Charter School Startup Plan
Phase 0
Early Planning – 2+ Years Before Opening
ACTIVITIES START TIME / POINT DURATION / DEADLINE STATUS RESPONSIBILITY NOTES
INITIAL DESIGN STEPS
Assemble initial founding design 2+ years before targeted Duration -- 4 to 6 months, with team in New members can and
team school opening date place no less than 1 year before school should be added to
application filing date and 10 months team as need for skill
before Authorizer deadline sets / experience
becomes clearer.
Establish team decision making Immediately upon team Within 60 days of initial team
process assembly formulation
Research best practices Immediately upon team Ongoing throughout planning; agree
assembly on specific practices for further
exploration 6 months before
application due and 4 months before
Authorizer deadline
Determine key school structures Immediately upon team No less than 4 months before
assembly application due / 2 months before
submission
Identify potential partnerships Immediately upon team No less than 4 months before
needed assembly to build community application due
support and roots
Draft 3-5 page Executive Summary Immediately upon team One to 2 months after planning
(focusing on school vision -- i.e., assembly process commences with initial design
what the school will look in its fifth team
year of operation)
Review Authorizer school application (Review prior year's Check Authorizer web site periodically
requirements, guidelines, and documents) immediately for updates (for DPS- until RFP for your
submission deadlines for preferred upon team assembly application is issued)
model
Meet with appropriate Authorizing See next column Check Authorizer web site for trainings
officials and workshops, attend, and meet
appropriate officials
1
Understand available funding Check Authorizer web sites Ongoing during entirety of planning
immediately upon team process; by month three of planning
assembly; familiarize team process, develop list of other potential
with Authorizer budget funding sources
documents
Obtain schedules for trainings and (Review prior year's Check Authorizer web site periodically
workshops offered by CLCS, CDE, documents) immediately for updates (for DPS-until RFP for your
and other support organizations upon team assembly application is issued); attend any
orientation early in calendar year
Visit and meet with successful local Two months after initial team Up to (and sometimes after) initial
and national school operators is assembled draft application for new school is
completed
Determine governance structure for Immediately upon team Two to three months into planning
new school assembly process
Identify initial board members Six months into planning Before filing separate non-profit
process status; no less than two months before
submission
Develop and file Articles of Six months into planning It is advisable to have
Incorporation, By-laws, and IRS process an experienced
501c3 tax exempt status application attorney do this
File application for CO tax exempt Six months into planning It is advisable to have
status process an experienced
attorney do this
EARLY COMMUNITY OUTREACH
Immediately upon team Three months into planning process,
Determine initial target community assembly (if not the basis for with targets revisited monthly to
or communities assembling team) evaluate changing circumstances
Immediately upon team
assembly (if key members of Ongoing up to completion of final draft
Research and contact existing design team are not rooted in application one month before
resources in community targeted community) submission
Immediately upon team Ongoing -- particularly gathering
Evaluate political landscape assembly community political support for project
Ongoing until completion of final draft
Identify and visit schools serving Two to four months into application one month before
similar populations planning process submission
2
Charter School Startup Plan
Stage 1
School Design/Charter Application Writing - 2 Years Before Opening to Charter Submission
ACTIVITIES START TIME / POINT DURATION / DEADLINE STATUS RESPONSIBILITY NOTES
DESIGNING A SCHOOL
Create a work plan Two years before school Finalize within 2 months
opening date
GOVERNANCE / BOARD DEVELOPMENT
Define roles and responsibilities of One year before draft 1.5 months before draft application
the Board application submission deadline
deadline
Establish and appoint members to Varies on size and skill sets of If committees to be used, determine Combine committee
appropriate committees design team, and tasks scope of each two months into work into draft school
needing accomplishment planning process. application four
months before school
application submission
deadlines
Conduct governance orientation No less than six months into One month before completion of draft
planning process application
Determine skills and experiences As appropriate during Ongoing Identifying needs on
needed in additional Board members planning process design team and
adding more capacity is
often necessary
Develop process for adding new As appropriate during Six months into planning process
Board members planning process
Develop transition plan to formal No less than six months into 1.5 months before draft application
Board once approved planning process deadline
Establish Board meeting schedule 2 months before draft 2 months before school application
application deadline deadline
3
LEADERSHIP IDENTIFICATION OR DEVELOPMENT
Determine school leadership 2 months into planning 2 months before draft application
structure process submission; 4 months before school
application submission
Develop process to hire school 3 months into planning 2 months before draft application Ideally, school leader
leader (if needed) process submission; 4 months before school will be a member of
application submission the design team.
Timing of hiring is
funding dependent.
Execute school leadership Ideally, early on in the No less than 1 month before draft If possible, school
identification or hiring process planning process application submission; 3 months leadership should be
before school application submission identified before draft
application
development
Determine leadership development 6 months into planning 2 months before draft application Depends on experience
opportunities process submission; 4 months before school and qualifications of
application submission; ongoing identified school leader
thereafter and familiarity with
school design /
curriculum
Incorporate leader into school As early as possible No less than 2 months before draft This is one of the most
design process application submission; 4 months critical steps of
before school application submission planning effectively to
create a new school
Develop job descriptions for other 4 months into planning No less than 1 month before draft
leadership positions process application submission; 3 months
before school application submission
Execute identification or hiring
process for other leadership
positions
ACCOUNTABILITY AND ACADEMIC TARGETS
4
Create academic performance goals 2 months into planning 2 months before draft application This is a critical early
process, or earlier submssion; 4 months before school planning step. See
application submission SMART Goals
document.
Create organizational and 2 months into planning 2 months before draft application See SMART Goals
management performance goals process submission; 4 months before school document.
application submission
ASSESSMENT PLAN
Create a plan to gather baseline 2 months into planning 2 months before draft application
student data process submission; 4 months before school
application submission
Determine required standardized 2 months into planning 1 month before draft application As school design is
assessments; and determine process submission; 4 months before school fleshed out, this will be
additional baseline or interim application submission an evolving activity
assessments
Determined desired use of student 2 months into planning 1 month before draft application
performance data and create process submission; 4 months before school
process to analyze student results application submission
Develop external and interim 2 months into planning 1 month before draft application
assessment schedules / timing, process submission; 4 months before school
based on intended use of results application submission
EDUCATIONAL PROGRAM DEVELOPMENT
Plan for low-performing and gifted 2 months into planning 2.5 months before draft application This activity is essential
students process submission; 3.5 months before school for overall educational
application submission program development
Plan school day structure, including 2 months into planning 1.5 months before draft application
student and teacher schedules, and process submission; 3.5 months before school
annual calendar application submission
Select curriculum (or determine 2 months into planning 1.5 months before draft application A great deal of thought
clear, viable process for curriculum process submission; 3.5 months before school and time should be
development) application submission devoted to this task,
and it should be driven
by needs of targeted
school community
5
Determine standards and 2 months into planning 1.5 months before draft application
expectations for student process submission; 3.5 months before school
performance, grading, promotion application submission
and graduation
Develop explicit method for instilling 2 months into planning 1.5 months before draft application
a planned school culture, including process submission; 3.5 months before school
behavior system and expectations application submission
for students and faculty
Determine before- and after-school 2 months into planning 1.5 months before draft application For many schools,
programs and extracurricular process submission; 3.5 months before school these programs are
options application submission essential school design
features
Write promotion/graduation 6 months into planning 1 month before draft application Based on academic
requirements process submission; 3 months before school performance standards
application submission above
Determine instructional staffing 3 months into planning 1.5 months before draft application
needs process submission; 3.5 months before school
application submission
Write a draft of the education 4 months into planning 2 months before draft application Ideally, a rough first
program description process submission; 4 months before school draft will be completed
application submission no less than 6 months
into the planning
process
PROFESSIONAL DEVELOPMENT
Research best practices regarding 2 months into planning Ongoing through planning process
professional training needs of new process
school staff
Determine induction process (use 3 months into planning 1.5 months before draft application Specialized school
district's or waive state statute and process submission; 3.5 months before school designs, models or
develop own) application submission programs may have
fully developed
professional
development
components
6
Create a schedule for induction and 3 months into planning 1.5 months before draft application This may be adjusted
site training process submission; 3.5 months before school between draft
application submission application and final
school submissions, or
after school approval
Determine resources needed for 3 months into planning 1.5 months before draft application
induction and site training process submission; 3.5 months before school
application submission
Allocate funds for teacher 3 months into planning 1.5 months before draft application This is a key
salaries/stipends to cover training process submission; 3.5 months before school consideration in new
application submission school planning
Develop professional development 3 months into planning 1.5 months before draft application
schedule for first school year process submission; 3.5 months before school
application submission
Develop plan to train new teachers 3 months into planning 1.5 months before draft application This is a key out-year
in subsequent years process submission; 3.5 months before school budget consideration,
application submission as well as staff
preparation activity
Develop long-term plan for annual 3 months into planning 1.5 months before draft application This should follow or
professional development / in- process submission; 3.5 months before school be tied to step above
service training schedule application submission
SPECIALIZED POPULATIONS
Determine guidelines for special As early as possible in No less than 3 months into planning
education, English Language planning process process
Learners, students with social and
emotional needs and homeless
students
Determine the type and degree of 2 months into planning No less than 4 months into planning
student needs expected at proposed process process
school based an understanding of
the proposed community
Create a process to identify students 2 months into planning No less than 4 months into planning
with special needs including: special process process
education, English Language
Learners, students with social and
emotional needs, and homeless
students
7
Develop a framework to address the 2 months into planning 1.5 months before draft application
needs of each specialized population process submission; 3.5 months before school
application submission
Determine staff, supplies and and 2 months into planning Initially, no less than 6 months into This determination
additional programs needed to process planning process should be made earlier
support each specialized population in the process to
evaluate affordability
or need to raise
additional resources
Integrate special needs service 2 months into planning No later than completion of initial draft
delivery into school model process of educational program description
TECHNOLOGY
Determine technology needs based 2 months into planning 1.5 months before draft application
on proposed educational plan process submission; 3.5 months before school
requirements application submission
Research Student Information 2 months into planning 1.5 months before draft application
Systems based on evolving process submission; 3.5 months before school
assessment plan application submission
Determine E-Rate discount eligibility 2 months into planning As early as possible Eligibiltiy can be
(depending on location and facility process estimated based on
prospects) targeted community.
This is key budget
consideration.
Develop "executive summary" 4 months into planning 1.5 months before school application
technology plan narrative for process submission
inclusion in text of school application
Develop a three to five year 6 months into planning By opening of school
technology plan process
FACILITIES AND LOCATION
Identify potential sites (authorizer Immediately upon beginning Tentative sites no less than 6 months
buildings or independent) that are planning process into planning process
near target community
Develop necessary team skills and 2 months or earlier into As early as possible This activity requires
resources to identify and obtain a planning process expertise
facility
8
Identify potential sites 2 months or earlier into No less than 2 weeks before draft Process is ongoing and
planning process application submission, and 2.5 can change as
months before school application opportunities are
submission identified, even up to
final school application
submission or after
Conduct preliminary architectural As potential facilities are Ideally, before draft application
review and assessment of identified submission, but no later than 1 month
facility/property including ADA before school application submission
requirements
Develop space usage plan As potential and viable 1.5 months before school application Only for suitable sites
facilities are identified and submission
assessed
Determine acceptable budget range 2 months into planning No less than 6 months into planning Start-up and first year
(% of total costs) for facilities related process process % of total costs may be
expenditures -- optimally between higher than 15%, but
12% and 15% should decline annually
thereafter
Estimate cost of improvements and As viable sites are identified 1.5 months before draft application This is an ongoing
annual lease payments (via submission and 3 months before process, but
preliminary negotiations with school application submission determinations based
owner) on clearly stated
assumptions must be
made before
submission to finalize
budgets
Detail rehabilitation work As viable sites are identified 1.5 months before draft application
submission and 3 months before
school application submission
Determine a back-up facility Ongoing as facilities are being 1.5 months before draft application Back up facility may
examined submission and 3 months before change from design
school application submission framework submission
to final school approval
9
Identify project manager for facility Once site is preliminarily 2 weeks before draft application due The alternative is to set
determined date forth a process to
identify a project
manager if school
approval seems likely
Develop timeline for facility Once site(s) preliminarily No less than 2 weeks before draft This is preliminary plan
acquisition and improvements determined application submission, and 2.5 for inclusion in facility
months before school application plan narratives below
submission
Finalize facility plan narrative for 2 months before draft Outline / summary by 2 weeks before
inclusion in application application deadline draft application submission; narrative
1.5 months before school application
submission
COMMUNITY OUTREACH
Craft a community outreach strategy Immediately upon starting No less than 6 months into planning
planning process (and ideally, process
when forming design team)
Identify and meet with critical At outset of planning process Ongoing
stakeholders in the community
Solicit community input in school Once executive summary Up to 2 months before draft
design describing long-term school application submission
vision is completed
Gather letters of support from Three months before draft 2 weeks before school application
community members application submission submission
Secure key political support At outset of planning process 2 weeks before school application
(starting when forming design submission, and ongoing thereafter
team)
Make initial contact and Once executive summary Two months before draft application
introductions with authorizer liaison describing long-term school submission
vision is completed
Attend Authorizer School Board and Consistently throughout Ongoing
DAC meetings planning process after initial
contacts made
Identify role authorizer can play in Once initial contact with 1.5 months before draft application
community outreach authorizer liaison has been submission and 3.5 months before
made school application submission
10
STAFFING
Determine staffing requirements 4 months into planning 1.5 months before draft application
based on educational program needs process submission and 3.5 months before
school application submission
Develop job descriptions for all 6 months into planning 1 month before draft application Some adjustments may
instructional and non-instructional process submission and 3 months before be made after draft
positions school application submission application feedback
Determine the hiring protocol and 6 months into planning 1 month before draft application
process for start-up and first year, process submission and 3 months before
and years thereafter school application submission
Develop faculty and non- 6 months into planning 1 month before draft application
instructional staff recruiting strategy process submission and 3 months before
and timeline school application submission
Begin informal recruitment of faculty As early as possible in Ongoing
and staff planning process
Create school specific personnel 4 months into planning 1.5 months before draft application
policies and procedures for inclusion process submission and 3.5 months before
in school application school application submission
OPERATIONS, FINANCIAL PLANNING AND FUNDRAISING
Familiarize team with applications At outset of planning process 2 to 3 months into planning process
and ensure design team has financial
planning capacity
Review financial models and At outset of planning process Reviews completed no later than four
projections for similar schools months into planning process
(model, grade level, enrollment)
Identify all State, federal, and private At outset of planning process 2 to 3 months into planning process Searching for non-
planning and start-up grants (with exception of private grants) entitlement grant
available options should be
ongoing
Verify criteria for including grants At outset of planning process 2 to 3 months into planning process
and soft money in application
projections
Develop operations organizational 2 months into planning 1.5 months before draft application
chart process submission and 3.5 months before
school application submission
11
Prepare staffing chart with 4 months into planning 1.5 months before draft application
associated costs process submission and 3.5 months before
school application submission
Prepare necessary budgets (in 4 months into planning 1 month before draft application Further adjustments
accordance with state chart of process submission; revise upon Design may be made to final
accounts guidelines) Framework feedback; finalize 1 month school application after
before school application submission external review and
mock interview
Prepare 5 year fundraising plan 4 months into planning 1 month before draft application Fully realized plan may
process submission; revise upon Design not be completed until
Framework feedback; finalize 1 month after school is
before school application submission approved
Prioritize school spending in internal 4 months into planning 6 months into planning process
document process
Prepare worst case financial 4 months into planning 1 month before draft application
projections including only process submission and 3 months before
committed revenues or revenues school application submission
allowable per authorizer and
statutory guidelines
Appoint design team member or As early as possible in 1 month before draft application This needs to be stated
board member to oversee financial planning process submission and 3 months before in school application
responsibilities school application submission
Create financial management plan 8 months into planning 1 month before draft application Plan may not be fully
for post approval process submission and 3 months before completed until after
school application submission approval
Determine options for MIS's and 4 months into planning 1 month before draft application
accounting software if financial process submission and 3 months before
planning, management, and school application submission
accounting is not done through
authorizer
STUDENT RECRUITMENT AND ADMISSIONS
Determine targeted grade levels and 2 months into planning 4 months into planning process Targets may be
seats per year (and annual growth process revisited based on
strategy, if not opening at full changing authorizer
enrollment capacity) needs
12
Determine enrollment model 2 months into planning 4 months into planning process See above
(citywide, overlay boundary lottery, process
combination citywide/overlay,
traditional)
Determine family/student 2 months into planning 4 months into planning process
requirements or preferences (if any) process
Develop application due date, lottery 4 months into planning 1 month before draft application
timing and process process submission and 3 months before
school application submission
Develop action plan and timetable 4 months into planning 1 month before draft application
for student recruiting process submission and 3 months before
school application submission
Establish student recruiting goals of 4 months into planning 1 month before draft application
at least 125% of projected student process submission and 3 months before
enrollment in year one; and 115% in school application submission
subsequent years
Develop enrollment benchmarks, 4 months into planning 1 month before draft application
with deadline for initiating back-up process submission and 3 months before
recruiting plan if targets are not hit school application submission
at least 60 days before scheduled
school opening
Develop simple application form and 4 to 6 months into planning 1 month before draft application Preliminary materials
more detailed enrollment package process submission and 3 months before may be revised post
school application submission approval
Develop preliminary family / student 4 to 6 months into planning 1 month before draft application Preliminary materials
focused school marketing materials process submission and 3 months before may be revised post
and brochures school application submission approval
Develop student/parent contracts 4 to 6 months into planning 1 month before draft application Preliminary materials
process submission and 3 months before may be revised post
school application submission approval
FOOD SERVICE PROGRAM
Determine likelihood of eligibility for 2 months into planning 4 months into planning process
F&RP federal meals program (based process
on target community and
anticipated student population)
13
Determine whether meals will be 4 to 6 months into planning 1 month before draft application
prepared on the school site (if the process submission and 3 months before
school has a cafeteria) or contracted school application submission
out
If food will be prepared on site, 4 to 6 months into planning 1 month before draft application
determine standards and policies for process submission and 3 months before
food program school application submission
If food will be prepared on site, 4 to 6 months into planning 2 months before draft application Determining whether
create budget with possible fees process submission and 4 months before food service program
charged, staffing and equipment school application submission will be supplied by
needs, and any other equipment authorizer and/or will
costs break even financially
is key budgeting step
If food will be contracted out, 4 to 6 months into planning 1 month before draft application Ongoing, though one
research potential vendors process submission and 3 months before or more potential
school application submission vendors should be
listed in design
framework and school
application
If food will be contracted out, plan 4 to 6 months into planning 2 months before draft application Determining whether
budget for serving and food costs process submission and 4 months before food service program
school application submission will break even
financially is key
budgeting step
TRANSPORTATION
Determine student transportation At outset of planning process No less than 4 months into planning
requirements (particularly for process
students with an IEP)
Explore and confirm public 2 months into planning No less than 4 months into planning In some cases,
transportation options for potential process process transportation may not
school location be a major planning
issue
Decide if school will provide non- 2 months into planning 3 months or earlier before draft If a school intends to
required transportation process application submission and 5 months provide transportation,
before school application submission this is key budget
consideration early on
in planning process
14
COMMUNICATIONS, MESSAGING, & APPLICATION PROCESS
Designate primary spokesperson for Initial determination 2 to 3 No less than 3 months before
school (principal or board member) months upon formulation of submission of draft application
and create short "school message" design team
Designate primary application writer Immediately upon formulaton No more than 4 months into planning
of design team process
Complete first draft of draft No less than six months into 4 months before school application
application planning process and 2 months before draft application
submission deadlines
Complete first full draft of draft No less than eight months 3months before school application and
application into planning process 1month before draft application
submission deadlines
Finalize draft application Immediately upon completion 20 days before application deadline
and review of first full draft
(above)
Identify team to participate in Draft 10 to 14 days before scheduled
application mock interview interview
Participate in a mock interview
(conducted by internal members or
external partners)
Finalize detailed implementation No less than 5 months before 2 months before school application
plan for inclusion in school school application deadline deadline
application
Seek feedback on near final Immediately upon completion 2 months before school application
application from CLCS reviewers and of final draft application deadline
leaders who have written successful
applications in the past
Review school application to ensure Immediately upon feedback 5 weeks before school application
all sections are aligned and flow from external reviewers deadline
together (using draft application review
feedback)
Resubmit a revised draft application 4 weeks before school 2 weeks before school application
for final review application deadline deadline
Make final revisions to application 2 weeks before school 1 week prior to school application
with accurate index for contents application deadline deadline
15
Make any necessary charter 1 week prior to school Application deadline date
application copies and collate in application deadline
notebooks with tabs
Identify team to participate in final Immediately following draft 2 weeks before interview date
school application interview application mock interview
Participate in a mock interview 10 to 14 days before scheduled
(conducted by internal members or interview
external partners)
16
Charter School Startup Plan
Stage 2
Application Finalization and Submission through Approval
ACTIVITIES STARTING DATE DURATION / DEADLINE STATUS RESPONSIBILITY NOTES
APPLICATION REVIEW
Review full proposal to ensure all At least 10 weeks prior to Complete at least 8 weeks prior to Reviews should be
sections are aligned and flow submission date submission deadline so League has ongoing until
together. time to do a thorough review. submission
Submit near-final draft of application At least 8 weeks prior to Review takes about 2 weeks
to Colorado League of Charter submission date
Schools for review.
Refine school application based on At least 4 weeks prior to Review takes about 2 weeks
feedback from the first review of submission date
application and re-submit to
Colorado League of Charter Schools.
Refine school application based on Immediately upon receipt of 1 week before school application
feedback from the second feedback submission
application review and prepare for
submission to authorizer.
GOVERNANCE / BOARD DEVELOPMENT
Recruit additional Board members to Continuing from phase 1 up to Initial Board in place 2 weeks before Design Team and
fill missing expertise draft application submission school application submission, if not Initial Board until
and immediately after long before board committee
feedback, if necessary is formed upon
school approval
Approve additional Board members As necessary Up to 2 weeks before school Design Team and
application submission Initial Board
Schedule Board training (post- Immediately upon application approval Design Team and
approval) Initial Board
17
Continue development and Continue from phase 1 2 week before school application Design Team and
refinement of Board policies and submission Initial Board, or
procedures (in manual form) Board
subcommittee
LEADERSHIP IDENTIFICATION OR DEVELOPMENT
Identify top school leadership (if not Continue from phase 1 1 month before school application If necessary, continue
already on design team) submission through application
submission and
approval
Continue identification process for Continue from phase 1 1 month before school application Continue or ramp up
additional leadership positions submission immediately upon
approval
EDUCATION PLAN
Expand scope and sequence to cover Continue and finalize from 1 month before school application Include as attachments
content and courses and state phase 1 submission to school application
standards at all grade levels of
school
Finalize detailed narrative plan for Continue from phase 1 and 2 week before school application
introducing the school culture in the immediately upon draft submission
first few weeks of schools application feedback
PROFESSIONAL DEVELOPMENT
Refine professional development Continue from phase 1 and 2 week before school application
plan based on development of immediately upon draft submission
school model, anticipated student application feedback
needs and expert feedback
Integrate school behavior Continue from phase 1 and 2 week before school application
expectations, policies, and discipline immediately upon draft submission
training into induction and training application feedback
plans
Identify and contact external Continue from phase 1 and 2 week before school application
professional development providers, immediately upon draft submission
if applicable application feedback
18
SPECIALIZED POPULATIONS
Refine plan to meet anticipated Immediately upon receipt of 2 week before school application
student needs based on additional draft application feedback and submission
knowledge about the community other external reviewer
and expert feedback during draft feedback
application review
Finalize tentative agreements / Continue from phase 1 2 week before school application
understandings with potential submission
external service providers
TECHNOLOGY
Make final determinations for Continue from phase 1 and 1 month before school application This step needs to be
computer and technology needs for immediately upon draft submission completed early
Year 1 vis-à-vis budget capability and application feedback enough to make
options available through authorizer related budget
and outside contracting adjustments
Finalize basic instructional and Continue from phase 1 and 2 week before school application If school is e-rate
operational technology plan, immediately upon draft submission eligible, potential
including determining if school is application feedback contractors for
eligible for e-rate discount program developing e-rate
application (including
comprehensive
technology plan)
should be identified
before school
application submission
FACILITIES AND LOCATION
Continue to perform due diligence Continue from phase 1 and Indicate preferred and back up site(s) Availability of
on potential facility(s) immediately upon draft in final school application authorizer facilities
application feedback may change as time
goes on. Acquisition of
an independent facility,
in most instances,
depends on prior
school approval
19
Develop facilities improvement/code Continue from phase 1 and 2 week before school application Timeline and tentative
compliance time-line immediately upon draft submission improvement plan
application feedback should be included in
school application
Ensure potential sites meet ADA Continue from phase 1 and 2 week before school application This is a requirement
accountability requirements immediately upon draft submission for school approval
application feedback
Negotiate terms of lease or purchase Continue from phase 1 and 2 week before school application Leases can be executed
agreement to be signed upon immediately upon draft submission in advance of school
approval (for independent facility) application feedback application submission,
though they should be
conditioned on school
approval
COMMUNITY OUTREACH
Participate in community meetings Continue from phase 1 Up to and beyond school application
submission
Continue to meet with key critical Continue from phase 1 and Until school application submission Consider including key
stakeholders in community immediately upon draft community stakeholder
application feedback, if in mock application
outreach is deemed interview
insufficient
Solicit letters of support from Continue from phase 1 and 1 week before school application This is an essential
stakeholders immediately upon draft submission element of final school
application feedback, if letters application submission
or signatures of intent to
enroll are is deemed
insufficient
Review timing of community forums, Continue from phase 1 and Until school application submission
public hearings and District Board immediately upon draft
interview application feedback
20
STAFFING
Solicit information from potential Continue from phase 1 Quotes received in advance of draft These items (and
vendors on employee benefit application submission, if possible, but attendant) costs may
package options, including no less than one month before final significantly impact
retirement packages school submission final budget
Develop "at will" employment Continue from phase 1 2 week before school application Draft employment
agreement submission agreements should be
attached to final school
application
Continue to develop employee Continue from phase 1 and (draft handbook) 2 week before school For inclusion in school
handbook immediately upon draft application submission application
application feedback
Develop background check Continue from phase 1 2 week before school application
procedure (include FBI & Child Abuse submission
& Neglect Registry) and other
authorizer requirements
Continue informal recruiting of Continue from phase 1 Until school application submission Recruiting should
faculty and staff and authorizer hearing or interview continue after
application submission
and interview, if school
approval is likely
Screen applicants, including checking Continue from phase 1 and Until school application submission School principal, Interviews can
references, and prepare list of immediately upon draft and authorizer hearing or interview members of design commence
potential individuals per position to application feedback team and/or Initial immediately upon
interview Board school approval
Consider interviewing applicants if Continue from phase 1 and Until school application submission School principal,
approval is likely and tentative or immediately upon draft and authorizer hearing or interview members of design
formal (conditioned on school application feedback team and/or Initial
approval) commitments can be Board
made
21
OPERATIONS, FINANCIAL PLANNING AND FUNDRAISING
Engage foundations to cultivate Continue from phase 1 2 week before school application Final budget can
potentials funders; and confirm submission include foundation
funding commitments contingent grants if commitment
upon school approval letter is in hand;
otherwise, such funds
cannot be included in
school application
Determine narrative description of Continue from phase 1 and 2 week before school application
system for internal financial controls immediately upon draft submission
application feedback
Complete start-up grant funds Continue from phase 1 and 2 week before school application
(including any from authorizer) immediately upon draft submission
application feedback
STUDENT RECRUITMENT AND ADMISSIONS
Finalize application and enrollment Continue from phase 1 and 2 week before school application
plan immediately upon draft submission
application feedback
Confirm impartial lottery procedure Continue from phase 1 and 2 week before school application
based on determined enrollment immediately upon draft submission
model for selecting students if application feedback
applications exceed available seats
Finalize student application form Continue from phase 1 2 week before school application Include as attachments
(based on forms used by other submission to school application
schools) and parent/guardian
authorization for transfer of student
records
Complete/finalize student Continue from phase 1 2 week before school application Completed packed
registration forms and kit submission should be appended to
school application
Develop confidentiality policy for Continue from phase 1 2 week before school application
student records, including filing submission
system safeguards
22
Develop and translate preliminary Continue from phase 1 2 week before school application Include as attachment
draft of parent/student contract submission to school application
Complete draft student/parent Continue from phase 1 2 week before school application Include as attachment
handbook submission to school application
Refine Q&A and fact sheets on Continue from phase 1 Draft materials completed 2 week Include as attachment
school design, educational program, before school application submission to school application
and goals to distribute to parents,
students and community members
COMMUNICATIONS, MESSAGING, & DRAFTING APPLICATION
Identify team members to Immediately upon draft 1 week before interview
participate in interview application feedback
Participate in a mock interview 2 to 4 weeks before school application
(conducted by internal members or submission deadline
external partners)
Participate in interview or public On date(s) scheduled Probably in mid- to late
hearing August
23
Charter School Startup Plan
Stage 3
Post-Authorization through School Opening
ACTIVITIES START TIME DURATION / DEADLINE STATUS RESPONSIBILITY NOTES
COMMUNICATIONS, MARKETING AND STUDENT RECRUITMENT
Refine further the "school message" Immediately upon school Generally, chair of board and/or school
and determine primary approval principal speak on behalf of school
spokesperson(s) for the school (and once school opens
in which topical areas) once the
school opens
Upon school approval, distribute Immediately upon school Issue periodic updates on school
marketing materials and otherwise approval. Ideally, school web related activities and continually
announce planned school, opening site is up and running upon update school web site
date, school leader, school location, approval.
school type and focus, and
enrollment process
If the principal is hired after the Immediately upon hiring of
school is approved, announce principal
selection to the school community
and other stakeholders immediately
upon hiring
Run ads, distribute literature Immediately upon school Ongoing -- until initial enrollment
(leaflet), and promote school via approval deadline. If school is not fully enrolled
special events and activities in or is not attracting targeted
targeted neighborhoods, and via any population, launch targeted recruiting
other strategies indicated in school and marketing
application
Develop and implement strategy to Immediately upon school Ongoing -- though program specific
elicit parent and community support approval partnerships for year one should be in
and volunteers, begin negotiations place by August 15th
with colleges for student interns,
and formalize school partnerships
24
(see partnerships)
Develop format and process for Immediately upon school Additional information provided at
regular communication with parents approval. First benchmark for pre-opening student and parent
-- include on-line informing parents is during orientations and available on school
registration web site
ADMISSIONS
Launch student marketing and Immediately upon school Until school is fully subscribed at 120%
recruiting campaign, including approval or more of projected first year
application timeframe, process, and enrollment
deadline
Accept and acknowledge student Immediately upon school Within two days of receipt of
applications approval -- no later than Feb. applications until enrollment is cut off
1st
Initial enrollment cutoff date March 15th / no later than April 1st
Conduct lottery and establish waitlist Lottery: Within 5 work days of Wait List: Maintain throughout school
(if applicable) enrollment cut off year: establish final date for enrolling
new incoming students
Notify parents of addmission status Within three work days of Ongoing -- until school is fully enrolled
and deadline for completing lottery and no further vacant seats exist
registration
Register students Immediately upon lottery or Ongoing -- until school is fully enrolled
final application date if lottery and no further vacant seats exist
is not required or needed
Execute school, student & parent During registration process Ongoing -- until a contract / COMPAC
contract or COMPAC (optional) (optional) is in place for all enrolled
students
Provide and gather appropriate During registration process Ongoing -- until school receives and
information from parents, including reviews student records from prior
SPED status or special needs, F&RP school (if applicable)
forms, etc.
Request transfer of student records April 15th Ongoing -- until school is fully enrolled
from previous schools as students and no further vacant seats exist, but
are enrolled before summer vacation begins
25
Move students off of waitlist and Immediately upon registration Ongoing -- until school is fully enrolled
continue registration deadline and determination of and no further vacant seats exist
unfilled seats by grade
Schedule one or more parent and Notify parents of orientation Hold orientations in mid- to late
student orientations prior to school dates during registration August, depending on school start date
opening process
Finalize student / parent handbook Immediately upon charter By no later than two weeks before pre-
approval opening staff development and/or
student & parent orientation date(s),
whichever comes first
Print and distribute student / parent Two weeks before pre- At orientations and during first week of
handbook at orientation session(s) opening staff development schools for parents / students that did
and/or student & parent not attend orientation sessions
orientations, whichever
comes first
STUDENT RECORDS
Develop / convert templates for Immediately upon charter April 10th
student records to meet state approval
reporting requirements.
Procure or identify Student Immediately upon charter May 1st
Information System (SIS) approval
Schedule SIS training for staff Schedule dates with No later than June 15th, so that all
authorizer and/or vendors in student records and information can
conjunction with be put into SIS
procurements / identification
of SIS
Submit enrollment count to On date prescribed by authorizer
authorizer by grade, gender, race,
school of attendance, district, etc.
Administer and evaluate diagnostic Ideally, one to two weeks Through second week of school
pre-tests to determine baselines before school opens
Administer language assessments (if Ideally, one to two weeks By end of first week of school
applicable for ELL) before school opens
Update student records with Immediately upon availability Target date: No later than September
baseline data from diagnostic tests of assessment results 15th
26
BOARD OF DIRECTORS
Implement permanent board with
election if required by bylaws,
announce meetings according to
open meetings law.
Hold first annual Board In April or May following In April of subsequent years or
organizational meeting school approval according to bylaws
Finalize and distribute Board manual Ongoing -- immediately after Ideally, manual should be distributed
to all current and new members. At school approval and as new to prospective board candidates
minimum, final manual should board members are brought before they are vetted / interviewed
clearly describes role and on and added to board
responsibilities of Board vis-à-vis
school leadership, expectations
(including attendance and
fundraising requirements) of Board
members, and contain key school
policies and procedures (or be cross
reference to same), open meetings
and charter laws, and the charter
application.
Schedule and hold annual Board November in year one -- upon November of each year
retreat addition of parent / student
members, if applicable
Schedule periodic Board training Initial training -- In May or Ongoing -- at least one training per
and/or self-evaluations June preceding opening of school year. Annual evaluation in
school and as part of first September (following receipt of
annual retreat performance data for prior school
year)
FINANCIAL MANAGEMENT, FUNDRAISING, AND OPERATIONS
Determine responsibility for Immediately upon school By June 1st or as soon thereafter, upon
managing, administering, accounting approval (though should be hiring of COO, CFO, business manager,
for, and reporting on initial grant included in approved school or appropriate staff
funds, other revenues, and application)
disbursements until school opens
27
and afterwards
Establish school bank accounts and Immediately upon school
make other banking arrangements, if approval or receipt of any
applicable revenues, including seed
grants or donations,
whichever comes first
Determine number of check signers Immediately upon school Formal policies (i.e., internal controls)
required (or thresholds above which approval should be in place no later than May
multiple signatories are required) 1st
and authorized check signers
Revise Year 1 cash flow and 5-year Immediately upon school April 15th initially; September 15th
operating and capital budget for approval review; adjustments as necessary
internal management and Board thereafter
approval
Affirm or revise Total Year One and Immediately upon school April 15th initially; September 15th
year two Operating Soft Money approval review; determine fundraising
Needs responsibility at this time
Refine fundraising strategy and plan April 15th initially; September 15th
review; determine fundraising
responsibility at this time
Finalize financial management Immediately upon school May 1st
policies and establish internal approval, working from draft
controls, to include appropriate policies contained in school
funds segregation, as follows: application
Create and implement a purchase Immediately upon school May 1st Founding design
order and cash disbursements approval team initially;
system COO/CFO/Bus Mgr
under Principal's
direction as of no
later than May 1st
Develop and implement an internal Immediately upon school May 1st Founding design
accounting, expenditures v. budget approval team initially;
monitoring, and financial reporting COO/CFO/Bus Mgr
system under Principal's
direction as of no
28
later than May 1st
Identify and procure financial Immediately upon school May 1st Founding design
management software for approval team initially;
generating monthly financial reports COO/CFO/Bus Mgr
and all other reports required by under Principal's
law, state, local agencies and federal direction as of no
agencies, grantors, contract, or later than May 1st
authorizer, or as requested by
school's Board
Obtain insurance policies, if Immediately upon school Directors liability in place by first board
necessary, consistent with approved approval meeting upon school approval; all
school application other coverage by August 1st
Arrange with authorizer, establish Upon hiring of June 15th
internally, or contract out for a COO/CFO/Business Manager,
payroll system but no later than April 1st
Hire initial CFO, business manager, ASAP upon school approval No later than July 1st
accountant -- i.e., individuals
charged with financial management
and reporting duties
Select and contract with Upon hiring of By June 1st of each year
independent auditor COO/CFO/Business Manager,
but no later than June 1st if
school has significant start-up
revenues and activities before
opening
FACILITIES AND FURNITURE, FIXTURES, AND EQUIPMENT
Some charter schools may operate in
authorizer facilities with authorizer
performing necessary
improvements. Other schools may
have to procure their own facilities.
If so, or if not, some or all of the
following steps are nevertheless
essential:
29
Establish clear responsibility for Ideally, this should be set If a school is going into an authorizer Strongly recommended
facilities project management, to forth in the approved charter facility, responsibility for coordinating that a school have a
include facilities acquisition, application, if a school is not efforts with authorizer should be project manager on
development, and financing. going into an authorizer determined immediately upon charter staff (perhaps in the
Options are to designate one or facility. If capacity is not in approval -- either on part of one or form of a Real Estate
more design team members or place upon school approval, it more members of design team or and Facilities Director)
contracting out for professional may be necessary to delay contracted project management or project management
services. opening for a year. professionals services be contracted
out to experienced,
proven professionals
If an appropriate facility has not Immediately upon school May 15th -- to have a facility secured, a
been identified when charter is approval plan to make improvements prior to
approved, accelerate facilities school opening, or to notify parents
identification search, establish clear and school stakeholders of delay in
responsibility for facilities opening
identification, and set deadline for
securing a facility (i.e., the trigger to
delay opening for a year)
Begin or continue to implement Immediately upon school Ongoing -- target date for Certificate of
facilities plan contained in school approval Occupancy (CoO) should be no less
application than 30 days before school is
scheduled to open
Perform due diligence on any Immediately upon school Up to receipt of CoO, no less than 30
potential facility or property, approval days before school opening
including inspections, analyses,
environmental, asbestos, lead paint,
contamination, etc. studies, and
obtain current appraisal
Determine total estimated cost of Immediately upon school Up to receipt of CoO, no less than 30
use, lease, purchase, improvements, approval (this is an offshoot of days before school opening
source(s) of funding for each, or establishing clear
financing mechanisms; this includes responsibility for facilities
developing project description and project management, per
plans, project budget, sources and above)
uses document, etc.)
Develop facilities improvement / Immediately upon school Up to receipt of CoO, no less than 30
code compliance timeframe, to approval (this is an offshoot of days before school opening
include targeted occupancy date establishing clear
responsibility for facilities
30
project management, per
above)
Secure facility through executed use Immediately upon school Up to receipt of CoO, no less than 30
agreement, lease agreement, lease approval (this is an offshoot of days before school opening
with purchase option agreement, establishing clear
purchase or sales agreement, or responsibility for facilities
other legally binding document with project management, per
multi-year disclaimer language. above)
Issue RFP's for all work that must be Immediately upon school Up to receipt of CoO, no less than 30
contracted out approval (this is an offshoot of days before school opening
establishing clear
responsibility for facilities
project management, per
above)
Obtain permits, execute contracts Immediately upon school Up to receipt of CoO, no less than 30
and begin construction approval (this is an offshoot of days before school opening
establishing clear
responsibility for facilities
project management, per
above)
Provide design team, Initial Board, Weekly, beginning as soon as Up to opening of school
and school leadership with weekly a purchase and/or lease
reports on building readiness status agreement for a facility is
with established overage executed
parameters.
Initiate work order changes on Ongoing once construction begins
timely basis
Draw up punch list Begin 90 days before Finalize 30 days before construction is
construction is to be completed
completed
Complete construction No less than 45 days before school is
scheduled to open
Complete all inspections--fire code, As soon as construction is No less than 35 days before school is
health & safety, ADA, etc. completed (should be scheduled to open
scheduled in advance by
31
project manager)
Obtain Certificate of Occupancy No less than 30 days before school is
scheduled to open
Initiate acquisition of furniture, 90 days or more before school Schedule delivery for no less than 15
fixtures, equipment, technology, and is scheduled to open days before school opens
other materials (see Procurement)
Procure and Manage 90 days or more before school Schedule delivery and installation for
Communications (Phone Lines and is scheduled to open no less than 15 days before school
Internet Wiring) Installation opens
Install computer hardware and other As soon as Certificate of Installation to be completed no less
non-permanent technology (See also Occupancy is received than 15 days before school opens
Procurement)
Move in furniture & arrange No less than 15 days before Complete move-in no later than one
classrooms, offices, library-media school is scheduled to open week before school is scheduled to
center, computer labs, multi- open
purpose and other space
Permit staff in building for As soon as Certificate of Ongoing until school opens
professional development and Occupancy is received; no less
training and to set up classrooms, than one month before school
offices, etc. is schedule to open
Complete hiring of custodial, Start hiring process upon Staff in place no less than 15 days
maintenance, and other facilities school approval before school is scheduled to open
staff per school design and
application
EDUCATIONAL PROGRAM DEVELOPMENT
Principal / Head of School assumes Immediately upon charter Ongoing -- until school opens, and
responsibility for finalizing approval, if feasible; thereafter
development and implementation of otherwise no later than June
educational program and preparing 1st
initial faculty and staff for the school
opening
32
Finalize plans and schedule for Immediately upon school No later than 30 days before school
parent / student orientations approval; preliminary plans opening date, so parents can receive
must be completed before adequate notice of any changes in
school registration begins schedule
Develop or revise roll out and Immediately upon school Educational plan, including any
implementation plan for all application necessary revisions, should be ready to
components of school design and go before pre-opening staff training
educational program as described in begins
school application
Based on baseline data or Immediately upon school Prior to pre-opening staff training (or,
assessment of actual students application -- Data for if school administers baseline
enrolled, make necessary students coming from other assessments in first weeks of school,
adjustments to school calendar, schools should be sought and whenever data is available and can be
teacher and student schedules, obtained by June 1st analyzed)
ancillary programs and supports,
ongoing faculty training, staffing,
etc.
Complete and finalize curriculum Ongoing -- based on No later than 10 days before pre-
curriculum contained in opening staff training begins
approved school application
Finalize teacher guides and other Immediately upon approval of No later than 10 days before pre-
supports school application opening staff training begins
Develop, organize, contract out, and Immediately upon approval of No later than 10 days before pre-
prepare to implement all school application, though no opening staff training begins
supplemental and extended day later than April 1st
activities for students and families
Based on initially hired faculty and Begin sometime between No later than 10 days before pre-
staff, review planned pre-opening June 1st - June 30th opening staff training begins
training schedule and sequence,
make any necessary revisions or
adjustments, and finalize
professional development schedule
before school opens and for school
year. Schedule outside trainers.
Pre-opening training begins and Three to four weeks before 10 days for one week before school
ends school opening date opens
33
Plan and establish timetable for July 1st Ready to go when school opens, with
implementing teacher leadership date fixed for identifying training
training during first year to begin candidates
developing and grooming leadership
from within
Organize and plan structure for July 1st To be presented at pre-opening staff
teacher meetings to regularly training
evaluate curriculum (by grade,
subject areas, or department),
assessment results and student
progress, and reaffirm or revise
frequency and amounts of time
initially scheduled / projected for
staff development and collaboration
Develop substitute teacher pool or July 1st To be presented at pre-opening staff
plan for class coverage when training
teachers are absent or otherwise off
campus
EXTRACURRICULAR PROGRAMS AND STUDENT ACTIVITIES
Identify and/or contract with Immediately upon approval of To be in place prior to pre-opening
partners, providers, or part-time school application and/or staff training
staff for provision of all after school hiring of principal
and student support activities,
ensuring there is plan to coordinate
such activities with regular
instructional program
Develop schedule for creating or Immediately upon approval of To be presented and discussed at pre-
establishing all extracurricular school application and/or opening staff training
programs and activities for students hiring of principal
contained in school application.
Develop process for determining July 1st To be presented and discussed at pre-
student interest in additional opening staff training, and in place
extracurricular programs and when school opens
activities and how such additional
programs and activities can be put
into place
34
FOOD SERVICE
Distribute forms to determine Immediately following First waves of forms should be
eligibility for USDA Free/Reduced admissions lottery and as part collected by May 31st; additional
Price Meals Program and to make of registration process forms by end of second week of school
final determinations about provision
of free or fee-based meals to non-
eligible students and to finalize
budget (and staffing) to operate
program
Identify and hire cooks, cafeteria April 1st Hiring completed before pre-opening
workers, or other related staff staff training
Submit all USDA forms (for each On date prescribed by authorizer to
student) to authorizer and/or other report enrollment data to establish
appropriate entities funding levels
Negotiate contract with authorizer, April 1st if in-house / on-site; Two weeks before school opening date
another food service provider, or put April 1st with external
into place kitchen management and provider; May 1st or as early
procurement system if doing in- thereafter as possible with
house food program authorizer
Determine first month menu (before During pre-opening staff To be announced at parent-staff
first parent/student orientation) training or two weeks prior to orientations before first day of school
school opening
SITE GOVERNANCE AND SHARED LEADERSHIP
Consistent with school application
and interests of school community,
establish one or more of the
following:
Parent Teacher Association Immediately upon opening of November 1st
school
Parent Advisory Council Immediately upon opening of November 1st
school
School Planning and Management June 1st Prior to pre-opening staff training
Team
School Leadership Team June 1st Prior to pre-opening staff training
35
Student and Staff Support Team June 1st Prior to pre-opening staff training
Faculty Senate / Faculty Advisory June 1st Prior to pre-opening staff training
Team
Student Government Association, Immediately upon opening of October 1st
Offices, and Election Procedures school
List others
HEALTH AND SAFETY
Acquire student medical and health With beginning of registration Ongoing until school is fully enrolled
forms, including most recent post-lottery
physical exam, TB tests,
immunization records from previous
schools and/or collect required
forms from parents
Check medical and health forms for With beginning of registration Ongoing until complete records are on
completeness and conduct follow-up post-lottery file for all enrolled students
if necessary
Hire or contract-out for appropriate April 1st (to identify potential August 1st
medical personnel (I.e., a school providers)
nurse, EMT's for athletic events), etc.
Develop health and medical records Upon hiring and/or In place before pre-opening staff
management system, procedures for contracting out for school training
authorizing administering of nurse or medical services
medication to students according to
statutory requirements, and storage
repository for student medications
Establish policy for addressing Immediately upon school In place when registration begins
noncompliance by parents or approval
guardians in ensuring school receives
all medical and health information
required by statute or regulation
Provide all staff with first aid training During pre-opening staff training
and ensure school has adequate first
aid supplies inventory
36
Develop school safety manual Immediately upon school Prior to pre-opening staff training
and/or health & safety policies and approval
emergency procedures handbook
Establish evacuation routes and August 1st Prior to pre-opening staff training
procedures and schedule fire drills
Provide staff, parents students with Working from contents of For staff - by pre-opening training; for
orientation on code of conduct, charter application, complete parents and students -- by
behavioral requirements, suspension code and all applicable parent/student orientations (and re-
and expulsion policies, and policies between school emphasis in first week of school)
prohibition of any and all weapons approval and pre-opening
on school property training
Install and operate exterior July - August for systems; In place one week before school opens
electronic and/or infra-red security advertise, recruit, contract for
system, hire or contract for staff or personnel beginning in
appropriate security personnel, and June
situate metal detectors at points of
egress if applicable.
Develop and formalize partnership Immediately upon school In place by students' first day of school
with local police force to ensure the approval and/or
regular presence on or near school determination of school
grounds by uniformed police officers location
LEGAL AND ORGANIZATIONAL
Incorporate or activate previously Immediately upon school
incorporated non-profit entity approval (if not already in
place at that time)
Affirm and/or add new members to Immediately upon school ongoing
Board of non-profit if this is a distinct approval
entity from school
If tax exempt status has not been Immediately upon school twice monthly with IRS until
received from IRS, follow up with IRS approval recognition is received
with notification of school approval
Have legal counsel review all
employee agreement forms, and
school policies.
37
PARENT AND COMMUNITY INVOLVEMENT
Collaborate with authorizer in Immediately upon school Ongoing until school opens and then
posting flyers, distributing approval using authorizer to publicize / inform
applications, posting job openings, community of school activities and
engaging in community outreach, events
holding marketing and other
community events, etc.
Through the PTA or SAC, identify Immediately upon school Ongoing into opening of school
individuals for service on school approval
governing board parent or other
advisory councils, etc.
Establish and elect any parent Provide information during In place by October 15th ideally, but no
specific entities registration and later than November 1st
student/parent orientations
Elect or select one or more parents, Provide information during Election / selection made and
staff or community members to registration and member(s) installed on Board by
serve on governing board, SAC or student/parent orientations; November 1st
other council(s) if indicated in notify parents of meetings /
school application or by statutory election dates during first two
requirement. weeks of school
PARTNERSHIPS
Continue attending district board Monthly or more frequently Ongoing until and after school opens
meetings
Introduce school leader to Immediately upon hiring or
authorizer liaison as soon as identification of principal
identified
Provide the authorizer liaison with Once monthly or more Ongoing until school opens
periodic updates on student frequently
recruiting and staff hiring
Institutionalize / actualize Immediately upon school Before pre-opening staff training, but
partnerships or relationships with approval on ongoing basis thereafter
school district, community based
organizations and/or other entities
that will work collaboratively with
school, share space, provide or offer
38
additional programming or supports,
etc.
PROCUREMENT
Contact League’s Member Business Immediately upon school
Services Department to learn about approval
discounted services and products
(through the Group Purchasing
Programs) and preferred vendors
Contact sales reps for discounts, and No later than April 1st to Deliveries received no later than two
publishers for payment plans as ensure delivery on time weeks before school opens
needed. Order and manage delivery
of textbooks, instructional materials,
training materials, software,
classroom supplies, library
collection, etc.
Order and manage delivery of July - August Deliveries received no later than one
teacher requested supplies week before school opens
Order & manage delivery of No later than April 1st to By no later than April 15th, ensure
classroom furniture, equipment and ensure delivery on time; this procurement and facilities project
technology (see facilities section). may be part of facilities management responsibilities are
project management clearly designated; delivery targeted
no less than five business days after
receipt of CoO (unless school has pre-
designated storage areas off site)
Order and manage delivery of any Same as above Same as above
labs specific Furniture, Fixtures, and
Equipment (FF&E)
Order & manage delivery of office Immediately upon school By no later than July 1st
and non-instructional FF&E approval for temporary office
space; by May 1st otherwise
Order & manage delivery of office Immediately upon charter Ongoing
and non-instructional program approval
supplies
39
Order and manage delivery and No later than April 1st to By no later than April 15th, ensure
proper installation (where ensure delivery on time; this procurement and facilities project
appropriate) of special or capitalized may be part of facilities management responsibilities are
assets, including kitchen equipment, project management clearly designated; delivery targeted
playground equipment, busses, vans, no less than five business days after
etc. receipt of CoO (unless school has pre-
designated storage areas off site)
Order and manage delivery of June 1st
computers and other technology for
classrooms and non-instructional
uses in accordance with technology
plan
Negotiate and execute contracts Immediately upon school Prior to pre-opening staff training
with service providers -- ensuring approval
services and outcomes are clearly
stated (and no gaps exist between
initial expectations of service
provision by partners or external
entities and exact terms of contract)
STAFF HIRING, DEVELOPMENT AND TRAINING
Depending on timing of approval, Immediately upon school Dates will vary by position, no later
target hiring and having entire approval than March 1st for principal and no
school leadership team in place by later than April 15th for Business
no later than four months before Manager
school is to open; preferably, the
principal will be on board a year in
advance to fully drive school
implementation
List school leadership position
List school leadership position
List school leadership position
List school leadership position
40
Establish policies for screening,
interview training, interviewing,
personal information control,
notification, etc.
Finalize applicant information kit and Immediately upon school Until school opens, at which time
place on school web site approval information should be posted for next
year
Finalize all employee forms, Immediately upon school No later than March 1st
agreements and policies, and approval
prepare employee package
Extend formal offers to and hire all Immediately upon school Ongoing
faculty and staff to which tentative approval
offers were made prior to school
approval
Launch all faculty and staff recruiting Immediately upon school Assess progress on May 1st; change
activities described in application approval, if not already strategy if need be
underway
Establish target date for hiring all Immediately upon school Prior to pre-opening staff training
faculty and staff described in approval
application and contained in staffing
plan
Hold new employee orientation,
train in staff handbook content and
policies, and have new employees
sign-off for receipt of information
prior to beginning work.
Based on needs of initially enrolled Immediately upon opening of By October 1st
student population, assess additional school
faculty/staff needs and develop
strategy for hiring and supporting
financially, including making
adjustments to other portions of
school budget
Complete background checks for all Immediately upon hiring Prior to extended contact with
employees in compliance with state students
statute to include fingerprinting.
41
SPECIAL EDUCATION
Survey parents during registration Forms / survey developed Forms / surveys ready for use during
about known or suspected special immediately upon school student registration
education needs approval
Review closely all registration forms Beginning with registration Ongoing during enrollment process
and materials to verify students with and receipt of records from previous
IEPs and determine if records school
suggest possible need for SPED
Obtain cumulative files & suspension Beginning with registration Ongoing -- see authorizer guidelines
reports for all students from
previous schools
Determine additional students who Beginning with registration Ongoing -- into first semester if not
may need assessment or first year of school
reassessment
Obtain parent approvals for Immediately as deemed
assessments or reassessments necessary
Establish multidisciplinary team Immediately upon school Final determination of staff needs or
consisting of a, for example, social approval services provided by authorizer for
worker, school psychologist, speech SPED students determined by May 1st
& language therapist, clinical
psychologist, if SPED services not
fully provided by authorizer.
Conduct assessments and Starting with opening of Ongoing
reassessments school
Obtain mental health records from Immediately as deemed
appropriate officials or entities if necessary
applicable
Develop and finalize ILPs, if Begin in first week of school ILP's and additional IEP's finalized by
applicable, and IEPs no later than October 1st
Determine SPED service During student registration Ongoing -- until school opens and all
requirements and appropriate students are fully assessed and full
service delivery needs records are on file
Hire full-time staff, contract out with Immediately upon school Personnel / contracts in place before
outside provider(s), and/or enter approval pre-opening staff training
into agreement with authorizer for
appropriate SPED service delivery
42
Determine transportation needs of Develop forms or information Ongoing -- beginning with student
SPED students (during registration) materials immediately upon registration after lottery is held
school approval
Arrange with school district and/or Immediately upon school Plans in place no later than beginning
CDOT to sell reduced price bus and approval of registration - preferably before,
subway tokens at school site and/or during admissions process
negotiate contract with
transportation provider
Compile master list of statutory, Immediately upon approval Ongoing -- in place by pre-opening
regulatory, contractual, authorizer, and execution of school staff training and by opening of school
and other requirements and contract
timeframes / deadlines
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