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TO:                   Superintendents of Schools and School Principals

FROM:             Susan A. Gendron, Commissioner

DATE:              February 4, 2005

RE:                    Criminal History Records Check Renewal

In 1999, legislation was passed requiring that fingerprints be taken and federal and state Criminal History Record Checks be completed for educational personnel.   The first Criminal History Record Check (CHRC) approvals were valid from July 1, 2000 and expire July 1, 2005.   Thereafter, CHRC approvals have been issued on a daily basis and are valid for five years.

Please be advised that the renewal of the CHRC approvals is also required.   Therefore, we will soon start the Criminal History Record Check (CHRC) approval renewal process.   Unlike with certificates and authorizations, you will have employees with CHRC expiration dates that vary.

Individuals renewing a CHRC approval will not need to have their fingerprints taken again.   Who needs to renew the CHRC in 2005 in order to be employed after the expiration date of the CHRC?   They are as follows:

  1. Regular employees that hold only a CHRC approval that expires in 2005 (secretary, bus driver, mechanic, maintenance personnel, coach, food service personnel, tutor, business manager, director of data services, supervisor of food services, supervisor of buildings, etc.);
  2. Contracted service providers that hold only a CHRC approval that expires in 2005 (licensed nurse, psychologist, social worker, occupational therapist, physical therapist, etc.);
  3. Substitutes that hold only a CHRC approval that expires in 2005; and,
  4. Those renewing a certificate in 2005 (teacher, educational specialist, administrator).

Please check MEDMS for the expiration date of an employee’s CHRC.   If they are in category 1, 2, or 3 above, please have them submit a CHRC approval renewal application (attached).   The renewal application (EF-C-300-CR) may also be found at

We request that those from categories 1, 2, 3 above submit renewal applications well in advance of their CHRC expiration date so that we may begin the CHRC renewal process as soon as possible.

Those from category 4 above will renew their CHRC when they renew their certificate. They will not need to submit a separate CHRC renewal application.

Those holding a certificate or authorization that expires after the CHRC expiration date will renew their CHRC at the same time as they renew their certificate or authorization.   No CHRC renewal application will be needed; this will be done automatically with renewal of the certificate or authorization.

If you have any questions or if we can assist you further, please call Nancy Ibarguen, Coordinator of Certification, at 207-624-6603.

Attachment:   Educational Approval Application Renewal