Critical Issues in Human
Presented by
Melissa Aguero Ramirez
February 20, 2014
Welcome, Introductions, Announcements
• New?
• Retirements
• EPP representatives
– Project P.a.C.E. – Naomi Arnold
– Teacher Builder – Dr. Noe Sauceda
EPP Roundtable Discussion
• New Teacher / Principal Survey
• Fingerprinting of candidates
• TEAL support for new teachers
• Issuance of Probationary certificate for Bilingual
• EPP Questionnaire
No Child Left Behind Update
• 6th grade = Secondary teacher
– Effective immediately
• Use secondary method for HQ determination
• “This change is solely to add flexibility to HQ
determinations. It takes nothing away. An EC-6 test
still makes you HQ for EC-6 subjects. 4-8 still works for
4-8. 1-8 never worked for 7 or 8, and it still
doesn’t. But it did work for 6th, and it still does.”
– No changes to current submission required
– Forms will be updated for 14-15
Institution of Higher Education –
Paraprofessional Requirements
1) admits as regular students only persons having a certificate of graduation
from a school providing secondary education, or the recognized equivalent
of such a certificate;
2) is legally authorized within such State to provide a program of education
beyond secondary education;
3) provides an educational program for which the institution awards a
bachelor’s degree or provides not less than a two-year program that is
acceptable for full credit toward such a degree;
See Handout for
4) is a public or other non-profit institution; and
list of For-Profit!
5) is accredited by a nationally recognized accrediting agency or association
or, if not so accredited, is an institution that has been granted preaccreditation by such an agency or association that has been recognized
by the Secretary for the granting of pre-accreditation status, and the
Secretary has determined that there is satisfactory assurance that the
institution will meet the accreditation standards of such an agency or
association within a reasonable time.
Loan Forgiveness Programs
General information
Viviana Lopez at [email protected]
2013 – 2014 Teacher shortage areas:
Bilingual/English as a Second Language
Computer Science
Languages Other Than English (Foreign Languages)
Special Education
Federal Teacher Loan Forgiveness
TEACH for Texas Loan Repayment Assistance (outside source)
Federal Perkins Loan Teacher Cancellation (outside source)
Public Service Loan Forgiveness Program
No date restriction or require you to be teaching in a class room; you can be working in any position within the
school or other public service job category.
Contact Public Service Loan Forgiveness specialists at 855-265-4038 for more information.
State Mentorship Survey
• Required by HB2012
– Effectiveness of school district mentoring
• Alignment of mentorship activities with expectations
for new teachers and with teaching standards
– Mentorship advisory committee
• Online survey
– Disseminated on 1/15/14 through Region XIII
Revised PDAS
• Domain VII and Domain VIII Criterion 10
– updated to reflect the approved federal waiver
and new reporting standards.
• AYP is no longer used in the reporting
• only the state reporting is used now
– Met Standard/Met Alternative = 2 or
– Improvement Needed = 0.
SB9 Update
Statutory AuthorityTEC Chapter 22, Subchapter C
• Applicants for Certification & Certificate Holders
• TEC §22.0831 – obtain & evaluate criminal history
record information (CHRI) for all certified holders &
More Statutory Authority
• Other School District and Charter School Employees
– TEC §22.0832 - obtain & evaluate CHRI for all non-certified
charter school employees working in a job that would
require certification in a traditional school district
– TEC § 22.0833 - obtain & evaluate CHRI for all non-certified
employees hired after 1/1/08
– TEC § 22.0836 - obtain & evaluate CHRI for all substitute
The TEA Fingerprinting Team
April Carmichael, Jeannie Tomasek, Pamela Coy, Baerbel Repella, Beatrice Avalos
What TEA does…..
• Access to the Educator Certification Online
System (‘green screen’)
• Problems with uploads
• Issues with the Fast Fingerprint Pass
• Notification of rejects
• FBI Name Searches
• No fingerprint result showing on green screen
• Training for new district HR employees on the
TEA upload process
What DPS does…..
• Secure site eligibility
• Criminal History Record Information (CHRI)
• Clearinghouse Problems and Questions
• ‘LEE’ Fast Fingerprint Pass/Volunteer Fast
Fingerprint Pass
• Training for the Secure Site/CHRI
• CHRI Related Laws
• Security Audits
Who fingerprints through TEA?
• Individuals are fingerprinted through TEA
for different purposes including:
– Applicants for Certification - Application
• Recent college graduates or those completing an alternative
certification program
• Interns participating in an educator preparation program
• Newly hired educational aides
– Previously certified educators (new hires) - Upload
– Non-certified employees (new hires) - Upload
– Substitute teachers (new hires) - Upload
How does applicant fingerprinting work?
• Educator applies for certificate
• If educator has not previously been printed through TEA,
system prompts for fingerprinting payment
• Once applicant pays for fingerprinting, educator is
e-mailed a Fast Fingerprint Pass
• Educator makes appointment with MorphoTrust and is
• TEA receives results from DPS and FBI
• Fingerprint process completes
• Certification is issued
Previously fingerprinted applicants
• Senate Bill 9 fingerprinting may overlap
 Many applicants for certification may have previously
been fingerprinted as a non-certified employee or
– These applicants are most times prompted by the
system to fingerprint again
• Applicants should NOT pay for fingerprinting again
• Results will transfer to educator’s file within 48 hours of
application submission
The SB9 FP process in short…
• ISD hires a new employee or substitute
• ISD uploads employee/sub information to
Educator Online system, or checks FP status on
green screen
• TEA emails ISD response data
• Employee/substitute is fingerprinted prior to
beginning employment
• ISD subscribes in DPS Clearinghouse to any
employees that were already “FP Complete”
• Fingerprinting results are received by TEA
• ISD reviews results in the DPS Clearinghouse
• ISD unsubscribes to employees in the
Clearinghouse as they leave the district
Categories of ISD employees for fingerprinting purposes
• Certified - A certified employee includes ANY employee of the district
who holds an active or inactive certificate or an active permit issued by
State Board for Educator Certification (SBEC) regardless of the role they
are serving in.
• Non-certified - A non-certified employee is any school district employee
that does not hold certification issued by SBEC/TEA.
• Classroom Substitutes - A teacher who is on call or on a list of approved
substitutes to replace a regular teacher and has no regular or guaranteed
hours. A substitute teacher may be certified or noncertified.
Categories of ISD employees Continued….
• Applicants for Certification – An employee who has recently
applied for certification, or will be required to do so for their
current position.
• All new hire information must be uploaded to the Educator
Certification Online system to determine if the employee is
required to be fingerprinted
– If the new hire is non-certified, but has recently applied for
certification, or will be required to do so for their current position,
be sure to follow through to make sure the employee fingerprints
will the fast pass issued to them during the application process
• Employee information must be uploaded on the appropriate
Excel template and converted to a csv file before uploading
Hiring a new employee/substitute for a school
• To determine which upload category a new
hire belongs, ask yourself:
– Is this person a classroom substitute?
• If YES – upload on substitute template (both certified and
non-certified subs)
– Does this person hold an SBEC/TEA issued certification?
• If YES – upload on certified template
– If you answered NO to both of the above questions….
• Upload on the non-certified template
• Remember to allow non-certified new hires that are
applicants for certification to receive their FAST Fingerprint
Pass through the certification application process, not
through the upload process
Upload Reminders
• Uploading must take place on an ongoing basis as new
employees and subs are hired! This should be a part of your
hiring process!
• All newly hired employees and substitute teachers are required
to be fingerprinted before beginning work with your district; No
one has 80 days to be printed!!!
• If you make an error on your upload, you must contact TEA to
correct the error; re-uploading the correct information will not
result in a corrected Fast Fingerprint Pass being sent
• Don’t upload letters in the SSN field – If the SSN has a leading
zero, remember to format the column to text
• Uploads can only be done using a PC; a successful upload
cannot be done using a Mac
Why subscribe?
• For each employee with an “FP Complete”
status, the district must log on to the DPS
Clearinghouse and subscribe to that employee
in order to receive subsequent HIT
• Uploading to the TEA Online system alone
does not subscribe the district to that
employee’s record; the district/charter will not
receive rapbacks unless they are subscribed to
the employee’s record
Scheduling an appointment to be fingerprinted
• Once an employee receives his FAST Fingerprint Pass, an
appointment should be scheduled with the DPS contracted vendor,
MorphoTrust USA
• At the appointment, each employee will receive a receipt that
contains a TCN number used to track their prints; it is important
that this receipt be retained as proof that the employee was printed
• Prints are retained by MorphoTrust for 14 days only, so tracking by
MorphoTrust using a TCN number is only possible for 14 days after
• Fingerprints may be rejected for poor print
quality;MorphoTrust notifies employees of the need to reprint.
– In the case of certified rejections, TEA also emails the educator, as well
as the contact person at the ISD, with information regarding the
rejection and the need for the educator to schedule an appointment to
be re-printed.
– In the case of non-certified rejections, TEA emails the contact person at
the ISD that uploaded the employee with information regarding the
rejection and the need for the employee to schedule an appointment to
be re-printed.
• Rejected prints in no way suggest that the educator may have
a criminal history.
Adjudication of Criminal Histories
• There should always be someone at the district or
charter school with an active account with DPS
• As results appear in the Clearinghouse, the criminal
histories should be reviewed by someone at the
district level
• Pay attention to subsequent arrest notifications
called ‘rapbacks’.
– TEA receives rapbacks on certified educators, but not on
non-certified employees; if you aren’t looking at those, no
one is!!!
Student teachers (university students)
• Under TEC 22.0835, student teachers and
those serving in internships are required to
undergo a name-based criminal history
check only
• Many districts are choosing to fingerprint
student teachers as substitutes of the
district before allowing them on their
Use of the Generic Fast Fingerprint Pass
Local Education Entity fast pass
Issued by DPS
Also known as the ‘Generic’ Fast Pass
Should NOT be used to fingerprint any employee or
substitute that is required to be uploaded and
fingerprinted through the TEA process
• CAN be used to fingerprint:
– Non-certified employees hired BEFORE 1/1/08
– Certified educators previously printed using the card and ink
Covered contractors
• School contractors hired 1/1/08 or after who
meet the following criteria must be
– Work on a contract for services;
– Have continuing duties related to the contract; and
– Have direct contact with students.
Contractor/District responsibilities
• Contractor should certify to the school district
or charter school that they are compliant with
fingerprinting their employees.
• Districts may subscribe to the records of
contractors/subcontractors employees that
are subject to fingerprinting.
• District should unsubscribe to records in the
FACT Clearinghouse when the contract or the
employment has terminated.
DPS Contact info
• Contractors must contact DPS to be set up
with a secure site account.
Access and Dissemination Bureau
Texas Department of Public Safety
Crime Records Service
P. O. Box 149322
Austin, Texas 78714-9322
Email: [email protected]
Phone: (512) 424-2365
Employees previously printed as contractors
• TEA will accept fingerprint results for new district
employees and substitute teachers previously printed as
school contractors or ESC employees when possible
• If the employee was subject to an FBI Name Search
when printed as a contractor , DPS may not be able to
provide results from the name search
Employees previously
printed as contractors continued
– District/charter must upload the employee to TEA online system
according to the role they will serve in
– District/charter must email TEA contact the name, date of birth and the
DL number for the employee
• [email protected][email protected]
– TEA will manually subscribe to the employee in the DPS FACT
Clearinghouse, manually update fingerprint results in the TEA system,
and email DPS to flag the employee with TEA’s ORI
– In the event that FBI results cannot be obtained from DPS, TEA will
notify the district/charter that the employee will need to be printed again
Annual Compliance Certification
• On an annual basis, superintendents of districts
and chief operating officers of open-enrollment
charter schools are required to certify that the
district or charter school has complied with TEC
Section 22.085.
• This certification will most likely take place in
October each year to coincide with School
Safety Week.
Monitoring and Enforcement
• TEA has recently begun a comprehensive
review of all school districts and charter
schools to determine compliance
• New position at TEA responsible for
monitoring and enforcement
• TEA staff will work with the district to bring
the district/charter school back to compliance
Audit “Triggers”
• Normal cycles of auditing
– 3 school districts and 1 charter per region in approximately
6 week cycles
• Failure to return Compliance Certification
• Complaint received by TEA
Components of the Audit
Intent to Audit Letter
Pre-Audit Questionnaire
Audit of Upload Data by TEA Staff
Results sent to the district/charter
District/Charter Response
Findings Letter sent by TEA
Response by district to Audit Findings
Audit Findings
• Official letter of audit findings sent to the
district/charter specifying areas of noncompliance and required action.
• A finding of non-compliance may result in
further compliance review, which may include:
– Desk Audit
– Special accreditation investigation
FP staff contact info
• Jeannie Tomasek, Manager
– [email protected] 512-463-5415
• April Carmichael, Program Specialist
– [email protected]
• Baerbel Repella, Program Specialist
– [email protected]
• Pamela Coy, Program Specialist
– [email protected]
• Beatrice Avalos, Program Specialist
– [email protected]
• Customer Service
512-936-8400, Option 3
Clarification on Bilingual Target Language Proficiency Test
(BTLPT) and TeXES Supplemental Tests
• Impacted exams:
– Bilingual Target Language Proficiency Test (BTLPT) and
– any of the TExES Supplemental tests (Bilingual, English as a Second Language,
Gifted and Talented, and Special Education)
• need further clarification in State Board for Educator Certification (SBEC)
– There will be opportunities to provide feedback on the proposed revisions as
well as testimony at board meetings.
• Until further notice from the agency, educator preparation programs and
school districts should advise candidates that while the BTLPT and TExES
Supplemental tests are not required for issuance of the Probationary
Certificate and/or emergency permit, the testing requirements remain in
place for issuance of the five-year Standard Certificate
Update on the new Generalist EC-6
and Generalist 4-8 tests
House Bill (HB) 2012, 83rd Texas Legislature, Regular Session, 2013,
– more rigorous examinations are being developed for the new Generalist certificates that will
independently assess the four core subject areas: English Language Arts and Reading,
Mathematics, Science, and Social Studies.
Slated for implementation in January 2015.
Educational Testing Service (ETS) working on procedures to allow candidates that
pass subject areas of the new Generalist tests to retain that passing performance
and only be required to retake sections on which they are not successful. More
information about this process will be shared as it becomes available.
Current Generalist EC-6 and Generalist 4-8 tests administered through August
– will have two additional years to use the passing results;
– all remaining requirements for those certificates must be completed by August 31, 2017.
– An application and a recommendation must be received by October 30, 2017, in order to issue
the current Generalist EC-6 and Generalist 4-8 certificates
Resources for BTLPT Candidates
• Spanish Content Vocabulary: Academic Vocabulary for Fifth- to Seventh-Grade
English Language Learners in Texas
• Texas Essential Knowledge and Skills in Spanish: Spanish Language Arts and
Reading, Mathematics, Science and Social Studies
• Spanish Writing: Real Academia Española: Diccionario panhispánico de dudas;
Accent information
• Bilingual Education Resources in Spanish, Region One Education Service Center:
Lectura en Español y estrategias con recursos, materiales, apoyo y sugerencias
Educational Aide Certification Requirements
• Educational Aide I - An applicant must:
– be a high school graduate or hold a General Educational Development
(GED) certificate; and
– have experience working with students or parents as approved by the
employing superintendent. Experience may be work in church related
schools, day camps, youth groups, private schools, licensed day-care
centers, or similar experience.
Educational Aide Certification Requirements
• Educational Aide II - An applicant must:
– be a high school graduate or hold a General Educational Development
(GED) certificate;
– have satisfied one of the following requirements:
– have two creditable years of experience as an educational aide I; or
– have a minimum of 15 semester hours of college credit with some
emphasis on child growth and development or related subject areas;
– have demonstrated proficiency in a specialized skill area as
determined by the local school district; and
– have experience working with students or parents as approved by the
employing superintendent.
Educational Aide Certification Requirements
• Education Aide III - An applicant must:
– be a high school graduate or hold a General Educational Development
(GED) certificate;
– have satisfied one of the following requirements:
• have three creditable years of experience as either an educational
aide I or II; or
• have 30 semester hours of college credit with some emphasis on
child growth and development or related subject areas; and
– have experience working with students or parents as approved by the
employing superintendent.
Educational Aide Assignment Requirements$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=
Staffing Tools
• Student Enrollment Trends
– 5 year enrollment comparison by campus type
– 5 year enrollment by district
– Staffing guidelines
• Student: Teacher ratio (courtesy Walsh Anderson)
– TEC §25.111
» 1 teacher : 20 students in ADA districtwide
– TEC §25.114
» 1 teacher: 45 students in PE
» Otherwise identify “manner in which student safety will
be maintained”
Special Education Staffing Guidelines
• Factors for consideration
Districts must provide a continuum of services
Individual needs are determined by ARD committee
Services are to be provided in the least restrictive environment
Increase services in the general education classroom requiring collaboration
Students must have access to general curriculum
Levels of support vary per individual student
Gender may be a factor when student’s needs include behavioral restraint
and/or personal care
– IEP meetings and data management
– Transition of 3 year olds with disabilities into public school as of 3rd birthday
– Indirect services (medical management, case management, parent training,
teacher training)
Implications of Staffing Decisions
• Contracts
• Letter of reasonable assurance
• Unemployment Compensation Liability
“Getting more bang for your buck”
– Various uses of funds
• Special Education
• Bilingual
– Reimburse teachers for passing Generalist 4-8
and/or multiple subject area certificates
– Stipend for multiple preps
– Hiring criteria
• Bilingual
• Generalists
Employment Contracts / Notifications
• Contract administration cycle?
• Reminder: Employee Notifications TEC 21.204(d)
–Policy Code
Policy Title
– DA series Equal employment opportunity, genetic nondiscrimination,
criteria for personnel decision
– DBAA* Criminal history and credit reports
Conflict of interest
– DC*
Employment practices
Term contracts
– DEA series Salaries and wages; incentives and stipends
– DEC series* Leaves and absences
– DF
Termination of employment
– DFA series Termination of, or return to probationary contract
Employee Notifications Continued
Policy Code
Policy Title
DFB series
Termination of term contracts
Hearings before hearing examiner
Reduction in force
DFFA Reduction in force due to financial exigency
DFFB Reduction in force due to program change
Employee rights and privileges
Employee complaints/grievances
Employee standards of conduct
Searches and alcohol/drug testing
Employee welfare
Freedom from discrimination, harassment, and retaliation
Assignment and schedules
DN series
Performance appraisal
Texas Teacher of the Year
• Due to Region One ESC (HR office)
– 5 p.m. on Friday, June 13, 2014
• ENCOURAGE electronic submission
– Application
– Picture
• 2 district representatives (1 Elem / 1 Sec)
• Clarifications:
– 2 year commitment
– FT employees; can be PT teacher (minimum 4 hours/day) BUT other
duties NOT administrative
Job Descriptions
• Why they are necessary
Federal fund requirements
Evaluation purposes
Workman’s compensation / FMLA purposes
Screening when hiring
Differentiating jobs (pay grade purposes)
• NEW recommendation
– Identify method / test for determining Exempt status
• See TASB sample
Rules of Engagement: Determining
Employment Status
Date: March 4, 2014
Time: 9:00 – 3:30
Workshop # 42026
Fee: No fee for up to 2 participants from Region One PSS cooperative
member district; $125 additional participants
Non-PSS cooperative member districts: $175
• Topics Covered:
– Understanding employment status—including full- and part-time,
independent contractor, temporary, and substitute
– Defining the terms of employment and contract entitlement
– Understanding benefit entitlement (TRS membership, health insurance, and
– Determining exemption status under the Fair Labor Standards Act
– Handling special cases including employment of retirees and student workers
More…..Upcoming Trainings
• TxBESS Mentor Teacher training
• March 20th
• 8:30 – 4:30
• Workshop # 42592
• Texas Notary Public training
– March 27, 2014
– 1:30 – 4:30
• Conference for Administrative Professionals
– April 11th
– $99 fee includes lunch
– Workshop # 39972
Job Fairs
• April 3, 2014 - University of Texas – Brownsville
April 3, 2014 – University of Texas - San Antonio
April 4, 2014 - University of Texas Pan American
April 8, 2014 – University of Texas at Austin
April 9, 2014 - Texas A&M University - Corpus Christi
April 10, 2014 – Texas State University - San Marcos
April 15, 2014 - Texas A&M University - Kingsville
April 16, 2014 - Texas A&M International University
• June 5, 2014 – Region One ESC Educator Fair
Comments, Concerns, and Solutions
• Staffing Efficiency Studies
• HR Activities
• Preparing for TWC hearings – TASB webinar
• PLC5
Comments, Concerns, and Solutions
• Substitute Teacher Trainings
– Introducing………

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