School: _____________________________________________________ Completed by: _______________________________________________ ITEM DELIVERABLE COMMENTS COMPLETED (date and initialed) Governance and Management The education corporation Board of Trustees (“Board”) has been established. Copy of the Board meeting minutes identifying members of the operational Board AND List of current members of the education corporation’s Board and officers including contact information By-laws have been ratified. Copy of ratified by-laws OR Board resolution approving by-laws on file (no amendments) Management contract, if applicable, has been fully executed. Copy of management contract signed by representatives of management entity and Board A permanent head of the school has been named. Written notice that the head of the school has been within five (5) days of the hire date Staffing
ITEM DELIVERABLE COMMENTS COMPLETED (date and initialed) A preliminary count of students with disabilities is available, AND The school is ready to serve such students. A roster of students with disabilities and any information related to their settings and any related services that are known at the time of the Prior Action Visit AND Written documentation that the school has contacted the district CSE seeking records of each incoming student known to have a disability AND Written assurance that the school is able to serve the students or has or will contact the CSE within 10 days to have services provided to such students Students and Parents The school has developed required policies relating to: Discipline (including students with disabilities); Complaints/grievances; FOIL; and Open Meetings Law; and has made appropriate policies available to students and families in the Student and Family Handbook or similar publication. Copy of Student and Family Handbook (or similar publication) containing the specified policies AND/OR stand-alone policies including: FERPA: • Copy of FERPA procedures for locked storage/handling of student files in school or password protected student files if electronic); • Log on each file (or electronic access tracking); • List of persons with access;
OR Written assurance from the school that the records have been requested. Student health and immunization records have been separated from academic records and are in locked storage in the office of the school nurse. (If the nurse works for an entity separate from the school, the school must maintain its own copies of records). Copies of incoming student health records or written assurance from the school that it has requested them AND Records made available to the school nurse and in locked storage (and, if applicable, copies retained by school). Electronic records are password protected with limited access. Student health policies are in place AND Policies have been distributed to parents. Copies of school health policies including those for medication administration AND Written assurance that they have been distributed to parents Operations The school has made arrangements to be staffed with a school nurse. AND School has procedures for the administration of prescription and medications to students, and for provision of required health services. Written documentation of the school’s relationship with a registered nurse and/or physician AND Copies of procedures for medication administration and for the provision of required health services Each student has been properly immunized or exempted. Written assurance that each student has proper immunization records on file AND
Facilities and Fixtures Available space (including classrooms, restrooms, and special purpose space) meets the requirements of the program and the number of students enrolled. Inspection at time of Prior Action Visit Space is accessible to all students (including students with disabilities), clean and well lit. If building is not required to be handicap accessible, procedures for reasonable accommodation of such persons are in place. Inspection at time of Prior Action Visit AND Procedures for reasonable accommodation of persons with disabilities, if applicable A certificate of occupancy (or equivalent) is on file, as well as any appropriate certificates of inspection or permits. Copy of certificate of occupancy and other appropriate certificates of inspection or permits, but only if the school is located in a private space Certificates of insurance are on file, meeting at least the minimum levels required by the NY Charter Schools Act and including a provision to provide notice to the Institute of any material change, non-renewal, or termination of the policy. Copy of certificate of insurance OR Insurance policy or binder. Space is safe and secure; entrance and egress from the school’s space is adequately controlled. Inspection at time of Prior Action Visit Sign for the school is evident. Inspection at time of Prior Action Visit
If the space is being leased from a religious entity, the space must be free from all religious symbols, signs, or representations. Inspection at time of Prior Action Visit Copies of school fire safety/evacuation plans/maps are posted in each classroom and rooms where students may be present. Inspection at time of Prior Action Visit Fire extinguishers have been recently inspected, and fire exits are free of obstructions. Inspection at time of Action Visit School has adequate food/beverage storage, heaters, and coolers in the kitchen/cafeteria area. Inspection at time of Prior Action Visit Finance There is evidence of an accounting system with internal controls and fiscal policies. Copy of the school’s fiscal policies and procedures and is available on site AND Evidence of employment of or contract with an accountant, bookkeeper or other person or entity to handle such duties A payroll system has been established and, if offered, properly allows employees to consent to 12 month payroll. Contract with payroll company or evidence of employment of or contract with persons to handle payroll AND Copy of deduction policy Compliance
The school has assigned a staff person to oversee, and serve as the primary contact regarding, compliance. Name of individual and contact information The school has developed required policies related to Mandated Reporter Child Abuse policies. Evidence the school has provided written materials explaining the requirements AND Evidence the school has conducted or will conduct annual training The Initial Statement Process is complete Report by independent auditor that systems are established and working for the school to take in revenue and expand on programs