Help for schools

For anything not answered here, email hello@teachpassport.com or use the support inbox.

How do we get our current staff list in?

Download the seven-column template, or upload a staff export from Frontline Central, PowerSchool TalentEd Records, Paylocity, Gusto or ADP — CSV or Excel. Columns are mapped automatically; review the preview before anything is added.

What does “verified” mean in TeachPassport?

An administrator recorded what the official lookup showed on a date. TeachPassport does not query the state.

Which states are supported?

Any US state. The charter allowance panel is New York only; the certification requirements panel is Texas only.

Can TeachPassport see inside TEACH, ECOS, or the Florida system?

No.

What do we do when a lookup shows no result?

Record “no matching public result,” then follow the state’s guidance linked on the page. Recheck after that.

Who can see our register?

Only administrators an owner has added to your organization, each with two-step verification. Adding someone doesn’t give them access to any other organization, and it doesn’t pull in anyone else’s staff.

Running more than one school?

One sign-in can hold a role in more than one organization — useful for a charter network or a back-office firm. Each organization keeps its own roster, its own plan, and its own administrators; nothing is ever combined across them. A rail switcher moves between the organizations you administer.

What happens to our data if we cancel?

The register stays read-only for 30 days. Export any time in that window, then it is deleted.

Do you store employee documents or Social Security numbers?

No. Only an optional screenshot of the official lookup result.

What does the register record for a fingerprint or background clearance?

The same record pattern as a certification check: which clearance, its status (requested, fingerprinted, cleared, not cleared, or withdrawn), the date, and the source as printed. It never records a background report, a reason, or any screening detail.

What does the register record for an out-of-state discipline check?

The same record pattern as a certification check: how it was checked (directly through the NASDTEC Educator Identification Clearinghouse, through your state agency, or not available), what the response showed (no record found, a record exists, or not checked), the date, and the source as printed. It never records a report, a reason, or any disciplinary detail; when a record exists, the register shows only that fact, never the underlying action.

How is the New York charter allowance calculated?

The lesser of 30% of the teaching staff or five teachers, plus five mathematics, science, computer science, technology or CTE teachers, plus five more, under Education Law §2854(3)(a-1). The count uses the records you entered.

What does TeachPassport show for Texas organizations?

Open-enrollment charter schools get a panel under Texas Education Code §12.129 that reads staff certificate types recorded from the TEA lookup and flags anyone recorded as special education or bilingual education, since that assignment must be certified under Subchapter B, Chapter 21. Texas school districts get a dated “Texas deadlines” list, with a link to the bill text on each row, for House Bill 2 (89th Legislature, 2025), which phases in a ban on uncertified teachers of record in foundation-curriculum courses. The counts come from your administrators’ records, not a state determination.

What is the required-training ledger?

The state trainings a role requires — DASA, child abuse identification, sexual harassment prevention and similar — recorded on the same roster the same way: dated, signed by the administrator, and sourced to a statute or rule. Included at no extra charge.

Does TeachPassport prepare the parent notice letters my state requires?

When a staff member’s recorded out-of-field date reaches four consecutive weeks, an administrator can prepare the ESSA notice (20 U.S.C. §6312(e)(1)(B)(ii)); once it reaches thirty days for a Texas record, they can also prepare the Texas notice (Education Code §21.057). You confirm the facts, enter the subject and grade as recorded, and the register fills in the citation, the computed deadline, and your Settings contact line, then produces a PDF or plain text. TeachPassport does not decide whether a letter is legally required for your school and does not send it — the school is responsible for its content and delivery. The letter is in English only; it is not offered in a bilingual version.

Can we share our staff list with our authorizer?

Yes. Settings has an Authorizer access section where you create a dated, read-only link for a named recipient — SUNY Charter Schools Institute, NYSED Charter School Office, a district charter office, NYSAIS, the TEA charter division, or another office you choose. It shows certificate type and status as printed, verification and recheck dates, and who recorded each check, with no certificate numbers or employee email addresses. You choose when to share it, and you can revoke it at any time.

Does the register track registration and renewal cycles, not just certification?

Yes, for New York professional registration and CTLE, the New York Initial certificate, Florida professional renewal, and the Texas standard certificate. Record the registration period start as shown on the official lookup and the hours the teacher reports; the register schedules the recheck.

What is the new-hire checklist?

A fixed onboarding list on each staff member's record: certification verified, fingerprint clearance recorded, required trainings recorded, and I-9, background report, and contract as done, not done, or not applicable, each with a date and who recorded it. It is included for every organization; there is nothing to configure.

Can a teacher see their own record?

If you enter a work email for that employee, you can send them a one-time invitation from their employee record. They see a read-only page of what your register holds — no certificate number — and can confirm it is them, report a mistake for you to review, and choose whether to get their own reminder before their certificate expires. This is optional and free; TeachPassport never adds an email on your behalf, and the invitation grants no access to your register.

Is there a contract or purchase order?

Card only. Invoices come from your billing page, and a W-9 on request.

How do I get help?

Email hello@teachpassport.com. We reply within one business day.