Charter School Office

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1 ORLEANS PARISH SCHOOL BOARD TYPE ONE & TYPE THREE CHARTER SCHOOLS Pre-Opening Manual for OPSB Authorized Charter Schools Type 1 Charter Schools Opening in the school year Please read through this guide carefully as you will be held accountable for all items. Incomplete checklist items may result in a delay in, or prohibition of your school s opening. This manual as well as the appendix resources can be found at:

2 Part 1: District Charter Policies & Performance Evaluation OPSB Charter OPSB Policies A Continue to monitor N/A School Policy OPSB Policy E501 Charter School Performance Framework Sets the responsibilities for all district authorizer functions, including charter extensions, renewals, and closures Sets the academic, fiscal, and organizational standards by which OPSB students will be evaluated, informing both the Orleans Parish School Board and individual school officials about school performance and sustainability Colleston Morgan OPSB Performance Framework Continue to monitor N/A

3 Part 2: How to Access Funds ESP Management contract draft Minimum Foundation Program (MFP Funding) AFR & Financial Statements FEMA Accountant Special Revenue/Grant Reimbursement Vendor Registration Charter policy states that if a charter contracts with an Education Service Provider, the charter must submit a contract outlining the proposed duration of the service contract. The Minimum Foundation Program formula adopted by the State Board of Elementary and Secondary Education and approved by the Legislature determines the cost of a minimum foundation program of education in all public elementary and secondary schools and helps to equitably allocate the funds to parish and city school systems. When applying for grants or other alternative sources of revenue, please be aware of the procedures and documentation required. The purpose of this form is to set up your school/organization as a vendor so that OPSB can make payments to you as needed. sean_perkins@opsb.us Lindsay Carter Lindsay_Carter@opsb.us Katherine Phelan Katherine_phelan@opsb.us Keandra Ratcliff kratcliff@opsb.us Greg Becnel greg_becnel@opsb.us Leslie Rey Purchasing Department leslie_rey@opsb.us Contract must include: Roles and responsibilities of the governing board, the school staff, and the service provider Scope of services and resources to be provided by the service provider Performance evaluation measures and timelines Compensation structure, including clear identification of all fees to be paid to the management organization Methods of contract oversight and enforcement Investment disclosure Conditions for renewal and termination of the contract. Please see Minimum Foundation Program (MFP) to understand the administration of this program. The 1st payment for the upcoming school year is paid in July. For school year, new OPSB charters will receive their 1st payment on the LAST business day of July 2015 (around the 27th-30th each month). The July payment is based on projected total enrollment for the upcoming school year. From September, charters will be paid based on actual student enrollment. Once the state releases the October 1 student count, funding is adjusted to reflect the actuals for that school year. AFR Template (FY14) Grants Training Deck LA Budget Template Grant CFDA Salary Checklist Please fill out Vendor Registration form Please fill out W9 ( Request for Funds Tips Request for Funds Doc Staffing List A-87 if ESP is new or there is a separate ESP for new school The school must submit a voided check to Lindsay Carter at OPSB to initiate the monthly direct deposit of the MFP funds. Submit the Vendor Registration form and W9 via the OPSB website. Other Helpful Financial Resources Please be sure that your Business Manager meets the minimum requirements as defined on page 95 in the LAUGH guide. Charter leaders and Business Managers should be intimately familiar with the Charter School Fiscal Oversight Policy. A-133 Audits must be completed and provided to the Legislative Auditor by 12/31 each year. **If this date falls on a weekend, the form must be submitted that weekend or the Friday before. ** An annual financial report (AFR) must be submitted to the LDOE by 9/30 each year. Please plan ahead. See LRS 24:514 and LRS 17:92. **If this date falls on a weekend, the form must be submitted that weekend or the Friday before. ** Budgets must be submitted to Education Finance in accordance with the law. Please be sure to read through the Louisiana Local Government Budget Act thoroughly. MFP funding is based on student October 1 and February 1 student counts. Student counts must be accompanied by required documentation. See Section 1107 C. Charters should be familiar with State requirements for purchasing, contracts, property, etc. See LRS 24:515, LRS 39:1597, LRS 17:3391(H), and LRS 38:2212. Due 30 days after OPSB charter approval June 1, 2015 Completed throughout the year As needed Completed throughout the year Complete when charter is approved.

4 Part 3: How to Obtain Food Services Choose one of the below options for providing food services at your school. 1. Use OPSB s Child Nutrition Program as your School Food Authority. 2. Act as your own School Food Authority. 3. Contract with an alternative School Food Authority that already exists, to outsource the management of your food service provider. If you need a refresher on Food Services processes, please consider attending a CNP training. Registration for the training can be completed on the Child Nutrition Program website: 1. Use OPSB s Child Nutrition Program as your School Food Authority If interested in joining the OPSB s Child Nutrition Program, contact Ms. Jackson to assess the feasibility of housing the program in your school. Rosie Jackson Rosie_Jackson@opsb.us Meet with Ms. Jackson to discuss your schools needs and physical availability for implementing the Child Nutrition Plan. Information on the program: Contact Ms. Jackson to set up a meeting. Jan 30, 2014 If adding a school to participate in the Child Nutrition Program under an existing management organization, this form should be completed and turned in to Food Services. 2. Act as your own School Food Authority If choosing to act as your own School Food Authority, contact one of the existing vendors to set up services. To receive funds from the US Department of Agriculture Free and Reduced Lunch program contact Melissa Parrino at LDOE. Various contacts depending on vendor of your choice Melissa Parrino National School Lunch Program LDOE Melissa.parrino@la.gov Revolution Foods Sodexo Aramark Please see National School Lunch Program for information and read the NSLP Fact Sheet to understand the program. ( Be sure to also read through the School Meals Eligibility Manual ( Roster List provided upon request Choose vendor to have bids submitted for food servicing. Sign up for the National School Lunch Program through the LDOE 30 days prior to school opening 3. Contract with an alternative School Food Authority that already exists If choosing not to act as your own School Food Authority or to utilize NOPS food service, you may partner with an existing school authority. for roster list Sean_perkins@opsb.us Contact existing school authority 30 days prior to school opening

5 Part 4: How to Comply with Board Member Requirements Updated Board Member Roster Charter law requires charter governing boards to have at least 7 members. It also requires at least 60% of the board reside (legal home residence) in the community in which the school is located. Community is defined in Bulletin 126. Please submit an updated roster. There must be at least 7 members included. Please see Roster template. Due prior to the execution of the operating agreement. Board member resumes Board member financial disclosure form Board member eligibility to serve form Board meetings calendar Charter policy requires that board members have diverse skills and work experience. Charter law requires that board members submit financial disclosure forms annually to the Louisiana Board of Ethics. Charter law prohibits board members from receiving compensation while fulfilling duties as a board member and from being employed by the charter school they govern. In addition, no more than 20% of any governing board may be members of the same immediate family, and all members are subject to the Code of Governmental Ethics. Charter boards are subject to the state s Open Meetings Law which requires boards to submit public notice of the schedule of their regular meetings at the beginning of each calendar year. sean_perkins@opsb.us No template, but please be sure to include comprehensive resumes for Board Members Please submit the Tier 3 Personal Financial Disclosure Statement to both the Louisiana Board of Ethics and the. ( Please fill out the Eligibility to Serve No template, but please review the Open Meetings Law and Public Records Act presentation if in need of guidance, or refer to the one-page overview. Submit Tier 3 Personal Financial Disclosure Statement to OPSB at the same time that you submit it to the Louisiana Board of Ethics. Due prior to the execution of the operating agreement May 15 th (due annually) July 1, 2015and upon the appointment of new board members (due annually) Due prior to the execution of the operating agreement. Reminder The must be notified of any changes to the composition of a charter board by submitting scanned copies of related documents to the CSO.

6 Part 5: If You Have Questions About Title I, II, Special Education Services or Early Childhood Title IA and II Charter School Orientation Title IA and IIA Charter School Orientation Information N/A Allowable Expenditures for Title II IDEA or other SPED Issues Early Childhood and Pre- Kindergarten English Language Learners Homeless Liaison Title IA and Title II program requirements can be confusing. This orientation document contains detailed information about required components for both schoolwide and targeted assistance programs. Schools often have questions about what are allowable expenses for Title I, Part A. This guide details which the types of activities and services that may be funded. OPSB is the LEA for all Type I and 3 charter schools. Please contact OPSB s Exceptional Children s Services office to discuss delivery of special education services for your students. Please contact Leslie Garibaldi for information on Early Childhood services. Please contact Ms. Charlotte Steber to conduct Home Language Surveys with children who are identified as English Language Learners Please contact Ayesha Buckner to learn about the McKinney-Vento Homeless Assistance Act or with questions about homeless students. Nicolette London NCLB Services Nicolette_London@opsb.us Dr. Shayla Guidry Director of ECS Shayla_Guidry@opsb.us Leslie Garibaldi Early Childhood Leslie_Garibaldi@opsb.us Charlotte Steber ELL Specialist Charlotte_steber@opsb.us Ayesha K. Buckner Homeless Liaison ayesha_buckner@opsb.us School Wide Plan Read through thoroughly. Complete School Improvement Plan/SWD. Allowable Expenditures for Title II N/A N/A N/A N/A Home Language Survey (pickup at OPSB) McKinney-Vento Homeless Fact Sheet OPSB Homeless Enrollment Procedures Contact Dr. Guidry to discuss your school s capacity for delivering SPED services. Contact Leslie Garibaldi to discuss Early Childhood programs. Contact Charlotte Steber to setup Home Language Survey. Contact Ayesha Buckner for information. Prior to student enrollment Prior to student enrollment Parent notification 30 days after student enrollment Prior to student enrollment

7 Part 6: How to Manage Your Data New School Charters are required to submit certain information before the school opens. New School completed form to Charter Office no later than May 1, Michelle will May 1, 2015 then submit the form to LDOE for School Information School Calendar Profile of Educational Personnel Non-Profit Charter Agency Documentation Security Coordinator PowerSchool Setup Charters are required to submit certain information before the school opens. Charters are required to submit certain information before the school opens. All school districts in Louisiana are required by the Louisiana Department of Education to complete the Profile of Educational Personnel (PEP) report semi-annually. The PEP report is a staffing report that contains information about the positions and the staff who fill those positions in the schools. The PEP report is used to determine funding allocations for each school district. The same data is also used to produce publicly available summary reports of staffing. Those reports are available on the LDOE s Web site: Charter districts do not have direct access to the data of the charter schools, so charter schools must submit their data to the OPSB, in addition to LDOE Louisiana charter school law requires that charter school operators must be certified as a non-profit by the Secretary of State in order to operate. OPSB must have current records on file. The Security Coordinator is the person who handles security access for all data system managers and employees. This must be a school employee, and this person must serve one full school year in the position. This individual serves as the Security Administrator for the E- Grants and Data Management Systems. *Data Management Information Systems are PC and Internet Explorer-based systems; Mac users may have difficulty. PowerSchool is the web-based student information system (SIS) used by OPSB schools. PowerSchool provides the full range of features needed by administrators at the district and school level in addition to portals for teachers, parents, and students. Michele Walker Administrator, Student Information Michele_Walker@opsb.us David Sprague Senior Systems Analyst IT david_sprague@opsb.us sean_perkins@opsb.us Michele Walker Administrator of Student Information Michele_Walker@opsb.us School Information School Calendar Information Information on Profile of Educational Personnel. No Template Security Request PowerSchool Setup approval and site code assignment. completed form to Michele Walker no later than May 1, completed form to Michele Walker no later than May 1, Contact David Sprague in the OPSB IT Department at or david_sprague@opsb.us by August 1 st in order to receive assistance with fulfilling this requirement. Submit PEP data to the OPSB Charter at the same time that you submit it to LDOE Articles of Incorporation must be submitted as part of the application process. Please submit a copy to the after being approved and note any changes. Deliver completed Security Request s to David Sprague. The form can be faxed to or scanned and ed to david_sprague@opsb.us. It is not necessary to send pages of the form that you don t use. completed forms to Michele Walker no later than May 1, She will give the Principal and Data Manager access to PowerSchool and train the Data Manager in giving access to Teachers, Parents and Students. May 1, 2015 May 1, 2015 Aug 1, 2015 Submit when charter is approved. Aug 1, 2015 May 1, 2015

8 Part 7: Other Important and Miscellaneous Requirements School and Campus Safety Plan A school and campus safety plan is suggested to evaluate the safety of the campus, students, employees, and visitors. School and Campus Safety Planning Guide N/A Bullying Reports Common Enrollment OPSB is committed to maintain a safe, orderly, civil, and positive learning environment so that no student feels threatened while in school or participating in school-related activities. For the Common Enrollment System (OneApp), present a grade level plan for enrollment containing projections and offer targets at each grade level. Chief BJ Bilbo Security bj_bilbo@opsb.us OPSB Contact: sean_perkins@opsb.us Internal Checklist: lieves.com/docs/policy/ lsp-school-safety-andsecurity-checklist.pdf OPSB Bullying Report As reported N/A Meet with the and One App and submit common enrollment plan. Dec. 1, 2014 Pupil Progression Plan Compass Requirement SPED/FAPE Policy Handbook Student Handbook Staff Roster The Pupil Progression Plan describes the policy by which student work is assessed and measured. The goal of the plan is to provide an equitable measurement policy for all students across the district. The plan includes adjustments from year to year. Please take some time to read through it and familiarize yourself with the important points of consideration. Compass is Louisiana s new educator evaluation model. To comply with the provisions of Act 54 and BESE-aligned policy, Compass requires the performance evaluation of all educators to be based on measures of student growth that take into account starting points and other variables that might influence actual performance outcomes. Act 54 requires 50% of the performance evaluation of all educators (principals and teachers) be based on measures of student growth. Federal law mandates that schools provide a free appropriate public education to all students with disabilities. Your school s handbook should outline all components necessary to locate, identify, evaluate, and serve students suspected of being disabled and to provide a free appropriate public education (FAPE) to students with disabilities. Student handbooks should outline the policies and procedures students and parents are expected to follow. It should be detailed and specific, and include a comprehensive discipline policy/plan that at the minimum incorporates the state model discipline plan. It is imperative that we have up-to-date contact information for key staff members in order to ensure timely communication, including for your CEO, School Leader, Principal, Business Manager, and Special Education Coordinator. OneApp/RSD Contact: Kristen Morgan Student Enrollment, RSD Kristen.Morgan@rsdla.net ext Gail Audrict Curriculum & Instruction gail_audrict@opsb.us Dominique Wilson Human Resources Performance Evaluations Dominique_wilson@opsb.us Dr. Shayla Guidry Director of ECS Shayla_Guidry@opsb.us Sean_Perkins@opsb.us sean_perkins@opsb.us OPSB Pupil Progression Plan Information on Compass. See 504 Handbook and s No handbook template, but see State Model discipline plan. No template, but please include the following information for key staff members: Employee name, position, address, and phone number Contact Ms. Audrict and submit plan Contact Ms. Wilson to sign up for Compass and to find out about Compass resources and requirements for dissemination to Legal team for review for dissemination to Legal for review Due prior to the execution of the operating agreement July 1, 2015 Aug 1, 2015 Aug 1, 2015 Sept 1, 2015

9 Proof of Insurance Confirmation of Staff Background Checks Each school is required to have an insurance policy and should submit an executed certificate of liability insurance. BESE Bulletin 126, Section 2905, requires a criminal history review for all school employees who might be placed in a position of supervisory or disciplinary authority over school children. Schools don t need to submit copies of these, but should keep them in the employees files, even after that employee leaves the school. Sean_Perkins@opsb.us Sean_Perkins@opsb.us Liability Requirements Assurance that background checks have been conducted for all faculty and staff members and will be kept on file. Due prior to execution of the operating agreement. Oct 1, 2015 The following items are not required to be turned into the ; however, should be completed prior to opening and kept on file at the school: - Facility agreement/lease - Internet safety plan (By law, schools receiving E-Rates discounts are required to have an Internet Safety Plan. See Please also be aware that other Department offices may need various documentation throughout the year, and timely submission is appreciated. If you need to contact the, please see below for contact information: Kathleen Padian Kathleen_padian@opsb.us or Deputy Superintendent Colleston Morgan Colleston_morgan@opsb.us or Director of Charter School Performance Sean_perkins@opsb.us or Office Administrator Art Nevins anevins@opsb.us Advisor

10 Appendix Part 1: OPSB Charter School Policy and Evaluation A. OPSB Policies A B. Charter School Performance Framework Part 2: How to Access Funds A. Vendor Registration B. W9 Other Resources A. LAUGH Guide B. Charter School Fiscal Oversight Policy C. A-133 Audits must be completed and provided to Legislative Auditors D. LRS 24:514 & LRS 17:92 E. Louisiana Local Government Budget Act LRS 39:1301 F. Section 1107 C G. LRS 24:515 & LRS 39:1597 H. LRS 17:3391(H) I. LRS 38:2212 Part 3: How to Obtain Food Services A. Child Nutrition Programs B. National School Lunch Program Fact Sheet Part 5: If You Have Questions About Title I, II, or Special Education Services A. Title IA and IIA Charter School Orientation Information B. Allowable Expenditures for Title II Part 6: How to Manage Your Data A. New School form B. School Information form C. School Calendar Information form D. Security Request form E. PowerSchool Setup form Part 7: Other Important and Miscellaneous Requirements A. School and Campus Safety Planning Guide B. OPSB Bullying Report C. OneApp D. Pupil Progression Plan E. Compass F. OPSB 504 Handbook and s G. State School Master Plan for Discipline H. Liability Requirements I. Background Check Assurance Part 4: How to Comply with Board Member Requirements A. Roster Template B. Tier 3 Personal Financial Disclosure Statement C. Eligibility to Serve D. Open Meetings Law and Public Records Act Presentation