Longview School District


Longview, WA, USA
Employment: Disclosures, Certification Requirements, Assurances & Approval Policy 5005

Policy No. 5005




Federal Immigration Law Compliance for Staff

The board has the legal responsibility of employing all staff. The responsibility of administering the recruitment process is assigned to the superintendent/designee. Prior to final action by the board, a prospective staff member shall present necessary documents which establish eligibility to work as required by federal immigration law. The superintendent/designee shall certify that he/she has: “examined the documents which were presented to me by the new hire, that the documents appear to be genuine, that they appear to relate to the individual named, and that the individual is a U.S. citizen, a legal permanent resident, or a non-immigrant alien with authorization to work.” This certification shall be made on the I-9 form issued by the federal Immigration and Naturalization Service.

Child Support Reporting for Staff

The district shall report all new hires to the state department of social and health services division of child support as required by P.L. 104-193, the Personal Responsibility and Work Opportunity Reconciliation Act of 1996.

Sexual Misconduct Release form for Staff

Pursuant to state law, the district shall require that every prospective staff member sign a release form allowing the district to contact school employers regarding prior acts of sexual misconduct. The applicant shall authorize current and past school district employers including employers outside of Washington to disclose to the district sexual misconduct, if any, and make available to the district all documents in the employer’s personnel, investigative or other files related to the sexual misconduct. The applicant is not prohibited from employment in Washington state if the laws or policies of another state prohibit disclosure of this information or if the out-of-state district denies the request.

Disclosures for Staff and Volunteers

Prior to employment of any unsupervised staff member or volunteer, the district shall require the applicant to disclose whether he/she has been:

  1. Convicted of any crime against persons;
  2. Found in any dependency action under RCW 13.34 to have sexually assaulted or exploited any minor or to have physically abused any minor;
  3. Found by a court in a domestic relations proceeding under Title 26 RCW to have sexually abused or exploited any minor or to have physically abused any minor;
  4. Found in any disciplinary board final decision to have sexually abused or exploited any minor or to have physically abused any minor; or
  5. Convicted of a crime related to drugs: manufacture, delivery, or possession with intent to manufacture or deliver a controlled substance.

For purposes of this policy, unsupervised means not in the presence of another employee or volunteer and working with children under sixteen years of age or developmentally disabled persons. The disclosure shall be made in writing and signed by the applicant and sworn to under penalty of perjury. The disclosure sheet shall specify all crimes committed against persons.

Background Check for Staff and Volunteers

Prospective unsupervised staff members shall have their records checked through the Washington State Patrol criminal identification system and through the Federal Bureau of Investigation. The record check shall include a fingerprint check using a complete Washington state criminal identification fingerprint card.

Unsupervised volunteers and employees without unsupervised access to children shall also be advised that they will be subjected to a name and birth date background check with the Washington State Patrol.

Applicants may be employed on a conditional basis pending the outcome of the background check and may begin conditional employment once completed fingerprint cards have been sent to the Washington State Patrol. If the background check reveals evidence of convictions as identified above, the candidate will not be recommended for employment, or if temporarily employed, will be terminated. When such a background check is received, the superintendent is directed to consult with legal counsel.

If a volunteer has undergone a criminal record check in the last two years for another entity, the district shall request a copy from the volunteer, or have the volunteer sign a release permitting the entity for whom the check was conducted to provide a copy to the district.

Record Check Data Base Access Designee

The superintendent/designee is directed to establish procedures for determining which staff members are authorized to access the superintendent of public instruction’s record check data base. Fingerprint record information is highly confidential and shall not be re-disseminated to any organization or individual by district staff. Records of arrest and prosecution (RAP sheets) shall be stored in a secure location separate from personnel and applicant files and access to this information is limited to those authorized to access the SPI record check data base.

Certification Requirements

The district shall require that certificated staff hold a Washington State Certificate, with proper endorsement (if required for that certificate and unless eligible for out-of-endorsement assignment), or such other documentation as may be required by the professional educator standards board with respect to alternative route programs, for the role and responsibilities for which they are employed. Failure to meet this requirement shall be just and sufficient cause for termination of employment. State law requires that the initial application for certification shall require a background check of the applicant through the Washington State Patrol criminal identification system and Federal Bureau of Investigation. No salary warrants may be issued to the staff member until the district has registered a valid certificate for the role to which he/she has been assigned.

All certificated staff members are required to maintain their certification in accordance with state and federal requirements.

Classified Staff

Classified staff who are engaged to serve less than twelve (12) months, will be advised of their employment status for the ensuing school year prior to the close of the school year.  If the district chooses to reemploy the staff member the following year, the superintendent/designee will give “reasonable assurance” by written notice that the staff member will be employed during the next school year.

Board Approval

All staff members selected for employment shall be recommended by the superintendent/designee. The director of human resources will provide to the superintendent any recommendations to justify salary placement other than entry level. Staff members must receive an affirmative vote from a majority of all members of the board. In the event an authorized position must be filled before the board can take action, the superintendent/designee has the authority to fill the position with a temporary employee who shall receive the same salary and benefits as a permanent staff member. The board will act on the superintendent's/designee’s recommendation to fill the vacancy at its next regular meeting.


Legal References:

RCW 28A.320.155 Criminal history record information — School volunteers
RCW 28A.400.300 Hiring and discharging employees — Leaves for employees — Seniority and leave benefits, retention upon transfers between schools
RCW 28A.400.301 Information on past sexual misconduct – Requirements for applicants – Limitation on contracts and agreements – Employee right to review personnel file.
RCW 28A.400.303 Record checks for employees
RCW 28A.350.050

Teacher must qualify before warrant drawn and issued or registered — All districts

RCW 28A.405.060 Course of study and regulations — enforcement — Withholding salary warrant for failure
RCW 28A. 405.210 Conditions and contracts of employment — Determination of probable cause for non-renewal of contracts — Nonrenewal due to enrollment decline or revenue loss - Notice — Opportunity for hearing
RCW 28A.410.010 Certification —Duty of professional educator standards board – Rules – Record check – Lapsed certificates – Superintendent of public instruction as administrator
RCW 28A.660.020 Proposals - Funding
RCW 28A.660.035 Partnership grant programs – Priority assistance in advancing cultural competency skills
RCW 9.96A.020 Employment, occupational licensing by public entity — Prior felony conviction no disqualification — Exceptions
RCW 43.43.830-40 Background checks – Access to children or vulnerable persons - Definitions
RCW 50.44.050 Benefits Payable, Terms and Conditions – Academic year defined
RCW 50.44.053 Definition of “reasonable assurance” – Presumpton, employees of educational institutions
P.L. 99-603 Immigration Reform and Control Act of 1986 (IRCA)
P.L. 104-193 Personal Responsibility and Work Opportunity Reconciliation Act of 1996
Chapter 162-12 WAC Preemployment Inquiry Guide (Human Rights Commission)
WAC 180-16-220 Supplemental Basic Education Program Approval Requirements
Ch. 181-79A WAC Standards for Teacher, Administrator and Educational Staff Associate Certification
WAC 180-82-105 Assignment of classroom teachers within districts
WAC 180-82-110 Exceptions to classroom teacher assignment policy
181-82-110 School district response and support for nonmatched endorsements to course assignment of teachers
Ch. 181-85 WAC Professional certification — Continuing education requirement
WAC 392-300-050 Access to record check data base
WAC 392-300-055 Prohibition of redissemination of fingerprint record information by education service districts or school districts
WAC 392-300-060 Protection of fingerprint record information by education service district and school districts
WAC 446-20-280 Employment — Conviction Records


Management Resources:

2017 July Issue
2010 October Issue
Policy News, October 2005 Public Disclosure
Policy News, October 2005 Sex Offender Reporting Requirements
Policy News, April 2004 School Employee Sexual Misconduct
Policy News, October 2001 Updates from the State Board of Education
Policy News, August 1998 District Must Report New Hires
Policy News, February 1999 Local Boards Decide Endorsement Waivers
Policy News, June 1999 School Safety Bills Impact Policy


Cross References:

(cf. 1610, Conflicts of Interest [1st Class] [2nd Class])

(cf. 5251, Conflicts of Interest)

(cf. 5610, Substitute Employment)


Adopted: March 8, 2010

Revised: November 13, 2017