 January 6, 2025
“Write it on your heart that every day is the best day in the year"-Ralph Waldo Emerson
- Action Needed: Paraeducator Renewal for June 30, 2026
- Frequently Asked Questions-January 1 Application Due Date
- Payment Processing Notice
- Paraeducator Certificate Open Office Hours
- Process Change: Approved Provider Clock Hour Transcripts
- Refresher: Paraeducator Renewal Requirements
Action Needed: Paraeducator Renewal for June 30, 2026
Please assist the OSPI Professional Certification Department in notifying Paraeducators who hold a Subject Matter or Advanced certificate with an expiration date of June 30, 2026, to apply for renewal if they wish to maintain their certificate.
Reminder: There is no expiration date for the General Paraeducator certificate. While the expiration date applies to paraeducators who have obtained a Subject Matter certificate and/or an Advanced Paraeducator certificate, there are no state-level requirements for paras to hold Subject Matter certificates and/or an Advanced Paraeducator certificate.
Notification Process:
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Run the eCert Certificate Expiration report using 6-30-2026 as the expiration date.
- Check for paraeducators with no application submission noted. Disregard educators not returning to your district, who already have a renewal application on file, or who have already been issued another certificate.
- The Professional Certification Department recommends that comparisons be made between the eCert Certificate Expiration report and school district records to ensure consistency in the results.
- Notify Paraeducators who hold a Subject Matter or Advanced certificate who are expiring this school year and have yet to apply to renew their certificate.
Frequently Asked Questions-January 1 Application Due Date
Q. What changed in the certificate process?
Renewal certificates will now have two dates:
- On-Time Renewal Application Date: January 1
- Uniform Expiration Date: June 30
Q. Why did this change happen?
The Professional Certification Department is making this change to help educators receive updated certificates before the new school year begins and before their current certificates expire. The goal is to make the renewal process smoother and faster, reduce long processing delays during the busy summer season, and give educators and districts more flexibility to resolve any application issues.
Q. Who does this affect?
This change applies to the renewal of full, regular certificates in all roles, including:
- Residency and Professional certificates
- Initial and Continuing certificates
It does not affect Limited, Paraeducator, or Residency Reissuance certificates.
Q. What happens if an educator does not submit an application on-time?
Starting in 2030, renewal applications submitted after January 1 of the expiration year will be considered late and subject to a $35 processing fee.
Q. Is a deficiency a denial?
No, a deficiency is not a denial. A deficiency means something is missing from the application, such as required STEM or equity hours or the total number of hours. Educators have 90 calendar days from the deficiency notice to fix these issues before the application is denied and they would need to reapply and pay again. Most deficiencies are resolved within weeks, and often within just a few days.
Q. If an educator does not submit an application on-time or if they submitted an application and received a deficiency, does this make them out of compliance?
As long as an educator's current certification is valid, even if their application was late or has a deficiency, then they are legally able to continue to serve in their role.
Q. What happens if my certificate is not renewed by January 1?
The deadline is only for submission of a renewal application; the certificate does not need to be renewed by this date. An educator's current certificate will remain valid until the standard expiration date of June 30, which is not changing.
Q. How does the application due date of January 1 affect clock hours needed for renewal?
Clock hours can still be earned after January 1 for the current renewal until the new certificate is issued. Educators who apply by the January 1 deadline can begin earning clock hours sooner for their next certificate because it will be issued earlier.
Payment Processing Notice
Our department is experiencing intermittent issues with the online payment system. If you receive an error message, please contact us before trying again so we can confirm whether your payment was processed and avoid duplicate charges.
To improve your chances of success:
- Use Chrome or Microsoft Edge or Firefox (avoid Safari)
- Clear your browser’s cache and cookies or use a private/incognito window
- Try a different device or a different time of day
- School or district VPNs may block payment processing (if possible, submit payment from home or on a mobile device not connected to a school network)
If online payment issues continue, you may request a paper application by calling or emailing us at the contact information below. Paper applications can be mailed with a check or money order.
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You’re Invited! Paraeducator Certification Office Hours
The Professional Certification Department invites district Human Resources staff and anyone responsible for paraeducator professional development to attend a virtual office hours session.
This session is the first in a planned series designed to support districts with understanding and implementing paraeducator certification requirements.
Date: Thursday, January 15
Time: 3–4:30 pm
Location: Zoom (https://zoom.us/j/99353732563)
Attendees are welcome to join at any point during the session to ask questions about paraeducator certification requirements, documentation, or related processes.
We look forward to connecting with you!
Process Change: Approved Provider Clock Hour Transcripts
What's currently happening?
The OSPI Professional Certification Department accepts clock hour transcripts from school districts as clock hour documentation. Because there are no set requirements for the information contained in the transcripts, it leads to confusion during application review when clock hours are submitted for renewal.
What's changing?
Starting October 1, 2026, only school district transcripts approved by OSPI will be accepted by the Professional Certification Department.
Approved Provider Transcript Requirements
- The educator's name
- WA Cert # (if possible, but not required)
- Course completion date
- Number of hours
- Course title
- Hour designations:
- STEM, Equity, Leadership
- Fundamental Course of Study and Subject Matter
- Organization/Institution logo or seal
- Signature from the organization designee (administrator, superintendent, clock hour manager, human resource manager, etc.)
What happens if the transcripts do not currently meet the requirements or a school district does not use transcripts?
If a school district clock hour transcript does not currently meet the requirements above, the district will need to make the necessary changes to their transcript before the fall of 2026. If a district does not issue transcripts or their transcript is not approved, they may issue the 1125 Form as clock hour documentation.
How does a transcript get approved?
If the school district transcript already meets the requirements above, please fill out the request form below to submit a request for a transcript review to the OSPI Professional Certification Department. Please do not submit the 1125 Form. Only a transcript developed by the school district. Once reviewed, the school district will receive notification of approval, and a copy of the transcript is kept on file with OSPI. If a school district changes their transcript, they should provide OSPI with an updated copy.
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Paraeducator Renewal Requirements
English Language Learner
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Paraeducator Certificate-Must hold a or have held an English Language Learner (ELL) Subject Matter Certificate.
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Professional Development-Must complete 20 clock hours of professional development within the five years immediately preceding the date of application for renewal
OR
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Certificate-Educators who hold a valid dated, regular Washington educator certificate issued by OSPI may use that certificate to apply for renewal of the subject matter certificate.
Special Education
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Paraeducator Certificate-Must hold a or have held a Special Education Subject Matter Certificate.
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Professional Development-Must complete 20 clock hours of professional development within the five years immediately preceding the date of application for renewal
OR
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Certificate-Educators who hold a valid dated, regular Washington educator certificate issued by OSPI may use that certificate to apply for renewal of the subject matter certificate.
Advanced
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Certificate-Must hold or have held an Advanced Paraeducator Certificate
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Professional Development-Must complete 30 clock hours of professional development within the five years immediately preceding the date of application for renewal
OR
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Certificate-Educators who hold a valid dated, regular Washington educator certificate issued by OSPI may use that certificate to apply for renewal of the Advanced Paraeducator certificate.
Resources
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Questions?
If you or an educator has questions regarding information in this newsletter, reach out to our Professional Certification Customer Service team at 360-725-6400 or by email at cert@k12.wa.us, and one of our Program Specialists will assist you.
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The OSPI Professional Certification Department thanks you for your collaboration in support of Washington state educators!
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