Highly Qualified Teacher (HQT) Submission Workflow

Final Deadline

All HQT data must be entered into Infinite Campus no later than December 15, 2017.

Workflow

	Task	Details	Who	Deadline
1	Distribute Teacher Memo, Status Sheets, Form E & Instructions to Teachers	The following items should be distributed to teachers: Teacher & Part-time LLI Memo 17-18 Generate Teacher Status Sheets Teacher Status Sheet Instructions Form E (7-12 Intervention Specialists only) 17-18	Secretary	14 Nov 2017
2	Distribute Paraprofessional Memo and Form F to Instructional Assistants	Paraprofessional Memo 17-18 Form F: Instructional Paraprofessionals 17-18	Secretary	14 Nov 2017
3	Complete Teacher Status Sheets and Form E (as necessary)	Sign and return to secretary	Teachers	08 Dec 2017
4	Complete Form F	Sign and return to secretary	Paraprofessionals	08 Dec 2017
5	Enter data into Infinite Campus	Instructions for entering HQT Data into Campus Scheduling tool rights are necessary to be able to enter HQT information in Infinite Campus. Pass the PSW Scheduling Assessment to obtain Scheduling tool rights. Once you have passed, create a support ticket to have your tool rights enabled ... this is NOT automatic after you pass the assessment.	Secretary	15 Dec 2017
6	Upload Teacher Status Sheets	Scan and upload completed TSS to Teacher's Person Documents tab /wiki/spaces/SC/pages/130547760: Using the Toshiba Copier to Scan and Upload Documents to Infinite Campus (6:24) Instructions for uploading a document Document should be named using the following format: 2017-18 HQT TSS John Smith.pdf	Secretary	15 Dec 2017
7	Upload Form E	Scan and upload completed Form E to Teacher's Person Documents tab /wiki/spaces/SC/pages/130547760: Using the Toshiba Copier to Scan and Upload Documents to Infinite Campus (6:24) Instructions for uploading a document Document should be named: 2017-18 HQT Form E Robert Johnson.pdf	Secretary	15 Dec 2017
8	Upload Form F	Scan and upload completed Form F to Instructional Assistant's Person Documents tab /wiki/spaces/SC/pages/130547760: Using the Toshiba Copier to Scan and Upload Documents to Infinite Campus (6:24) Instructions for uploading a document Document should be named: 2017-18 HQT Form F Shirley Jones.pdf	Secretary	15 Dec 2017
9	Complete Principal Recording Sheet (PRS)	This is a checklist for principals to ensure all teachers have submitted HQT Status Sheets and that they have been entered into Infinite Campus. Instructions for printing and filling out the PRS This form should be signed and dated when completed.	Principal	15 Dec 2017
10	Upload PRS	Scan and upload completed PRS to Principal's Person Documents tab /wiki/spaces/SC/pages/130547760: Using the Toshiba Copier to Scan and Upload Documents to Infinite Campus (6:24) Instructions for uploading a document Document should be named: 2017-18 HQT - PRS.pdf	Principal	15 Dec 2017
11	Complete Attestation Form	Principals must complete the 16-17 Principal Attestation Form	Principal	15 Dec 2017
12	Upload Attestation Form	Scan and upload completed Attestation Form to Principal's Person Documents tab /wiki/spaces/SC/pages/130547760: Using the Toshiba Copier to Scan and Upload Documents to Infinite Campus (6:24) Instructions for uploading a document Document should be named: 2017-18 HQT Attestation Form.pdf	Principal	15 Dec 2017
13	Send letters to parents for non-HQT teachers	Send letters using one of the templates below on school letterhead for students being taught by Non-HQT Teachers	Secretary	08 Dec 2017
14	Compliance Notebook	Prepare a Compliance notebook for the 2017-2018 school year to be kept in the school (Principal) office, with the following information in the following order: Completed and signed Attestation Sheet and Principal’s Recording Sheet. Original, signed Teacher Status Sheets in alphabetical order. Completed and signed Principal’s Recording sheet for Instructional Paraprofessionals. Original Form E completed and signed by the Instructional Paraprofessional in alphabetical order. Original Form F completed and signed by the Instructional Paraprofessional in alphabetical order.	Secretary	15 Dec 2017

Frequently Asked Questions

Substitute Teachers
- The following process will be implemented for the Highly Qualified Notification Letters (required by ODE) for substitute teachers who have taught 20 consecutive days and are not highly qualified for the particular course they are teaching.
  - Janet McCoy will run a weekly report from SEMS to determine which substitute teachers have taught 20 consecutive days and are not highly qualified.
  - Janet McCoy will email the report to the appropriate SLD Executive Director and the SLD Executive Director’s administrative secretary. Janet will copy Dr. Machelle Kline on each email.
  - The Executive Director’s administrative secretary will send an email to the impacted principal and the principal’s secretary, informing both that under the NCLB Act, a parent notification letter must be sent under the signature of the principal.
  - Principals will copy Dr. Machelle Kline on each of the parent notification letters.

Forms & Memos

Form E

Reminder: Beginning in the 2016-2017, intervention specialists of students eligible for the Alternate Assessment for Students with Significant Cognitive Disabilities in Grades 7-12 will need to comply with new requirements to meet highly qualified teacher status. These intervention specialists provide instruction for students with significant cognitive or low incidence disabilities. They will need to annually document how they meet highly qualified teacher status in the core academic subjects of their teaching assignments on Form E (formerly Form D).

Refer to the HQT Tool Kit or the HQT FAQs for complete information.

Teacher & Part Time LLI Memo

Paraprofessionals Memo

Secretary & Principal Memo

Form F: Paraprofessionals

(Instructional Assistants)

Principal Attestation Form

All Instructional paraprofessionals in Title I schoolwide or targeted assistance buildings who are Title I-funded should complete Form F.

HQT FAQ (from ODE) Revised - November, 2017	Form A: Grades K-6 General Education (Includes Extended Options)	Form B: Grades 7 - 12 General Education (Includes Extended Options)
Teachers can use the forms A-E provided in the HQT Toolkit to determine if they might meet the highly qualified teaching requirements when teaching core academic subjects. Forms A - E are used to assist teachers in the completion of the HQT Teacher Status Sheet. These forms do NOT replace the HQT Teacher Status Sheet.

Form D: Grade K-6 Intervention Specialists	Form E: Grade 7-12 Intervention Specialists	Ohio Highly Qualified Teacher Expanded Rubric - Status Code 8

		Teachers should complete this rubric for each teaching assignment in which they do not meet the highly qualified requirements as determined by the HQT Worksheet (Forms A-E) or Forms A-Extended Options, Form B-Extended Options or Form C-Extended Options.