Office of Charter Schools Weekly Newsletter for June 1, 2018

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Office of Charter Schools

6303 Mail Service Center, Raleigh, NC 27699-6303  •  919.807.3491


Upcoming Events

June 1, 2018

ESL / Title III - English Learner Updates

June 5, 2018

EC Directors' Webinar - 10:00 - 11:00 am


June 12-13, 2018

New Charter School Leaders Institute

Action Items Due


June 15, 2018

McKinney-Vento Data Submission

Home Base Opt-In


June 15, 2018

Grants Recipients Receive Second Disbursement


June 30, 2018

Recipients Submit Required Report to NCDPI


Future Action Items


June 22, 2018

Final Opportunity - WS-FTP Historical Download


June 28, 2018

New Charter School Applications Available


July 15 - 17, 2018

NC Association for Public Charter Schools Conference


July  19 - 20, 2018

FBS Conference at Sheraton Imperial Hotel and Convention Center

4700 Emperor Blvd.  Durham, NC 27703


July 20, 2018

New Applicant Training in Durham, NC


July 26, 2018

New Applicant Training in Mooresville, NC

OCS Regional Huddle (West) - Pine Lake Prep


July 27, 2018

Renewals due for 2020 (See attached list of schools)


August 7, 2018

EC Directors' Webinar - 10:00 - 11:00 am


August 7 - 9, 2018

EL Support Summer Conference: Growing Success for English Learners


October 2, 2018

EC Directors' Webinar - 10:00 - 11:00 am


November 14 - 16, 2018

EC Conference


December 4, 2018

EC Directors' Webinar - 10:00 - 11:00 am



NCDPI Office of Charter Schools (OCS) Updates

2017 - 2018 Special Year End Processing – Required State Compliance Reporting –

Month 9, Principal Monthly Report (PMR)

All LEAs and charter schools are required to successfully submit the month 9 PMR report by COB on Monday, June 25, 2018.


The final Principal Monthly Report for the school year 2017-18, month 9 PMR, executes a special processing routine that re-evaluates all enrollment, membership, and attendance data posted to date.   This increases the accuracy of the final PMR and has the potential to trigger PMR fatal error messages that were not previously triggered.


The month 9 PMR must be run several times to achieve a successful submission.

LEAs and charters are encouraged to provide adequate time to work with the Home Base Support Center to correct any issues.


The successful submission of the month 9 PMR report is only achieved when all fatal exceptions and student violations are resolved prior to the month end collection date.


The timely submission of the month 9 PMR report will avoid delaying the PowerSchool End-of-Year process. A delay in the PowerSchool End-of-Year process can have state-wide implications on the availability of the 2018-19 PowerSchool.


If you need assistance with making corrections, open a help desk ticket using the Web Portal at  (login with your NCID), enter PMR EOY Request in the subject area, or call 919-807-4357.  This will ensure your issue is recorded and responded to in a timely manner.


The following resource links are provided to assist with resolving PMR error messages:



  •  Calendar setup, invalid school enrollment dates on the student’s Transfer Info Screen or invalid class enrollment dates on the All Enrollment Screen Calendar:


Question concerning the month 9 PMR special processing should be addressed to LaShon Creech,

School Business Division, or 919-807-3727.



Electronic Manage File Transfer Service (eMFTS)


**All Charter Schools were sent correspondence on September 21, 2017 on the new Electronic Manage File Transfer Service (eMFTS) process and the WinSCP application. As a refresher, the eMFTS process will enhance the way Charter Schools view and download their UERS/MFR files.

The reports will now be viewed via WinSCP which is an application that allows file transfers between PCs.  WinSCP can also be used to transport other files as needed. Attached instructions on how to download the WinSCP application were included in the correspondence. The recommended date to complete the download was September 26, 2017. 



NCDPI is requesting all Finance Officers download and save any historical reports that they would like to keep for their records from WS-FTP before all access to the network folders is removed. The network folders can be found on J:\SCHFTP\ XXX. (XXX represents the Charter School Number) The network folders will no longer be available after June 30, 2018.



In order for this to be a successful transition, we need your support.  Please retrieve the reports by Tuesday, June 26, 2018 so that we can begin implementing this new process.  If you have questions please contact Systems Accounting at**



Charter School’s Closing Procedures for Fiscal Year 2017-2018


To ensure all necessary personnel within the charter schools receive the closing dates and procedures, an attachment will be sent to you from the financial business office for with charter school’s closing procedures for fiscal year 2017-2018.


If you have questions about the closing procedures, please contact Roxane Bernard at 919.807.3725 or



Charter Schools Only


Charter School ADM (Average Daily Membership) Projection System:

Phase II Final Verification - Initial ADM – Due June 1 – 15, 2018


The Charter School Average Daily Membership Projection System (CSADM) is an online system designed to assist each Charter School Administrator and Board Chair with improving the accuracy of key components in the budgeting process.


CSADM Phase II, Final Verification – Initial ADM will accept submissions beginning June 1, 2018 – June 15, 2018 only.


The Phase II data will be used for the first installment of the annual allotment and will be the maximum actual ADM that the school may be funded on for SY 2018-19.


Phase II Final Verification - Initial ADM submissions are required for:

  • current charter schools with 2017-18 school attendance, 
  • new charter schools approved by the State Board of Education to open July 1, 2018 and
  • new University of North Carolina (UNC) Laboratory schools scheduled to open July 1, 2018.


Charters are encouraged to review the Preliminary Phase II Review and Preparation Guidelines document .


The document serves as a guide to assist charters with determining if the ADM they plan to enter in Phase II may also require entering a student breakdown.

Previewing this document will minimize the time needed to complete the Phase II submission (June 1 – June 15, 2018).


Information about the CSADM Phases and how to subscribe is available at:  The Financial and Business Services, Charter Schools Financial Operations, CSADM  .

The CSADM is accessible at .


Question concerning CSADM should be addressed to Angela Harrison, School Business Division, or 919-807-3734.


Renewals 2020

The following schools are due for renewal in 2020.  Please submit renewal requests on your school’s letterhead to Shaunda Cooper by email attachment to, no later than July 27,2018.


34D        Carter G Woodson School

64A        Rocky Mount Preparatory

32D        Kestrel Heights School

92M       PreEminent Charter

65B         Wilmington Prep Academy

36C         Mountain Island Charter School

81B         Lake Lure Classical

91B         Henderson Collegiate

32R         Excelsior Classical Academy

32S         KIPP Durham College Prep

35B         Youngsville Academy

41K         Piedmont Classical High School

44A        Shining Rock Classical Academy: CFA

61M       Charlotte Lab School

61N        Queen City STEM School

61P         VERITAS Community School, CFA

70A        Northeast Academy of Aero Tech

74C         Winterville Charter Academy

93J          PAVE Southeast Raleigh Charter School

74B         Ignite Innovation Academy


Shaunda Cooper

Office of Charter Schools

Statewide School Renewals &

Professional Development



 OCS Charter Applicant Training Registration (FBS)

July 20th

July 26th



OCS Regional Huddle - West Registration

Charter School administrators and curriculum instructional specialists interested in attending the Regional Huddle at Pine Lake Preparatory should register here.


Charter School Transportation Grant Link  -  Required form due June 30, 2018


Please click on this link and complete for the Spring Transportation Grant.



Important Information --

See Attachment : Integration of Academic and Behavior Systems


2018 IABS Changes Memo



EL Support Summer Conference: Growing Success for English Learners -   (Link listed below.)



ESL/Title III - English Learner Updates - June 1, 2018 

Follow link below for actions, resources, and professional development opportunities for administrators, content area teachers, and ESL staff that support English learners. 

Don't Miss This

NC Department of Public Instruction (NCDPI) Updates


 Application for 2018 Summer Tuition Reimbursement


Please see the attached Memo and Application regarding 2018 Tuition Reimbursement. Applications for summer allocation awards must be received by August 18, 2018.  If you have any questions, contact Carol Moffitt, 919-807-3997 or






2017-18 Data Submission for Table 2 - Federal Personnel Collection

Please see the attached Memorandum regarding data submission for Table 2.



Other News

 NC Homeless Education Program (NCHEP) Updates


McKinney-Vento data submission is due June 15, 2018. 

Data collection training materials have been updated and are now posted on the NCHEP data collection web page.




  • Review “Requested LEA Actions” found on data collection page.
  • Preschool and out-of-school siblings of identified students should be captured in your data collection as soon as possible to avoid conflict with any pre-enrollments for the coming school year.
  • Siblings with multiple program school identifications (McKinney-Vento, CECAS, migrant) can be captured in all relevant programs. Consult data collection FAQs (Multiple Program Identification (CECAS or Migrant) or contact your program specialist with questions.
  • If your LEA’s last school day occurs after June 15th, and you have not already notified your program specialist, please provide written notification as soon as possible. Please include:
  • Name of Homeless Liaison with phone number and email address
  • LEA, charter school or lab school name with LEA code
  • Date of your last school day within the current academic school year
  • Data submissions are currently blocked until May 1, 2018.


Program specialist contact information: 

Email Paullett Wall or phone (336) 315-7407  (Regions 1, 2, 3, 4) 

Email Patricia Lentz or phone (336) 315-7402 (Regions 5, 6, 7, 8)



LEA Website Posting – Updated Information



As mentioned in the Fall Regional Compliance Forums, all LEAs are required under ESSA to have McKinney-Vento information posted to your website.  

Regular LEAs can visit the NCHEP website to find the McKinney-Vento website information details

Charter schools should note that due to smaller student populations, there is no requirement to post specific data counts to your website.  

Instead, charter schools should post a link to the NCHEP Profile web page ( 

In addition to this link, please provide the following:


  • Homeless liaison name (first & last)
  • Homeless liaison contact information (phone and email)
  • State Coordinator’s name and phone number:  Lisa Phillips – 337-315-7491
  • NCHEP website  (
  • Definition of “homeless” from McKinney-Vento Act


Mark your calendar

NCDPI Newsletters


Superintendents' Weekly Message: May 29


NCDPI Global Education- May 29, 2018



 Charter School Links


North Carolina Homeless Education Program