Request to Office Furniture Purchase Letter

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					New Charter School Master Checklist Timeline: Management                                                                                                                                                                                                                                                 NYCCSC - Start Right Program
                                                                                                                                                                                                                                                                                                           Christine Burke Consulting



#           Area of Focus                      January                                       February                                      March                                   April                                         May                                         June



                            Jan X: Board Meeting                           Feb X: Board meeting                                                                April X: Board Meeting                       May X: Board Meeting
                            Jan X: Finance Committee Meeting               Feb X: Finance Committee Meeting             March X: Board Meeting                 April X: Finance Committee Meeting           May X: Finance Committee Meeting             June X: Board Meeting
Important Dates             Jan X: Family Information Night                Feb X: Family Information Night              March X: Finance Committee Meeting     April X: Lottery                             May X: Accpeted Students Event               June X: Finance Committee Meeting
                                                                           File IRS form SS-4 to apply for a Federal                                                                                        Submit W-9 Vendor Registration form to
                                                                           Employer Identification Number (EIN)                                                                                             the DOE Office of New Schools (May 15)
        LEGAL
      Government                                                           Apply for State Unemployment Number          Establish escow account (if req'd by                                                After receive Tax Exempt Status:
      Insurance             Procure Directors and Officers (D&O)                                                        authorizer)                                                                         . File with NY State Charities Bureau        Obtain School Insurance (Umberlla,
      Tax                   Insurance coverage - Required before first     File IRS Form 1023 to obtain tax exempt,                                                                                         . Apply for New York State Exemption         Property and Liability, Student Accident,
    1 Authorizer            Board meeting and/or recruiting.               501(c)(3) status                             Obtain BEDS number from OCS                                                         Certificate                                  other) - For July 1 start
                                                                                                                                                               . Decision on accountant/ outsourced
        FINANCE             Establish bank account                                                                                                             financial services (what and to whom)
                                                                                                                                                               Contract with payroll vendor (if PEO, is
      Accounting/ Audit
                            Review/Revise current year budget (5 year                                                                                          payroll and benefits provider)
      Payroll
                            as required)                                                                                                                       . Choose accounting software                 Create Fiscal Policies and Procedures (May
      Systems                                                                                                                                                  . Finalize Chart of Accounts                 15)
      Policies              Confirm monthly Finance Committee                                                                                                  . Set up Purchasing Cycle and associated                                                  Board sign off on next fiscal year's Budget
      Reporting             Reports and Board Finance Reports              Create grant invoicing templates/                                                   paperwork                                    Board Approval of Fiscal Policies and
    2 Grant Management      (content, format)                              document process. Start monthly invoicing.                                                                                       Procedures                                   Submit first DOE Invoice
                                                                                                                                                                                                            Create Employee Handbook
                            Draft compensation structure (salaries,
                            benefits, vacation). Based on budget.                                                                                                                                          Create model employee file, new hire
                                                                           Hire instructional leader.                                                                                                      checklist, resignation/termination checklist Establish process for securing substitute
                            Develop job descriptions for all positions                                                                                         Decide on employee benefits and insurance                                                teachers
                                                                                                                                                               policy profiles                             Prepare new staff on-boarding documents
                                                                           Sign up for access to NY State Education
                            Finalize business staff recruitment strategy                                                                                                                                   and checklist                                Develop system for recording employee
        HUMAN RESOURCES                                                    Department TEACH system (2-3 people)
                            and timeline. Post senior business job                                                                                             Finalize standard hire letter and contract.                                              attendence
      Recruiting/           opening                                                                                                                            Review with legal counsel.                  Agree new employee on-boarding process
      Onboarding                                                           Post teacher job openings                                                                                                       with Admin team (e.g. welcome calls,         Develop time off forms and payroll
      Benefits              Finalize instructional staff recruitment                                                                                           Finalize standard consultant contract.      paperwork, school admin prep - keys,         reporting system
    3 Policies              strategy and timeline                          Post other business job openings                                                    Review with legal counsel.                  codes, email, etc)
        OPERATIONS -
        Student Services

                                                                                                                                                                                                            Request student files from prior schools     Conduct Student Registration/Enrollment
                                                                                                                                                                                                                                                         Meetings (April - June)
                                                                                                                                                                                                            Conduct Student Registration/Enrollment
                                                                                                                                                                                                            Meetings (April - June)                      Enroll/'List Notice In' students in ATS (June
                                                                                                                                                               Hold Lottery (Post April 1)                                                               15)
                            Finalize student application                   Devise ELL and Special Education                                                                                                Enroll/'List Notice In' students in ATS (by   Send 'List Notice Request's to feeder
                                                                           enrollment Campaign                                                                 Create Model Student File (with checklist), June 15)                                      schools (June 15)
                            Translate student application into necessary                                                                                       Admissions/Enrollment Checklist, Discharge
                            languages                                    Design general student enrollment                                                     Checklist (April 15)                        Send 'List Notice Request's to feeder         Obtain enrolled student records from
           Admissions/                                                   campaign                                                                                                                          schools (by June 15)                          feeder schools (June 30)
           Lottery/         Advertise Admissions; Publicise Lottery                                                                                            Conduct Student Registration/Enrollment
    4      Enrollment       date; Conduct Family Information Nights      Conduct Family Information Nights              Create Lottery process document        Meetings (April - June)                     ATS training for all relevant staff           ATS training for new staff, as needed




                                                                                                                                                                                                                                                                                    1aa0c31f-3281-4497-92f5-70a483b1e431.xls,
7/15/2011                                                                                                                                                      1                                                                                                                                                Management
New Charter School Master Checklist Timeline: Management                                                                                                                                                                                                                          NYCCSC - Start Right Program
                                                                                                                                                                                                                                                                                    Christine Burke Consulting



#            Area of Focus            January                               February                                      March                                       April                              May                                          June

                                                                                                                                                                                                                                  Identify enrolled students who have IEPs

                                                                                                                                                                                                                                  Establish contact with DOE Regional
                                                                                                                                                                                                                                  Counsel on Special Education
                                                           Estimate special education population, to
    5        Special Education                             inform hiring                                                                                                              Identify enrolled students who have IEPs    Obain SPED student records and IEP copies


                                                                                                                                                                                                                                  Document how attendance will be
                                                                                                                                                                                                                                  captured, reviewed, and reported.
                                                           Document Attendance Policy for Parent                                                                                                                                  Document absent/lateness triggers and
    6        Attendance                                    Handbook                                                                                                                                                               resulting processes and procedures.
         OPERATIONS - School
         Services




                                                                                                                                                                                                                                  Complete Transportation Request Form
                                                                                                                                                                                                                                  from Office of Pupil Transportation (OPT) -
    7        Transportation                                                                                                                                                                                                       Date set by OPT

                                                                                                                                                                                                                                  Look up Free/Reduced Population in ATS
                                                                                                                                                                                                                                  (validate Title I estimates, update budget)

                                                                                                                                                                                                                                  Receive School Food Service Request Letter
    8        Food                                                                                                                                                                                                                 (by June 30)
                                                                                                                                                                                                                                  Review guidelines for Nursing Services and
                                                                                                                                                                                                                                  confirm provision of services.

                                                                                                                                                                                                                                  Track receipt of Medical Forms (esp
    9        Health                                                                                                                                                                                                               Immunization)

                                                                                                                                                                                                                                  Send (draft) Project SAVE plan to SED. (due
    10       Safety                                                                                                                                                                                                               July 1)


    11       Uniforms                                                                                  Agree uniform colors, designs (school, PE)   Send RFP to 2-3 uniform vendors   Select uniform vendor                       Send uniform vendor order

                                                                                                                                                                                                                                  Agree locker logistics (e.g. need to supply
    12       Lockers                                                                                                                                                                  Agree if/which students will have lockers   locks?)




         OPERATIONS -
         Admin, Equipment,
         Purchasing




                                                                                                                                                                                                                                                             1aa0c31f-3281-4497-92f5-70a483b1e431.xls,
7/15/2011                                                                                                                                           2                                                                                                                                    Management
New Charter School Master Checklist Timeline: Management                                                                                                                                                                                                                              NYCCSC - Start Right Program
                                                                                                                                                                                                                                                                                        Christine Burke Consulting



#            Area of Focus            January                                February                                March                                      April                                         May                                         June
                                                                                                  Establish vendor accounts for office
                                                                                                  supplies

                                                                                                  Set up postal and shipping systems and
    13       Administration                                                                       accounts (UPS, FedEx)
                                                                                                                                             Research multi-function photocopier                                                      Contract with (lease/buy) multi-function
    14       Equipment                                                                                                                       vendors/ Document needs                                                                  copier(s)
                                                                                                                                                                                                                                      Purchase classroom and office furniture (est
                                                                                                                                                                                                                                      8 weeks prior to move in/ so will arrive just
                                                                                                                                                                                                                                      as move in)
                                                                                                                                                                                          Review budget for classroom/shared space
                                                                                                                                                                                          (classroom supplies, textbooks, curriculum Purchase textbooks and classroom/
                                                                                                                                                                                          materials, etc) with Principal.            curriculum materials

                                                                                                                                                                                          Review budget for office and saff/faculty   Purchase staff/faculty room furniture and
    15       Purchasing                                                                                                                                                                   room with Head of School and Principal.     equipment/appliances.

         OPERATIONS -                                                                                                                                                                                                                 Send (draft) Project SAVE plan to SED. (due
         Facility, Technology                                                                                                                                                                                                         July 1)
                                                                                                                                             Develop 1-3 year technology plan (based on Select technology vendor/consultant
                                                                                                                                             budget).
                                                                                                                                                                                         Identify technology purchasing               Purchase technology equipment and
                                                                                                                                             Send Technology infrastructure RFP to 3     requirements (hardware, software)            services (phone, internet). (June 15)
                                                                                                  Set up school email and on-line calendaing technology vendors.
                                                                                                  system. Agree naming protocols. Add email                                              Identify technology related building         If in DOE space, conduct site survey with
    16       Technology                                    Set up free conference call facility   addresses as staff join (maintain list).   Ensure back up of critical files.           requirements (wiring, WANs)                  DOE Technology staff (DIIT).
                                                                                                                                             Confirm allocated space (classroom, office,
             Building -                                                                                                                      storage, faculty room, shared space -
             Shared DOE                                                                                                                      audutorium, cafeteria, gym, stairwells,     Inspect space. Determine renovation          Assign rooms/offices. Create room name
    17       Space                                                                                                                           accses points)                              schedule and budget. Schedule repairs.       plates.


                                                                                                                                             Confirm space (classroom, office, storage,   Inspect space. Determine renovation         Assign rooms/offices. Create room name
                                                                                                                                             faculty room, audutorium, cafeteria, gym,    schedule and budget. Schedule repairs.      plates.
                                                                                                                                             stairwells, accses points, outside)
             Building -                                                                                                                                                                   Review Security and Custodial proposals.    Confirm Security and Custodian schedules,
    18       Private Space                                                                                                                   Send RFP for security and custodial work     Select vendors.                             equipment needs, etc.




                                                                                                                                                                                                                                                                 1aa0c31f-3281-4497-92f5-70a483b1e431.xls,
7/15/2011                                                                                                                                   3                                                                                                                                                Management

				
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Description: Request to Office Furniture Purchase Letter document sample