HIRING HIRING NON-CERTIFICATED STAFF

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1 HIRING The schools of the Archdiocese of Seattle recruit, hire, train and promote employees without regard to race, color, political ideology, age, gender (unless gender is a bona fide occupational qualification for the position) ancestry, national origin, physical disability or mental disability or any other basis prohibited by local or federal law. Because Catholic school teachers and administrators participate in the formal religious ministry of the church, priority in hiring of teachers and administrators is given to active, practicing Catholics. Schools provide access and information to current eligible employees through open listing and advertising of positions. Current eligible school or parish employees should be given the opportunity for transfer or advancement into open positions. Schools in the Archdiocese of Seattle seek to ensure that all personnel policies and procedures are equitably administered. HIRING NON-CERTIFICATED STAFF (A) Advertising the Position An advertisement for the job should be written and include: Major responsibilities, described clearly, accurately and attractively; Qualities of the school; Required and preferred qualification and qualities of applicants; Information about how to apply, deadline for application, where to address inquires (B) The Hiring Process The pastor or principal should determine in advance the person responsible for hiring. It is important to screen applicants and to make appointments for interviews. More than one person may be involved in the interviewing process. A position should be offered only after reference checks have been completed. (C) Offering the Position When the position is offered, the following should be discussed and confirmed in writing with the applicant: Salary and benefits; Vacation (especially whether it will follow the school year); Sick leave (one day per month worked, 10 days per year); Compensatory time; Leave policies; Regular work hours; Secretarial assistance (if appropriate); and Supervisor

2 LETTER OF AGREEMENT FOR NON-CERTIFICATED STAFF At the time of employment, employees working as non-certificated staff will receive a job description and sign a letter of agreement with the pastor or his designee in which salary, benefits, leave, and vacation schedules are clearly stated. All new employees should receive an orientation from the supervisor within a month of the hire date. The orientation should include the mission and goals of the Archdiocese, the parish and the school, the principles of employment, a description of the various parish and school programs, an explanation of the benefits package, the initial employment periods, performance evaluation process, and all other personnel policies and practices relevant to school employees. HIRING TEACHERS (A) Application Procedure A person may apply for a teaching position either through the Office for Catholic Schools or directly with the principal at the local level. (B) Process of Applying to the Office for Catholic Schools: 1. The applicant goes online at and follows directions to the application site Applitrack which includes all application forms and listings of open positions. 2. The applicant must complete the forms and submit (along with documentary proof of college courses and records of evaluation of performance from previous teaching experience). This information will be made available to principals for reviewing applicants.. 3. Through postings on the Applitrack website, the Office for Catholic Schools lists teacher openings throughout the Archdiocese. 4. The applicant contacts the school(s) of his/her choice, submitting a letter of interest, for information and to direct the school to their application on Applitrack.. 5. The principal oversees screening of eligible applicants and decides which applicants will be interviewed. 6. The principal checks the teacher s references thoroughly and documents responses. NOTE: Prior to offering a teacher contract, the principal consults with the pastor. 7. After the interview and consultation with the pastor, the principal informs all applicants about the status of their applications. 8. The decision to hire depends upon the results of a background check, indicating that the applicant has no conviction of a crime listed in WAC The principal informs the Office for Catholic Schools of the hiring.

3 10. The Office for Catholic Schools / Personnel, maintains a computer file database of all candidates for teaching positions with a wide range of data including subject and grade preferences, geographical location preference, religious affiliation, address, phone number, and names. Information and application files are available to all principals by accessing Applitrack. 11. Principals must ensure that all newly hired teachers attend the newly hired teacher orientation presented by the Office for Catholic Schools, usually scheduled in August. 12. All archdiocesan employees must take a Safe Environment workshop. If this course has not been taken, the employee will take it either through the Archdiocesan Office of Human Resources or a parish. (C) Applying directly to the principal of a local school 1. The principal may interview an applicant for an open position. 2. The principal is advised to use the application process provided by the Office for Catholic Schools or to direct the candidate to contact the Office for Catholic Schools for application information. If the applicant does not yet have an approved application file at the time of hiring, s/he will be offered a conditional contract for no more than six weeks while the file is being completed and approved. Failure to have the application completed and approved within this time will result in dismissal. 3. The principal checks the teacher s references thoroughly and documents responses. NOTE: Prior to offering a teacher contract, the principal consults with the pastor. 4. After the interview and consultation with the pastor, the principal informs all applicants about the status of their applications. 5. The principal informs the Office for Catholic Schools Department when a teacher has been hired. 6. When an employee leaves one Archdiocesan school to seek employment in another archdiocesan school, s/he must either submit a new application to the Office for Catholic Schools. A new background check will be necessary if the last clearance took place at least three years previously. (D) Required Teacher Qualifications Religion teachers must be practicing Catholics, not engaged in any practice in conflict with the Church teachings, and hold or be working toward Archdiocesan catechetical certification.

4 (E) All teachers must: 1. Live a life style compatible with Catholic teaching and moral values; 2. Exercise professional conduct consistent with Catholic teaching; 3. Ordinarily possess a Washington State professional credential and certification for appropriate grade, class, and subjects being taught; 4. Have satisfactorily completed an approved a safe environment workshop; 5. Honor and maintain confidentiality. (F) Recommended Teacher Qualifications 1. All teachers, including non-catholic teachers, should strive to have knowledge and understanding of the Catholic philosophy of education. 2. All teachers should have the demonstrated ability both to share one s personal faith journey and to enable others to do the same. (G) Teacher Interviews When preparing to interview an applicant for a teaching position, the principal should observe the following: 1. Know the requirements stated in the Archdiocese of Seattle Catholic Schools Policy and Procedure Manual under Section 3, Personnel, and the basic recommended qualifications. 2. Review the applicant s application file. Make a note of his/her: a. Educational status. b. Transcripts for education courses, student teaching, etc. c. References/letters of recommendation. d. Previous/present Catholic school experience. e. Other work experience or activities indicative of leadership. f. Community volunteer services or activities indicative of leadership. g. Community involvement or experience at elementary, high school, college or adult level. h. Willingness to serve in a Catholic School and to respect its beliefs and practices.

5 BACKGROUND CHECK All newly hired certificated employees must show evidence of a clear background check within the past three years, or agree to an extended background check through the Office for Catholic Schools. HIRING PRINCIPALS (A) Interviewing and Selection: Archdiocesan Parish and Regional Schools 1. Initial interviewing and final selection of principals as well as contractual arrangements between the principal and the pastor are completed at the local parish level. 2. Prior to the selection and contractual arrangement phase at the local level the local search committee must contact the Office for Catholic Schools for information and processes used during the selection process. All principal applicants should be approved by the Office for Catholic Schools prior to being interviewed and must be approved by the Assistant Superintendent for Personnel prior to being hired. 3. The procedure for the approval process is as follows: The principal applicant, either directly or through the local school, will submit his/her personnel folder [including recommendations(s) from prior employer(s)] to the Assistant Superintendent for Personnel of the Office for Catholic Schools by completing the APPLITRACK forms. The Assistant Superintendent for Personnel will contact the applicant upon completion of their application to arrange for a personal interview. The Assistant Superintendent for Personnel will either accept or reject the application and communicate that decision to the pastor, search committee chairperson, and the applicant. 4. Principals currently or previously employed in Catholic Schools must resubmit their applications on Applitrack when applying for a new position. Category One (a and b) Affiliated High Schools 1. The Assistant Superintendent for Personnel will establish a search committee in consultation with the Archdiocesan School Board. 2. The Search Committee will work with the office of the Assistant Superintendent of Personnel, who will provide information and the processes to be used. 3. The Search Committee will follow the same procedures as above for interviewing and selection. 4. The Search Committee will recommend the top three candidates to the Superintendent of Catholic Schools, who will interview the finalist (s) and make a recommendation of the final candidate to the Archbishop. 5. The Archbishop will appoint and announce the new principal.

6 (B) Normative and Professional Qualifications 1. As the school s spiritual leader under the direction of the pastor, the principal must be able to ensure the school s Catholic identity, practice, culture, and faith formation of students and staff. 2. The principal must be a practicing Catholic, live a lifestyle compatible with Catholic moral values, and exercise professional conduct consistent with Catholic teaching. 3. The principal must have a thorough understanding and commitment to the Catholic philosophy of education, including current catechesis. 4. The principal must demonstrate an ability to share one s personal faith journey and enable others to do the same. 5. The principal must quality for a valid Washington State Teacher or Administrative Certificate. Consideration will be given to applicants working toward proper certification. 6. The principal must hold a master s degree in an approved program. Consideration will be given to applicants who are working toward proper certification. 7. The applicant must demonstrate educational leadership competence through past or present educational assignments. 8. The applicant should have demonstrated successful experience as a teacher or administrator in Catholic schools. Consideration may be given for experience in other areas of work or volunteerism in a Catholic church or school. 9. The applicant must have at least five years of successful classroom teaching experience at the elementary, middle, or high school level. The experience should be at the level for which the applicant is seeking employment. 10. The principal must have the ability to honor and maintain confidentiality. 11. The principal must be able to demonstrate a commitment to and experience with multicultural populations. I-9 Form EMPLOYMENT ELIGIBILITY VERIFICATION 1. All current employees must complete an I-9 form and provide supporting documents. The school should make a copy of the supporting documents, attach them to the I-9 form, and keep both in the employee s file.

7 2. All newly hired employees, including substitutes, must complete an I-9 form. 3. No employee will be paid until the I-9 form is on file at the school. 4. If the I-9 form has been filled out and verified in one Catholic school of the Archdiocese, it may be copied and placed on file in other schools. Additional forms The following forms are also needed for employment eligibility verification: W-4 Federal withholding New Hired form for Department of Social and Health Services Enrollment forms for benefits and payroll PROCESS FOR TEACHER CERTIFICATION As of September 1, 2006, WAC A-231 revised the certification process for Washington state teachers. Instead of receiving Initial and Continuing Certificates, new teachers and most teachers from out-of- state will earn Residency and Professional Certificates. Access information for current certification status at: (A) The Residency Certificate The Residency Certificate is valid for five years and replaces the Initial Certificate. During the five years of validity, teachers must enter an approved college/university program to earn the Professional Certificate. The Residency Certificate may be renewed by: 1. Enrolling in a Professional Certification Program and making satisfactory progress, as verified by the college/university. A teacher may renew it once for 2 years. 2. If the provisional status is not completed and the teacher has not been admitted to a Professional Certification Program, the Residency Certificate may be renewed once for a 5 year period, upon completion of 15 quarter credits since the issuance of the Residency Certificate. (B) The Professional Teaching Certificate 1. Teachers without certificates from other states may choose one of two routes toward earning the Professional Teaching Certificate: a. Completing a program at a college or university in the State of Washington. b. Holding a valid certificate issued by the National Board for Professional Teaching Standards (NBPTS). 2. Teachers holding certificates from other states may be able to document meeting the

8 Professional Certification standards/ criteria during a pre-assessment seminar in which teachers work with a college/university to compare their records with the requirements of the Professional Certificate. (C) Holders of an Initial Teacher Certificate Teachers holding a valid Initial Teacher Certificate (issued before September, 2000) should not let it expire. One renewal of a valid Initial Certificate is allowed after August 31, Teachers holding a valid Initial Teacher Certificate may obtain a Continuing Teacher Certificate and by-pass the process of earning a Professional Teaching Certificate. Teachers holding a valid Initial Teacher Certificate may enter the process and earn a Professional Teaching Certificate. Questions and up-to-date information may be addressed to the local Educational Service District (ESD) or the Office of the Superintendent of Public Instruction (OSPI). COVENANTS FOR TEACHERS AND PRINCIPALS The following procedures apply to the signing of covenants: (A) Teachers 1. Teacher covenants must be signed by the pastor, the principal, and the teacher. 2. Covenants for teachers are for one year. Whenever a covenant will not be renewed by either the school or a teacher for the following school year, notice will be given in writing by one party to the other prior to May 15 of each year. A teacher s covenant must be renewed if an evaluation and an Improvement Plan (if appropriate) were not initiated by March Unless notice of termination is received by either the principal or teacher by May 15 of each year, it is assumed that employment will continue for the next year and that a covenant will be offered. 4. When covenants are offered, they will be signed and returned within 15 days unless prior agreement has been reached between the principal and the teacher to extend the deadline. If a covenant is not signed and returned within 15 days, the offer may be rescinded. (B) Principals 1. Principal covenants must be signed by the pastor and the principal. 2. Principal covenants are for one year. Whenever a covenant will not be renewed by either the principal or the pastor for the following school year, notice will be given in writing by one party to the other prior to March 15 of each year. A principal s covenant must be renewed if an evaluation and an Improvement Plan (if appropriate) were not initiated by February.

9 3. Unless either party receives notice of termination by March 15 of each year, it is assumed that employment will continue for the next year and a covenant will be offered. 4. When covenants are offered, they will be signed and returned within 15 working days unless prior agreement has been reached between the principal and the pastor to extend the deadline. If a covenant is not signed and returned within 15 working days, the offer may be rescinded. COMPENSATORY WAGES (A) School Employees in Non Exempt Positions A non-exempt position generally includes, but is not limited to custodians, teacher aides, secretaries, day care providers and administrative assistants. These employees would be entitled to overtime pay or compensation of time with time off. The primary duties do not include: management of the organization or general business operations; supervision of two or more employees; customary or regular exercising of discretion and independent judgment on significant matters; primary responsibility for direct outside sales. (B) Authorization and Administration 1. The employee s supervisor will give prior authorization for any hours to be worked over the standard number of hours, including when the hours will be worked. 2. For hours worked over the standard number: a. Employees who work fewer than 40 hours per week will be compensated at their regular hourly wage up to 40 hours per week, or the employee may choose to receive compensatory time for each additional hour worked up to 40. b. For any hours worked over 40 hours per week, employees will be compensated at 1 1/2 times their regular rate of pay. 3. As a general rule, overtime pay earned in a particular work week must be paid on the regular payday for the period in which the particular work week occurs. 4. Unless otherwise authorized, compensatory time must be taken within one week of being earned. Compensatory time should be taken prior to the employee s terminating. If that is not possible, it must be given in the form of payment at the time of termination. (C) Rest Periods and Meal Periods All non-exempt employees should receive a 15-minute paid break for each four hours of working time. If non-exempt employees work more than five hours in a day, they are required to take a meal break two to five hours into their shift. (Employers are not expected or required to pay for time taken for a meal break.)

10 (D) Exempt School Employees 1. Employees who are in exempt positions are not entitled to compensatory time or overtime. Included in this category are executive positions, principals, vice principals, and professional employees such as a Development Director or Child Care Director. This definition of exempt positions includes, among others, the teaching professions. 2. Professional staff are hired to manage or direct the accomplishment of agreed upon job responsibilities. They are expected to manage their calendars in a way that most efficiently and effectively accomplishes their jobs. Therefore, it is expected that they will sometimes work more than 40 hours per week. 3. No additional payment will be given for additional hours worked. Exempt employees should be allowed to take some time off with pay for excessive hours worked. Supervisors should determine when such time off will be taken.