Frequently Asked Questions (FAQ’s)

In addition to these FAQ’s, please also refer to those PWCS policies and regulations governing employee compensation, leave, benefits, and other conditions of employment. To the extent that those policies or regulations are in conflict with recent state or federal laws or regulations enacted in response to the COVID-19 pandemic, or to any applicable emergency orders, or where the School Board or Superintendent of Schools otherwise deem it necessary due to special or emergency circumstances arising out of the pandemic, the School Board has the authority to waive such policies and the Superintendent of Schools has the authority to waive such regulations, or portions thereof, under PWCS Policy 102, “Formulation and Adoption of Policies and Regulations.”

These FAQ’s have been organized in the following topic areas:

  • Employee Self Service
  • Pay of Employees During Closure
  • Employee Work Hours & Location During the Closure
  • Employee Leave During the Closure
  • FMLA and Medical Leaves of Absence During the Closure
  • New Hire and Transfer Process During the Closure
  • Employee Benefits
  • Certification and Licensure
  • Employment Status and Evaluation (PPP)
  • Contracts and Assignments for Next Year

Employee Self Service

Employees should utilize the Employee Self Service (ESS) system for the following essential functions:

  • View/print out your pay stubs
  • Change your address and phone number
  • Change your emergency contact information
  • View and print out a copy of your W2
  • Review benefits information (and make Open
  • Enrollment Benefits election in April)

This link will take you to the ESS webpage and you can also get there from the PWCS bookmarked sites. If you need tech support, email TechSupport@pwcs.edu. If you need help once you're in ESS, email ESSadministrator@pwcs.edu.

Pay of Employees During Closure

  1. Question: I am a full-time teacher of PWCS who also receives supplemental pay for teaching homebound students. How will I be paid?

    Answer: You will receive your teacher salary through the end of the school year and will receive homebound pay if you are directed by your supervisor to provide homebound services virtually. Time sheets for work performed will need to be submitted to your supervisor. Supervisors will forward those approved timesheets to the Payroll office by email at PWCSPayrollOffice@pwcs.edu.

  2. Question: I am a full-time teacher of PWCS who also receives supplemental pay coaching a spring sport How will I be paid?

    Answer: You will receive your teacher salary through the end of the school year and your coaching supplement.

  3. Question: I am a substitute teacher. How will I be paid, and will my pay be reduced because I would not have been substituting the week of Spring Break?

    Answer: Provided you were hired on or before February 13, 2020, and worked (intermittently or continuously) between February 13, 2020, and March 13, 2020, you will receive compensation during the closure for this school year. You will receive an amount equivalent to your average semi-monthly earnings over the past six months. If you have less than six months employment, you will receive an amount equivalent to your average semi-monthly earnings over the period that you have been employed with PWCS. There will be no reduction in the amount due to Spring Break. This special pay arrangement will begin with the April 15, 2020, pay date and end with the June 30, 2020, pay date.

  4. Question: I am a temporary teaching assistant. How will I be paid, and will my pay be reduced because I would not have been working the week of Spring Break?

    Answer: Provided you were hired on or before February 13, 2020, and worked (intermittently or continuously) between February 13, 2020, and March 13, 2020, you will receive compensation during the closure for this school year. You will receive an amount equivalent to your average semi-monthly earnings over the past six months. If you have less than six months employment, you will receive an amount equivalent to your average semi-monthly earnings over the period that you have been employed with PWCS. There will be no reduction in the amount due to Spring Break. This special pay arrangement will begin with the April 15, 2020, pay date and end with the June 30, 2020, pay date.

  5. Question: Will all temporary employees and all substitute employees be paid, regardless of their role?

    Answer: Yes, all temporary and substitute employees (with the exception of employees on temporary management agreements) will be granted compensation during the closure for this school year provided they were hired on or before February 13, 2020, and worked (intermittently or continuously) between February 13, 2020, and March 13, 2020. Eligible temporary and substitute employees will receive an amount equivalent to their average semi-monthly earnings over the past six months. If they have less than six months employment, they will receive an amount equivalent to their average semi-monthly earnings over the period that they have been employed with PWCS. This special pay arrangement will begin with the April 15, 2020, pay date and end with the June 30, 2020, pay date.

  6. Question: I am a full-time employee of PWCS who also performs other temporary work not listed in this FAQ document. How will I be paid?

    Answer: You will receive your full-time regular certified/classified pay through the end of the school year inclusive of athletic trainer supplements, additional class supplements, extra-curricular supplements, virtual high school payments, and national board and CCC stipends. The purpose of the unprecedented continuation of substitute and temporary pay is to ensure all eligible substitute and temporary staff (as defined in Question #5) received pay during this school closure.  Since your primary work assignment is not that of a substitute or temporary employee, additional assignments or temporary work not specifically listed will not be included in your pay unless you are directed by your supervisor and actually perform work in a temporary assignment during the closure. Time sheets for work performed will need to be submitted to your supervisor. Supervisors will forward those approved timesheets to the Payroll office by email at PWCSPayrollOffice@pwcs.edu.

  7. Question: I am a part-time employee of PWCS (on a position assignment or contract) and also work as a temporary employee. How will I be paid?

    Answer: You will be paid your part-time salary and will receive compensation for your temporary assignment(s) as specified in the answer to question #5 provided your work as a temporary employee meets the criteria noted in the answer to question #5.

  8. Question: I am on a Temporary Management Agreement. How will I be paid?

    Answer: Employees on Temporary Management Agreements will be paid during the closure this school year for any work performed or any work that can be done virtually at the direction of their supervisor. Time sheets for work performed will need to be submitted to the supervisor. Supervisors will forward those approved timesheets to the Payroll office by email at PWCSPayrollOffice@pwcs.edu.

  9. Question: What if I am unable to complete my ROP days in this school year?

    Answer: Supervisors will work with ROP participants who have not yet finished working their required number of days to reschedule into the next school year and/or make alternate virtual work assignments. You will continue to be paid for the remainder of the school year.

  10. Question: I’m planning to work summer school. How will I be paid for summer school work?

    Answer: Staff approved to work Summer School will receive a summer school agreement, and will be paid for virtual work as directed by the applicable summer school principal.

    • ES/MS Teachers working the full 3-week program will receive a $2570 supplement.
    • HS Teachers working the full 6-week program will receive a $6000 supplement.
    • Supplements will be paid in equal increments on 7/15, 7/31, 8/15, and 8/31. No Timesheet will be required.
    • Classified/temporary positions over the summer will be limited. Classified/Temporary Staff who are directed to work by the applicable summer school principal will receive the applicable summer hourly rate for the hours worked. Approved hours worked must be recorded and submitted on a timesheet.
  11. Question: I am a full-time bus driver of PWCS who also has performed activity runs this past year. Will I be paid for this like the subs and temps?

    Answer: You will receive your full-time regular contracted driver pay through the end of the school year but will not receive additional compensation unless you physically work additional hours. The purpose of the unprecedented continuation of substitute and temporary pay is to ensure all eligible substitute and temporary staff (as defined in Question #5) received pay during this school closure.  Since your primary work assignment is not that of a substitute or temporary employee, additional assignments or temporary work not specifically listed will not be included in your pay unless you are directed by your supervisor and actually perform work in a temporary assignment during the closure. Time sheets for work performed will need to be submitted to your supervisor. Supervisors will forward those approved timesheets to the Payroll office by email at PWCSPayrollOffice@pwcs.edu.

  12. Question: Will my remaining ROP work hours be waived for this school year?

    Answer: No, as explained in Question #9, Supervisors will work with ROP participants who have not yet finished working their required number of days to reschedule into the next school year and/or make alternate virtual work assignments.

  13. Question: How do I get my ROP assignment form signed?

    Answer: All ROP forms are available on the ROP page of the PWCS Benefits website. Forms should be forwarded via email to the supervisor or principal at your elected work location for signature.  The supervisors should email these signed forms back to Jill Argueta at ARGUETJD@pwcs.edu in the Office of Benefits and Retirement Services.

  14. Question: I am a ROP participant and have also worked this school year as a substitute and temporary employee. Will I receive "continuation pay" for my average temporary and substitute earnings over the past six months in addition to my ROP pay?

    Answer: No. Participants in the ROP program have a primary appointment as a ROP Participant. The purpose of "Continuation pay" was to provide ongoing compensation to employees whose primary appointment is that of substitute or temporary employee and would not otherwise receive any compensation during the school closure. This unprecedented continuation of substitute and temporary pay ensures that substitute and temporary staff receive pay during the closure of our school buildings this school year. Compensation for ROP assignments (completed or not) is continuing through the end of this school year. Some of our full-time staff also have significant earnings from additional work in temporary assignments but are only receiving their base salaries during the closure of our school buildings. ROP participants can earn additional income during the closure by accepting long term sub or temporary teacher assignments or other temporary assignments for services that are still needed despite the closure of our school buildings and will be paid for the hours worked during the school closure.

  15. Question: I am a substitute or temporary employee and meet the criteria that the Division has established to receive continuation pay semi-monthly based on my average earnings over the past six months during the closure. How will the average earnings be calculated?

    Answer: For employees with a hire date on or before September 30, 2019, the sum of all earnings from the October 15, 2019 pay date through the March 31, 2020, pay date will be divided by 12 (the number of pay dates during this period) to determine the average semi-monthly earnings. For employees with a hire date after September 30, 2019, the sum of all earnings since the date of hire will be divided by the total number of division pay dates since the employee’s hire date (even if the specific employee did not work in that pay period and therefore was not paid) to determine the average semi-monthly earnings.

  16. Question: I am currently getting a paper check. How will paper checks be distributed?

    Answer: All paper checks will be mailed to your home address on file. Please make sure that your address is accurate in Employee Self Service (ESS). ESS can be found by visiting this webpage and is also available as a PWCS bookmark. It is important that payroll has an accurate address and phone number at all times. You should notify PWCS immediately of any address change. The Payroll system utilizes those records to print all statements, checks, and other required materials to be mailed to employees.

  17. Question: Can I sign up for or change my direct deposit account information? How do I do that virtually?

    Answer: You can sign up or change your account by completing a Direct Deposit Authorization form and submitting it to the Payroll Office. Completed forms can be scanned and emailed to PWCSPayrollOffice@pwcs.edu. For security purposes, only forms sent from your PWCS work email account will be accepted. The Direct Deposit Authorization form (PDF) is available at www.pwcs.edu (Staff/Payroll/Payroll & Tax Forms). This form should be completed and emailed to PWCSPayrollOffice@pwcs.edu at least 30 days before you want the change to take effect. If you are changing or closing the old account, we ask that you wait until a deposit has been made to the new account before you close the old account with your bank.

Employee Work Hours and Location During the Closure

  1. How will I know if I am expected to work virtually during the closure and will I receive additional compensation for working virtually?

    Answer: Your supervisor should communicate work expectations to you during the closure. If you do not hear from your supervisor during this time, please contact them. If you are required to work virtually, you will not receive additional compensation beyond your normal salary.

  2. What if I get sick or will not be available to report to work, physically work, or virtually work (for any reason) when I should be working (physically or virtually)?

    Answer: All employees are expected to be available to report to work during their normally scheduled shift. Therefore, effective March 23, and moving forward until further notice, regular leave policies and procedures should be followed for employees who are unable or unavailable to report to work, either physically or virtually, subject to the new Family First Coronavirus Response Act. Because Kronos is not available remotely, employees unable or unavailable to work are expected to email their supervisor requesting appropriate leave. The email request must contain the employee’s ID (badge) number, type of leave, date(s) of leave, and the number of hours. Supervisors will forward those approved requests to the Kronos office by email at KRONOS@pwcs.edu. All staff have been granted administrative leave March 16 – 22, 2020 (no other leave will be assessed during this time period).

  3. What if I go out of town during this closure and my supervisor requests that I come to work onsite for a meeting or to perform a critical task?

    Answer: All employees are expected to be available to report to work during their normally scheduled shift. Therefore, effective March 23, and moving forward until further notice, regular leave policies and procedures should be followed for employees who are unable or unavailable to report to work, either physically or virtually, subject to the new Family First Coronavirus Response Act. Because Kronos is not available remotely, employees unable or unavailable to work are expected to email their supervisor requesting appropriate leave. The email request must contain the employee’s ID (badge) number, type of leave, date(s) of leave, and the number of hours. Supervisors will forward those approved requests to the Kronos office by email at KRONOS@pwcs.edu.

  4. I am a classified (non-exempt employee). What if I need to work beyond my normal shift?

    Answer: Classified employees need to obtain advanced written approval from their supervisor prior to working hours beyond their normal workday.  This written approval shall be in writing and submitted by the supervisor, including the employee’s name, ID (badge) number, along with date and hours worked to the Kronos office by email at KRONOS@pwcs.edu as access to Kronos is not available remotely for time entry.

  5. I am a classified (non-exempt employee) and I have been told by my supervisor I need to report onsite for work. Will I receive any additional compensation?

    Answer: Classified and temporary employees who are required to physically report to work will receive their normal hourly rate plus one-half their normal hourly rate of pay for all work hours during which they are required to physically report to their worksite through May 28, 2020 (the current end date of the Governor’s Temporary Stay At Home Order unless amended or rescinded by further executive order). The classified or temporary employee should clock in and out using the Kronos time and attendance system to record the hours physically worked at the worksite or use a paper timesheet. In the case of paper timesheets, supervisors will forward those approved timesheets to the Kronos office by email at KRONOS@pwcs.edu.

    For Example: Classified staff are receiving their regular weekly salary during the closure. If a supervisor instructs a classified employee to physically come in to work, the classified employee will earn an additional half (.5) of his/her regular hourly rate for every hour worked on site (versus virtually) through May 28, 2020. For example, a classified employee who typically earns $20/hour, is required during the closure to physically report to work for 5 hours. During these 5 hours of work onsite, the employee will earn an additional one-half of his/her hourly rate ($20 x .5 =$10.00/hour). The additional compensation entered for payroll, for physically reporting to work for the 5 hours, would be $50 ($10/hour x 5 hours) over and above the classified employee’s normal salary for the week. 
  6. I am a classified (non-exempt employee) in food services. I am required by my supervisor to report for onsite work during the closure. Will I receive any additional compensation?

    Answer: Classified and Temporary food service employees who are required to physically report to work will receive their normal hourly rate plus one-half their normal hourly rate of pay for all hours in which they are required to physically report to their worksite through May 28, 2020 (the current end date of the Governor’s Temporary Stay At Home Order unless amended or rescinded by further executive order). Please see question # 5 above for a pay example. The classified or temporary employee should clock in and out using the Kronos time and attendance system to record the hours physically worked at the worksite or use a paper timesheet. In the case of paper timesheets, supervisors will forward those approved timesheets to the Kronos office by email at KRONOS@pwcs.edu.

  7. Questions: Can I accept other employment during the closure?

    Answer: All classified and contracted employees are expected to be available for work during the hours they are normally scheduled to work and therefore are prohibited from accepting employment that would require working during the days and times the employee is normally scheduled to work with PWCS. However, employees can request Leave Without Pay in accordance with PWCS Regulation 544, “Leave Without Pay.”

  8. Question: I have personal belongings in building I need. Why can’t I get them?

    Answer: The safety and health of our students, staff, and our community is our highest priority. While we have a limited number of employees working to address essential business functions in isolated situations following specific safety protocols, at this time we cannot open our buildings to staff or students wishing to pick up belongings. In order to prevent community spread of COVID-19, PWCS is following the guidance of the Centers for Disease Control and Prevention and other state and local health officials, which is to stay at home as much as possible at this time. Allowing access into classrooms or lockers increases health risks for everyone and would require greater areas of buildings to be cleaned by staff. The buildings are secure, and items are safe. PWCS will continue to monitor the pandemic and adjust these restrictions as needed in the future. Thank you for your cooperation and patience during this difficult and unprecedented situation.

  9. I am a classified or temporary employee; do I need to continue to clock in and out when working on site even though we are no longer receiving the extra .5 premium pay for working on site?

    Yes, classified and temporary employees should continue to clock in and out using the Kronos time and attendance system to record the hours physically worked at the worksite or use a paper timesheet.

Employee Leave During the Closure

  1. What is going to happen to my leave now that schools are closed?

    Answer: All staff have been granted administrative leave March 16-22, 2020 (no other leave will be assessed from employee’s leave balances during this time period). In addition, all leave entries from March 23-June 30 have been canceled. As of March 23, and moving forward until further notice, regular leave policies and procedures should be followed for employees who are unable or unavailable to report to work, either physically or virtually, subject to the new Family First Coronavirus Response Act. If you previously had entered leave for the period of March 23-June 30, and are still planning to use the leave, you will need to email your supervisor of the need for leave as Kronos is not available remotely. Anytime employees are unable or unavailable to work, either virtually or remotely, they are expected to email their supervisor requesting appropriate leave. The email request must contain the employee’s ID (badge) number, type of leave, date(s) of leave, and the number of hours. Supervisors will forward those approved requests to the Kronos office by email at KRONOS@pwcs.edu. See FMLA below for exception.

  2. Will I continue to accrue leave while schools are closed?

    Answer: Leave accruals will continue as normal.

  3. Will I be allowed to carryover excess annual leave into the next school year since my travel plans have been disrupted due to this crisis?

    Answer: Answer: 250 day classified and administrative employees, and 223-day and 236-day administrators who earn and accrue annual leave, should continue to request and utilize “use or lose” leave before the end of the fiscal year (June 30, 2020). In certain cases, when employees are precluded from using annual leave by the Superintendent or their associate superintendent as a direct result of their particular responsibilities during pandemic related closing, the principal or director can seek approval in writing from their associate superintendent to roll over the annual leave to sick leave. The associate superintendent will confer with the associate superintendent for Human Resources prior to approval. See Regulation Notice 542-0-1 Annual Leave Usage (Emergency Changes Due to COVID-19 Closure).

    Employees whose contracts include non-paid vacation days (NPVD), should continue to use their days before June 30, 2020. These non-paid days will not be credited to the 2020-21 school year.

  4. Question: If I am attending a doctor's appointment, do I need to take sick leave as I would if school was in session and we were physically working?

    Answer: Yes, regular leave policies and procedures should be followed for employees who are unable or unavailable to report to work, either physically or virtually, subject to the new Family First Coronavirus Response Act. Anytime employees are unable or unavailable to work, either virtually or remotely, they are expected to email their supervisor requesting appropriate leave. The email request must contain the employee’s ID (badge) number, type of leave, date(s) of leave, and the number of hours. Supervisors will forward those approved requests to the Kronos office by email at KRONOS@pwcs.edu.

  5. Question: I have remaining personal leave, how will that be handled since schools are closed for the year?

    Answer: There is still time to use personal leave this year and regular leave policies and procedures should be followed for employees who are unable or unavailable to report to work, either physically or virtually, subject to the new Family First Coronavirus Response Act. As specified in PWCS Regulation 542-5 “Personal Leave”, “Personal leave shall be cumulative year-to-year up to a maximum of five days. All unused personal leave in excess of the five-day maximum as of June 30 shall be converted to sick leave at the beginning of the next fiscal year.” To use personal leave, employees should email their supervisor requesting approval for use of personal leave. The email request must contain the employee’s ID (badge) number, type of leave, date(s) of leave, and the number of hours. Supervisors will forward those approved requests to the Kronos office by email at KRONOS@pwcs.edu.

FMLA and Medical Leaves of Absence During the Closure

  1. How is FMLA/medical leave going to be processed during the closure?

    Answer: FMLA cases during the closure will be treated in the same way as FMLA cases prior to the closure and in compliance with the provisions in the new Family First Coronavirus Response Act. All staff have been granted administrative leave March 16 – 22, 2020 (no other leave will be assessed during this time). Therefore, these administrative leave days will not count toward an employee’s 12-week protected leave balance. However, all other days during the closure will be processed as they would have been prior to the closure and in compliance with the provisions in the new Family First Coronavirus Response Act. For example, if employees were charged sick leave for their FMLA absence prior to the closure, they will continue to have sick leave assessed until they are able to return to work subject to the provisions in the new Family First Coronavirus Response Act.

  2. What if I am due to return from FMLA prior to the end of the closure?

    Answer: FMLA cases during the closure will be treated in the same way as FMLA cases prior to the closure subject to the provisions in the new Family First Coronavirus Response Act. We are requesting that, when applicable, an employee provide return-to-work documentation from their physician before leave deductions will cease. The paperwork should include any work restrictions and modifications that the employee may require to fulfill the essential functions of their job.

  3. What if an employee is on “leave without pay status” and is due to return from FMLA prior to the end of the closure?

    Answer: Except for March 16 – 22, 2020, the employee will remain in an unpaid status until the employee provides return-to-work documentation from their physician. The paperwork should include any work restrictions and modifications that the employee may require to fulfill the essential functions of their job.

  4. I’m currently out on Short Term Disability (Hybrid Plan employees only). Will I continue to be paid?

    Answer: Except for March 16 – 22, 2020, the employee will remain in the short-term disability status until the employee provides return-to-work documentation from their physician. The paperwork should include any work restrictions and modifications that the employee may require to fulfill the essential functions of their job.

  5. Question: I am going to have my baby during the school closure. Because I am teleworking, I can work from home during my recovery period, so I do not feel that I should have to use my leave. Am I able to cancel my leave request during the school closure?

    Answer: No, maternity FMLA cases during the closure will be treated in the same way as FMLA cases prior to the closure, subject to the provisions in the new Family First Coronavirus Response Act. Prior to any stoppage of leave deductions, an employee will be expected to fulfill all essential functions of their job, regardless of work location or current telework availability. An employee may be required to submit return-to-work documentation from their physician before leave deductions will cease. Based on the employee’s current job description, the paperwork should include any work restrictions and modifications that the employee may need to fulfill their job requirements.

  6. Question: Am I able to cancel my unpaid FMLA request that I originally submitted (in order to bond with my baby after my maternity recovery period)?

    Answer: Yes, following the normal recovery period of six to eight weeks, depending on type of delivery, maternity FMLA cases during the closure will be treated in the same way as FMLA cases prior to the closure subject to the provisions in the new Family First Coronavirus Response Act. If an employee decides to end their bonding period, they will be expected to be available to report to work during their normally scheduled shift. Effective March 23, and moving forward until further notice, regular leave policies and procedures should be followed for employees who are unable or unavailable to report to work, either physically or virtually, subject to the new Family First Coronavirus Response Act. In some cases, an employee may be required to submit return-to-work documentation from their physician before leave deductions will cease. The paperwork should include any work restrictions and modifications that the employee may require to fulfill the essential functions of his/her job, regardless of work location or ability to telework.

  7. Question: I am going to be having surgery (or cancer treatment, illness, etc.), but I will still be mobile at home. Can I work virtually and not have leave deducted from my sick leave balance?

    Answer:  FMLA cases during the closure will be treated in the same way as FMLA cases prior to the closure subject to the provisions in the new Family First Coronavirus Response Act. Prior to any leave accrual stoppage, an employee will need to submit return-to-work documentation from their physician. Regardless of work location or current telework availability, the return to work must be based on the employee’s current job description. The paperwork should include any work restrictions and modifications that the employee may require to fulfill the essential functions of his/her job.

  8. Question: Are employees eligible for Short Term Disability benefits if placed under quarantine? (VRS - Hybrid employees)

    Answer: There are a wide variety of scenarios under which an individual may be quarantined, ranging from a voluntary self-quarantine without a COVID-19 diagnosis to a mandated quarantine with a diagnosis.

    If an individual is quarantined as directed by a licensed health care professional or government agency, the Standard will assess a claim for benefits as follows:

    • If the individual has been diagnosed with COVID-19 and is unable to work from home, they will remain insured and eligible under the group STD policy.
    • If the individual has not been diagnosed and is unable to work from home, they will retain coverage and eligibility under the STD policy should they eventually become disabled.
    • It is important to remember that under most STD policies a covered individual must be unable to work, either at their place of employment or from home, and must experience a loss of income to be eligible for STD benefits in all cases.
  9. Question: What are my rights under the Families First Coronavirus Response Act?

    Answer: Please view this flyer (PDF) to learn more about your rights under the Families First Coronavirus Response Act.

  10. Question: If I have questions about the Families First Coronavirus Response Act, who do I contact?

    Answer: Please contact the Leave Specialists with the Office of Benefits and Retirement Services for more information.  Judith Reo, ReoJA@PWCS.edu, works with employee's whose last names begin with M-Z .  Sarah Hudson, HudsonSR@pwcs.edu, works with employee's whose last names begin with A-L.

New Hire and Transfer Process During the Closure

  1. I have applied to PWCS and am hopeful to land a job for next school year. Is PWCS still recruiting and interviewing?

    Answer: Yes, we are still reviewing applications, scheduling virtual interviews and making job offers. Please check out our website for our current vacancies. You can also register online for our upcoming Virtual Certificated Job Fair.

  2. I have been offered a position and have my TB test completed. When will I be able to come in for fingerprinting?

    Answer: Applicants who were scheduled for fingerprinting during the closure will be rescheduled once the central office reopens for public access.

  3. I have accepted an offer of employment and have completed the hiring process? When will I start work?

    Answer: New hires who have not been given a start date will be contacted by human resources and a start date will be set on a case-by-basis.

  4. I am a new hire and need to sign up for benefits. When will I be able to do this?

    Answer: Newly hired employees who have completed all necessary pre-employment paperwork may elect medical dental and vision plans which will be effective the first of the month following 30 days of employment. For example, if you began work on March 11, 2020, your benefits would be available to you on May 1, 2020. Enrollment forms may be found on the Benefits webpage. Questions concerning benefits, and enrollment forms, may be emailed to benefits@pwcs.edu. Newly hired employees for the 2020-21 school year will enroll in benefits closer to their start date.

  5. I’m on the transfer list. How will transfer requests be handled now that schools are closed?

    Answer:  The transfer process will continue for teachers who have submitted an intent to transfer and are eligible to transfer as referenced in PWCS Regulation 511-3, “Certificated Personnel - Assignments, Transfers, Promotions, and Reassignments.” Principals will be continuing the interviewing and recommendation process virtually to staff their schools in a timely manner.

  6. Question: Is PWCS still hiring during the school closure?

    Answer: Yes! PWCS is always looking for great people to work in our Division. During this closure, we will continue to interview candidates using a virtual platform. We will be hosting our own Virtual Fair for Certificated vacancies on April 13. Please check our website to register. We are also working with individual colleges to host additional virtual fairs with their students. Remember to apply as this is the first and most crucial step to the hiring process.

  7. Question: I recently attended a screening interview for the administrative pool. When can I anticipate hearing the result from the interview?  I received an email prior to the closing of the school that I had been approved to move to the next phase of the screening process. Is this information still accurate and will interviews be postponed for now and until we know further information?

    Answer:  PWCS DHR is working remotely and is asking for your patience and support during this extraordinary time. Please be assured that HR is working on continuity plans to ensure our regular processes continue in light of the disruption of the closure of our schools  At this time, we are finalizing steps to the application process to include screening of complete applications, interviews, and communication with candidates in various stages of the administrative recruitment cycle.  Once we have determined an equitable practice to continue with the administrative application/hiring process, you will be notified by email.

  8. Question: I’m a new hire teacher and am required to submit Verification of Service Forms, but I cannot get my previous school division to respond, will the requirement to verify previous service be waived?

    Answer: No, we cannot waive the verification of prior service. However, PWCS understands that other school divisions are trying to re-establish normal work processes and will be flexible with the individual's 60-day deadline if needed.  New hires are asked to communicate their challenges to PWCS should flexibility be needed. 

Employee Benefits

  1. Will my insurance benefits be affected by this closure?

    Answer: No, provided you remain an active benefits eligible employee currently enrolled in our benefit plans, the Division closure has no effect on your enrollment status and benefits.

  2. What types of services are offered through the Employee Assistance Program (EAP) and how do I access them?

    Answer: ComPsych Guidance Resources provides counseling and other services. This program is confidential and free to you and your family members who live with you. The toll-free number, 844-880-6915, gives you direct, 24/7 access to a Guidance Consultant, who will answer your questions and, if needed, refer you to a counselor or other resources (many of which may be accessed virtually).The EAP also offers a Guided Resource webpage to assist with understanding all aspects of the Coronavirus. This page offers various resources such as:

  3. Coronavirus Webinar - offers tips for coping with uncertainty and regaining control.
  4. Health and Safety ResourcesDownloadable list for links to public health and safety resources from the World Health Organization, the Center for Disease Control, and others across the globe.
  5. Working Remotely (Employees) (PDF download) / Working Remotely (Managers) (PDF download) - these guides offer tips to managers and employees for adjusting to the change when working from home.
  6. Financial Resiliency (PDF download) - With the markets in turmoil and many people facing income disruptions, it is a good time to review personal finances to ensure they are on a solid footing.
  7. Resiliency Resources - Stress and anxiety are normal reactions to current events. These materials explain how to keep those emotions in check.
  8. Do our benefit plans include telemedicine or a way to see medical professionals remotely?

    Answer: Yes. Each of our providers, Anthem Blue Cross/Blue Shield and Kaiser Permanente, offer these services. You will need your insurance card, pharmacy information, and a debit or credit card to access these virtual services. If you have difficulty, please contact Lisa Figueroa at figuerlm@pwcs.edu or 703-791-8022, or Elisa Pickette at pickete@pwcs.edu or 703-791-8780.

    • Staff and families who have PWCS insurance coverage through Kaiser Permanente, can call the advice number on the Kaiser Permanente membership card to speak with a licensed care provider or to schedule a telephone or video appointment with your doctor. If you don’t have your membership card with you, visit the Kaiser Permanente website and click on “24/7 advice.” You can make most video visit appointments online 24/7 from your computer or mobile device. Choose a time that works best for you and register at www.kp.org. You may also call the Kaiser Permanente appointment line to schedule your video visit at 1-800-777-7904 (TTY 711).
    • Staff and families who have PWCS insurance coverage through Anthem Blue Cross/Blue Shield, should contact your Primary Care Physician, Anthem Member Services or the 24/7 Nurse Line for treatment advice. Contact numbers are listed on your Anthem Blue Cross/Blue Shield ID Card. You may also utilize the Live Health Online feature of your plan by registering on the Live Health Online website.
  9. I know each Spring the Division offers open enrollment. How will we be able to do that if the Division remains closed beyond April 13?

    Answer: Open enrollment was already planned to be a digital process this year. The open enrollment period will be April 13, 2020 and ending on May 18, 2020. Employees will use the Employee Self Service (ESS) to make any changes to insurance elections and/or make changes to enrollment for dependents. In preparation for making any changes, employees should have their Network User ID and password available to log into ESS and access the open enrollment wizard.  Employees will receive an email like the email they received when signing their 2019 - 2020 contract. The specific email will be from Prince William County Schools “<do-not-reply@peopleadmin.com> “.  Specific step-by-step instructions will be emailed to employees and available on the benefits webpage in the next few weeks.

  10. Question: Can I stop or reduce my dependent care Flexible Spending contributions as result of the school closure and if so, how do I do that during the closure?

    Answer: P&A Group, the plan administrator for the Flexible Spending Account, has verified that the PWCS closure could be considered a qualifying event which would permit an employee to make a change to their Dependent Care allocations mid-year. In all cases, a request to change allocations must be consistent with the reason for the qualifying event. To make a change to your dependent care Flexible Spending Account contribution: Complete a Mid Year Change Form (PDF)and a Flexible Spending Enrollment Form (PDF) to indicate your new election for the remainder of the plan year (ending June 30, 2020). Submit completed forms by email to benefits@pwcs.edu within 30 days of the qualifying event which makes the change necessary. You may email the Office of Benefits at benefits@pwcs.edu with any questions.

  11. Question: Can I stop or reduce my medical care Flexible Spending contributions as a result of the school closure and if so, how do I do that during the closure?

    Answer: The PWCS Division wide closure is not a qualifying event which would allow a change to medical care Flexible Spending contributions.  However, if you have a different qualifying event which would permit a change (such as your spouse has been laid off and has lost health insurance), the Office of Benefits will be able to make approved adjustments to Flexible Spending contributions during the closure.  To request a medical care Flexible Spending contribution change, complete a  Mid Year Change Form (PDF)and a  Flexible Spending Enrollment Form (PDF)to indicate your new election for the remainder of the plan year (ending June 30, 2020). Submit completed forms by email to benefits@pwcs.edu within 30 days of the qualifying event which makes the change necessary. You may email the Office of Benefits at benefits@pwcs.edu with any questions.

  12. Question: Will this closure affect my Virginia Retirement System benefit calculation in any way?

    Answer:  No, the closure will not affect an employee’s VRS benefit. All employees will continue to receive service credit during the closure, as long as they remain an active employee with PWCS. Employees that may have specific questions should access their myVRS accounts or call the VRS at 888-827-3847.  Additionally, employees may contact the office of Benefits at benefits@pwcs.edu with their questions.

  13. Question: How can I consult with a Mental Health provider while Virginia is under a stay-at home-order?

    Answer: PWCS employees and their families have several different options for seeking Mental Health treatment from home during the PWCS closure and Virginia stay-at-home order.  Please be aware that providers may be experiencing longer than normal wait times due to patients seeking care for COVID-19 related illnesses.

    1. All employees and their families have access to the Employee Assistance Program, ComPsych Guidance Resources.  You may receive up to five free mental health visits through ComPsych Guidance Resources for each of your family members. Guidance Resources is currently working with providers who are exclusively making virtual appointments by phone or video conferencing. Call the EAP toll-free at 844.880.6915, or to access the ComPsych web site, log on to GuidanceResources (Register using the Web ID: PWCS).
    2. Anthem Blue Cross Blue Shield plan members may access virtual doctor visits, including mental health visits by utilizing LifeHealth Online.  In most cases, you may make an appointment and see a therapist or psychologist in four days or less. Depending on your coverage, the cost may be similar to what you would pay for an office visit, considering your benefits, copay or coinsurance. It’s quick and easy to sign up and get started. Just go to the LiveHealth Online website.
    3. Kaiser Permanente HMO plan members may access virtual doctor visits, including mental health visits using the Video Visits feature of the plan. Get quality care from almost anywhere. Meet a doctor face-to-face by video on your smartphone or computer. In some cases, a Video Visit may be free. Just go to the KaiserPermanente website or call Kaiser Permanente at 1-800-777-7904.

Certification and Licensure

  1. My license is going to expire June 30. I’m worried because I have done everything except for the hands- on component of CPR and I’m not sure it will be offered before June 30. Will the state make an exception and renew my license?

    Answer:

    2020 renewable license holders will not be required to complete hands-on practice of the skills necessary to perform cardiopulmonary resuscitation due to the impact of COVID-19. Any individual seeking licensure renewal and who has completed all other components of training in emergency first aid, cardiopulmonary resuscitation, and the use of automated external defibrillators shall be relieved of the requirement to have hands-on practice of the skills necessary to perform cardiopulmonary resuscitation. License holders should complete a FirstAid/CPR/AED online training module and include evidence of completion of the video training for all three components with the license renewal packet. Online training opportunities can be found on the License Renewal web page.

    Thanks!

  2. What if I cannot complete the professional development points necessary for license renewal?  

    Answer: The VDOE has advised us of the following, “If license-holders are unable to meet renewal requirements because of closures related to COVID-19, the Superintendent of Public Instruction may make modifications to the licensure regulations to grant a one-year extension of the license (July 1, 2020 to June 30, 2021) to complete all renewal requirements.” These situations will be reviewed by PWCS on a case by case basis.

  3. What is the impact of school closings on candidates completing student teaching this semester in educator preparation programs at Virginia colleges and universities? 

    Answer: The VDOE has communicated with deans and directors of educator preparation programs to address concerns that candidates currently enrolled in student teaching may not be able to complete the following Board of Education 10-week student teaching requirement due to school closings. Any modification request from deans or directors of educator preparation programs will be reviewed on a case-by-case basis.

    • What if individuals holding provisional licenses expiring June 30, 2020, cannot meet the requirements for a renewable license this year due to circumstances related to COVID-19?

      Answer: VDOE provided this response, “The Code of Virginia allows the Board to extend for at least one additional year, but for no more than two additional years, the three-year provisional license of a teacher upon receiving from the division superintendent (i) a recommendation for such extension and (ii) satisfactory performance evaluations for such teacher for each year of the original three-year provisional license. VDOE is currently investigating options on how to address provisional licenses that expire June 30, 2020, when license holders do not meet the extension criteria noted above.” These situations will be reviewed by PWCS on a case by case basis.

      Additional Guidance for License Holders During the Closure

      License-holders are encouraged to mail or scan and email all completed license renewal packets. If you need to digitally sign your form, rather than your handwritten signature, you will need to check the “Electronic Signature” box at the bottom of each page of the licensure renewal form and type your name in the signature box.  If you are mailing your licensure renewal packet or any other licensure requests, please send to the PWCS Office of Certification, Edward Kelly Leadership Center, P.O. Box 389, Manassas, VA 20108, and pay electronically for all processes when possible. If emailing, please send to your complete licensure renewal packet to your respective licensure staff specialist:

      LAST NAMES  A - L :
      Jennifer Missner
      missnejj@pwcs.edu

      LAST NAMES  M - Z :
      Brock Relyea
      relyeab@pwcs.edu

      Licensure will be processing requests on a regular basis. Here are some guidelines regarding licensure during this closure:

      • 2020 provisional license-holders who are ready to apply for a full-renewable 10-year license should follow instructions on the certification webpage.
      • 2020 Renewable License-holders should use this time to earn any additional points needed to reach the required 180 points and complete all online training requirements. Detailed information and forms are found on the License Renewal webpage .
      • 2020 Renewable License-holders who have not yet completed the FirstAid/CPR/AED training requirement or who are not able to complete the hands on practice requirement at this time are encouraged to complete the FirstAid/CPR/AED online training module and include evidence of completion of the video training for all three components with the license renewal packet. If the CPR hands on practice requirement is not met when you turn in your license renewal packet, you will receive details on meeting the CPR hands on practice requirement at a later date.
      • Learn more about FirstAid/CPR/AED training opportunities.
      • Pay all license fees electronically and include a receipt with your licensure packet. Follow instructions for Electronic License Fee Payment.
      • A licensure specialist will review your license renewal documents and sign your renewal form in lieu of having your principal/advisor sign the license renewal form due to the closure if necessary.
      • Sign and date the license renewal form the same date you mail your licensure renewal packet.
      • Mail a complete licensure packet with supporting documentation directly to the Kelly Leadership Center, PWCS Office of Certification, P.O. Box 389, Manassas, VA 20108. At this time, mail cannot be dropped off at the Kelly Leadership Center.
      • Contact the PWCS Office of Certification via email as follows if you need assistance.

        LAST NAMES  A - L :
        Jennifer Missner
        missnejj@pwcs.edu

        LAST NAMES  M - Z :
        Brock Relyea
        relyeab@pwcs.edu

Employment Status and Evaluation (PPP)

  1. Question: I want to resign effective the end of the school year. How do I do that during the closure? When will my last paycheck be and when will my benefits end?

    Answer:  Employees can provide notice of end-of-year resignations at any time. In fact, while we really don’t want you to leave, in the best interest of our students, the sooner you let us know, the more likely we will be able to find a highly qualified teacher or staff member to provide the best for our students!

    In order to resign during the closure, please submit the resignation form. Also located at this link is information on the separation of employment process. Per Regulation 555-2 “Resignation,” you may submit your resignation to either your supervisor or human resources. If emailing to human resources, please send to: HR@pwcs.edu.

    Human Resources is also developing a digital process for resignations and will update employees when that option becomes available.

    For employees resigning at the end of the 2019-20 school year, final paychecks and benefit coverage end dates are based upon current work schedules. The chart below provides the details.

    Work Schedule Last Work Day Last Pay Date Benefit End Date
    250-days June 30, 2020 June 30, 2020 July 31, 2020
    236 days June 30, 2020 June 30, 2020 July 31, 2020
    223-days year-round June 30, 2020 June 30, 2020 July 31, 2020
    223-days June 30, 2020 July 31, 2020 August 31, 2020
    214 days June 30, 2020 July 31, 2020 August 31, 2020
    214 days year-round June 30, 2020 June 30, 2020 July 31, 2020
    209 days June 15, 2020 July 31, 2020 August 31, 2020
    200-days (classified) June 12, 2020 August 15, 2020 September 30, 2020
    200 days (certificated) June 15, 2020 August 15, 2020 September 30, 2020
    195 days (classified) June 12, 2020 August 31, 2020 September 30, 2020
    195-days (certificated) June 15, 2020 August 31, 2020 September 30, 2020
    188-days June 12, 2020 August 31, 2020 September 30, 2020
    192-days June 12, 2020 August 31, 2020 September 30, 2020
    180, 177, 174 days June 12, 2020 June 30, 2020 July 31, 2020

     

  2. Question: I want to retire effective the end of the school year. How do I do that during the closure? When will my last paycheck be and when will my benefits end?

    Answer:  Contact Kristin Brittigan, Benefits Specialist - Retirement, at brittiKA@pwcs.edu. Ms. Brittigan will be available to consult with employees regarding retirement timelines throughout the closure.  However, employees are not required to consult with the Office of Benefits to file for retirement. Virginia Retirement System (VRS) is available to work with employees considering retirement during this time as well. Retirement processes and contact information for VRS can be found on the VRS website.

    For employees retiring at the end of the 2019-20 school year, final paychecks and benefit coverage end dates are based upon current work schedules. The chart provided above provides the details.

  3. Question: What happens to teachers who were on "cycle" this year, will they be on next year? (as we may not have completed formal observations yet).

    Answer: Information will be forthcoming regarding an abbreviated process for employees whose performance will be rated as Meeting and/or Exceeding. Those employees will not be placed on “cycle’ again next year. However, an employee can be placed on “cycle” at any time.

  4. Question: Will we be completing Summative Evaluations (even if we haven't completed the formals?)

    Answer: Information will be forthcoming regarding an abbreviated process for employees whose performance will be rated as Meeting and/or Exceeding.

  5. Question: Will employees be expected to complete Professional Growth Plans (PGPs)?

    Answer: Completion of the PGP will be at the discretion of an employee’s supervisor.

  6. Question: What are the requirements for completing the tasks in Perform for the remainder of the year?

    Answer: Information will be forthcoming regarding an abbreviated process for employees whose performance will be rated as Meeting and/or Exceeding.

Contracts and Assignments for Next Year

  1. Question: When will staff know about their new salaries for next year?

    Answer:  Compensation for next year is dependent upon approval of the 2020-21 School Board Budget by both the PWCS School Board and the Prince William County Board of Supervisors. At this time, it is expected that contracts and assignment letters for next year will be issued by the end of May.

  2. Question: Will staff receive their contracts and assignments via email notification? 

    Answer: Just like last year, returning staff will receive an email notification from <do-not-reply@peopleadmin.com>  indicating that they need to sign in to digitally sign their assignment or contract. More information will be shared at a later date on the contract/assignment digital process.

  3. Question: I am a probationary teacher. How will I know if my contract is going to be renewed for next year?

    Answer: Principals will be making recommendations soon regarding contract status for next year. Based on those recommendations, probationary teachers whose contracts will not be renewed will be formally notified in writing in the month of April.  Probationary teachers whose contracts will be renewed will receive a contract digitally as described in Question #2.

  4. Question: What happens to teachers who are Probationary (P1, P2, P3, P4, P5)?  Will they move to the next probationary status or remain what they were this year?

    Answer: Although schools are closed for students and staff to physically report, the Division is continuing instruction. The 2019-20 school year will count as a full year of service for our probationary teachers. Probationary teachers whose contracts are renewed will advance to the next probationary status (or continuing contract if applicable).