INSTRUCTIONS FOR SUBMITTING FEE REIMBURSEMENT APPLICATIONS
(Form 32, Form 33, Form 36, and Form 37)
Beginning July 1, 2012, all Form 32, Form 33, Form 36, and Form 37 fee reimbursement applications submitted to the Office of Professional Preparation MUST include all required documentation for
approval. The required documentation is listed on the appropriate Form 32, Form 33, Form 36, and
Form 37application page.
Any application received without all required documentation, as listed on the Form 32,
Form 33, Form 36, and/or Form 37 application page, will be denied. To reapply, a new application
must be submitted to the Office of Educator Effectiveness and Licensure.
The approval and denial status for all Form 32, Form 33, Form 36, and Form 37 applications will
be displayed online only for the county of employment and for the applicant. All applications, if approved for state reimbursement, will be paid through the county of employment. Any state-approved reimbursement amount will be listed on the online reimbursement status site.
Fee reimbursement applications are processed on the fiscal year system. All Form 32, 36
and 37 applications received during each fiscal year (July 1 through the following June 30) will
be processed by the end of that same fiscal year (June 30).
Fee reimbursement application information is available through:
https://wveis.k12.wv.us/certcheck/
Tuition Reimbursement for Educators
Under the guidelines of West Virginia Code §18A-3-3a, and also West Virginia Board of
Education Policy 5202, §126-136-23.1, state tuition reimbursement for educators is
available on a first-come, first-served, limited basis for those taking coursework in a
verified critical shortage area, as verified by the county of employment. Coursework for
those required to complete renewal hours for professional teaching, student support, or
administrative license renewal may be submitted under the renewal area option.
However, please note that reimbursement of coursework completed in a verified critical
shortage area has been made a legislative priority.
23.1. Tuition Reimbursement for License Renewal or Shortage Areas.
23.1.1. Criteria. — As stated in W. Va. Code §18A-3-3a, an educator applying for tuition
reimbursement must meet the following criteria: 1) holds either a valid West Virginia
Certificate or First Class Permit for full-time employment and is seeking an additional
endorsement in a shortage area, and either resides in the state or is employed regularly
for instructional purposes in a public school in the state; or 2) is seeking certification
renewal, and has a continuing contract with a county board.
23.1.2. Limitations. — Reimbursement is limited to the cost of tuition, registration and
other required course fees only for appropriate college or university coursework used for
license renewal or for an additional endorsement in a verified shortage subject area.
Reimbursement for an educator who has prior approval to attend an out-of-state
institution of higher education as described in W. Va. Code §18A-3-3a(d)(2), or a private
institution of higher education may not exceed the amount of the highest corresponding
tuition charged at a West Virginia state-supported college or university. Reimbursement
for courses completed in a verified critical shortage area is limited to 15 semester hours
of coursework for any educator. The educator must have completed the appropriate
college or university coursework with a minimum 3.0 GPA.
Reimbursement Schedule. — The WVDE shall make the reimbursement for courses
completed in an area of critical shortage a priority.
A Form 36 application for tuition reimbursement must be received by the WVDE no later
than June 15 of any year, for coursework completed during that same fiscal year. Each
fiscal year begins on July 1. Form 36 applications submitted for prior fiscal year
coursework are rejected.
To apply: Immediately after completing appropriate coursework with a minimum 3.0
GPA, a completed Form 36 application for tuition reimbursement must be submitted.
The county of employment must also complete and sign the Form 36 application to
verify appropriate employment and eligibility for state tuition reimbursement under the
appropriate option.
Incomplete Form 36 applications received by the WVDE are denied, and a new Form 36
application must be submitted to re-apply.
State tuition reimbursement is made at the allowable WV public tuition reimbursement
rate.
All tuition reimbursement application results for Form 36 applications accepted for log-in
are verified as approved or denied online only. Reimbursement status (pending,
approved, or denied) may be viewed through the certification check site for an applicant,
and through the "Reimbursements — View Details" link. An email notification will be
generated when the Form 36 application has been processed.
A check or direct deposit for a state-approved amount listed online for an approved
Form 36 reimbursement application will be provided by the employing county. Upon a
Form 36 application approval, contact the county payroll office/CSBO or county
certification specialist to determine exactly when the employing county will provide the
reimbursement check or direct deposit for the state-approved amount.
If the annual state funding for tuition reimbursement is expended before a Form 36
application can be reviewed in order by date received, an Out of Funds denial will be
issued for the application. The applicant may choose to apply at that time to the
employing county for possible reimbursement of the coursework through county funds
or through the county's Title I, Title II, or Title III federal program funds, where available.
For additional information or questions contact Ms. Scottie Ford at smford@k12.wv.us.