1. Office of Certification and Professional Preparation
West Virginia Department of Education
(WVDE)
October 25, 2017

2. CAPP Staff Introduction
Robert Hagerman, Executive Director Lori Wilson, Assistant Director Coordinators Emily Curry Brad Fittro Scottie Ford Christina Haymaker Robert Mellace Kelly Mordecki Jodi Oliveto

3. CAPP Staff Introduction
Associate Staff Mona Bowe Sherri Hudnall Sandy Simmons Interns Jonathan Blatt Madison Haymaker

4. Today’s Agenda Background & Legal Updates
West Virginia Board of Education (WVBE) Policy 5202 Update
Online Application Process & Update
Licensure Updates
Alternative Certification
Title II Reporting Data
Miscellaneous Information

5. Background & Fingerprints

6. Background & Legal Update
Emily Curry

7. Legal Disclosures Electronic Applications
Applicants are required to add each previously disclosed incident on the first Online Application submitted
Once a disclosure is made online, it remains in the application and applicants do NOT need to add it again.
Items that should accompany a disclosure:
Date (Month/Year)
Title (name of the charge/action)
Narrative (description/summary of the events that led to the disclosed incident/action)
Personnel and/or Court Documents

8. Legal Disclosure Information
Paper Applications
*Check ‘yes’ to appropriate question(s)
*Provide a Narrative (description/summary of the events that led to the disclosed incident/action)
*Provide Personnel and/or Court Documentation
*When disclosing a previously reviewed incident, check ‘yes’ to the appropriate box or boxes and note ‘previously disclosed’

9. FBI Reporting
The FBI now requires that we verify i.d. prior to sharing information or requesting information regarding reports found on the FBI background. The WVDE can no longer send a request letter for information regarding incidents found only on the FBI report. Applicants are required to appear in person at the WVDE or conference by Skype with picture i.d. to obtain a copy of his or her FBI background report and disclosure requirements.

10. West Virginia Board of Education (WVBE) Policy 5202 Update

11. WVBE Policy 5202 Update
WVBE Policy 5202 Comment Period has ended and the comments that were received have been reviewed.
The policy will go before the WVBE in November.
If approved, the policy will be effective in mid-December.

12. Online Application Process Update

13. Online Application Update
Current electronic applications:
Coach Renewal
Initial Teaching
Teacher and Student Support Renewals
Administrative Renewals
Initial Coaching
Upcoming electronic applications to be implemented by the end of the year:
Initial Student Support
Initial Administrative

14. Online Application Update
Please advise your applicants to pay through the online portal for all electronic applications
Payment is now the last step before submission to the WVDE after county approval.
Payments made incorrectly (via the old system) cannot be utilized for electronic applications and will delay submission to the WVDE for processing.
Please advise your applicants to open up the User Guides and follow the instructions as many questions can be answered by using the User Guides.

15. Online Application Update
Form 4 Online Applications
Please make sure the applicant that you have been asked to approve his or her application is actually an employee in your county and not just a resident of your county.
When an application arrives for your approval, please look in the top left of the Coordinator Dashboard for the option of the certificate type (Renewal, Conversion, or Permanent) is correct. If the incorrect request is made, please REJECT/DENY the application so the applicant can make a new application. Please do not use the SEND BACK option.
Please review the files for transcripts and if they are required and you have them, please upload them during the approval process. Otherwise, they need to be uploaded in the WVEIS WOW System.

16. Online Application Update
Form 4 Online Applications (Continued)
The WVDE is not allowed to accept transcripts that applicants have tried to upload, nor are counties allowed to accept transcripts that have been printed from a PDF that was issued to the applicant.
Transcripts must be issued to the county or to our office at the WVDE. If an applicant brings a transcript in an official sealed envelope from the college/university, you may open it and initial that you verify that it was indeed an official seal-bearing transcript and then you may upload it through the WVEIS WOW system.

17. Online Application Update
Form 20A Online Application
If an applicant is employed by your county, please ensure they are using the proper option to obtain their licensure. If they have selected they are getting licensure based upon completion of a program in another state and it is discovered they have an out-of-state certificate from another state, please REJECT/DENY the application and have them make another application selecting the option of a certificate issued in another state (Reciprocity).
If an applicant has provided you with transcripts when they make application for the Initial Teaching Certificate, please upload them prior to approval or through the WVEIS WOW system after approval.

18. Online Application Update
Form 39
Please ensure that the individual making application has selected the correct option. If the individual needs to renew the authorization available on a Form 39 (Coach, Limited Football Trainer, or Athletic Trainer Certificate), please look at the top left corner of the application and see that the correct option has been selected.
If they are wanting to renew and you notice in the top left corner that it is an Initial Temporary Authorization, you must REJECT/DENY the application and they need to go back into the system and select RENEW beside the credential.

19. Licensure Update CAPP Staff

20. Licensure Update
Form 8
Applicants completing another certification program (I.E. Administration Or Student Support) and they have a Professional Teaching or Student Support Certificate, the original application type must be submitted as it is not an additional endorsement. If an Initial Administrative it will be a Form 19 for In- State or Form 19-A for Out-of-State. If an Initial Student Support Certificate, it will be a Form 20 for In-State or a Form 20-S for Out-of-State.
Additional endorsements in Driver’s Education must include the college signature, a copy of the driving record from the DMV, and a copy of the front and back of the valid Driver’s License.

21. Licensure Update Form 8 (Continued)
An additional endorsement for Autism from any institution of higher education who are just completing six hours does not require a signature of the college/university official.
If the individual has completed the full Autism program at WVU, Marshall, or Bethany the certification officer must sign the Form 8.

22. Licensure Update Form 8C
Reading Specialist and Autism cannot be added by taking a PRAXIS Exam.
Student Support and Administrative endorsements are not eligible to be added by taking a PRAXIS Exam.
For the most up-to-date list of eligible exams, please use the following link:
ViaPRAXISExameffectiveJanuary11_2017.pdf
Please try to submit a PRAXIS Score Report with the Form 8C. The WVDE does not receive score results until 4-6 weeks after the applicant receives their results.

23. Licensure Update Form 1/1A: First – Class/ Full – Time Permits
Individuals who have completed their program, but who are waiting to pass a PRAXIS Exam are not eligible to hold a First-Class/Full-Time Permit.
Individuals who are waiting on successful completion of a PRAXIS Exam are not eligible for a waiver, neither are individuals who have not maintained or achieved the minimum GPA of 2.5.
There has recently been an increase in applicants discovering that the program in which they were enrolled is not leading to licensure. Please encourage individuals seeking the First-Class/Full-Time Permit to get in writing from the college/university that the program does lead to licensure to work in the public schools.

24. Licensure Update Early Childhood Classroom Assistant Teacher Updates
The Form 41 application was updated on January 10, 2017.
Please make sure that you are using the newest form and filling it out in its entirety because we require all information for processing.

26. We must have the signature and address of the community program director so that we can direct any questions regarding the application to the proper people.

27. We always need the ECCAT placement date
We always need the ECCAT placement date. This is when the applicant was placed in the classroom. This is what triggers the effective date on the authorizations so it is imperative that this is filled out for all new applicants.

28. If an applicant has passed the state competency exam and has all three courses required for authorization, they may choose “permanent only” for their authorization. The application will be approved effective the date that the application is received. This is not for applicants working as full time ECCATs. This is only for those who wish to be ECCAT certified but are not currently employed in an ECCAT position.

29. Signatures are required on this page regardless of whether the applicant has taken any courses or not.

30. The signature of the Superintendent or Director of Community Pre-School Program is required here. It must match the signature reflected on pages 1 and 2 of the application.

31. The applicant must sign this page each time they apply
The applicant must sign this page each time they apply. This assures us that they purport this information to be true and accurate.

32. Licensure Update Waivers Conditions that can not be waived GPA
Previous waivers on that application
Other important non-negotiables
First Class Full Time permits require proof of enrollment in a program.
Unavailability of coursework requires documentation.
Other important points to remember
Waivers have an extended processing time.
Approval of a waiver is not approval of the application.

33. Licensure Update Clinical Forms – Student Teaching Form 23 Form 24
Form 24A
Form 24B

34. Licensure Update Clinical Forms (23, 24)
Form 23 is to be submitted for students attending an out of state IHE.
Form 24 is for the INITIAL clinical placement
Form 23 and Form 24 must be submitted together and signed by the District Superintendent.
A second set of fingerprints will have to be redone for any application submitted after the clinicals.
Clinical students are now required to have the basic skills and content exams passed before placement in schools.

35. Licensure Update Clinicals (24A)
Form 24A is to be submitted to RENEW or request a change in the area or county of placement
There is NO FEE for the Form 24A

36. Licensure Update Substitute Permits
Applications must include ALL transcripts
Initial Applications: 18 hours of training OR an EXPIRED (regular) teaching certificate are the only two items that can be used for an initial application.
Renewals: 12 hours of training, or 6 semester hours of coursework from an IHE, or a VALID (regular) WV professional certificate are the only items that can be used for renewal.
Endorsements can only be granted for subjects and grade levels currently listed in Policy 5202, Appendix A. (For example Criminal Justice, Law or Religious studies are not endorsable subjects in Appendix A).

37. Licensure Update Forms 2S and 2L – Substitute Permits
Applications must include ALL transcripts
Initial Applications: 18 hours of training OR an EXPIRED (regular) teaching certificate are the only two items that can be used for an initial application.
Renewals: 12 hours of training, or 6 semester hours of coursework from and IHE, or a VALID (regular) WV professional certificate are the only items that can be used for renewal.
Endorsements can only be granted for subjects and grade levels currently listed in Policy 5202, Appendix A. (For example Criminal Justice, Law or Religious studies are not endorsable subjects in Appendix A).

38. Licensure Update Form 3 – Teacher-In-Residence
There must be an approved TIR agreement between the county and the IHE
All scores (basic skills and content) must be included with application
An official transcript to-date verifying the 3.0 GPA must be submitted with the application
Copies of both position postings must be attached to the application

39. Licensure Update Career and Technical Education
A new OneNote Notebook has been created specifically for the CTE certification process. You may access the notebook on our website under the heading: Career and Technical Education Certification Notebook
CTE Application Flow Chart
Each CTE application
Policy 5202 excerpts that correspond with each licensure
Interactive instruction check list to aid in submitting applications

40. Licensure Update Administration Applications – Form 19 and 19A
Paper Applications
Online Application
Initial licensure (19 & 19A)
Convert a temporary license to an initial license (19)
Renewals
Permanent

41. Licensure Update Temporary Administrative – Form 19A
A temporary administrative certificate may be issued to an applicant who has completed an Educational Leadership Program from an out-of-state college/university or by using reciprocity with a valid out-of-state license.
Valid for one school year
Allows additional time for applicants to meet the necessary requirements:
Praxis Exam (only if seeking licensure from a college/university recommendation)
Evaluation Leadership Institute (ELI) ~ All candidates

42. Authorizations Form 38
                                                                                                                                                                                                                                       
Applicants must hold a valid professional teaching certificate for the following authorizations:
Alternative Education
Option Pathways
Cultural Enrichment
Reading for Grades Seven and Eight
Technology Integration Specialist
Please be sure to indicate the requested school year.

43. Licensure Update Tuition Reimbursement – Reminder
WV Code section 18A-3-3a provides for tuition reimbursement for educators holding a valid WV professional or provisional professional teaching, service, or administrative certificate.

44. Licensure Update
Tuition reimbursement --for educators holding a first class permit is allowable only for those seeking an additional endorsement in a shortage area. No allowance for reimbursement is made for those on a first class permit seeking an initial professional certificate.

45. Licensure Update
Courses completed prior to the July 1 start of a fiscal year are not eligible for tuition reimbursement during the new fiscal year. Form 36 tuition reimbursement applications must be complete when received by the WVDE. Incomplete applications are denied.

46. Licensure Update
Advanced Salary Advanced salary and advanced degree level recognition are allowable on a valid WV professional or provisional professional teaching, service, or administrative certificate, or equivalent.

47. Licensure Update Advanced Salary
For a master's degree (M.A. level), 80% of the coursework (24 of the 30 minimum graduate degree hours) must relate to the public school program.  No more than 6 graduate hours in an area that is unrelated either to the public school program or to an endorsement area held on the professional certification are allowable for the M.A. level.

48. Licensure Update
National Board Extra Expenses Reimbursement Additional fee reimbursement of up to $ is available for extra expenses incurred during the National Board process after board certification has been achieved.

49. Alternative Certification
Kelly Mordecki

50. Alternative Certification Application Checklist – Form 25

51. Reminders and Changes for Form 25 (Alternative Teaching Certificate)
The job must be posted at least twice for 10 days
In the near future, a copy of the job advertisement(s) will be required for submission with the application
ALL transcripts must include at least a bachelor’s degree from a regionally accredited IHE with a minimum overall GPA of 2.5. (ALL transcripts must be submitted for all coursework attempted)
The effective date of this certificate cannot be any earlier than the date an application is received, because enrollment cannot begin before the individual receives the certificate (WV State Code requirement)
The projected employment date may match, but must not precede the projected date of enrollment, because teachers need training before/as they are entering the classroom
Dates on Form 25 must be complete dates (ex , not September, 2017)

52. Reminders about Form 25 and WVBE required Praxis exams
Passing exam scores must be completed before making application to CAPP.
Special Education and General Education applications:
Passing CASE exams or a qualifying exemption must be documented. Outdated Praxis scores (ex. PPST) cannot be accepted.
General Education applications:
Passing content exams or a qualifying exemption must be documented. Outdated Praxis scores cannot be accepted.
Qualifying exemptions for each Praxis exam are identified in WVBE Policy 5202.

53. Form 25R – Renewal of AC Certification
Form 25R must be submitted yearly until the applicant completes the Alternative Certification Program
All areas of the application should be completed, including the name of the approved district program and the endorsement/grade levels

54. Form 20P and Form 25C – Alternative Certification
Form 20P and Form 25C should be submitted together for initial licensure after completion of an approved AC program
All areas on the application must be completed and signed/dated
All exams (content and/or PLT) should be submitted with application
Official transcripts and/or Certificate of Completion must be attached
Date of COMPLETION of program cannot be before all criteria is met

55. Alternative Certification Quick Resources
FAQ Document final9_2016.pdf
State approved AC Programs certification.html
WV Licensure Directory ctory_July_2017.pdf
AC related Application Forms:
Form 25 (Initial AC Certificate) AND V10 (proof of work in field)
25R (Renewal)
25C Comprehensive Eval) AND P (Initial Licensure App)

56. Title II (Higher Education Act) Data Reporting
Robert Hagerman

57. Title II Data Reporting Requirements
Required by Title II of the Higher Education Act.
Reporting is required of all Alternative Certification (AC) Providers that have individuals enrolled and/or completed in their program during the required reporting period.
The designee for AC is responsible for the reporting (unless otherwise assigned by the county superintendent).
The designee for AC is normally a personnel director or in the human resources office, because the data being reported is about AC program enrollment and completion. This requirement is different from the Title II work you may associate with a school district’s federal program office/director.
This reporting period is for last year’s AC participants enrolling between when your AC program began (first day of school for academic year ) and throughout the school year (until the end of the 2017 school year).

58. Title II Data Reporting Requirements for Alternative Certification (2016-2017 Reporting Period)
As a non-IHE-based alternative route teacher preparation program provider, your school district falls into one of the following two categories at this time:
A school district with a WVBE approved alternative certification program(s) that has enrolled individuals into the program during the required reporting period. These school districts must meet Title II requirements for data reporting. See WVDE guidance at
A school district with a WVBE approved alternative certification program(s) that has NOT enrolled individuals into the program during the required reporting period is not required to report data at this time. You are also not required to create accounts for ETS or Title II reporting at this time. (until you have enrolled participants for future reporting years)

59. Title II Reporting Questions
It is important that the AC program provider (the school district) contact ETS for support with ETS Institution Code Assignment, ETS account creation, and their part of the reporting process (Primarily taking place September 2017 – November 9, 2017).
Contact Sharen Virgin at or
Once you receive account information from Westat, it is important that the AC program provider (the school district) contact Westat for support with reporting on the Title II website. (Primarily taking place January 2018 – April 30, 2018).
Contact Kelly Choong at
The Office of Certification and Professional Preparation will continue to assist in facilitating communications about this topic as we receive additional information.
Robert Mellace or Kelly Mordecki

60. Miscellaneous Information
Yammer Accounts
West Virginia Certification and Licensure Updates & Announcement
(private Yammer group for CAPP staff, certification officers, personnel directors and superintendents)
West Virginia Educators**Certification and Licensure
(public Yammer group from the Office of Certification & Professional Preparation to share the latest updates)
HQT (Highly Qualified Teacher) Requests
Coaches Database
In order to update your Coaches Database for your school and/or county, you will need to go to the URL address: and enter your UserID and Password provided to you for your school/county.
Please pay close attention to the “0” zero and the “O” letter when entering your information.

61. Q & A
This presentation will be posted in the resources section of our website at West Virginia Department of Education Office of Certification and Professional Preparation (CAPP)