1. Administrator’s Role in Licensure Renewal Process
Principals, Assistant Principals and all school administrators have a vital role in the License Renewal Process.

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

3. OUTCOMES
Become knowledgeable of the licensure renewal requirements and options.
Understand the role administrators have in the verification process of license renewal activities.
Identify new training requirements
Provide support to licensed staff
The Office of Certification’s goal is to provide you information on the license renewal requirements and options as set forth by the Virginia Department of Education and to help you better understand your role in the verification process of license renewal activities for your staff, including the verification of activities, new trainings and offering support to licensed staff.

4. 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.
All licenses except Provisional and International Educator Licenses must be renewed.

5. New Renewal Requirements
First Aid, CPR, AED Training with hands on practice for CPR
New License Renewal Form- 3 pgs-includes criminal history). Expired forms not accepted.
Virginia history or state and local government module
New Dyslexia Awareness Training
Updated Child Abuse and Neglect Recognition Training
College Credit no longer required for license renewal
School Counselor Training
Verification of completion for Emergency First Aid/CPR/AED Training must be included in the license renewal packet.
The New License Renewal Form (July 2013) will be required for all license renewals. The new form is three pages and includes an added Part II section consisting of eight questions related to any convictions, plea of guilty or no contest to felony, criminal offense, misdemeanor, investigation or misconduct. If a license holder answers “yes” to any of the eight questions, a statement giving full details and official documentation of the action or court conviction must be included with the license renewal packet. Misdemeanors not involving children will be presented to an informal review hearing panel. All other “yes” responses will be subject to formal review and approval by the Board of Education.
Please note: Expired forms cannot be accepted and will be returned as incomplete license renewal packets.

6. WHAT ARE THE RENEWAL REQUIREMENTS?
License renewal cycles require 180 professional development points for five-year renewable license holders and up to 360 professional development points for ten-year renewable license holders. All five-year license holders will be issued a ten-year license upon completing the 180 points beginning with the 2019 renewal period. Renewal points can be accrued by completion of activities through one or more of the following eight options within a renewal cycle:
College Credit
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.
Each license holder must earn at least 180 points within a five year period and up to 360 professional development points for ten-year renewable license holders using any of the eight options offered by the Virginia Department of Education.
All five-year license holders will be issued a ten-year license upon completing the 180 points beginning with the 2019 renewal period.
Since the PWCS License Renewal period is prior to the expiration date of a license, license holders can begin earning points for the next renewal period after the newly updated license has been issued by the VDOE. Example: License holders who renew in January can begin earning points for their next renewal in January of the year the license expires. License holders who renew in March can begin earning points for their next renewal in March of the year the license expires.

7. Training Options for CPR,AED, First Aid
Medical Training Solutions provided by Connie Fluet
The Emergency Care and Safety Institute (ECSI)
PWCS Aquatics Center offering First Aid/CPR/AED Training
The Heartsaver First Aid CPR AED Online Part I ( ) Course offered by the American Heart Association More detailed information found on PWCS Emergency First Aid, CPR, AED Training webpage

8. 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. (Earns 5 renewal points) The Virginia State and Local Civic Education Module  is found at

9. Dyslexia Awareness Training
Effective July 1, A new 45-minute Dyslexia Awareness Training will be required for license renewal. (Earns 5 renewal points)
Training module found at:

10. School Counselor Training
New Training Requirement: License holders with a School Counselor endorsement reflected on the license – even if license holder is not currently serving as a school counselor. The Code of Virginia requires every person seeking renewal of a license with an endorsement as a school counselor to complete training in the recognition of mental health disorder and behavioral distress, including depression, trauma, violence, youth suicide, and substance abuse. The required training options can be found at:

11. Virginia Licensure Renewal Options
Maximum # of Points
Point Value Assignment
Verification
College Credit
5 yr/ yr/360
1 semester hour = 30 points
1 quarter hour = 20 points
Official transcript or official “student copy” of transcript
Criteria:
College credit now optional; no longer required for license holders not holding a master’s
Must be earned at a regionally accredited four-year college/university, two-year college; or must be earned at a vocational education workshop.
Must be taken for credit
Must result in a passing grade or “pass” for courses taken on a “pass” or “fail” basis.
An official transcript with stamp or seal required. Internet or third party transcripts not accepted.
Option 1 College Credit equates to 30 points per credit reflected on an official transcript from a regionally accredited institute. The following agencies offer regional accreditation: Middle States Commission on Higher Education, New England Association of Schools and Colleges, North Central Association of Colleges and Schools (NCA-HLC), Northwest Commissions on Colleges and Universities, Southern Association of Colleges and Schools, Western Association of Schools and Colleges

12. Virginia Licensure Renewal Options Cont.
Maximum # of Points
Point Value Assignment
Verification
2. Professional Conference
5 yr/45 10yr/90
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
Must be 4 or more hours in length.
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.
Must have prior approval from the chief executive officer or designee.
May be local, regional, state, national, or international in scope.
Option 2 Professional Conference

13. Virginia Licensure Renewal Options Cont.
Maximum # of Points
Point Value Assignment
Verification
3. Curriculum Development
5 yr/ yr/180
1 point per clock hour
Employing educational agency’s participant list
Curriculum guide
Committee assignment list
Criteria
Must be a minimum of 5 hours per activity. The 5 hours do not have to be consecutive.
Must have prior approval from the chief executive officer or designee.
Must be coordinated by the employing educational agency or other state, national, or international educational agency or organization.
Option 3 Curriculum Development

14. Virginia Licensure Renewal Options Cont.
Maximum # of Points
Point Value Assignment
Verification
4. Publication of Article
5 yr/ yr/180
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:
Must be published in a professional journal or a publication sanctioned by the employing educational agency.
If a grant, it must be approved by the employing educational agency.
Must contribute to the effective practice of the education profession and/or to the body of knowledge of the endorsement area(s).
Option 4 Publication of Article

15. Virginia Licensure Renewal Options Cont.
Maximum # of Points
Point Value Assignment
Verification
5. Publication of Book
5 yr/90 10 yr/180
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:
Must be published for purchase.
Must contribute to the education profession and/or to the body of knowledge of the endorsement area(s).
In the case of revision, should represent a substantive change of the original text.
Option 5 Publication of Book – self-publications not accepted

16. Virginia Licensure Renewal Options Cont.
Maximum # of Points
Point value Assignment
Verification
6. Mentorship/ Supervision
5 yr/90
10 yr/180
1 point per clock hour
Participant list from college/university
Employing educational agency assignment list
Criteria:
Must assist an undergraduate or graduate intern, pre-service student teacher/beginning teacher, or beginning administrator.
Must have prior approval from the chief executive officer or designee.
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.
Option 6 Mentorship/Supervision

17. Virginia Licensure Renewal Options Cont.
Maximum # of Points
Point value Assignment
Verification
7. Educational Project
5 yr/ yr/180
1 point per clock/ contact hour
Acceptance for exchange program from college/university, or business
Written summary/journal of project activities
Criteria:
Must be a minimum of 5 hours per activity. The 5 hours do not have to be consecutive.
Must have prior approval from the chief executive officer of designee.
Must result in a written report or other tangible product.
Option 7 Educational Project – use this option for unique educational activities such as science or technology fairs, work exchange programs or teaching of a course.

18. Virginia Licensure Renewal Options Cont.
Maximum # of Points
Point value Assignment
Verification
8. Professional Development Activity
5 yr/ yr/360
1 point per clock/ contact hour
Participants list from employing educational agency,
Certificate of completion/attendance
Criteria:
Must be a minimum of 5 hours per activity. The 5 hours do not have to be consecutive.
Must have prior approval from the chief executive officer or designee.
Option 8 Professional Development Activity – must be at least 5 hours; activities less than 5 hours/points can be grouped together if the activity has similar content or is a series of courses such as Math Strategies I, II and III. National Board Certification can be used under this option for 180 points.

19. Required VDOE Form License Renewal Application
See Attachment
The Virginia Department of Education only accepts the new Application for License Renewal. The new form is three pages and includes an added Part II section consisting of eight questions related to any convictions, plea of guilty or no contest to felony, criminal offense, misdemeanor, investigation or misconduct. If a license holder answers “yes” to any of the eight questions, a statement giving full details and official documentation of the action or court conviction must be included with the license renewal packet. Misdemeanors not involving children will be presented to an informal review hearing panel. All other “yes” responses will be subject to formal review and approval by the Board of Education.
Please note: Expired forms cannot be accepted and will be returned as incomplete license renewal packets.

20. Verification of Renewal Activities
Principal/Advisor should do the following:
Meet with License holder and verify license holder has recently signed and dated the latest license renewal form and provided you with all supporting documentation for all license renewal points earned.
Confirm a total of 180 points has been earned within the last five- year window for 5-year license holders and 360 points has been earned within the last ten year window for 10-year license holders.
Confirm the appropriate license renewal options without exceeding the maximum number of points allowed per option was earned.
Initial and date each activity listed on Renewal Form.
Sign and date the License Renewal Form on the “Advisor” signature line.
Principals/Advisors should meet with each license holder to verify 180 points have been earned using the eight options for license renewal by placing the principals/Advisors initials and date verified by each option used. Principals/Advisors must also sign and date the License Renewal Form using the Advisor signature line on the front page of the License Renewal Form.

21. Verification of Renewal Activities Cont.
Confirm a certificate of completion for all training requirements is included in packet: FirstAid/CPR/AED with hands on practice Dyslexia Awareness
Child Abuse Recognition
Virginia State and Local Civics, if applicable. School Counselor Training, if applicable
Confirm license holders using Option 1 College Credit has provided an official transcript with a passing grade and credits earned. Electronic transcripts not accepted.
Option 1 College Credit requires an official transcript reflecting a passing grade and credits earned. License holders without a masters degree must use Option 1 to earn at least 90 points with content knowledge based college credit at 30 points per credit earned.

22. Verification of Renewal Points, continued
Confirm all points listed in Option 8, Professional Development are five (5) or more points/hours and listed on one line when grouped together. The Professional Learning transcript can be attached in lieu of listing each activity by reflecting the total points earned on the renewal form under Option 8 and writing “see attached transcript”.
Beginning with the 2017 renewals, an updated Child Abuse Neglect Recognition Training is required. Principals /Advisors no longer need to verify Technology Standards for license renewal. All licenses issued by the VDOE since 2008 required the Technology standards to be met within the first year of licensure or prior to obtaining a valid license.

23. 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 if applicable
Current updated Child Abuse and Neglect Recognition Certificate of completion.
Dyslexia Awareness Certificate of Completion
Upon verification of renewal activities, most supporting documentation such as certificates or professional leave slips can be returned to the license holder with the exception of Official transcripts and electronic registrar transcripts. Transcripts should remain attached to the License Renewal Form and sent to the Office of Certification with the appropriate fee.

24. Supporting Documentation Continued
School Counselor Training if applicable
Important: All other supporting documentation (forms/certificates etc.) are returned to the license holder to maintain with their records.

25. License Renewal Packet Reminders and Next Steps?
If Option 1: College Credit is used official transcript reflecting credits earned must be attached to renewal packet. Electronic transcripts not accepted.
Verification of FirstAid/CPR/AED training with hands on practice must be included in packet
Verification of current updated Child Abuse and Neglect Recognition Training must be included in packet
Verification of Dyslexia Awareness Training must be included in packet
Verification of Va History or state and local government if applicable
Return License Renewal Packet to license holder
License holder attaches a check, money order, or cashiers check for $25, payable to “Treasurer of VA” – ( Blue or black ink only)
License holder copies packet for their own records. All supporting documentation used for options 2 -8 are retained by the license holder.
License holder forwards complete packet to the PWCS Certification Office between January 1 and April 1 of the year the license expires.
The License Renewal Packet can be returned to the license holder once the Principal/Advisor has verified the activities, initialed and signed by each option used and signed and dated the front page of the License Renewal Form. It is the responsibility of the license holder to copy the license renewal packet for their records, attach the payment and forward a complete “approved” license renewal packet to the Office of Certification between January 1 and April 1 of the year in which the license expires.

26. 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 should not sign off on a course that is still in progress or is not reflected on an official transcript with a grade posted.
Some common mistakes include principals and advisors not signing the front page of the License Renewal Form or signing off on activities without verification of completion. Do not sign off on a license renewal activity that is still in progress.

27. Transcripts
Option 1: College Credit from a regionally accredited college requires official transcript/s with a stamp/seal or third party transcripts reflecting a passing grade. The shipping envelope must remain sealed. Electronic transcripts not accepted.
The PWCS Professional Learning Catalog transcript is accepted to verify Option 8: Professional Development activities.
The Virginia Department of Education requires official transcripts with a stamp or seal if Option 1 College Credit is used for license renewal. Electronic transcripts are not accepted. The PWCS Electronic Registrar transcript can only be accepted for activities listed under Option 8 Professional Development. A license holder who holds a masters degree and completed a course offered through the PWCS electronic registrar, may list the activity under Option 8 Professional Development. A license holder without a masters degree must provide an official transcript and the content knowledge based course requirement must be listed under Option 1 College Credit.

28. COLLEGE CREDIT - CONTENT COURSES
Effective July 1, 2015, content knowledge, college credit is no longer required for those license holders who do not hold a master’s degree.
High quality professional development offering new information, knowledge and skills must be maintained using any of the eight options for license renewal for all license holders.
License holders without a masters degree must complete a content knowledge based course normally found under a content course heading to meet license renewal requirements. A course must be 75% content if under the EDUC, EDU, or EDCI.

29. Activity and Content Course Approvals
Advisors/Principals should confirm and assess proposed activities to ensure high quality professional development.
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.
Advisors and Principals should collaborate with license holders to confirm and assess proposed professional development activities and content course work requirements for the purpose of professional improvement. All activities must meet the domains of professional competency as set forth by the Virginia Licensure Renewal guidelines. An Approved Content Knowledge Based Course Listing is found on the Certification website under License Renewal as a resource if needed. Advisors and principals may consult with the Office of Certification in unique and unusual cases when needed.

30. Additional Requests
Additional requests may be included with the Licensure Renewal Packet. Examples: name change, adding a degree or new endorsement area, etc.
License holders should be directed to for the most up-to-date instructions and forms for each licensure request.
A license holder can combine other licensure requests with the License Renewal process by following the instructions for each additional request found on the Certification website.

31. Most Common Mistakes License Renewal Form expired
Option 1, College Credit used and acceptable transcripts not provided. Electronic transcripts not accepted.
Missing signatures: license holder and advisor required.
Payment: not included; must be payable to Treasurer of Virginia; incorrect year date.
Check each license renewal packet for the most common mistakes. Most mistakes involve transcripts, missing signatures or initials and payment errors.

32. 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.
Encourage license holders to complete the license renewal early to avoid any last minute errors or mistakes. Do not send license renewal packets to the Virginia Department of Education (VDOE).
Send complete license renewal packets to the Office of Certification between Jan 1 and April 1 of the year in which the license expires.

33. 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.
Include License Renewal progress and a planned outline of study in the PPP process to encourage license holders to begin earning license renewal points when a renewable license is issued. Noncompliance of the April 1st deadline may result in termination of contract.

34. Resources: PWCS License Renewal Process Webpage
Administrator’s Responsibility Checklist
License Holders Responsibility Checklist
Virginia License Renewal Manual
PWCS Professional Learning Catalog
Become familiar with License Renewal resources. These links provide additional information and detailed instructions for license renewal.

35. Contact information
License Holders with last names A-L
Jennifer Missner: Licensure Specialist
License Holders with last names M-Z
Brock Relyea: Licensure Specialist
Bev Slabaugh: Certification, Admin Coordinator