Online Forms

Index of Forms

Choose a topic to be taken to forms related to that department or subject:

• Attendance/HomeBoundSchooling/Homeless/Home School
• Discrimination/HarrassmentEmployee 
• Benefits/Insurance
• Facility Use
• Field Trip Permission Slip
• Finance/Payroll/Personal Leave
• Fundraising
• Health Form/Medical Release/Student Insurance
• Personnel/Jobs
• Purchasing/P-Cards/Declining Balance Cards
• Safety/Maintenance
• School Enrollment
• Special Dietary Needs
• Staff Development
• Technology/Computers
• Transportation
• Travel
• Volunteer Forms
• Worker's Compensation

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Links to Forms

Attendance

• Application for Out-of-School Attendance Area (PDF) - Revised January 2015
• Application for Educational Leave for a Student (DOCX)- return to school principal
• Application/Referral Form for Homebound Services (PDF)
• Chronic Health Condition Statement (PDF)
• Homeless Notification Form (PDF) - to report students who may be homeless
• Request for Individual Exception to Attendance Requirement (PDF)
• Notice of Intent to Home School (DOC)
• Student Residency Form (PDF) - required for enrollment for all students (may type and print)

Proof of Attendance for Driver's License Application is NO LONGER NEEDED

House Bill 4535 recently eliminated the need for a driver verification forms for initial licensing. Effective June 9, 2022 those forms will no longer be provided by the high schools, nor will they be available on our website. 
NO FORMS will now be needed for initial licensing.

Discrimination/Harassment

• Employee Report of Harassment Form (PDF)
  
• Student Report of Harassment Form (PDF)

Employee Benefits/Insurance

• AAA Membership Form (PDF)
• PEIA Online Forms and Downloads (goes to Public Employees Insurance Agency website)
• CompBenefits Forms:
  • Human Enrollment Form (PDF) Updated
  • Change Form - Vision or Dental (PDF)
  • Dental Claim Form (PDF)
  • Humana Vision Claim Form - Out of Network (PDF)

Facility Use

• Request for Use of Facility (HHS) (DOCX) - requires signatures of Principal and Athletic Director
  
• Use of School Facility Request Form (PDF)

Field Trip - Approved County Permission Slip

• Field Trip Permission Form (PDF)

Finance/Payroll/Personal Leave

• Payroll Forms and Time Sheets
  • Professional Hourly Online Form - new - effective 4/13/2023
  • Homebound Instruction Record and Timesheet (PDF)
  • Homebound Instruction Record and Timesheet (PDF)
  • Overtime Authorization (PDF)
  • Long Term Substitute Report (XLS)
  • Request to Use an In-Lieu Day (DOC)
  • Request to Work an In-Lieu Day (DOC)
  • Teacher/Pupil Ratio (1st to 6th) (DOC)
  • Teacher/Pupil Ratio (Kindergarten) (PDF)
  • Time Sheet - Bus Driver (XLS)
    
  • Time Sheet - More than 200-Day Contract (PDF)
  • Time Sheet - Service Personnel (PDF)
• 20/24 Payroll Selection Form (PDF)- Select to get paid over 20 or 24 pays
• Personal Business Day Request
  • Request to use Personal Business Days(s) (DOC)
  • Request to use Personal Business Day(s) (PDF) 
• Personal Leave
  • Donated Leave Form - Application to be a Recipient (DOC)
    
  • Personal Leave Bank Membership Form (PDF)
  • Personal Leave Bank Withdrawal Form (PDF)
  • Vacation Request (DOC)
• Tax Withholding
  • W4 Form (PDF) - Federal (2020)
  • W4 MD State Form (PDF)
  • W4 Virginia State Form (PDF)
  • W4 West Virginia State Form (PDF)
• Banking - Direct Deposit (PDF)

Fundraising

• Auto-donor form (DOCX) for the public to donate to TAA
• Auto-donor form (DOCX) for Hampshire County Board of Education Employees to donate to TAA
• Cash Receipts Summary (PDF)
• Cash Receipts Summary (XLS) (Excel version to complete on computer)
• Fundraiser Application Form (PDF) (Revised July 2013 to replace all old forms)
• Fundraiser Profit/Loss Report Form (PDF)

Health/Medical/Student Insurance

• Emergency Procedure Card (Word Document version - print, then complete & sign) NEW 2022
• Emergency Procedure Card (Adobe PDF blank version - print, then complete & sign) NEW 2022 
• Emergency Procedure Card (Adobe PDF fillable version - complete online, then print & sign) NEW 2022 
• Medical Information Release Form (FERPA) (PDF) (may be typed, then printed and signed
• Medication Authorization Form (PDF)
• Student Accident Insurance Enrollment Forms, Instructions and Claim Forms NEW 2022 

Personnel/Jobs

• All - Drug Free Workplace Verification Statement (PDF) (required of all employees)
• Coaching - Authorized Certified Coaches Guidelines (PDF)
• SearchSoft Online Job Application (on Teach West Virginia website)
• SearchSoft Employee Online Job Transfer Application (on Teach West Virginia website)
• Volunteer Form (PDF)- requires signature of principal at school where volunteering

Purchasing/P-Cards/Declining Balance Cards/Fundraising

• Bid Quote Summary Form for Purchases (for purchases not using Declining Balance Cards) 
• Declining Balance Card Application (PDF) (for Faculty Senate funds)
• Declining Balance Card Log (PDF) Revised July 2015 
• Declining Balance Card Procedures (PDF)
• P (Purchasing)-Card Procedures (PDF)
• P(Purchasing)-Card Log (PDF)Revised April 2016  

Safety/Maintenance

• Custodial Supply Order Form (PDF) - updated for 2014 to 2015
• Fire Drill Exit Safety Report Form (PDF)
• Monthly ONLINE Safety Inspection Report  - New 4/2023 - Due by 5th of the month from all principals
• School Dude Access (PDF)
• School Fire Exit Drill Safety Report (PDF) - must be posted at all schools
• Unusual Incident/Accident Report Form - Student Revised (DOC)
• Unusual Incident/Accident Report Form - Student Revised (PDF)
• Unusual Incident Report Form - Employees (PDF) 2022
• Unusual Incident Report Form - Employees - Online Fillable (PDF) - 2022 NEW

School Enrollment

• Parent Enrollment Checklist (PDF)

Special Dietary Needs

• Children with Disabilities and Special Dietary Needs

Staff Development

• Staff Development Proposal Plan (PDF)

Technology/Computers

For teachers:

• Acceptable Use and Email Forms (PDF)
• End of Year Technology Checklist (PDF)
• Equipment Sign Out Form (PDF)
• Password Keeper Form (PDF)
• Technology Inventory Forms

Transportation/Field Trips

• Passenger Manifest (PDF)
• Passenger Manifest (RTF) must be given to driver
  
• Trip Request (PDF) - for initial use only if required by school - Do not send to the Board/Transportation as all trips must be entered in Transfinder by school for approval!
• New Bus Enrollment Form (PDF) (2022-2023)- to enroll new students in the transportation system
• New In Lieu Monthly Documentation Form (PDF) (2022-2023) - monthly in lieu reimbursement form
• New In Lieu Application Form (PDF) (2022 to 2023) - request to transport student(s) in a personal vehicle

Travel Requests & Reimbursement Forms

• Travel Request Form for In or Out-of-County Travel (XLS) - Must have an approved trip request to receive reimbursement
• Travel Request Form for In or Out-of-County Travel (PDF) - Must have an approved trip request to receive reimbursement
• For travel beginning January 1, 2023 at 65.5 cents per mile:
  • NEW Approved Mileage Chart - 1/1/2023- At 65.5 cents per mile 
  • NEW In-County Expense Form (XLSX) - For travel starting January 1, 2023 
  • NEW Out-of-County Expense Form (XLSX) - For travel starting January 1, 2023 

• For previoius travel at 62.5 cents per mile for travel before January 1, 2023

  • In-County Expense Form (XLSX) - For travel before January 1, 2023
  • Out-of-County Expense Form (XLSX) - For travel before January 1, 2023

Volunteer Agreement Form  

• Updated -New Volunteer Agreement (DOC) - Please use this new form (Directions for becoming a Volunteer)
• Also complete the following:
  New Tuberculosis Statement (PDF) - required for all new employees and volunteers

Worker's Compensation

• Hampshire County Unusual Incident Report (PDF) New 9/28/2021
• Election of Option Form for Workers Compensation (DOC)
• Updated West Virginia Worker's Compensation Employee's and Physician's Report of Injury (PDF) (for Brickstreet)