Contractual Status Reminders

• Only the head principal/supervisor can sign the Contractual Status Form.

• If the Contractual Status form is for a non-tenured certified or non-job rights classified employee, check the box that says the recommendation is based on the evaluation period of 1 Year. 

• This form does not need to be completed for tenured certified (F-M) or job rights (F-M). The contract is continuing. 

• During the conference, be sure to point out to the evaluatee the section that states:

"I HAVE READ THE ABOVE RECOMMENDATION FROM THE SCHOOL/DEPARTMENT AND UNDERSTAND THAT FINAL CONTRACTUAL STATUS WILL BE DETERMINDED AT THE DISTRICT LEVEL."

• By signing the form, the evaluatee is only acknowledging that they have received the information, not that they agree with it. 

• If the evaluatee refuses to sign the Contractual Status and/or Summative Rating form, note "employee refused to sign" on the form and then the supervisor will sign and date it. 

• The form must be printed and signed - hard copy is delivered to Human Resources

Prepare what you are going to say to the evaluatee before conducting the virtual non-renewal conference:

• • Always treat it like it is being recorded

  • Stick to the facts of the situation 

  • Do not make any promises to the employee

  • Encourage them to continue to grow and stay positive throughout the rest of the year   

Use language similar to what is stated below:

“I know this is difficult, but at this time the recommendation will be to not renew the contract for next year.  You will be eligible  to re-apply and possibly be called in for an interview if any positions become open in our school/department.  So, I encourage you to stay positive for the remainder of the year and continue to pursue opportunities to grow as a teacher.”  

Dos and Don'ts

• Don’t over-talk just to fill up the space

• Don’t promise anything – Do not say: “If there’s an opening we will definitely bring you back” or “You will definitely be interviewed”

• Do document areas of growth on summative form

• Do “sandwich” your feedback – strength, growth area, strength

• Do let them know they are eligible to re-apply for openings, so encourage them to continue to stay positive, work, and grow

• If they ask for more details about their growth areas and/or non-renewal reasons after the meeting, contact HR for support with the crafting of the details 

Employees on Medical Leave

• It is best practice to meet with the employee to discuss the non-renewal in person if possible (this meeting can occur off campus). 

• If an in-person meeting is not possible, the principal/supervisor should call to discuss the non-renewal over the phone.

• The principal/supervisor will let HR know at the exit meeting so we can mail it to the employee by certified mail - a conversation should be had with the employee before receiving the letter in the mail.  

March:  Exit Interviews with Budget/Staffing and HR. 

• • Principals/Hiring Managers that have employees that are mandatory non-renewals (retirees, temp. cert.) have received an email. 

    1. • If non-renewing “For Cause”: 

         1. Submit documentation to HR Director.

         2. This is considered termination.

         3. This should not be a surprise (ICAP, Progressive Discipline, meetings/communication with HR beforehand)

         4. These individuals will not be eligible for rehire

April: Non-Renewal Letters will be hand delivered to the schools - only administrators can receive the letters. 

• • Please be sure to have your contractual status conference with the employee before then.

The contractual status recommendation should be consistent with the non-renewal letters. 

• • If non-renewing and you plan on rehiring someone, still mark non-renew on the contractual status form for those individuals.