Last-Minute Summer Internships: Fingerprinting and Notarization for Career Starters

Summer is already well upon us, and if you are reading this, chances are you have found yourself in one of two situations: you are a recent graduate or career changer realizing that June is halfway over and you still have not landed that summer internship, or you are a student or professional who has just received a last-minute offer and now needs to complete the onboarding paperwork as fast as humanly possible.

As a New York State Remote Online Notary Public, I see this rush every single year. The phone calls and messages come pouring in during the last week of May and the first few weeks of June: urgent requests to notarize employment documents, fingerprint consent forms, letters of recommendation, background check authorizations, affidavits of enrollment, and identity documents. The common thread? Fingerprinting and notarization are almost always the final steps in the internship onboarding process, and they are also the steps that cause the most last-minute panic.

This post will walk you through everything you need to know about the fingerprinting process for summer internships and jobs in New York State, how notarization fits into the picture, the most common notarization questions I hear from clients in this situation, and how to avoid the mistakes that delay your clearance. By the time you finish reading, you will have a clear action plan to get everything done quickly and correctly.

Why Summer Internships Require Fingerprinting

You might wonder why a summer internship requires fingerprinting at all. It is not just bureaucratic red tape. Many employers, particularly those in education, healthcare, government, childcare, and social services, are required by law to screen individuals who will work with vulnerable populations – children, seniors, patients, or people with special needs.

Here are some of the most common summer internship positions that require fingerprinting in New York:

Education and Teaching Internships: School districts, charter schools, and BOCES programs all require background checks through the New York State Education Department before you can set foot in a classroom, even for a few weeks.
Healthcare Internships: Hospitals, nursing homes, clinics, and home health agencies typically require fingerprint-based checks for interns who will be in patient care roles.
Government Internships: Federal, state, and local government programs often include fingerprinting as part of the employment vetting process. The U.S. Department of Defense, the New York City Department of Education, and the Department of Health all fall into this category.
Childcare and Youth Programs: Summer camps, after-school programs, and youth organizations almost universally require fingerprinting to ensure the safety of the children.
Security and Law Enforcement Interns: Police, fire, and security guard internships all run background checks that start with fingerprinting.

The good news is that once you complete your fingerprinting, the clearance generally remains valid within the state system. The New York State Education Department, for instance, does not require you to be fingerprinted again for subsequent school employment after July 1, 2001, as long as you submitted your fingerprints under the SAVE Legislation framework. But for your first clearance, you will need to go through the full process.

The Fingerprinting Process in New York State: A Complete Guide

New York State has streamlined its fingerprinting process over the past few years, and everything now goes through a single vendor: IdentoGO, which is operated by IDEMIA (formerly known as MorphoTrust Services). Here is the complete step-by-step breakdown of what you need to do.

Step 1: Determine Which Fingerprinting Service Code You Need

When you schedule your appointment, IdentoGO will ask you for a service code. This code tells the system which background check process to run. The most common codes for internship and employment purposes are:

14ZGR7: This is the employment code. Use this for custodian, clerk, cafeteria worker, grounds keeper, and general non-certified school positions, as well as most internship roles.
14ZGQT: This is the certification code. Use this if you are applying for a teaching certificate, reading specialist credential, or any educational certification that requires fingerprinting.

If you are unsure which code to use, contact your internship coordinator or the hiring agency. They should be able to tell you exactly what type of background check is required.

Step 2: Schedule Your Appointment Online

You can schedule your appointment at www.identogo.com. The website has a locator tool where you can type in your zip code and find the nearest IdentoGO center. There are locations throughout New York State, including multiple sites in the five boroughs of New York City, Westchester, Long Island, and the Hudson Valley. Many centers also offer walk-in availability, but appointments are strongly recommended to minimize wait times.

Step 3: Gather Your Identification

You will need to bring valid, unexpired identification to your fingerprinting appointment. Acceptable forms include:

A driver’s license issued by a U.S. state
A New York State identification card
A U.S. passport or passport card
A permanent resident card (green card)
A military identification card
An employment authorization document (Form I-766) with a photograph
A New York City identification card
For applicants age 17 and under, a waiver form signed by a parent or legal guardian at the time of fingerprinting, along with a Social Security card or birth certificate

Make sure your identification is current. An expired driver’s license or a passport that has expired will cause your appointment to be delayed, and you may have to reschedule.

Step 4: Pay the Fee

The total fingerprinting fee, as of January 1, 2026, is $104.50. You can pay with a credit card at the time of your appointment, or with a money order or business check made payable to IDEMIA. Some employers or internship programs will cover this cost or provide a voucher code. If your program has an NCAC account with IdentoGO, they may be able to issue you a coupon code that you can apply when scheduling your appointment online, so you do not have to pay out of pocket.

If your fingerprints are rejected due to poor quality and a reprint is necessary, there is no additional charge, provided you resubmit in a timely manner. Just be sure to tell IdentoGO that you are getting re-fingerprinted because your initial prints were rejected, rather than scheduling it as a new application.

Step 5: Attend Your Appointment

The appointment itself takes approximately five to ten minutes. A trained enrollment agent will verify your identification, scan your fingerprints electronically using a live scan device, and take a photograph. You do not need to worry about ink or fingerprint cards anymore, as everything has been digitized. The electronic system is faster, more accurate, and transmits your results directly to the appropriate agencies.

Step 6: Wait for Your Results

Generally, with no criminal history, you will receive automatic clearance within 24 hours after the Office of School Personnel Review and Accountability (OSPRA) receives your fingerprint response. However, if you have a criminal history, or if your fingerprints are rejected due to quality issues, the process will take longer. There are no written notifications sent to you directly. For education positions, your school or employer will see the status in the TEACH system, and if you are seeking certification clearance, the Office of Teaching Initiatives will be able to view the status. For non-education positions – such as healthcare, government, or general employment – results route through different agency systems. Healthcare internships typically check through the New York State Health Department’s e-Measurement System, while federal positions route through their own government portals. Contact your internship coordinator to find out exactly where your results will be delivered and how to track the status.

A conditional clearance may be issued when the state process is complete but the federal process is still pending. Conditional clearances are typically good for 45 days, with the option for one additional 45-day extension. This is usually the result of poor fingerprint quality that caused an FBI rejection.

Common Mistakes That Delay Your Fingerprinting

In my experience as a notary, I have seen thousands of applicants make the same mistakes over and over again. Here are the most common ones, and how to avoid them:

Bringing the Wrong Identification: This is by far the number one problem I see. Show up with an expired license, and you will have to leave and come back. Always double-check that your ID is current and matches the name you used when creating your IdentoGO account.

Using the Wrong Service Code: If you are fingerprinting for employment but submit a certification code, your results may not route to the correct agency. Confirm the code with your employer or internship program before scheduling.

Missing Appointments: While there is no charge for a no-show, missing your appointment delays your application and potentially your start date. Set a reminder, plan your transportation, and arrive on time.

Not Telling IdentoGO About Reprints: If your fingerprints are rejected and you need to be reprinted, make sure the enrollment agent knows you are returning for a reprint. Otherwise, they may charge you the full fee again.

Not Acting on Rejection Notifications: If IdentoGO contacts you about rejected fingerprints, you need to reschedule promptly. Failure to do so may result in the requirement to start the entire process over from scratch.

Not Planning for Processing Time: Even when everything goes smoothly, clearance can take up to several business days, especially during the summer rush when the system is at peak capacity. Apply as early as possible and follow up regularly.

Fingerprint Quality Issues: Dry skin, peeling fingerprints, recent chemical burns, or even deeply embedded dirt or ink under the fingernails can cause your prints to be rejected. If you have a job that involves frequent hand washing or chemical exposure, try to go to your appointment on a day when your hands are clean, moisturized, and free of residue. A quick application of lotion the night before can make a noticeable difference.

Missing Mobile Fingerprinting Options: Many people do not realize that IdentoGO offers mobile fingerprinting services for certain appointments, including at colleges, community centers, and during special scheduling events. If transportation is a barrier, check the IdentoGO website for mobile scheduling near your area before assuming you need to travel to a fixed center.

How Notarization Fits Into Your Internship Onboarding

Fingerprinting is only one part of the paperwork puzzle. Many internship applications and employment documents also require notarization. Here is where I come in as your New York State Remote Online Notary Public.

Notarization is the process of having a licensed notary verify your identity and witness your signature on a legal document. This adds a layer of authenticity and ensures that the signature is genuine. For summer internships and employment, documents that commonly need notarization include:

Background check consent forms: Some agencies require notarized consent before running fingerprint checks or background investigations.
Letters of recommendation: If a professor or previous employer writes a letter on your behalf, having it notarized adds credibility and prevents questions about its authenticity.
Affidavits of identity or name changes: If your internship documents use a different name than your identification, a notarized affidavit helps bridge the gap.
Affidavits of employment or enrollment: Some programs require proof that you are currently enrolled in school or employed, often in the form of a notarized statement from a registrar or employer.
Waivers and release forms: Many internship programs require notarized liability waivers or confidentiality agreements before you begin your placement.
Affidavits of residency: If the internship has a geographic preference or requires proof that you live within a certain area, a notarized affidavit of residency is often requested.

Because I offer Remote Online Notarization (RON), you do not need to travel to a physical office. Everything happens over a secure video connection, and the notarial certificate is digitally signed and sealed. This is incredibly convenient if you are in a rush or if the person signing the document is located elsewhere in the state or even another country.

For RON in New York, the notary must be physically located within the state, but you as the signer can be anywhere – in New York, another state, or even abroad. We will verify your identity through a combination of document verification and credential-by-mail processes, and then complete the notarization session together over video. It does not matter where you are sitting as long as I am in New York when the notarial act takes place.

Common Notarization Questions from Internship Applicants and Their Families

Over the years, I have noticed that the same questions come up time and again. Here are the most common ones I hear from clients who are navigating the internship application process, whether for themselves or their family members.

What documents actually need notarization for internships?

Not every document in your application package needs a notary seal. The most common notarization requests include consent forms for background checks, affidavits of enrollment or employment, identity affidavits, recommendation letters, waivers, and residency statements. If you are unsure, ask your internship coordinator or the hiring agency which specific documents require notarization. When in doubt, it is better to get documents notarized proactively than to scramble at the last minute.

Can I notarize a document that is already signed?

Yes, you absolutely can. A notary does not need to watch you sign the document, although witnessing the signature in real time is always preferred. If you have already signed the document, simply bring it to the notary (or the remote session) along with your valid identification, and I can still complete the notarial acknowledgment. The important thing is that you sign in the presence of the notary or confirm your signature, and that you are properly identified.

What identification do I need for Remote Online Notarization?

For RON sessions, you will need to present valid photo identification to the camera during the video call. Acceptable forms include your driver’s license, state ID, passport, or military ID. The identification must be current, unexpired, and clearly visible to the camera. I also recommend having a secondary form of identification available, such as a credit card (with a signature on the back), a student ID with a photograph, or a health insurance card, just in case. Under New York law, notaries can verify identity through examination of government-issued photo ID or through two reliable witnesses who personally know the signer, so having backup identification can be especially helpful during remote sessions where in-person witnesses are not available.

How long does a Remote Online Notarization session take?

Typically between ten and twenty minutes, depending on the number of documents and whether identity verification requires additional steps. If you are using credential-by-mail verification for your first session, allow a few extra minutes for the initial setup. Once you are verified, subsequent sessions are usually very quick. Plan accordingly and schedule enough time in your calendar.

What if the person who needs to sign the document is not available?

This is a common situation for internship applicants. Many students ask me to notarize letters of recommendation, enrollment affidavits, or employment affidavits, and the professor, registrar, or employer simply cannot get to a video call. In these cases, I recommend reaching out to the signer as early as possible and scheduling the session in advance. For RON, the signer must be present during the session – either in person or on camera – so you cannot notarize a document without the signer being available.

My parent needs help with notary documents. Can I sign on their behalf?

You can sign on your parent’s behalf if they have given you explicit authorization, but it is always better for the signer to sign the document themselves. If your parent is elderly or has mobility issues, Remote Online Notarization is a wonderful option because they can sign from the comfort of their home or care facility. Just make sure they are present on camera, have their identification ready, and are mentally able to confirm their signature. This is one of the most frequent requests I get from young professionals applying for internships: notarizing enrollment or employment documents for elderly parents who are completing their own applications or continuing education programs.

Can you notarize documents for me if I am not in New York?

Yes! This is one of the biggest advantages of Remote Online Notarization. As long as I am physically located in New York when the notarial act takes place, you can be anywhere. I have notarized documents for students in California, interns in Canada, and career changers in Europe. The only requirement is that you can participate in a live video call and present valid identification to the camera.

How much does Remote Online Notarization cost?

Fees for Remote Online Notarization vary by notary and by document type, but typically range from $25 to $75 per notarial act. Some notaries, including myself, offer package pricing for multiple documents, which can save you money if you have several items to notarize. Always ask about package pricing or session bundles if you have more than one document that needs a seal.

What if I make a mistake on a document before notarizing it?

Do not worry! Simply correct the document before bringing it to the notary. I recommend drawing a single line through the error, writing the correction clearly, and initialing it. Then sign the corrected document in the presence of the notary. If you are unsure whether the correction is acceptable, just ask your internship coordinator – some agencies are particular about how corrections are handled, and it is always better to reprint a clean copy if the agency has strict formatting requirements.

Putting It All Together: A Last-Minute Summer Internship Checklist

If you are reading this right now and you have a summer internship waiting on you, here is your action plan:

Confirm the service code with your employer or internship program. Know whether you need the employment code or the certification code.
Schedule your IdentoGO appointment as soon as possible. Do not wait. Even if your start date is two weeks away, fingerprint processing can take longer than expected if there are complications.
Gather your identification. Make sure your driver’s license, passport, or other accepted ID is current and valid.
Request any notarized documents from your employer, professors, or previous employers. If you need letters of recommendation or affidavits, line up the signers and schedule your notary appointments.
Book your Remote Online Notarization sessions early. Remote notarization requires coordination with all signers, so the sooner you schedule, the better. Most sessions take ten to twenty minutes.
Follow up on your fingerprint results. For education positions, log in to the TEACH system. For healthcare, government, or other internships, contact your internship coordinator to learn which tracking system your employer uses. Clearance confirmation from your employer is what matters most.
Keep copies of everything. Save digital copies of your notarized documents, your fingerprint receipt, and any correspondence from your employer. You may need to produce these documents again for future positions.

Final Thoughts

Summer internships are one of the most rewarding ways to kick off a career, gain real-world experience, and build professional connections. But the paperwork behind them – fingerprinting, background checks, notarization, and identity verification – can feel overwhelming, especially when time is short.

The key is to start early and to know the process. New York’s fingerprinting system is efficient and streamlined, and with IdentoGO handling everything electronically, you should not have to wait weeks for results if everything goes smoothly. And when it comes to notarization, having a trusted notary who can handle remote online sessions means you do not have to clear your entire afternoon to find a notary in person.

If you need assistance with any of the documents in your internship onboarding package, please reach out. I am here to help make the process as smooth and stress-free as possible. Your summer internship is waiting, and with the right preparation, you will be ready to go.

Disclaimer: This blog post is for informational purposes only and does not constitute legal advice. Always consult with a qualified attorney for questions specific to your situation, and verify current requirements with the relevant agencies before beginning any application process.