either for employment purposes only or otherwise) before you complete your requirements for New York State certification, you may need to process your fingerprint clearance again with IndentoGo.

Note that New York State teacher certification, for work in public schools, has two stages, Initial and Professional. For the Initial Certificate, citizenship is not needed. Initial Certificates are valid for five years with the possibility of a time extension. After that, you will need to complete the requirements for a Professional Certificate: three years of relevant paid teaching experience, a related master’s degree, and any other requirements needed such as INS Permanent Residence or U.S. citizenship. You can find more information about the citizenship requirement at the New York State Department of Education (NYSED) Office of Teaching Initiatives (OTI).