The Official FBI Clearance Guide [FBI Background Check]

You’ve already come a long way.

By the time you reach FBI clearance, you’ve passed your online assessments and made it through the video interview stage. That means you’ve impressed the hiring team!

Your next stop is Final Checks, the last major checkpoint before you move into the Offline Assessment, which for many campus-based roles means a Shadow Day.

If you’re going to work in a school environment, fingerprint-based background checks come with the territory. They’re widely used across education and required in many settings where adults work with kids. 

For most US-based candidates, completing yours means visiting an approved fingerprinting location in person, having your fingerprints taken, and getting your FBI report.

It’s simple and fully reimbursable!

This is when the hiring process leaps off your laptop and enters a real school. There are just a few key checks you need to square away first.

FBI clearance is required for around 75% of the Education jobs that Crossover recruits for.

And the good news is, once you’ve cleared it, you’ll usually only have to do it once. In our data, around 97% of later Education applications reaching the FBI stage could reuse an existing clearance rather than start the process again.

So, before your much anticipated Shadow Day, the Final Checks Stage is next.

This includes:

• FBI clearance
• The proctored version of the cognitive aptitude test (PCCAT verification)

Together, these checks ensure that you’re fully verified before you step onto campus and into a safe environment with students and staff.

For most US-based candidates, it’s a simple, straightforward process arranged at a nearby location. The important thing is that you know what to do, do it quickly, and can secure the documentation you need to be cleared for your Shadow Day experience.

This official guide will help you:

• Understand why FBI clearance is mandatory
• See exactly where it fits into your hiring process
• Know how fingerprinting and results work
• Understand what happens if something appears on your report
• Find out how costs and reimbursement are handled
• Complete your Final Checks without delaying your Shadow Day

Once you finish the FBI admin, you can get on with the exciting part at the school itself.

Let’s get you cleared.

1. What Is the FBI Clearance Check?

FBI clearance is a fingerprint-based federal background check.

You’ll have your fingerprints taken and submitted for an FBI background check before attending your Shadow Day. For US-based candidates, this means booking an appointment at a physical fingerprinting location near you.

The FBI calls this an Identity History Summary Check.

Your particular FBI clearance is one part of your hiring school’s broader background-check process.

It’s our client school’s policy that background checks are done because candidates will ultimately be working in a school environment around children, families, and other members of the school community.

So, while the acronym sounds formidable, the reason behind it is as ordinary as it gets. Schools protect students, and if you’re going to work in one – you need clearance to be there.

2. Why Is an FBI Background Check Necessary?

Safety’s important - and your Shadow Day happens in a real school.   

If you’re applying for a Guide, Lead Guide, Reading Specialist, school leadership, admissions, parent-facing, or any campus-based role, your Shadow Day will have you around students and staff.

That means certain safeguards need to be in place before you arrive.

In many US states, background checks are required by law for people working in schools or around kids. 

The exact requirements vary by state and role, but fingerprint-based criminal-history checks are widely used in education because they help schools verify who they’re bringing into environments with minors.

Our client schools’ background-check policies exist for the same reason - to protect the safety and well-being of everyone who attends or works at the school.

For us, it’s part of the duty of care that comes with working in education.

You’d expect a school to put student safety as #1 on the priority list.

We do too.

3. When Does FBI Clearance Happen in the Hiring Process?

Your FBI clearance will be late in the hiring experience.

If you’ve reached this stage, you’ve already made significant progress through the EdTech selection process.

For Shadow Day candidates the journey often looks like this:

Basic Fit → Cognitive Aptitude → Real Work → Interview → Final Checks → Offline Assessment (Shadow Day)

Your final interview is the decision point for whether you move into Final Checks. 

In our recent Education hiring data, 66.5% of candidates who advanced reached this stage within 1 day of their interview, and 84.5% within 7 days.

Your Final Checks include two things - FBI clearance and the proctored version of the cognitive aptitude test (PCCAT). You can work on both at the same time, but both need to be completed before you can be invited to schedule a Shadow Day.

Once you’re eligible for these final checks, arrange your FBI clearance as soon as possible. You don’t need to wait for the FBI result before continuing with your application.

Top Tip! Start promptly for a smoother process. Candidates who got started within 1 day typically received their FBI report within 3 days. Those who waited longer typically got theirs inside of 6 days.

When you’ve scheduled your fingerprinting appointment, return to My Crossover and confirm that it’s in progress. You can then continue with your PCCAT while you wait for the FBI result.

Once both Final Checks are complete and cleared, you’re ready for your Shadow Day.

4. Why Am I Being Asked to Complete Another Background Check?

This check isn’t the same as the one you completed earlier.

Our client school’s background-check policies say applicants can expect two separate background checks. We do the first general check using Safest Hire.

The second is the official FBI background check, which you submit after your fingerprints are collected at an authorized location and submitted for processing.

The checks happen for different reasons and at different points in the process. So, if you remember doing a background check earlier and are wondering whether somebody has forgotten, they haven’t.

This is check number two.

The FBI stage adds the fingerprint-based federal verification required before the next part of your journey into the school environment.

5. Does Everyone Attending a Shadow Day Need FBI Clearance?

Yes.

If you’re progressing into one of our student-facing roles, FBI clearance is a mandatory part of your Final Check stage before you visit campus.

Not every Crossover candidate follows the same hiring path. Remote and non-student-facing roles will have different requirements. But for candidates heading into this Shadow Day process, the required clearance is a non-negotiable.

So no clearance, no campus visit.

The principle is simple - student safety comes before scheduling convenience. We have to believe if you’ve made it this far, you care about everyone’s safety as much as we do.

6. What Does the FBI Background Check Look For?

There are 2 things worth separating here.

First of all, the FBI Identity History Summary Check is the federal fingerprint-based background check that you’ll do as part of this stage.

Second, our client schools have a broader background-check policy covering the information they consider when determining whether someone is suitable to work in their schools.

That broader policy includes checks relating to:

• Criminal history
• Fingerprint and identity verification
• Sex-offender registry information
• Child abuse and neglect registry information
• Employment history
• Education and training verification

So not every item above is generated solely by your FBI Identity History Summary. The FBI check is an important part of the overall screening process, but it's not a six-in-one dossier.

What could prevent you from passing?

There are several things that result in an unsuccessful background check, and for good reason. 

These include obvious red-flags like a history of violent crime, sexual misconduct, drug-related offenses, child abuse or neglect, or false information given during the application process.

But having a record doesn’t automatically mean every candidate fails.

Things like minor traffic violations or non-violent misdemeanors don’t necessarily disqualify someone and will be considered individually, on a case-by-case basis. The overall background-check result is assessed alongside factors like employment history, education, and training.

So - if there’s something in your history you’re concerned about, don’t start writing your own rejection letter.

Complete the process and follow the instructions you get. If we need additional context, you’ll have the opportunity to give it to us.

7. How Do You Complete FBI Clearance in the United States?

If you’re currently in the United States and can visit a PrintScan location, this is the fastest and easiest route.

Once you reach this stage, you’ll receive an email telling you how to arrange your check.

Here’s what to do:

1. Find your nearest PrintScan location.
Use the scheduling link provided in your candidate email to find a fingerprinting appointment near you.

2. Start a new appointment and select the correct options.
When PrintScan asks what kind of check you need, follow the options we give you.

• I don’t have a code
• FBI Criminal History
• Select your citizenship status
• No Apostille Needed
• Online Only

Then accept the terms and conditions and enter your personal information.

3. Choose a location and book your appointment.
Enter your ZIP code and select the closest or most conveniently available PrintScan location offering the service.

4. Pay for your appointment.
The cost is approximately $125 (subject to change).

Keep your receipt and any supporting documentation. You’ll need them for reimbursement.

5. Return to My Crossover as soon as the appointment is booked.
You don’t have to wait for your FBI result before continuing your application. Let us know that your background check is on-the-go and you’ll be able to proceed to the next step, which is typically the PCCAT.

6. Attend your fingerprinting appointment.
PrintScan will collect your fingerprints and process the submission.

7. Watch for your result.
A few days after your appointment, PrintScan will email you your background-check report.

8. Download it immediately.
Your FBI report link expires after 24 hours.

9. Return to My Crossover and upload the report.

That’s the whole route:

Book → tell us → fingerprint → keep moving → receive → download → upload.

Not quite a spy thriller, thankfully.

For More: Official FBI Identity History Summary information

8. Where Do You Get Fingerprinted?

If you’re inside the United States, you’ll book an appointment at an appropriate fingerprinting location in your area.

We use PrintScan locations, which are available across the United States.

PrintScan has fingerprinting locations throughout all 50 US states. Candidates who are able to travel to a US PrintScan location should use this route rather than the international process.

You can search for a nearby location here:

Find a PrintScan location.

The FBI also maintains a list of approved Channelers. These are particularly useful for candidates outside the US because some operate internationally and can collect and forward fingerprint submissions to the FBI.

Official FBI List of Approved Channelers.

Your candidate instructions should always be your first port of call. Don’t improvise the process because you found a fingerprinting shop three streets away with an enticing neon sign.

Use the provider and method you’ve been instructed to use please.

9. What If You’re Outside the United States?

If you’re outside the United States, unable to visit a PrintScan location, or you’re not a US citizen, your FBI clearance process may look a little different.

Important for non-US citizens! As of July 1, 2026, PrintScan no longer submits FBI Criminal History requests directly on behalf of non-US citizens. 

You can still use PrintScan to have your fingerprints taken, but after your appointment you’ll receive fingerprint cards, a prepaid mailing envelope, and instructions for completing your FBI request yourself.

You’ll need to register for the FBI’s Electronic Departmental Order (eDO) service and mail your fingerprint cards to the FBI before your results can be processed.

If you’re outside the US, here’s where to start:

1. Read the FBI’s Identity History Summary Check instructions.
These explain the current process for directly requesting your FBI record. The FBI allows applicants to submit an electronic request and mail a completed fingerprint card where needed.

2. Check whether an FBI-approved Channeler can help with your request.
Approved Channelers can collect the required information and fingerprints, submit them electronically to the FBI, and return the electronic Identity History Summary to you.

Official FBI List of Approved Channelers.

3. Follow the process that applies to your location and citizenship status.
Your candidate instructions should tell you which route to use. Don’t assume the standard US PrintScan process applies just because you’re currently in the United States.

4. Once your background check is underway, return to My Crossover.
Let us know you’ve started the process. You can continue with your other Final Check work while you wait.

5. As soon as your FBI result arrives, save it and upload it to My Crossover.

Processing times can vary, particularly when physical fingerprint cards need to be mailed, so getting started promptly is important.

The FBI and provider processes can change, so always follow the latest instructions in your candidate email. If you’re unsure which route applies to you, contact your recruiter before submitting anything.

10. How Much Does FBI Clearance Cost and How Does Reimbursement Work?

You’ll need to pay for the FBI clearance upfront. For US candidates using PrintScan, the appointment currently costs about $125.

But the cost is fully reimbursable, whether or not your application ultimately results in a job offer.

There is one extremely important rule here:

KEEP. YOUR. RECEIPTS.

For the school to reimburse you, you need to keep the receipts for your out-of-pocket expenses. No receipt means reimbursement becomes considerably harder than it needs to be.

Once you’re ready to claim the cost, you’ll follow the school’s reimbursement process.

That means you’ll get an invitation to the school’s reimbursement system, enter the required details, create a reimbursement request, attach your receipt, and submit the expenses.

After expenses have been correctly submitted, you can generally expect reimbursement within 3-5 business days.

Your recruiting team will send you the current reimbursement instructions when you reach this stage.

As soon as you pay:

• Save the receipt
• Take a photo or screenshot of it
• Keep the digital copy somewhere sensible
• Follow the reimbursement instructions you receive

Future you will be delighted with your present decisions.

11. How Long Does FBI Clearance Take?

Often, not very long.

Our recent candidate data shows that among candidates who passed, the typical time from the FBI step opening to clearance was within 4 days. Some 77.6% of applicants finished within 7 days, 92.1% within 14 days, and 98.6% within 30 days.

So, FBI results come back within a few days, and sometimes sooner. But processing time isn’t the only thing you need to think about.

You also need to:

• Find an available fingerprinting appointment
• Attend that appointment
• Wait for processing
• Download your result
• Submit it back to Crossover

That’s why we recommend arranging your FBI check as soon as you’re eligible.

Appointments are available across all 50 states, but it can still take a few days to find a convenient slot and complete the entire process. And remember, your Shadow Day can’t happen until your required Final Checks are complete.

This isn’t the moment to bookmark the email and rediscover it next Thursday.

Book the appointment.

If the report is taking longer than a few days as expected, follow up directly with the provider to make sure the check is still being processed.

You can continue progressing through the application while you wait. Once your appointment is booked and you’ve updated My Crossover, your next step will typically be the proctored cognitive aptitude test.

12. What Happens When Your FBI Results Are Ready?

Your first job is simple.

Download the PDF report.

Do it immediately - your download link will expire within 24 hours.

Once you have the report:

1. Save it somewhere secure
2. Return to My Crossover
3. Upload or submit the FBI report
4. Keep an eye on your messages in case the recruiting team needs anything else

Top Tip! Download your report within 24 hours. Among candidates who passed, 70.9% uploaded their report within 3 days of completing the first FBI step, 88% within 7 days, and 95.4% within 14 days.

If you run into problems, you can reply to your candidate email or ask Crosby, our support bot, to raise a support ticket when needed.

What if something appears on your report?

Don’t assume that seeing something listed means the process is automatically over.

Our recent data tells us that FBI Report failure doesn’t automatically mean rejection. In the 447-candidate cohort we analyzed, only four candidates recorded an FBI Report failure.

If something requires explanation, you’ll have an opportunity to provide context. The most important thing is to be accurate and transparent throughout your application.

Background checks are designed to uncover information, so trying to hide information from us is not a promising strategy.

13. How Recent Does Your FBI Background Check Need to Be?

Your background-check results must have a date within one month of your candidate start date.

That’s another reason to follow the timing you’re given instead of racing ahead and arranging a check months before anyone asks for it.

Complete your FBI clearance when you enter the Final Check stage and follow your recruiter’s instructions if there’s any unusual delay between your check or Shadow Day.

14. What Happens After You Complete FBI Clearance?

You’re nearly there.

For Shadow Day candidates, FBI clearance is one half of your Final Check stage.

The other is your PCCAT, the short, proctored verification version of the CCAT you completed earlier in the hiring process. It confirms that your original result was achieved by you under verified conditions.

Once you’ve booked your FBI fingerprinting appointment, return to My Crossover and confirm that the background check is in progress.

You don’t have to wait for the FBI report to arrive before continuing. You’ll typically move straight on to the PCCAT while your background check is processing.

Once your FBI report has been accepted and your PCCAT has been successfully completed, you’ve reached the end of your Final Check stage.

That means it’s time for your Shadow Day.

And the handoff is usually pretty quick - among candidates who reached Offline Assessment (Shadow Day) after FBI clearance, the typical wait was about half a day, and 90% reached it within 7 days.

This is where the hiring process moves out of assessments, video calls, and documents and into the environment where the job lives.

You’ll visit a real campus, meet the people behind the model, experience the school day, and get a much clearer picture of whether this is where you want to do your best work.

Your FBI Clearance Checklist

When your FBI clearance invitation arrives, here’s the short version:

• Open the FBI clearance instructions we send you
• Find and book your nearest PrintScan appointment if you’re in the US
• Choose “I don’t have a code.”
• Choose “FBI Criminal History.”
• Select your correct citizenship status
• Choose “No Apostille Needed.”
• Choose “Online Only.”
• Pay the approximate $125 fee and save your receipt
• Return to My Crossover and confirm your appointment is booked
• Continue with your PCCAT while the FBI check is underway
• Attend your fingerprinting appointment
• Watch your email for the PrintScan result
• Download the FBI PDF immediately. The link expires after 24 hours
• Return to My Crossover and upload the report
• Follow any further instructions from the recruiting team

Outside the US?

Use the FBI Identity History Summary Check instructions and check the FBI’s list of approved Channelers to see whether one serves your country. International processing can take longer, so start promptly and update My Crossover once your check is in progress.

The FBI check isn’t another giant assessment waiting to catch you out.

It’s an essential safety and verification step that helps make sure everyone entering the school environment has gone through the appropriate checks.

Get it scheduled. Follow the instructions. Keep the receipts. Grab that report before the link disappears into the digital abyss.

Then turn your attention to what comes next.

You’re about to experience the future of education in person.