District 100 Knowledge Base (Admin and Clerical)

    Guidelines for Course/Masters or Doctoral Approvals SOP

    Updated Spring 2021

    Course/Advance Degree Approval Infor...

    * See Article XIX of the BEA Contract for Additional Information (Minimum Standards and Professional Growth)

    Transcript Filing PeriodPayroll Process Dates
    March 16-August 1First paycheck of new school year
    August 2-November 1Retroactive to first paycheck of school year
    November 2-March 15Retroactive to beginning of second semester
    1. 1

      Employee Request

      Employee requests or submits the Course Approval Google Form.

      1. Complete this form for an individual course.
      2. Complete this form for an advanced degree program (Masters/Doctoral).
    2. 2

      HR Review Process

      HR department will review the request within 7 school business days of the form submission/request.

      HR will review the following:

      • HR will confirm that the class/program submitted meets the lane movement standards per Article XIX  of the BEA Contract (professional growth, learning standards requirements, enhancement opportunities to the employees current position).
      • Confirm the entity is an approved IL university or college
      • Review the employee file/transcripts to ensure the class or similar course has not been previously submitted or approved
    3. 3

      Approval

      After the review process HR will contact the certified staff member within 7 school business days in writing and will let them know that their course/program has been approved.
    4. 4

      Denial

      Certified staff member will be notified in writing within 7 school business days if the course or program is denied.  

      Reasons for Denial are as follows:
      • Class or similar syllabus has been previously submitted and approved
      • Unsupported documentation was submitted
      • Does not meet standards of learning
      • Class is not in alginment with the teaching position or enhance the opportunity for the educator or District
      • Class is a correspondence course work 
      • Class is a pass or fail graded system
    5. 5

      Transcripts

      Once the class is completed official transcripts (with graduate level or higher credits) need to be sent from the University/College to the HR department (see timelines chart above).  Email transcripts to the following email address: transcripts@district100.com.

      If transcripts need to be mailed by the college/university by USPS, please have them sent to:
      Belvidere Community School Administration Building
      ATTN: Esmeralda Mandujano, Licensure Coordinator
      1201 5th Ave, Belvidere, IL 61008

      Upon HR receiving transcripts of your completion of a course HR will update your file and provide you with written notice of your placement.  

      Masters Approval Letter

      Salary Step Letter

    6. 6

      End