CODE 4 APPOINTMENT TABLE OF CONTENTS. A. Initiating Action to Fill Vacancies B. Approvals. A. Requirements B. Date of Application

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1 CODE 4 APPOINTMENT TABLE OF CONTENTS 4.01 FILLING VACANCIES 4.02 RECRUITMENT 4.03 APPLICATION A. Initiating Action to Fill Vacancies B. Approvals A. Requirements B. Date of Application 4.04 GENERAL QUALIFICATIONS FOR EMPLOYMENT 4.05 EXAMINATIONS A. Requirements for Employment B. Requirements for Employees Who Will Drive School Board Vehicles C. Additional Requirement for Employees Whose Positions Require Direct Contact With Students D. Denial of Employment Consideration Due to Information on Criminal History Record Preparing and Conducting Examinations 4.06 ELIGIBILITY LISTS A. Scheduling B. Ranking Examinations C. Notification of Results A. Regular Released and Demoted Lists B. Open Lists C. Promotion Lists D. Purging of Lists E. Duration of Lists Page 1 of 3

2 CODE 4- APPOINTMENT TABLE OF CONTENTS (continued) 4.07 SELECTION General Procedures A. Review and Referral B. Interview and Selection C. Notification Classified Personnel Teachers A. Number of Names to Be Certified B. Selective Certification C. Special Certification D. Certification from Related Lists A. Process of Selection B. Appointment Prior to State Verification of Licensure Licensure for Instructional Employees A. Types of Licensure B. Obtaining a License C. Renewal of License D. Raising Licensure Administrative and Supervisory Personnel A. Screening Process B. Interviewing and Selection Process C. Referral Process 4.08 REQUIRED EMPLOYEE INFORMATION A. Information Required of All Employees B. Additional Requirements C. Exceptions Page 2 of 3

3 CODE 4- APPOINTMENT TABLE OF CONTENTS (continued) 4.09 CONTRACTS 4.10 NOTICE OF INTENT A. Continuing Contracts B. Annual Contracts C. Bus Operator Contracts D. Coaching and Extracurricular Activity Contracts 4.11 PROBATION Probation for Classified Employees A. Probationary Periods B. Apprenticeship and Promotion C. Broken Probation Periods D. Probation Following Resignation Probation for Teachers, Principals, Assistant Principals and Supervisors A. Definitions B. Probationary Terms C. Probation Following Reemployment D. Non-renewal of Probationary Contract Page 3 of 3

4 APPOINTMENT Code FILLING VACANCIES To ensure that the filling of positions is within budget parameters, all position vacancies within the school division shall be filled following established policies and procedures. A. Initiating Action to Fill Vacancies When a current positions is vacated through resignation, death or retirement the Human Resources Department initiates action to fill the position upon receipt of the employee s resignation letter and/or departmental/school request to fill the vacancy. B. Approvals 1. The Authorization To Fill form, or other specific written authorization, shall be signed by the appropriate principal/director before the the Human Resources Department begins action to fill. 2. Approval of the Superintendent or designee, in the form of a signed Authorization To Fill form (or other specific written authorization), is required before action is taken to fill the following: (a) (b) (c) (d) (e) any current or new position any position requiring an increase in the contract length any position requiring an increase in pay range any position having high level administrative or instructional supervisory responsibilities any request which exceeds the allocation formulas Dated 7/18/83 Revised 6/24/97

5 Code 4.02 APPOINTMENT 4.02 RECRUITMENT The best qualified individuals (regardless of race, creed, color, background origin, sex, age, or disabling conditions) are desired for employment or promotion to all positions. Every effort is made to seek out the best qualified individuals from within the division but efforts are made also to recruit outside the division. Notices of vacancies and future positions shall be posted, as deemed necessary, throughout the school division and are sent to a limited number of outside sources. Procedure for Recruiting 1. Superintendent Approves filling of position. 2. Human Resources Department (a) Prepares advertisement which includes: (1) general statement of duties (2) example of duties (3) employment qualifications for the position (4) application procedure (b) Distributes notices to all schools and offices in the school division and to other appropriate sources. 3. Principals/Supervisors Place advertisements in locations that are convenient to all employees. Dated 7/18/83

6 APPOINTMENT Code APPLICATION A. Requirements An individual who meets the qualifications and is interested in a position with Richmond Public Schools shall submit a completed official Application form, Pre-Employment Data form and any other documents required. 1. Application forms may be obtained from Human Resources Department personnel. 2. Applicants who fail to provide requested documentation shall not be considered further for employment. 3. Applications become a permanent part of the employee s file. B. Date of Application To be considered for a position, individuals shall apply by the close of the business day of the closing date advertised for application for that position; however, the Human Resources Department may extend the date for application through re-announcement if review indicates that there is an insufficient number of qualified applicants or for other appropriate reasons. Dated 7/18/83 Revised 6/24/97

7 Code 4.04 APPOINTMENT 4.04 GENERAL QUALIFICATIONS FOR EMPLOYMENT The Human Resources Department performs the function of employment in close harmony with the principal, supervisor, or administrator in the department or school in which the vacancy occurs. Generally, applications are screened by the Human Resources Department and/or the school principal or departmental administrator. A. Requirements for Employment All employees shall meet the minimum qualifications established by law, Virginia Board of Education regulations, School Board policy and regulations of the Superintendent. To be considered for employment or promotion, an applicant shall meet the following general qualifications in addition to the particular qualifications of the position for which they are applying: 1. provides proof that he/she meets the minimum requirements and possesses the minimum qualifications for appointment to the position being sought 2. documents that he/she is a citizen of the United States or, if a citizen of a foreign country has an unexpired Immigration and Naturalization Services (INS) employment authorization 3. submits to fingerprinting and provides personal descriptive information, as a condition of employment, to the Human Resources Department (The applicant's fingerprints and other descriptive information shall be forwarded through the Central Criminal Records Exchange to the Federal Bureau of Investigation for purpose of obtaining criminal history record information regarding such applicant.) The applicant may, at the discretion of the School Board, be required to pay the cost of fingerprinting and the criminal records check. 4. attests to being physically and mentally able to perform the essential job elements of the position 5. attests to no addiction to narcotics or excessive use of intoxicating liquors 6. agrees to and abides by the terms of the Drug and Alcohol-Free Work Place policy (ALSO SEE 3.03 B. EMPLOYEE PROTECTION and (7). GROUNDS FOR DISCIPLINE)

8 (cont.) APPOINTMENT Code GENERAL QUALIFICATIONS FOR EMPLOYMENT (continued) A. Requirements for Employment (continued) 7. makes no false statement of any material fact in his/her application 8. uses no political pressure or bribery to secure an advantage in the examination procedure or in any other stage of the selection process 9. uses no information to which he/she is not entitled regarding the examination 10. does no cheating on an examination 11. has no unsatisfactory employment or personal record which would demonstrate unsuitability for the position sought 12. certifies that he/she has no felony convictions and has never been convicted of any offense involving sexual molestation, physical or sexual abuse or rape of a child B. Requirements for Employees Who Will Drive School Board Vehicles 1. Before new employees, who shall drive School Board vehicles as a responsibility listed in their job descriptions, are hired to work for Richmond Public Schools, they shall furnish to the appropriate director proof that they have a satisfactory DMV (Department of Motor Vehicles) record. Satisfactory driving history is interpreted as follows: (a) (b) no at-fault accidents or moving violations during the past year, or no more than one (1) at-fault accident or moving violation during the past three (3) years no DUI's (driving under the influence of alcohol or drugs convictions) 2. If an individual is hired who shall not be driving School Board vehicles, but it is later determined that the person shall be driving School Board vehicles, then the individual shall provide a DMV report and a copy of a valid driver's license to the appropriate director for review. The DMV

9 report shall satisfy the above requirements before permission to drive a School Board vehicle can be granted by the director.

10 Code 4.04 APPOINTMENT (cont.) 4.04 GENERAL QUALIFICATIONS FOR EMPLOYMENT (continued) B. Requirements for Employees Who Will Drive School Board Vehicles (continued) 3. DMV records shall be reviewed periodically to ensure these guidelines are appropriately followed. C. Additional Requirement for Employees Whose Positions Require Direct Contact With Students Any employee who is offered or accepts employment in a position which requires direct contact with students shall, as a condition of employment in such position: 1. certify that he/she has not been the subject of a founded case of child abuse or neglect 2. provide written consent and the necessary personal information to the Human Resources Department. The personal information shall be used to obtain a search of the registry of founded complaints of child abuse and neglect maintained by the Department of Social Services. The applicant may, at the discretion of the School Board, be required to pay the cost of the search. D. Denial of Employment Consideration Due to Information on Criminal History Record Dated 10/5/87 An applicant who is denied employment consideration because of information appearing in his/her Criminal History Record or because he/she is the subject of a founded complaint of child abuse or neglect shall be provided a copy of the information obtained from the Central Criminal Records Exchange or from the Registry of Founded Complaints of Child Abuse or Neglect. The information provided to the School Board from the Registry of Founded Complaints of Child Abuse or Neglect shall be confidential and shall not be disseminated by the School Board. Information provided to the School Board from the Central Criminal Records Exchange shall not be disseminated except as provided in Section of the Code of Virginia as amended.

11 Revised 6/24/97 See: School Board Bylaws and Policies, Section Employee Qualifications and Certification School Board Bylaws and Policies, Section Drug and Alcohol-Free Workplace

12 APPOINTMENT Code EXAMINATIONS All applicants for employment with Richmond Public Schools may be subject to examination if it is specifically required as a condition for employment in a particular position. Current employees seeking positions which require examinations are subject to the same stipulation. Examinations may include written, oral, physical, or performance tests, or any combination of tests, and may take into consideration education and experience through a scored training and experience examination. A. Reasons for Examinations Examinations are given to: 1. Make certain the applicant meets the minimum requirements of the class for which they are applying. 2. Measure the knowledge, abilities, and skills of applicants. 3. Determine the relative merit and fitness of applicants. B. Types of Examinations Several types of examinations are given. These include the following: 1. Open Competitive Examinations may be taken by any person, whether or not employed by the school division, who applies for and is is interested in being considered for a position and who meets the general requirements to take the examination for employment in one (1) or more positions. 2. Open Continuous Examinations are given continuously in contemplation of a need for applicants for positions or classes of positions. Dated 7/18/83 Revised 6/24/97

13 Code 4.05 APPOINTMENT EXAMINATIONS: PREPARING AND CONDUCTING EXAMINATIONS The Human Resources Department shall confer with appropriate personnel in the departments concerned and with others skilled or familiar with the work which shall be required before preparing and conducting examinations. The Human Resources Department shall determine when and where examinations will be held and the individuals designated to conduct them. Every reasonable precaution shall be taken to maintain the highest possible integrity throughout the examination process. A. Scheduling The Superintendent's designee may postpone the closing date of application for examination or the actual date of examination if there is an insufficient number of qualified applicants or for other appropriate reasons. Examinations also may be cancelled if the need for them ceases to exist. If an examination is postponed or cancelled, applicants shall be notified by the Human Resources Department. B. Ranking Examinations In determining aggregate assessment, all elements of the examination, including education, experience, and any other pertinent factors, may be considered. All factors shall be uniformly weighted for all examinees and the relative weight to be assigned shall be established prior to giving the examination. C. Notification of Results Each person taking an examination shall be notified of his/her standing within 30 days and shall be advised that he/she has been assigned to an eligibility list or of failure to obtain a place on a list. Dated 7/18/83

14 APPOINTMENT Code ELIGIBILITY LISTS The Human Resources Department establishes and maintains eligibility lists as needed for specific classes of positions. The following kinds of lists are among those which may be maintained for any class of positions: A. Released Regular Employees and Demoted Lists Released Regular Employees and Demoted Lists are composed of regular employees who, because of a reduction in force, either: 1. have been released and are eligible for employment or 2. have been demoted as an alternative to being laid off and are eligible for appointment to their former position B. Open Lists Open Lists are composed of all other individuals who are eligible for employment or reemployment. Within these divisions, individuals are placed on the lists in the order of relative standing within four (4) categories: 1. best qualified 2. qualified 3. minimally qualified 4. not qualified C. Promotion Lists Promotion Lists are comprised of regular employees who seek appointment to a class with a higher maximum rate of pay and have qualified upon a promotional examination.

15 Code 4.06 APPOINTMENT (cont.) 4.06 ELIGIBILITY LISTS (continued) D. Purging of Lists 1. The Human Resources Department shall remove a name from an eligibility list when: (a) (b) The individual has refused appointment to an offered position in the class. The individual has not responded to a written inquiry concerning his/her availability for employment within two (2) weeks after the inquiry was mailed. 2. All individuals whose names are placed on an eligibility list shall notify the Human Resources Department of any change in address or telephone number. E. Duration of Lists Released Regular Employee Lists and Demoted lists have a duration of 15 months. Lists established as the result of an examination or advertisement with an established closing date shall expire one (1) year from the date of establishment of the list unless they are terminated earlier by the Superintendent or designee. Names on lists maintained on an open continuous basis are deleted one (1) year from the time they are placed on the list through examination or application. Any eligibility list may be extended by the Superintendent or designee for a further period not to exceed one (1) year for designated reasons. Dated 11/21/84

16 APPOINTMENT Code SELECTION: GENERAL PROCEDURES The Human Resources Department maintains applicant files for positions authorized by the school division. A. Review and Referral Applications for all positions shall be reviewed and assessed by the Human Resources Department, and the most qualified applicants shall be certified or referred to the appropriate director, principal, supervisor, or interviewing panel. It is the practice of the school division to refer a minimum of three (3) candidates for each position, however, subject to availability of qualified candidates, it is desirable that at least five (5) names be certified for each position. B. Interview and Selection The principal or department administrator reviews applications and all supporting documentation for those licensed. After reviewing this information, the principal or department administrator determines which candidates to interview, interviews the candidates, and makes a selection. The principal or department administrator may request that, upon approval by the Human Resources Department, additional candidates be referred for interview. All interview documentation for each candidate shall be completed and returned to the Human Resources Department. C. Notification After the administrator has made his/her selection, the Human Resources Department is notified of the chosen candidate (and second choice, if applicable) along with the reasons for the decision. When a selection is approved, the successful candidate is notified within 30 days by the Human Resources Department. Individuals not selected may seek an appointment with the Human Resources Department to discuss their employment status. Dated 11/21/84 Revised 6/24/97

17 Code 4.07 APPOINTMENT SELECTION: CLASSIFIED PERSONNEL The Human Resources Department shall develop and maintain eligibility lists for classes of positions. When a vacancy occurs, a list containing the names of individuals highest on the appropriate eligibility list shall be certified to the director making the selection. The director/principal makes his/her selection from this list unless three-fifths of the certified candidates refuse appointment or are otherwise disqualified and/or less than three (3) names remain on the list. If this occurs, the director may request that a list of additional candidates be certified. A. Number of Names To Be Certified In general, when there are one (1) to five (5) vacancies, five (5) names more than the number of vacancies shall be sent. When there are six (6) or more vacancies, names equal to twice the number of vacancies shall be certified. 1. If there are fewer than the above number of names on an eligibility list, the Human Resources Department may, after consultation with the appointing director or supervisor, either certify the names on the existing list or abolish the list and hold a new examination. 2. When it is necessary for the Human Resources Department to certify the names of the same eligibles for two (2) or more positions at different locations or in different departments simultaneously, every effort shall be made to certify enough names to give each selecting supervisor a choice of the appropriate number of eligibles. B. Selective Certification When there is a need to fill a position in a class which requires specialized knowledge, abilities, or skills not applicable to all positions in the class, the director in whose department the vacancy exists may request that a list of only individuals who fill such requirements be certified. 1. The request for such selective certification shall be in writing and shall specify and describe the special requirements needed for the particular position. 2. The Human Resources Department shall determine if selective certification is appropriate. (cont.)

18 APPOINTMENT Code SELECTION: CLASSIFIED PERSONNEL(continued) C. Special Certification When normal recruiting efforts fail to produce any qualified applicants for a position, the Superintendent or designee may designate applicants who shall become qualified within 24 months. Appointment of a person so designated shall be subject to the following conditions: 1. Any person so appointed shall be qualified in all other respects to pass the required examination. 2. Any person so appointed who fails to qualify for the class to which appointed within the designated 24 months shall be terminated from the position. 3. Any person so appointed shall remain on probation until fully qualified. D. Certification from Related Lists If there is no eligibility list for a class in which a vacancy occurs, the Human Resources Department may certify names from the eligibility lists for a related class in which the eligibles possess the required qualifications. Dated 7/18/83

19 Code 4.07 APPOINTMENT SELECTION: TEACHERS All teachers shall possess an appropriate degree from an accredited college or university or meet the State endorsement requirements for specified teaching areas before appointment in a professional teaching capacity. They shall meet also the licensure requirements of the State Department of Education. When necessary, individuals who are licensed but do not hold proper endorsements may be hired if a provisional license is approved by the State Department of Education as requested by the Board. Endorsement requirements shall be completed in conjunction with State Department requirements. A. Process of Selection The Human Resources Department assembles a file and assesses each applicant. When a position is available, the department recommends the best qualified applicants to the selecting supervisor. After interviewing these applicants, the selecting supervisor ranks the candidates and the position is offered to the top candidate by the Human Resources Department. B. Appointment Prior to State Verification of Licensure Richmond Public Schools may contractually appoint a teacher before the State Department of Education has issued a license or endorsement, but before this occurs, the Human Resources Department shall review and evaluate all transcripts. In the event the State Department of Education does not grant the appointed teacher a license, the teacher may either be dismissed or granted a reasonable period of time to take courses which are needed to correct deficits. This latter option shall be available only if required courses can be completed within one (1) year from the date the State Department of Education notifies the Human Resources Department of the additional course requirements. Dated 11/21/84 See: Code of Va., Section License Required of Teachers School Bylaws and Policies, Section Employee Qualifications and Certification

20 APPOINTMENT Code SELECTION: LICENSURE FOR INSTRUCTIONAL EMPLOYEES All instructional employees of Richmond Public Schools shall meet the licensure requirements established by the State Department of Education and state law. The revocation, suspension, denial, cancellation, and reinstatement of teacher licenses follow the procedures established by these laws. A. Types of Licensure 1. Provisional License A Provisional License is a three (3)-year non-renewable license granted to any of the following: (a) (b) (c) (d) individuals requesting initial teaching licensure who hold a baccalaureate degree with one (1) or more endorsement areas at the secondary level (grades 8-12) individuals failing to meet all general and professional education requirements but having one (1) or more specific endorsement requirements individuals seeking the Vocational Evaluator License individuals entering the profession five (5) or more years after their last formal study (Candidates are required to achieve the designated passing score on both the Core Battery Test and on an appropriate speciality area test of the National Teacher Examination (NTE) prior to initial licensure.) Upgrading A Provisional License Individuals upgrading a Provisional License shall have demonstrated functional knowledge of selected indicators of competence through satisfactory performance in the classroom within the three (3)- year provisional period as provided for in the Beginning Teacher Assistance Program. (See Collegiate Professional License) (cont.)

21 Code 4.07 APPOINTMENT SELECTION: LICENSURE FOR INSTRUCTIONAL EMPLOYEES (continued) A. Types of Licensure (continued) 2. Collegiate Professional License A Collegiate Professional License is a five (5)-year renewable license granted to an applicant who has earned a baccalaureate degree from an accredited institution and has completed the prescribed general requirements, professional studies, and specific endorsement requirements, or who has completed a Virginia state-approved teacher preparation program or an out-of-state teacher preparation program at an institution with which the state has a reciprocal agreement. 3. Postgraduate Professional License A Postgraduate Professional License is a five (5)-year renewable license granted to an applicant who has qualified for the Collegiate Professional License has taught successfully for at least three (3) years in an elementary, middle, or secondary school, and holds an appropriate graduate degree from an accredited institution. 4. Pupil Personnel Services License A Pupil Personnel Services License is a five (5)-year renewable license applicable to a counselor, school psychologist, school social worker and visiting teacher. It is granted to an individual who has earned an appropriate graduate degree from an accredited institution, has completed prescribed requirements in the areas of general education, professional education, and has fulfilled other specific endorsement requirements. 5. Technical Professional License A Technical Professional License is a five (5) year, renewable license available to a person who has graduated from an accredited high school (or possesses a General Education Development Certificate), who does not hold a baccalaureate degree but has exhibited academic

22 proficiency, technical competency, and occupational experience.

23 APPOINTMENT Code SELECTION: LICENSURE FOR INSTRUCTIONAL EMPLOYEES (continued) A. Types of Licensure (continued) 6. Vocational Evaluator License A Vocational Evaluator License is a five (5)-year, renewable license granted to an applicant who has earned at least a bachelor's degree from an accredited institution. Teaching experience is not a requirement for this license. 7. Superintendent License A Superintendent License is a five (5)-year, renewable license, available to an individual who has completed an earned master's degree from an accredited institution of higher education and completed specific state licensing requirements. B. Obtaining a License The Human Resources Department shall provide the teacher with all the forms necessary to apply for a Virginia license. 1. The teacher shall return to the Human Resources Department all completed forms and official transcripts covering all college and university course work by the beginning date of employment. 2. The Human Resources Department shall safeguard and protect all applications, transcripts, and licensure documents that are received by hand or mail delivery and shall register the receipt of such documents with the Department of Education within 15 days. Exceptions to this rule may be allowed by the Human Resources Department for specific problems; but when an exception is granted, all needed documentation shall be returned within a reasonable period of time depending on the reasons for the specific problems or a legitimate verification related to any specific deficit within the documentation.

24 3. If all credentials required for licensure are not received within the specified period, the teacher s contract shall be null and void.

25 Code 4.07 APPOINTMENT SELECTION: LICENSURE FOR INSTRUCTIONAL EMPLOYEES (continued) C. Renewal of License The Collegiate Professional, Postgraduate Professional, Vocational Evaluator, and Pupil Personnel Service Licenses may be renewed upon the accrual of minimum 180 professional development points, based on an individualized professional development plan. Employees are urged to complete renewal requirements within the five (5)-year validity period. 1. A minimum of 90 points (three (3) semester hours in a content area) in the license holder's endorsement area(s) shall be required of license holders without a master's degree, and may be satisfied at the undergraduate (two or four year institution) or at the graduate level. 2. Special education course work designed to assist classroom teachers and other school personnel in working with students with disabilities may be completed to satisfy the content course requirement one (1) cycle of the renewal process. 3. Technical Professional License holders without baccalaureate degrees may satisfy the requirement through vocational education workshops, vocational education institutes, or through undergraduate course work at two or four year institutions. The remaining 90 points may be accrued by activities drawn from one (1) or more of ten license renewal options. 4. For Collegiate Professional, Postgraduate Professional, Pupil Personnel Services, or Vocational Education License holders with a master s degree, undergraduate or graduate-level course work within or outside of the endorsement area(s) may be taken from an accredited two- or four-year college or university. It is the responsibility of the license holder to have a conference with his/her assigned advisor within the first three (3) months of his/her validity period to develop a plan for renewal of the license.

26 APPOINTMENT Code SELECTION: LICENSURE FOR INSTRUCTIONAL EMPLOYEES (continued) D. Raising Licensure When the holder of a Collegiate Professional License has three (3) years of successful experience and an earned Master s Degree, he/she may apply for a Postgraduate Professional License. Procedure 1. The teacher shall forward an official transcript covering the Master s Degree program to the Human Resources Department. 2. The Human Resources Department shall then send the transcript, the teacher s license, and the Superintendent s or designee's recommendation to the State Department of Education for evaluation and decision. 3. The Human Resources Department shall notify the teacher when the license is received from the State. Dated 7/18/83 Revised 6/24/97 See: School Board Bylaws and Policies, Section Employee Qualifications and Certification Code of Va., Section Regulations Governing Licensure Code of Va.,Section License Required of Teachers

27 Code 4.07 APPOINTMENT SELECTION: ADMINISTRATIVE AND SUPERVISORY PERSONNEL A. Screening Process When applications are received for a supervisory or administrative position, the Human Resources Department screens all applicants, eliminating those who do not meet minimum requirements, and recommends the best qualified candidates to be interviewed by an approved panel of appropriate personnel. B. Interviewing and Selection Process The panel interviews the best qualified applicants, records individual reactions on the candidate's evaluation form, and tabulates scores for each candidate. A list containing the names of the most qualified candidates, along with supporting documentation, is then forwarded to the Superintendent. C. Referral Process The Human Resources Department prepares a biographical sketch of the recommended candidate and forwards it to the Superintendent, then to the School Board, which makes the final decision for appointments. Dated 7/18/83

28 APPOINTMENT Code REQUIRED EMPLOYEE INFORMATION A. Information Required of All Employees The following information shall be received before any prospective employee can be placed on the payroll system: 1. a completed official Application form 2. a completed Pre-employment Data form 3. a copy of Social Security card 4. completed Medical Information forms including physical exam certification, proof of rubeola and rubella vaccination and tuberculosis skin test or chest x-ray within the past 12 months 5. completed tax withholding statements (Federal and State) 6. proven identity and citizenship or other right to work in the United States. (A U.S. Passport or a driver s license [with photograph] and a social security card is adequate in most cases. Aliens shall produce a work permit.) All newly hired employees shall be required to sign a federal government form verifying his/her identity and eligibility to work in the U.S. 7. a copy of Division of Motor Vehicles Record (If applicable) 8. fingerprint verification 9. a Substance Abuse Notice signed by employees 10. a signed affidavit for the release of information regarding criminal history record 11. completed retirement and life insurance forms, if applicable; Bank Direct Deposit forms, if applicable; Group Health Insurance forms, if applicable; and Flexible Spending forms, if applicable

29 Code 4.08 APPOINTMENT 4.08 REQUIRED EMPLOYEE INFORMATION (continued) B. Additional Requirements Individuals applying for certain positions are required to furnish the following additional information. 1. Full-Time Instructional Personnel (a) (b) (c) (d) official college transcript(s) Transcripts shall be sent directly from the college or university and shall bear the official seal of the institution. Unofficial transcripts are accepted for employment consideration only. placement files references References not included in the new teacher's placement file should be completed on the official RPS reference form. results of the National Teacher Examination (NTE) 2. Substitute Teachers (a) (b) teaching license, if licensed official transcript 3. Bus Operators (a) official physical examination form (b) driver s License (Code of Virginia, Section ) (c) (d) proof that he/she shall be at least 18 years of age, but not over the age of 70, on the first day of the school year DMV records 4. Security Specialists (a) (b) approved security check completed fingerprinting statement

30 (c) qualifies for special police powers (cont.)

31 APPOINTMENT Code EMPLOYEE INFORMATION NEEDED (continued) B. Additional Information Needed (continued) 5. Other Employees (a) completed resume (b) references C. Exceptions (c) educational information: official transcript(s), verification of high school diploma or GED, professional or occupational diplomas or licensure (d) DMV records (if applicable) All exceptions to the above requirements are subject to approval by the Superintendent or Superintendent's designee. Dated 7/18/83 Revised 6/24/97

32 Code 4.09 APPOINTMENT 4.09 CONTRACTS Contracts or notification of employment shall be issued to all eligible employees on or before July 1 of the contract year. Employees who are so specified by Virginia law are issued the following types of contracts. A. Continuing Contracts 1. Continuing contracts are issued to qualified regular teachers, principals, assistant principals, and supervisors holding a Collegiate Professional or higher license, upon completion of three (3) years of satisfactory service in the division or, in the case of a teacher who has attained a continuing contract status in another school division in the State, following the completion of one (1) year of satisfactory service with Richmond Public Schools. 2. As used in this section, supervisor means a person who holds a supervisory position as specified in the regulations of the State Board of Education and who is required to hold a license as prescribed by the State Board of Education and school division. B. Annual Contracts Annual contracts are issued to all new teachers, principals, assistant principals, and supervisors who do not qualify for a continuing contract. C. Bus Operator Contracts School bus operators are employed under contract as specified by the State Board of Education. D. Coaching and Extracurricular Activity Contracts Dated 11/21/84 Revised 6/24/97 See: A separate contract in a form prescribed by the Board of Education shall be executed by the School Board with such employee who is receiving a monetary supplement for any athletic coaching or extracurricular activity sponsorship assignment. This contract shall be separate and apart from the contract for teaching. School Board Bylaws and Policies, Section Contracts School Board Bylaws and Policies, Section,7.11. Probationary Period Teachers Code of Va., Section Written Contracts Required; Execution of Contracts; Rules and Regulations Code of Va., Section Probationary Terms of Service for Teachers

33 Code of Va., Section Reemployment of Teacher Who Has Not Achieved Continuing Contract Status; Effect of Continuing Contract; Resignation of Teacher; Reduction in number of Teachers

34 APPOINTMENT Code NOTICE OF INTENT All eligible employees shall complete and return, to the Human Resources Department by the end of March, the form supplied indicating the employee's request for continued employment. Dated 7/18/83

35 Code 4.11 APPOINTMENT PROBATION: CLASSIFIED EMPLOYEES Richmond Public Schools considers the probationary period of an employee to be one of the most important phases of his/her employment. This trial, or working test period, gives the employee an opportunity to see if he/she likes the new job, and also gives the school division an opportunity to determine that the employee can perform satisfactorily the duties assigned. Probationary requirements for professional other and classified personnel vary according to the duties and positions of the employees. A. Probationary Periods Classified Employees shall serve a probation of one (1) complete school year. That is, employment during 160 or more teaching days during one (1) school year; or, if employed on a 12-month basis, employment for one (1) complete work year. For example, a classified employee employed on January 1 would serve probation through December 31. B. Apprenticeship and Promotion The probationary period following appointment of a regular employee to an apprenticeship program is six (6) months. Following promotion of a regular employee, the probationary period is three (3) months. C. Broken Probation Periods If a classified employee is absent from the job during the probationary period because of illness, military leave, or leave of absence without pay for a period of two (2) weeks or longer, the probationary period is automatically extended for this length of time. 1. Extension on Probation When a principal/director is unable to determine within the original probationary period whether or not an employee should be given regular status, probation may be extended for just cause. When an extension of probation is necessary, the director or principal shall discuss the situation with the employee and shall give the employee a written statement of reasons for the extension. A copy of this statement shall be sent to the Human Resources Department and shall be kept in the employee s file.

36 (cont.) APPOINTMENT Code PROBATION: CLASSIFIED EMPLOYEES (continued) C. Broken Probationary Periods (continued) 2. Termination During Probation Probationary employees may be terminated upon recommendation of the director/principal with approval of the Superintendent or designee. 3. Demotion During Probation Promoted employees may be demoted back to their previous position by the department director during the first three (3) months of the probationary period. If the job has been filled, reduction in force procedures apply. D. Probation Following Resignation All regular employees who resign or separate from service with the school division and return within a period of two (2) years to the same position, a new probationary period is not required. If separation is for more than two (2) years, a new probationary period is required. Dated 7/18/83 Revised 6/24/97

37 Code 4.11 APPOINTMENT PROBATION: PROBATION FOR TEACHERS, PRINCIPALS, ASSISTANT PRINCIPALS AND SUPERVISORS A. Definitions 1. Teacher A teacher is a person (a) who is regularly employed full-time as a classroom teacher, itinerant teacher, visiting teacher, guidance counselor, or librarian, and other individuals designated on the teacher's salary schedule (b) who holds a valid teaching license. 2. Principal A principal is a person (a) who is regularly employed full-time as a principal, and (b) who holds a valid principal's license. 3. Assistant Principal An assistant principal is a person (a) who is regularly employed full-time as an assistant principal, and (b) who holds a valid principal's license. 4. Supervisor A supervisor is a person (a) who is regularly employed full-time in a supervisory capacity, and (b) who is required by the State Board of Education to hold a license to be employed in that position. (cont.)

38 APPOINTMENT Code PROBATION: PROBATION FOR TEACHERS, PRINCIPALS, ASSISTANT PRINCIPALS AND SUPERVISORS (continued) B. Probationary Term 1. The initial probationary period for a teacher under contract shall be three (3) years before being issued a continuing contract. If continuing contract status has been attained by a teacher in another Virginia school division, the teacher shall be required to serve a probationary period of one (1) year before attaining continuing contact status in this school division. Teaching service outside of the Virginia public school system shall not be counted as meeting in whole or in part the required probationary term. 2. A person employed as a principal, assistant principal, or supervisor, including a person who has previously achieved continuing contract status as a teacher, shall serve three (3) years with Richmond Public Schools before acquiring continuing contract status as a principal, assistant principal, or supervisor. 3. In calculating probationary terms of service for teachers, principals, assistant principals, and supervisors, employment for 160 or more teaching days during the first school year shall constitute a single year of service. C. Probation Following Reemployment 1. If a teacher, principal, assistant principal, or supervisor separates from service during the probationary period and does not return to service with the school division by the beginning of the third year following the year of separation, they shall be required to begin a new probationary period. 2. If a teacher who has attained continuing contract status separates from service and does not return to teaching by the beginning of the third year, they shall be required to begin a new three-year probationary period.

39 (cont.) Code 4.11 APPOINTMENT PROBATION: PROBATION FOR TEACHERS, PRINCIPALS, ASSISTANT PRINCIPALS AND SUPERVISORS (continued) D. Non-renewal of Probationary Contract 1. Particular attention is given to teachers during the probationary period, and extra assistance is given to those whose performance is less than satisfactory. However, there are times when it is necessary to recommend that a contract not be renewed. This is a responsibility that the principal shall face with fairness and personal consideration, but the welfare of pupils shall be the major consideration. 2. The following guidelines shall be followed in pursuing the non-renewal of a probationary contract: (a) (b) (c) Classroom observations and conferences shall be held as required by the formal evaluation procedures. Throughout the evaluation process, the employee shall be provided with all possible assistance to bring his/her performance up to acceptable standards. The teacher shall be advised of what is expected and the steps to be taken toward improvement. The principal shall call upon the sources of the central staff, instructional supervisors, and directors to assist the employee. The Human Resources Department and other appropriate administrators shall be provided copies of correspondence relating to these actions. The letter recommending non-renewal, the evaluation form, and other appropriate documentation shall be forwarded to the Human Resources Department, in accordance with the specified time periods for non-renewal. Appropriate action shall be taken in keeping with the evaluation process of Richmond Public Schools. HRD shall process non-renewal recommendations in keeping with the practices of RPS and Virginia law.

40 Dated 11/21/84 Revised 6/24/97 See: School Board Bylaws and Policies, Section Probationary Period: Teachers Code of Va., Section Nonrenewal of Contract of Probationary Teacher Code of Va., Section Probationary Terms of Service for Teachers

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