What You Must Know About Teacher Extension and Renewal Presented by: Maureen Sloane Dianna Hanlon

Types of Teachers Probationary First 3 years of employment at District Contract Have been employed more than 3 years

Types of Teachers Temporary Hired after the teachers’ first work day Replace teacher on leave For a position designated as temporary (no more than 2 years) Substitute Without a regular assignment ( a long-term sub can become a temporary teacher ) Less than half-time Covered by PAT collective bargaining agreement Have no rights under Fair Dismissal Law

Fair Dismissal Law Probationary teachers are hired on a 1-year contract which may or may not be renewed at the end of each year. Contract teachers are employed on a 2-year contract that may or may not be extended every year ( in other words they always have a 2-year contract unless we do not extend it.) A temporary teacher who works at least 135 days may become a 2 nd year probationary teacher if rehired the following year

Procedures for Extension and Non-Extension of Licensed Contract Personnel (Non-Administrative) and Renewal and Non-Renewal of Licensed Probationary Personnel (Non - Administrative)

Important Dates January 31, 2005Area Directors and HR Counsel notified of possible non-renewals/non- extensions February 11, 2005List of non-renewals/non-extensions finalized February 18, 2005Seniority Lists due with corrections and renewal/extension information verified February 24, 2005Intent to non-renew letters delivered March 7, 2005Board Meeting for renewals and extensions, non-renewals/non-extensions March 11, 2005Hand delivery of letters for extension, renewal, non-extension and non- renewal March 14, 2005Copies of letters of non-renewal/non-extension due in HR Form for “none” non-renewals/non-extensions due March 16, 2005Plans for Programs of Assistance to have been reviewed with HR Counsel April 1, 2005Programs of Assistance delivered to affected licensed employees

From September to January 21 Principal or supervisor observes teachers and identifies any performance concerns. If the concerns cause the principal or supervisor to consider non-renewal or non-extension, the principal or supervisor should discuss the performance concerns with licensed employees prior to January 21, Discussions are based on observations, data collection, and meetings. The discussions, and the reasons for the discussions, should be documented in writing. The employees should learn of performance concerns well in advance of being notified of possible non-renewal or non- extension. For probationary teachers who are being considered for non-renewal, there should definitely be performance problem(s) identified in the December evaluation.

Between January Principals and supervisors will meet with their Area Director to discuss licensed employees whom the principals and supervisors are considering for non- renewal or non-extension. The discussion should include an analysis of whether procedural steps for due process are being followed. HR Counsel should be consulted if there are any questions or concerns

Monday January 31 Principals and supervisors will submit to their Area Director a list of licensed employees who are being recommended for non-renewal or non-extension. The principals and supervisors also will submit to their Area Director and HR Counsel all pertinent documentation for each licensed employee recommended for non-renewal or non-extension including but not limited to:

current evaluation (probationary winter evaluation should recommend non-renewal) [Exhibit 1] existing program of assistance (if applicable) or list of performance expectations discipline-related documents dates of meetings and notes from meetings other documentation supporting reason(s) for non- renewal or non-extension other documentation supporting efforts made to assist the employee to improve

February 1-11 HR Counsel will review recommendations and supporting documents and will meet with Area Directors and HR administrators as necessary to evaluate and clarify. Area Directors, principals and supervisors, HR administrators and HR counsel will finalize a list of licensed employees who will be recommended to the school board for non-renewal or non-extension.

By Wednesday, February 16 Human Resources will prepare and send to all principals and supervisors a list of all licensed personnel assigned to their building or supervisory area. The list will indicate whether each licensed employee is renewed, extended, non-renewed or non-extended. The list will be sorted by seniority and also will serve as data for unassignment decisions that may be made at a later date. [Exhibits 2 & 3]

By Friday, February 18 1) Principals and supervisors will review the above lists, make necessary corrections, and return the list to their HR administrator. 2) Final evaluations for all probationary licensed personnel indicating renewal or non-renewal of contracts are due to the Area Directors. Evaluators will complete the “Final Form on Probationary Teachers,” found in Appendix H of the Teacher Evaluation Process Booklet.

If an administrator or supervisor has a significant number of probationary licensed employees and cannot meet the February 18 deadline, the administrator or supervisor may have until February 28 to submit all evaluations for probationary licensed employees recommended for renewal. All evaluations, however, for probationary employees recommended for non-renewal must be submitted by February 18.

If the administrator or supervisor does not submit all probationary evaluations by February 18, the administrator or supervisor will provide the Area Director with a written list of those probationary evaluations that will be submitted no later than February 28 (See Article 8A of the PAT/District Collective Bargaining Agreement).

By Thursday, February 24 Probationary Teachers HR administrators will deliver to principals and supervisors the intent to non-renew letters for immediate hand delivery to probationary licensed personnel who are not being renewed. [Exhibits 4 & 5]

By Thursday, February 24 Contract Teachers HR administrators will send to all principals and supervisors a packet with a final list of all licensed personnel and two template letters. These letters are the exact text for principals and supervisors to use to notify all licensed contract personnel whether their contracts have been extended or non-extended. These letters are not to be delivered until after the Board takes its action. [Exhibits 6, 7 & 8] Human Resources will forward to the Superintendent the list of all licensed personnel to be non-renewed or non- extended.

Monday, March 7 The School Board will act to extend the contracts of licensed contract personnel and to renew the contracts of licensed probationary personnel.

By Friday, March 11 Contract Teachers Principals and supervisors will date and personalize contract extension and non-extension letters to all licensed contract personnel exactly as provided in the template letter [EXHIBITS 7 & 8]: print the letter on school/department stationary sign the letter and hand deliver to each licensed contract employee send a copy of the signed letter to HR for personnel file copy place a copy of the appropriate signed letter in each employee’s building file.

By Friday, March 11 Probationary Teachers Human Resources will deliver to principals and supervisors probationary non-renewal letters for immediate delivery to each employee for their signature. [Exhibit 9] hand deliver letters and get signatures send a copy of the signed letter to HR for personnel file place a copy of the appropriate signed letter in each employee’s building file. Human Resources will prepare letters for probationary employees who are renewed for the next year or are elected to become contract teachers and will be available for pick up in the HR department or will be sent via PONY if not picked up by March 30. [Exhibits10 & 11]

By Monday, March 14 Principals and supervisors will forward to their HR administrator copies of all letters of non-extension and non-renewals. Non-extension and non-renewal letters will be placed in the employee’s personnel file. If a principal or supervisor has no non-extensions or non- renewals they will so indicate on a form provided in the packet. [Exhibit 12]

By Wednesday, March 16 Principals and supervisors who have non- extended personnel will meet with the Area Directors, HR administrators and HR Counsel to discuss programs of assistance for non-extended personnel.

By Friday, April 1 Programs of assistance for improvement will be drafted. Principals and supervisors will have met with the affected licensed employees to review the program.

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