District Certificated Resources

About the Credentials Department

The Marin County Office of Education (MCOE) Credentials Analyst serves as a liaison between the districts and the California Commission on Teacher Credentialing (CTC), an autonomous state standards board for the state of California who is responsible for issuing California credentials.

One of the Credentials Analyst's responsibilities is to ensure appropriate assignment of teaching and non-teaching certificated staff.

The Credentials Department supports and assists school districts, their certificated employees, and their credential applicants with the following:

Transferring out-of-state and out-of-country credentials
Assisting districts with emergency permit options
Counseling individuals on credentialing options
Assisting with sub permits

District / LEA Resources

We want to ensure each district has the tools and support needed to succeed. Below are links to the resources available to you.

The Credentials Analyst is here to support each district. To view the Credentials Analyst's District/LEA office hours, please log into your SharePoint account.

Below are links to invaluable resources:

CalSAAS

The California Statewide Assignment Accountability System (CalSAAS) allows annual monitoring of certificated educator assignments. CalSAAS works through the comparison of the California Department of Education’s California Longitudinal Pupil Achievement Data System (CALPADS) assignment data and the Commission’s Credential authorization data by educator’s California Statewide Educator Identifier (SEID). Through this comparison the system identifies questionable assignments, referred to as “exceptions”, and provides Local Educational Agencies (LEAs) and County Offices of Education (COE) with an opportunity to address anomalies, and correct misassignments.

This is the CalSAAS login page.

Before accessing CalSAAS, the Credentials Analyst must first create your account. Please email Amy Ridings (aridings@marinschools.org) for your account creation.

The Credentials Analyst is requiring in-person CalSAAS meetings for districts with exception reports. The reports are for the previous school year. To schedule a meeting through Calendly, please reference the email with the Calendly link or log into SharePoint for the Calendly link.

In the Spring, the Credentials Analyst will offer Pre-CalSAAS meetings for the current school year.

California Statewide Assignment Accountability System (CalSAAS)

Function Overview

CalSAAS works through the comparison of the California Department of Education’s California Longitudinal Pupil Achievement Data System (CALPADS) assignment data and the Commission’s Credential authorization data by educator’s California Statewide Educator Identifier (SEID). Through this comparison, the system identifies exceptions, and provides Local Educational Agencies (LEAs) and County Offices of Education with an opportunity to address anomalies, and correct verified misassignments.

After exceptions are identified, the LEA may review them and provide determinations for them. Determinations are the method used to justify why an exception was identified, (e.g. misassignment, vacancy, etc.). Determinations can convey that an assignment is appropriate, or that it is, in fact, a misassignment.

Note: Any exception left undetermined by the close of the monitoring cycle will be considered a misassignment, and reported as such. Determinations in place at the close of the monitoring cycle will be unchanged when data is finalized.

The exceptions will move through a monitoring progression. First, the LEA may review the exceptions, select a determination, and submit them to their Monitoring Authority (MA) along with a justification in the comment box and, if appropriate, upload additional documentation. After the LEA addresses an exception, the MA is able to review it. If the MA approves, it can leave the determination as is. If the MA requires more information, they can return the exception to the LEA and request further clarification.

Reporting Data

The comparison occurs with data collected on CDE’s CALPADS Fall 2 Census date. CDE collects data annually on the first Wednesday in October. You may find the CALPADS data collection calendar here for a schedule of annual data collection.

For assignment monitoring purposes, the census date is considered a snapshot in time. Educator assignment records on that date are used for comparison in CalSAAS. Therefore, any educator that does not hold an appropriate credential for their assignment on this date will generate an exception.

Due to this:

any classrooms reported without teachers of records (via a placeholder 999 SEID number) will be predetermined as vacancies, which are misassignments; and
any assignment reportedly filled by an uncredentialed educator, substitute permit holder, or TPSL holder cannot be teachers of records, and reporting them in CALPADS would generate an exception.

Timeline

Once exception reports are released in CalSAAS, they are available within the system for 90 calendar days. LEA's have 60 calendar days to review and determine exceptions, after which their initial review window will be closed. However, LEA's can still modify exceptions that were returned to them from their MA (Monitoring Authority) for 30 calendar days after their initial 60-day review window has closed.

Monitoring Authorities have access to exceptions during the duration of the 90 calendar days and can review the determinations LEA's are providing in real time.

Determinations

Exception reports do not necessarily mean a misassignment; there are multiple reasons why an educator may be otherwise legally authorized for an assignment outside of their credential area. There are several different determination options available to justify exceptions.

CalSAAS users can review exceptions and select the determination best describing the nature of the assignment. LEA's can also provide documentation and comments as evidence for the selection. Monitoring Authorities (MA) may consider this information during their monitoring process. As well as request additional information if more evidence is required.

Note: If no determination is logged for an exception report by the end of the monitoring cycle, it automatically becomes a misassignment.

Resources

Assignment Resources

Emergency Permits

The Commission issues emergency teaching or services permits at the request of employers who are unable to sufficiently recruit fully credentialed staff to fulfill their employment needs.

Regulations governing the issuance of emergency permits were written with the intention of seeking the best interests of the students in the classroom, as well as employers and credential candidates for the purpose of assuring suitably qualified persons are providing instruction in our schools.

Emergency permits allow qualified individuals who have completed some or most of their credential requirements to be employed while completing the remaining requirements for their prospective credentials. (EC44300(a)(3)(A)).

Emergency Teaching and Services Permits are designed to fill a vacancy when no suitable, fully-qualified educator can be recruited. Due to this, applications for emergency permits must be submitted through the employing agency.

We ask that employing agencies work with their applicants' to ensure the "Application Recommendation Form" is completed prior to the online recommendation.

The types of emergency permits issued by the Commission can include the following:

General or Special Education Teaching Assignments:
- Provisional Internship Permit (PIP)
- Short-Term Staff Permit (STSP)
- Limited Assignment Permits in General and Special Education (GELAP and SELAP)
English Learner Assignments:
- Crosscultural, Language and Academic Development (CLAD) Permit
- Bilingual Authorization Permit
Services Assignments:
- Teacher Librarian Services Permit
Special Education Resource Assignments:
- Resource Specialist Permit

Districts and LEA's are welcome to schedule a meeting with the Credentials Analyst to review possible options for their candidates.

Credentials Lookup

To view an employee's credential(s) or an applicant's credentials, I recommend completing a secured search in the CTC database, so to verify you're viewing the correct profile.

To view credentials or sub permits:

Visit the Commission on Teacher Credentialing website
Click on “Search for an Educator”
Click on “Secured Search”
Type the social security number (format: xxxxxxxxx) and date of birth (format: xx/xx/xxxx) then click on the word “Search”.
You are now viewing their CTC credential/permit information.

Induction

Teacher Induction

The Marin County Teacher Induction Program provides a 2-year, high-quality, job-embedded, individualized system of support and development for Teachers who were issued preliminary Single Subject, Multiple Subject, and PK-3ECE credentials with an Induction requirement. For additional information, please refer to the Teacher Induction Website or contact Laura O'Grady, Project Consultant, at logrady@marinschools.org.

Administrator Induction

To view available Administrator Induction programs, visit the Commission on Teacher Credentialing Approved Institutions and Programs webpage. Filter the results by the "Select Program" drop-down menu.

Direct Sub Hire

Districts are authorized to hire a sub directly instead of having the individual register on the county-wide substitute list. The Commission on Teacher Credentialing provides the "Number of Days Individuals May Substitute Teach for Any One Teacher in a School Year" chart.

For direct sub hires who need the Emergency 30 Day Sub Permit, the application includes the following and must be completed in the following order:

The applicant must create their Commission on Teacher Credentialing profile, if the applicant does not already have a profile.
1. Instructions are provided by the Commission on Teacher Credentialing on this webpage.
The applicant must complete the Commission on Teacher Credentialing live scan form (A0281).
1. Live scanning, or fingerprinting, for a district does not meet this requirement.
The applicant must provide official transcripts showing a conferred bachelor's degree to the Credentials Analyst.
1. The institution must email official transcripts to Amy Ridings, aridings@marinschools.org.
  1. For the Commission on Teacher Credentialing to accept the transcripts, the applicant must place an order with one of the transcript services (Parchment, Student Clearing House, etc.) and have the document emailed directly to Amy Ridings, aridings@marinschools.org.
The applicant must complete the Application Recommendation Form and the district must upload it to SharePoint.

The Credentials Analyst will recommend the applicant for the Emergency 30 Day Permit (sub permit).

After the recommendation, the Credentials Analyst will email the applicant and employing district the process to complete the application. The Commission on Teacher Credentialing will also email the applicant next steps.

The Commission on Teacher Credentialing's application fee is $102.65 and paid via debit or credit card.

The Emergency 30 Day Sub Permit is valid for one calendar year.

In general education settings, individuals are allowed to substitute for no more than 30 days for any one teacher during the school year.

In special education settings, Individuals are allowed to substitute for no more than 20 days for any one teacher during the school year.

Substitutes

There are a variety of credentials and emergency permits that allow educators to serve as substitute teachers. Different documents permit the educator to be in the classrooms for different durations. The Commission on Teacher Credentialing provides a table on the number of days one can sub based on the credential/permit type and the classroom assignment.

The county-wide sub requirements are available at this link in the "How to Become a Sub" tab.

County-Wide Personnel Group

The County-Wide Personnel (CWP) group is led by MCOE Personnel and consists of representatives from the 17 public school districts and 2 charter schools in Marin. This team meets quarterly to review the latest legislation in education, new and current credential requirements, and best practices related to the human resources field.

Click this link for access to the CWP SharePoint page.

Access requires prior approval. Please reach out to the Credentials Analyst to request access.

Click this link to visit the CWP homepage on the Marin County Office of Education website.

Professional Development

District / LEA Office Hours

The Credentials Analyst offers district / LEA office hours on Tuesday's and Thursday's from 9am - 12pm. Meetings are offered in-person, telephone, and on zoom.

To schedule a meeting, please click on the Calendly link in the email sent at the beginning of each month or log into your SharePoint account and click on the "CWP" tab at the top of the page. The Calendly link is provided on the right-hand side under "Home" and "Data Exchange" .

General Office Hours

The Credentials Analyst offer meetings on Monday and Wednesday. Please review times and location below. It's also important to review the revised schedule.

Zoom:
- Monday: Join from 2:30pm - 4pm - no appointment necessary. Click on zoom to join.
In-person:
- Wednesday: By appointment. Visit Calendly to schedule a meeting.
Revised Schedule:
- Monday, January 19^th: Cancelled (Martin Luther King Jr. Day)

I look forward to meeting with you!

To view the Credentials Analyst's District/LEA office hours, please log into your district SharePoint account.

In This Section