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Office of Clinical ExperiencesClearance Background Check Process


Candidates in approved professional educational programs are required to provide a clearance background check when registering for a course that requires a field experience. It is strongly recommended that all students have completed the background check process by DROP / ADD each semester due to the increased turn around time by the state departments involved. The process is currently taking 8-12 weeks.

The clearance background check process can take up to 8 weeks or longer.


The clearance background check process includes:

  • fingerprinting
  • a social service/child protective service check
  • a review of each candidate's name through the Virginia State Police: Sex Offender Registry
  • ALL search results must be received and reviewed by ODU to determine successful completion of the clearance process for placement
  • You can check your Leo Online secure page under Test Scores. A score of 1 means that you are cleared for placement.

Once a candidate is cleared by ODU, additional clearance background check will not be required unless there is a break in enrollment at ODU that requires the candidate to go through reactivation or readmission process with the Old Dominion University admissions office.


Procedures for Obtaining Clearance Background Check


Follow the instructions below. Submit forms and money orders to the Office of Clinical Experience, Education Building, Suite 1107, Old Dominion University, Norfolk, VA 23529:

  1. The Central Registry Release of Information Form with $10.00 money order payable to Virginia Department of Social Services; and
  2. SP-325 National Criminal Background Check for Employees or Volunteer Providing Care to Children, the Elderly and Disabled with the original fingerprint card and a $27 money order payable to Virginia State Police

Candidates in Virginia

Every candidate must complete:

1. Central Registry Release of Information Form (Child Protective Services)

Review the SAMPLE FORM and then follow instructions for completing the fillable form below.
Completing the fillable form

Follow the instructions below and complete each part of the form:

  • Purpose of Search, check "Volunteer"
  • MAIL SEARCH RESULTS TO:
    Name: Old Dominion University
    Address: Office of Clinical Experience, Education Building, Suite 1107, Norfolk, VA 23529
    Contact Name: Dr. Jennifer Collins
    Telephone: 757-683-3348
    Contact E-mail: oce@odu.edu
  • PART I - Complete in PART I all answers requested pertaining to YOU
    • Print your information in the white blank spaces (not in the grey spaces)
    • If any answer is none, write "N/A"
  • Print the form after you complete it front to back in one page. DO NOT print two pages.
  • Print this form in full size, 8.5 x 11 inches paper. This is required by the Virginia Department of Social Services
  • PART II and PART III
    • Sign the form in the presence of an official Notary Public
    • The Notary Public may be available for a fee at a bank, credit union, UPS store, FedEx store, or an attorney's office
    • Notary Public available on campus:
      • Registrar Office, Rollins Hall, Customer Relations Desk, Monday-Friday
        Call in advance Ms. Shirlene Pettaway at 683-5288 to confirm time availability
  • Payment Fee
  • Submit in person or by postal services the signed and notarized form with $10 Money Order to (Please include a note with your UIN in your paperwork):
    The Office of Clinical Experience
    Education Building, Suite 1107
    Old Dominion University
    Norfolk, VA 23529

**Please do not mail the form directly to the VA Department of Social Services.

  • Military and Military Affiliated Students
    • Notary Public is available at your nearest military base legal services office

    2. Fingerprint Clearance Process

    These documents SHOULD NOT be mailed to the Virginia State Police by the applicant. Follow instructions below.

    ODU Tracking Number: 8298

    The fingerprint clearance process may also be completed at your nearest local police, ODU police Department or Sheriff's Department.

    Completing Form

    Follow the instructions below:

    • Section I
      • Complete and sign Section I
    • Section II
      • Do not complete Section II. Office of Clinical Experience will complete this section
    • Section III
      • Payment Fee for Employment (effective January 1, 2019): $27.00 You are responsible for this fee
      • Payment Option: Money Order ONLY payable to Virginia State Police. Personal Check, Credit Card or cash will NOT be accepted.

    Fingerprinting Process

    • Take the completed and signed SP-325 Form with you to your fingerprinting appointment:
      • You must have an appointment. Each appointment requires fifteen minutes
      • Bring to the appointment two forms of identification, one of which must contain a recent photograph
      • On the fingerprint card DO NOT complete the section for employer/address and the reason fingerprinted

    Submit in person or by mail to: Office of Clinical Experience, Education Building, Suite 1107, Old Dominion University, Norfolk, VA 23529 (Please include a note with your UIN in your paperwork)

    • Original SP-325 Form
    • Payment
    • Original Fingerprint Card

    Office of Clinical Experience will mail the packet directly to the Virginia State Police Headquarters

    • Military and Military Affiliated Students
      • Fingerprinting available at your nearest military base security office
      • Contact the security office to schedule an appointment
      • Bring two photo identification cards to your appointment (e.g. driver's license, military ID, or passport)
      • Fingerprinting must be completed using:
        APPLICANT FD258 (REV 3-1-10) 1110-0046 fingerprinting card
      • If the military base office does not have this fingerprinting card, you may request a blank one from Office of Clinical Experience, 757-683-3348

    Every candidate's name will be reviewed in the Virginia State Police Sex Offender Registry.

    Candidates Outside Virginia

    Every candidate's name will be reviewed in the National Sex Offender Registry.

    Every candidate MUST complete:

    • Washington State Candidates are required to complete a pre-certification process. For information on this process, e-mail oce@odu.edu
    • All other candidates outside the state of Virginia, must complete this clearance process in accordance with their state of residence. For information on this process, contact Valerie Taylor, at 757-683-3348 or by email at placements@odu.edu

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