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 VAC20-22-110

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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.

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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.

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New Renewal Requirements• Emergency First Aid, CPR, AED Training• New License Renewal Form(Mar 2014-

3 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: http://pwcs.certification.schoolfusion.us/

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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.

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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.

• The online training video Heartsaver® First Aid CPR AED Online Part 1 Course # 90-1401 provided by the American Heart Association for approximately $40 is another option to meet this requirement.

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Va History or state and local government module

  Supt's Memo #053-14  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 http://www.civiceducationva.org/

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Virginia Licensure Renewal Options

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VIRGINIA LICENSURE RENEWAL OPTIONS

Maximum # of Points

Point Value Assignment Verification

1. College Credit

180 1 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.

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Maximum # of

Points

Point Value Assignment Verification

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.

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Maximum # of

Points

Point Value Assignment Verification

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.

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Maximum # of

Points

Point Value Assignment Verification

4. Publication of Article

90 45 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.

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Maximum # of

Points

Point Value Assignment

Verification

5. Publication of Book

90 90 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.

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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.

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Maximum # of

Points

Point value Assignment

Verification

7. Educational Project

90 1 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.

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Maximum # of

Points

Point value Assignment

Verification

8. Professional Development Activity

180 1 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 FormIndividualized Renewal Record

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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.

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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.

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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.

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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.

• All other supporting documentation (forms/certificates etc.) are returned to the license holder for their records.

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License Renewal PacketWhat 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.

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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.

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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.

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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.

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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.

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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.

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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 http://pwcs.certification.schoolfusion.us/ for the most up-to-date instructions and forms for each licensure request.

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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.

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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.

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Resources:

• Administrator’s Responsibility Checklist• License Holders Responsibility Checklist• Virginia License Renewal Manual • http://www.doe.virginia.gov/teaching/licensure/

licensure_renewal_manual.pdf • http://pwcs.certification.schoolfusion.us/ • Virginia State and Local Civic Education Module 

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Contact information • License Holders with last names A-L

Mindy Waida: Licensure Specialist

waidams@pwcs.edu 703.791.8093

• License Holders with last names M-Z

Brock Relyea: Licensure Specialist

relyeab@pwcs.edu 703.791.7465

• Bev Baker : Compliance Officer

bakerb@pwcs.edu 703.791.8775

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