Renewal Inspection Report Template

Renewal Inspection Report Template Revised September 2015 Massachusetts Department of Elementary & Secondary Education 75 Pleasant Street Malden, MA 02148 Phone: (781) 338-3227 Fax: (781) 338-3220

Introduction: The Massachusetts Charter School Renewal Inspection Report Template This document contains the Massachusetts Charter School Renewal Inspection Report Template (Template), which is the companion document to the Massachusetts Charter School Renewal Inspection Protocol (Protocol). The Protocol explains the process by which the renewal inspection team gathers, analyzes, and reports information regarding the performance and progress of Massachusetts charter schools applying for charter renewal. The Department of Elementary and Secondary Education (Department) considers the information provided in the renewal inspection report prepared in accordance with the Protocol and Template, along with other sources of evidence as it prepares renewal materials for the Board of Elementary and Secondary Education (Board). The Template provided in the following pages contains: a sample report cover; a standard introduction to be included in every renewal inspection report; a sample table of contents, formatted section headings, and sections that can be modified for each renewal inspection report; headings and text that must be included in the report. These headings and text are not bracketed or italicized; and information about state accessibility requirements for the document. The Template uses brackets to indicate where information or a finding statement is to be inserted, as in the following example: [insert information here]. Information should be inserted as appropriate and the brackets should be deleted when preparing the renewal inspection report. The Template also includes guidance for writing the renewal inspection report, presented in italicized text. The guidance text should be deleted when using the Template to prepare a renewal inspection report. Finally, in using the Template, the pages of the Template leading up to the cover of the report itself should be deleted.

Standards of Quality The renewal inspection report should meet the following standards of quality, as discussed in the Protocol: Accuracy: The report findings must be supported by sufficient, appropriate evidence. Objectivity: In addition to providing evidence and context information for each finding, an objective report is written in a neutral and professional tone, without adjectives or adverbs that characterize the evidence in a way that implies either criticism or praise, and without unsupported conclusions. The report does not serve as a vehicle for evaluation of individuals in a school and is one of many sources of evidence used in a renewal recommendation. Completeness: The evidence presented in the report must be sufficiently detailed to ensure that the findings are persuasive. Persuasiveness: High quality evidence in support of each finding must be presented clearly and logically. Clarity: The report must be written in language that is clear and understandable, without jargon or flowery language. Conciseness: The report is not intended to be a compilation of every fact gathered by the renewal inspection team. Extraneous detail can detract from the report and obscure important issues. The report should be sufficiently detailed to be accurate and persuasive, yet it should also be as concise as possible. Formatting: Please follow the formatting prompts in each section. All text should be left justified for the final draft of the report. Accessibility Requirements The Commonwealth of Massachusetts is committed to providing information to the public that is accessible to all, including those utilizing assistive technology to access information. This means that you must prepare an accessible Microsoft Word version of the report for submission to the Department. The Microsoft Word version must be consistent with the Department s Website Accessibility Policy and Web Content Standards found on Department s website. The document will meet the minimum requirements by keeping the file size less than 5MB, adding alternative text (alttext) for all images, adding an electronic title and author under File > Properties, and by removing track changes and comments.

Sample: Renewal Inspection Report Cover Page Renewal Inspection Report Charter School Name City/Town, MA [Dates of renewal inspection] [Logo (optional)] [Renewal inspection organization] [City, State] [Web address (optional)]

Sample: Table of Contents Table of Contents Introduction. # The Renewal Inspection Team # School Setting...# Renewal Inspection Methodology..# Findings...# Faithfulness to Charter Charter School Performance Criteria: Faithfulness to Charter Mission and Key Design Elements Academic Program Success Charter School Performance Criteria: Academic Program Success Program Delivery Culture and Family Engagement Organizational Viability Charter School Performance Criteria: Organizational Viability Capacity Governance Appendices # Appendix A Renewal Inspection Site Visit Schedule

Introduction The introduction to each renewal inspection report should contain the following headings and text: The Renewal Inspection Process and Site Visit Report The charter renewal application process begins with the charter school s submission to the Department of an Application for Renewal of a Public School Charter (Application for Renewal). After the Department has reviewed the Application for Renewal and determined that it is clear and complete, the school is notified of the Application for Renewal s acceptance. A renewal inspection team conducts a renewal inspection site visit and prepares a renewal inspection report summarizing the team s findings regarding the school s performance relative to a subset of the Charter School Performance Criteria. After the renewal inspection site visit, the team prepares a draft of the renewal inspection report and submits it to the Department for review and clarification, if necessary. After a Department review, the draft is provided to the school for review. The school is given approximately one week in which to make factual corrections to the report, if appropriate. After incorporating any factual corrections, the team submits the final report to the Department and the school, at which point the team s involvement in the charter renewal process ends. The school may provide the Department with a formal response to the renewal inspection report; this response becomes part of the school s permanent record. Other interested parties, including the superintendent in the district in which a charter school is located or the region from which the school draws students, also have the opportunity to submit written comments to the Department regarding the renewal of a school s charter. Overview of this Report This renewal inspection report contains the following information: Professional biographies of the renewal inspection team members (if not Department staff); A report setting that provides contextual information regarding the school; The methodology employed by the renewal inspection team in conducting the renewal inspection; The renewal inspection team s findings and supporting evidence concerning the school s performance relative to the Criteria as discussed in the Protocol; Appendix A of this report contains the detailed schedule of the renewal inspection site visit. Renewal Inspection Team Identify and provide a one-paragraph professional biography for each renewal inspection team member, if not Department staff. Where appropriate, the biography should identify the team member s organizational affiliation and role on the inspection team. Setting This section introduces the school and provides contextual information for the report findings. The setting should be brief: preferably no longer than one page. In the setting section, please provide following information through bulleted lists, clearly labeled tables, or brief narratives. 1

The school s enrollment history during the current charter period: e.g., if the school has expanded during the charter term, the number of students enrolled each year, and grade(s) added. Recent changes at the school: e.g, expansion or the creation of a network of charter schools or campuses all overseen by one board of trustees, or amendments to the school s charter. Relevant changes in the school s history, operation, and/or organizational structure. Other relevant contextual information. Renewal Inspection Methodology This section of the report provides information on the methodology used in the conduct of the renewal inspection. The listings in this section of the individuals and focus groups interviewed and the major documents reviewed by the renewal inspection team may be provided as bulleted lists or in clearly labeled tables. Specify the number of days spent on site and the dates of the site visit. Identify by titles, not names, all school leaders, specialists, and administrators interviewed. List focus group interviews conducted, including those with the board of trustees, administrators, teachers, students, and parents. Please indicate the numbers of attendees in each group. Indicate the number of classroom observations conducted, including the grades, subject areas, and number of teachers observed. Briefly explain the classroom observation methodology including a brief description of the instrument used, the minimum time span for observations, the timing of observations during classes, and the number of full class period observations (if applicable). Identify significant data and documents reviewed by the renewal inspection team. Include a statement noting that the Appendix of this report contains a detailed schedule for the renewal inspection site visit. Conclude the section with the following statement: This renewal inspection has been conducted pursuant to the Massachusetts Department of Elementary and Secondary Education, Charter School Renewal Inspection Protocol. Findings This section presents the renewal inspection team s findings regarding the school s performance relative to the three areas of charter school accountability: faithfulness to charter, academic success, and organizational viability. The report must encompass, but need not be limited to, each of the topics specified in the Renewal Inspection Areas of Inquiry section of the Massachusetts Charter School Renewal Inspection Protocol. 2

The renewal inspection team should develop at least one finding for each criterion. In cases where a criterion has been parsed into key indicators, the team should develop one finding per key indicator. Each finding statement is a bolded statement that describes a condition or conditions identified by the renewal inspection team as relevant to one of the three areas of charter school accountability and that speaks directly to the Criteria. The finding must be supported by accompanying evidence. Renewal inspection visits that are scheduled to be one day in length will only cover the Primary Areas of Inquiry below. Renewal inspection visits that are two or three days in length will address the Primary Areas of Inquiry for all areas and the Secondary Areas of Inquiry in the areas of curriculum and instruction. Keep in mind the following guidance regarding findings and high-quality evidence contained in the Protocol: Findings Findings are summary statements within each section of the renewal inspection report that describe conditions identified by the renewal inspection team as relevant to the Criteria. Findings synthesize the renewal inspection team s analyses of evidence collected from multiple sources prior to and during the renewal inspection visit. High-quality evidence Each finding must be supported by sufficient evidence collected during the renewal inspection process and, when appropriate, corroborated from multiple sources, including but not limited to observations, documents, data, and information derived from interviews and focus groups. In conducting the renewal inspection site visit and writing the renewal inspection report, the renewal inspection team must ensure that the evidence collected and analyzed by the team is of high quality. High-quality evidence is both sufficient in quantity to support the finding and appropriate in nature. The team must use its professional judgment to determine the sufficiency of the evidence collected. In assessing the appropriateness of the evidence, the team must ensure that the evidence is relevant, valid, and reliable: Relevant evidence is logically related and important to the matter or issue under consideration. Valid evidence is based on accurate information and sound reasoning. Reliable evidence is verifiable and consistent. 3

Report Content The renewal inspection team and report writer should consult the Renewal Inspection Protocol: Renewal Inspection Areas of Inquiry (p.11) for detailed guidance on the topics of the findings. If a topic has been fully addressed in a previous finding, the report need not repeat the information. The renewal inspection team should develop at least one finding per criterion or key indicator. evidence. Faithfulness to Charter Criterion 1: Mission and Key Design Elements The school is faithful to its mission, implements the key design elements outlined in its charter, and substantially meets its accountability plan goals. Academic Program Success Criterion 6: Program Delivery The school delivers an academic program that provides improved academic outcomes and educational success for all students. Key Indicator: Curriculum The school s documented curriculum is aligned to state curriculum frameworks and expectations 1 ; is aligned vertically between grades and horizontally across classrooms at the same grade level; is fully implemented in classrooms; and supports opportunities for all students to master these skills and concepts. The curriculum is regularly reviewed and revised. 1 The Massachusetts Curriculum Frameworks for Mathematics and English Language Arts and Literacy issued in 2011 incorporate the Common Core State Standards. Additionally, schools are expected to integrate the World-class Design and Assessment English Language Development (WIDA ELD) standards into ELD curriculum materials and content area curricula of classes in which English language learners participate. 4

Key Indicator: Instruction The school staff has a common understanding of high-quality instruction. Instructional practices are aligned to this common understanding and are based on high expectations for all students. Instruction fosters student engagement. environments are conducive to learning. Key Indicator: Assessment and Program Evaluation The school uses a balanced system of formative and benchmark assessments. The school uses qualitative and quantitative data to improve student outcomes as well as to evaluate the quality and effectiveness of the program in serving all students and modifies the program accordingly. Key Indicator: Supports for Diverse Learners The school provides supports to meet the academic needs for all students, including but not limited to students with disabilities and English language learners. Criterion 7: Culture and Family Engagement The school supports students social and emotional health in a safe and respectful learning environment that engages families. Key Indicator: Social, Emotional, and Health Needs The school creates a safe school environment and addresses the physical, social, emotional, and health needs of its students. Key Indicator: Family Engagement The school develops strong working relationships with families/guardians in order to support students academic progress and social and emotional well-being. 5

Organizational Viability Criterion 8: Capacity The school sustains a well-functioning organizational structure, and clearly delineates roles for staff, administration, and board members. Key Indicator: School Leadership The school has an effective school leadership team that implements a clearly defined mission and set of goals. The school defines and delineates clear roles and responsibilities among leaders, staff, management and board members. The school has clear and well-understood systems for decision-making and communication processes among all members of the school community. Key Indicator: Professional Climate The school staff regularly, frequently collaborate and engage in professional development to improve implementation of the curriculum and instructional practice. A system is in place for monitoring instructional practice for consistency, which includes a formal process of teacher evaluation. Key Indicator: Contractual Relationships (if applicable) The board of trustees and school leadership establish effective working relationships with their management company. Changes in the school s relationship with its management company comply with required charter amendment procedures. An effective working relationship exists between the board of trustees and school leadership of a Horace Mann charter school and the host district, which operates under one or more Memoranda of Understanding (MOU) that clearly articulate the relationship with the host district regarding services, including but not limited to, facilities, funding, and waivers of collective bargaining agreement provisions. Criterion 9: Governance Members of the board of trustees act as public agents authorized by the state and provide competent and appropriate governance to ensure the success and sustainability of the school. 6

[In the body paragraphs, please provide relevant information regarding the school s board of trustees, such as number of current members, board composition, turnover during the current charter period, committee structure, and minimum/ maximum board membership permitted by the board s bylaws.] 7

Appendix A Renewal Inspection Schedule {Insert the appropriate schedule; delete remaining templates} {INSERT DATE} Team Member 1 Team Member 2 7:30 8:00 Team Meeting and Meetings with head(s) of school 8:00 9:00 Board of trustees focus group 9:00 10:00 10:00 11:00 11:00 12:00 Teacher focus group: General Education, Special education, and ELL instructional staff 12:00 1:00 Lunch; Document Review 1:00 2:00 ELL and Special Education Admin Focus Group 2:00 3:00 Administrator Focus Group 3:00 4:30 Team Moderation 4:30 4:45 Exit discussion with head(s) of school Team Departs 2-Day Inspection INSERT DATE Team Member 1 Team Member 2 Team Member 3 7:30 Team Meeting 8:00 Meeting with head(s) of school 8:30 9:00 Family and Guardian Focus Group 9:30 10:00 Document Review 10:30 11:00 Network Staff Focus Group (if needed) 11:30 12:00 12:30 Lunch: Team Moderation 1:00 ELL and Special Education ELL and Special Education 8

1:30 Admin Focus Group Admin Focus Group 2:00 2:30 Student Support and Family Services Focus Group 3:00 3:30 Teacher Focus Group: General Education 4:00 4:30 Team Moderation 5:00 Team Departs INSERT DATE Team Member 1 Team Member 2 Team Member 3 7:30 Meeting with head(s) of school 8:00 8:30 Board of Trustees Focus Group 9:00 9:30 Administrator Focus Group 10:00 Teacher Focus Group: Special Teacher Focus Group: Special 10:30 Education and ELL Education and ELL 11:00 11:30 Student Focus Group 12:00 12:30 Lunch 1:00 1:30 2:00 2:30 3:00 3:30 Team Moderation 4:00 4:30 5:00 Exit discussion with head(s) of school 3-Day Inspection INSERT DATE Team Member 1 Team Member 2 Team Member 3 Team Member 4 7:30 Team meeting 8:00 Meeting with head(s) of school 8:30 9:00 Network Staff Focus Group (if needed) 9:30 10:00 Observations Observations 10:30 11:00 11:30 12:00 12:30 1:00 1:30 Observations Document Review 9 Observations Lunch; Team Moderation ELL and Special Education Admin Focus Group Observations Teacher Focus Group: General Education Observations

2:00 2:30 3:00 Team Moderation 3:30 Document Review 4:00 Follow Up 4:30 5:00 Team Departs INSERT DATE Team Member 1 Team Member 2 Team Member 3 Team Member 4 7:30 Team meeting 8:00 Meeting with head(s) of school 8:30 Board of Trustees Board of Trustees 9:00 Focus Group Observations Observations Focus Group 9:30 Teacher Focus Group: Special Education and 10:00 ELL Observations Observations 10:30 11:00 Observations Observations Student Focus Group 11:30 12:00 12:30 Lunch; Team Moderation 1:00 Student Support and Family Services Focus 1:30 Group Observations Observations 2:00 2:30 Observations Observations Family and Guardian Focus Group 3:00 3:30 4:00 Team Moderation 4:30 5:00 Team Departs INSERT DATE Team Member 1 Team Member 2 Team Member 3 Team Member 4 7:30 Team meeting 8:00 Meeting with head(s) of school 8:30 9:00 9:30 10:00 10:30 11:00 11:30 12:00 Follow Up Interviews Document Review Team Moderation Lunch; Team Moderation 12:30 1:00 Administrator Focus Group 1:30 Observation 2:00 Team Moderation 10 Observation

2:30 3:00 3:30 4:00 4:30 5:00 Exit discussion with head(s) of school 11