Administrator’s Role in Licensure Renewal Process

Purpose of Licensure Renewal: Ensures the commitment to continuous learning and growth in professional knowledge and skill. VDOE Regulation 8 VAC

OUTCOMES Become knowledgeable of the licensure renewal requirements and options. Understand the role administrators have in the verification process of license renewal activities. Identify content knowledge based courses and exceptions to content coursework requirements. 3

WHO MUST RENEW? Individuals who hold the following five-year, renewable licenses: Collegiate Professional Postgraduate Professional Technical Professional Pupil Personnel Services Note: Provisional Licenses and International Educator Licenses are not renewable. 4

New Renewal Requirements Emergency First Aid, CPR, AED Training New License Renewal Form(Mar pages-includes 8 questions on criminal history). Expired forms not accepted. Virginia history or state and local government module More information and training opportunities can be found on certification website: 5

WHAT ARE THE RENEWAL REQUIREMENTS? License renewal requires 180 professional development points. Renewal points can be accrued by completion of activities through one or more of the following eight options within a five year renewal period: College Credit ( A minimum of 90 points in the content endorsement area shall be required of license holders without a master’s degree.) Professional Conference Curriculum Development Publication of Article Publication of Book Mentorship/ Supervision Educational Project Professional Development Activity License holders can begin earning points for the next renewal period after the newly updated license has been issued by the VDOE. 6

Training Options for CPR,AED, First Aid The Emergency Care and Safety Institute (ECSI) has developed an online training program for $12.87 that satisfies licensure requirements. Locate CPR 703 in the Online Professional Learning Catalog to access the discount code and the detailed instructions for both the First Aid, CPR, and AED training and certification learning opportunities.Online Professional Learning Catalog The online training video Heartsaver ® First Aid CPR AED Online Part 1 Course # provided by the American Heart Association for approximately $40 is another option to meet this requirement. American Heart Association 7

Va History or state and local government module Supt's Memo # provides information on which license holders are required to complete this module however all license holders are encouraged to take advantage of the no-cost professional development activity and include a certificate of completion with the license renewal packet. The Virginia State and Local Civic Education Module is found at Memo # Virginia State and Local Civic Education Module 8

Virginia Licensure Renewal Options 9 VIRGINIA LICENSURE RENEWAL OPTIONS Maximum # of Points Point Value AssignmentVerification 1.College Credit semester hour = 30 points 1 quarter hour = 20 points  Official transcript or official “student copy” of transcript Criteria: 1)Must be course work (3 semester hours) taken in the content area of the endorsement on the license and/or teaching assignment if the license holder does not have a master’s degree. 2)Must be earned at a regionally accredited four-year college/university, two-year college; or must be earned at a vocational education workshop. 3)Must be taken for credit 4)Must result in a passing grade or “pass” for courses taken on a “pass” or “fail” basis. 5)An official transcript must be submitted to the chief executive officer or designee of the employing educational agency.

Virginia Licensure Renewal Options Cont. 10 Maximum # of Points Point Value AssignmentVerification 2. Professional Conference 45 Participation–5 points per day Presentation–15 points per topic presentation  Conference program  Letters of invitation, acceptance, and thank you  Employing educational agency approved leave request  Conference participants list  Certificate of attendance/completion Criteria 1.Must be 4 or more hours in length. 2.Must include only time spent in those portions of the conference program that contribute to the participant’s professional knowledge, competence, performance, or effectiveness in education. 3.Must have prior approval from the chief executive officer or designee. 4.May be local, regional, state, national, or international in scope.

Virginia Licensure Renewal Options Cont. 11 Maximum # of Points Point Value AssignmentVerification 3. Curriculum Development 90 1 point per clock hour  Employing educational agency’s participant list  Curriculum guide  Committee assignment list Criteria 1.Must be a minimum of 5 hours per activity. The 5 hours do not have to be consecutive. 2.Must have prior approval from the chief executive officer or designee. 3.Must be coordinated by the employing educational agency or other state, national, or international educational agency or organization.

Virginia Licensure Renewal Options Cont. 12 Maximum # of Points Point Value AssignmentVerification 4. Publication of Article points per narrative, article, or report  Copy of the published article  Copy of the final grant report  Publisher’s letter of publication date Criteria: 1)Must be published in a professional journal or a publication sanctioned by the employing educational agency. 2)If a grant, it must be approved by the employing educational agency. 3)Must contribute to the effective practice of the education profession and/or to the body of knowledge of the endorsement area(s).

Virginia Licensure Renewal Options Cont. 13 Maximum # of Points Point Value Assignment Verification 5. Publication of Book 9090 points per book  Copy of the published book  Copyright for the completed work in the field of theatre, fine arts, or music  Copyright for instructional program Criteria: 1)Must be published for purchase. 2)Must contribute to the education profession and/or to the body of knowledge of the endorsement area(s). 3)In the case of revision, should represent a substantive change of the original text.

Virginia Licensure Renewal Options Cont. 14 Maximum # of Points Point value Assignment Verification 6. Mentorship/ Supervision 90 1 point per clock hour  Participant list from college/university  Employing educational agency assignment list Criteria: 1)Must assist an undergraduate or graduate intern, pre-service student teacher/beginning teacher, or beginning administrator. 2)Must have prior approval from the chief executive officer or designee. 3)Must be in conjunction with an approved teacher/principal preparation program, undergraduate/graduate degree program, or a clinical faculty/mentor program sponsored by the employing educational agency.

Virginia Licensure Renewal Options Cont. 15 Maximum # of Points Point value Assignment Verification 7. Educational Project 901 point per clock/ contact hour  Acceptance for exchange program from college/university, or business  Written summary/journal of project activities Criteria: 1)Must be a minimum of 5 hours per activity. The 5 hours do not have to be consecutive. 2)Must have prior approval from the chief executive officer of designee. 3)Must result in a written report or other tangible product.

Virginia Licensure Renewal Options Cont. 16 Maximum # of Points Point value Assignment Verification 8. Professional Development Activity point per clock/ contact hour  Participants list from employing educational agency,  Certificate of completion/attendance Criteria: 1)Must be a minimum of 5 hours per activity. The 5 hours do not have to be consecutive. 2)Must have prior approval from the chief executive officer or designee.

Required VDOE Form Individualized Renewal Record 17 See Attachment

Verification of Renewal Activities Principal/Advisor should do the following: Meet with License holder and verify all supporting documentation for points reflected on license renewal form. Confirm a total of 180 points has been earned using the appropriate license renewal options without exceeding the maximum number of points allowed per option. Initial and date each activity listed on Renewal Form. Sign and date the License Renewal Form on the “Advisor” signature line. Ensure license holder has signed and dated License Renewal Form on the “Applicant’s” signature line. 18

Verification of Renewal Activities Cont. Confirm verification of completion for FirstAid/CPR/AED Training is included in packet. Confirm license holders using Option 1 College Credit has provided an official transcript with a passing grade and credits earned. Confirm license holders without a master’s degree has provided an official transcript reflecting completion of 3 credit semester hours of content knowledge based college coursework. 19

Child Abuse Recognition and Intervention Training Technology Standards Child Abuse Recognition and Intervention Training and Technology Standards for Instructional Personnel must be completed once. This information is already on file with the Office of Certification and does not need to be submitted again. 20

Supporting Documentation The principal/advisor reviews all supporting documentation for each activity. Include the following supporting documents in the final packet sent to the PWCS Certification Office: Official Transcript If Option 1: College Credit used FirstAid/CPR/AED Training Certificate of completion. Virginia State and Local Civic Education Module Certificate of completion.Virginia State and Local Civic Education Module All other supporting documentation (forms/certificates etc.) are returned to the license holder for their records. 21

License Renewal Packet What happens after I sign and initial? Return License Renewal Packet to license holder. If Option 1: College Credit is used official transcript reflecting credits earned must be attached to renewal packet (Check for grade and content knowledge based course requirement License holder will copy original for their records. All supporting documentation (certificates, staff development items etc.) used for options 2 through 8 are retained by the license holder. Verification of FirstAid/CPR/AED training must be included in packet Verification of Va History or state and local government if applicable License holder attaches a check, money order, or cashiers check for $25, payable to “Treasurer of VA” – ( Blue or black ink only) License Holder forwards complete packet to the PWCS Certification Office between January 1 and April 1 of the year the license expires. 22

Helpful Hints Principals/Administrators use “Advisor’s Signature” line on renewal form. Initial each item as you review them for accuracy. Please do not initial until you have seen the official supporting documentation/verification. Example : You cannot sign off on a course that is not completed or is not reflected on official transcript/s with grade. 20

Transcripts Option 1: College Credit from a regionally accredited college requires official transcript/s with a stamp or seal reflecting a passing grade. Electronic transcripts such as eSCRIP-SAFE and DocuFide transcripts are not accepted by the VDOE. The PWCS electronic registrar transcript is accepted to verify Option 8: Professional Development activities. 24

CONTENT COURSES A content knowledge course is generally found under a specific content course heading (such as HIST, MATH, ENG, BIO, etc. (A content course will generally not be under a course heading of *EDUC, EDCI, EDU, etc.) Exceptions include education courses that are at least 75% content based and offered through a regionally accredited institute as semester hour credit/s. New: A course in English as a Second Language will be accepted as a content course for PWCS license holders. *Note: Many course offerings with University of LaVerne are listed under “EDUC” however are content knowledge based. 25

Activity and Content Course Approvals Advisors/Principals should confirm and assess proposed professional development activities and content course requirements. License Renewal is based on mutual trust between license holder and an advisor/principal. Relationship intended to be one of collaboration for the purpose of professional improvement. License holder should be primary determiner of license renewal activities to meet renewal plan. 26

Exceptions to Content Course Work Exceptions to content course work should be reserved for rare situations as they are applicable one time only for license holder. Exceptions should be granted only in extreme circumstances and not for reasons involving failure to meet licensure responsibilities. 27

Additional Requests Additional requests may be included with the Licensure Renewal Packet. Examples: name change, adding a degree or endorsement area, etc. License holders should be directed to for the most up-to-date instructions and forms for each licensure request. 28

Most Common Mistakes License Renewal Form not up-to-date. Option 1, Content knowledge course work not satisfied. Official Transcripts not provided. Missing signatures: license holder and advisor both required. Payment: not included; not payable to Treasurer of Virginia; incorrect year date. 29

30 Dates for License Renewal Complete Renewal Packets should be submitted between Jan 1 and April 1 of the year the license expires. Renewal Packets should be sent to the PWCS Office of Certification. Do not send renewal packets to the VDOE.

Noncompliance of License Renewal – at the discretion of the advisor The Professional Performance Process (PPP) should reflect a planned outline for professional growth to earn renewal points each year. ** License Holders who exceed the April 1 deadline are subject to termination of contract if approved by Advisor, Director of Human Resources and the School Board. 31

Resources: Administrator’s Responsibility Checklist License Holders Responsibility Checklist Virginia License Renewal Manual licensure_renewal_manual.pdf Virginia State and Local Civic Education Module 32

Contact information License Holders with last names A-L Mindy Waida: Licensure Specialist License Holders with last names M-Z Brock Relyea: Licensure Specialist Bev Baker : Compliance Officer