Office of Charter Schools Weeky Newsletter - June 22, 2018

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Office of Charter Schools

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


Upcoming Events

July 19 - 20, 2018




July 26, 2018



Action Items Due


June 25, 2018

Month 9 PMR (Principal Monthly Report)


June 30, 2018

Spring Transportation Grant Recipients Submit Required Report to NCDPI



Future Action Items

June 28, 2018

New Charter School Application Available


July 15 - 17, 2018

NC Association for Public Charter Schools Conference

July 20, 2018

New Applicant Training in Durham, NC

July 26, 2018

New Applicant Training in Mooresville, NC


July 27, 2018

Renewals due for 2020 (See attached list of schools)


August 7, 2018

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


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




 From the Desk of...........


I trust that everyone has finished another successful year and is now planning for the 2018/2019 academic year. It has been busy here at OCS also as we prepare for thirteen (13) new charter schools to join our community in August bringing the total of charter schools in NC to one hundred and eighty three (183).


The application for new charter schools opens June 28th and closes September 28th. The General Assembly has passed several laws that affect charter schools that we will be communicating in the next several weeks.


We have added several new Consultants in our office that I know you will enjoy working with. Here is a link to the OCS directory.



Thank you for all you do to serve the 100,000 students across the state. I hope you take advantage of some quality family time over the summer and do not hesitate to call our office if we can assist you in any way.


Dave Machado

Director of Office of Charter Schools

6303 Mail Service Center

Raleigh, NC 27699-6303

(P) 919-807-3490

(F) 919-807-3496



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



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.


PowerSchool EOY Reminders

Calendar Setup for 2018-2019 - NEW FOR 2018

ECATS will be extracting calendar information from all schools prior to EOY.  All fields on the Calendar Setup page for all schools must be populated with accurate information from your 2018-2019 school calendar.


IMPORTANT: It is necessary for all schools to complete their calendar setup prior to June 29, 2018.  However, do NOT set up your school calendar until after you have committed or copied over your master schedule.


Update Your EOY Contact Information

If you have not updated your LEA or charter school information in the EOY Contacts page, please do so now.  Amendments to the EOY Contacts page in PowerSchool have been made to further improve the collection of this information. The following fields and the associated text were either added/removed or enhanced.


1. Removed: Who is running?

2. Added: Calendar widget for date selection

3. Enhancement: Requiring special format for Phone Number field.

4. Enhancement: Enabling the acceptance of an apostrophe in the page which in the past prevented the page from loading.

The EOY Contacts Page QRD has been updated to include these and other important updates for logging in.  Please reference this document as you update your EOY contacts.


Begin Validating Your Data

Schools may begin performing their school enrollment (Start > System Reports > System > School Enrollment Audit) and section enrollment (Start> Reports > Run Reports > Section Enrollment Audit) for accuracy. Links to section and school enrollment documentation on PowerSource are below.  If you are unable to access PowerSource, please click on the pdf documents.

End of Year Guide and Webinar Updates

Please begin reviewing the EOY information available on the NC SIS website’s EOY page.  Recently updated documents include the EOY GuideEOY Webinar, EOY Presentation and EOY Q & A logs.  Visit this page frequently for updates.



Processing of e-transcripts by CFNC and PowerSchool has resumed as of Wednesday,  June 13.  It is critical that all final marks are stored and all graduates have their diploma issued date populated on the student academics screen within PowerSchool.  

As a reminder, e-Transcripts can be requested in advance by students.  CFNC automatically processes these requests when two conditions are met:

  1. Ten days has passed since the end of the student’s term.
  2. The student has a diploma issued date populated within PowerSchool.

Incomplete transcripts are the result of final marks not being stored before the ten days has elapsed AND students having their diploma issued date populated within PowerSchool.  In order to avoid this, schools must store grades within the ten day period to allow for proper processing.  Students’ whose diploma issued date is not populated are also unable to receive transcripts.  Requests where no diploma issued date is found are automatically re-queued to run three days later.  Three attempts are automatically made (over nine days) before the request fails and notifies the student.


Charter High School End Of Year Survey 

Buses and Buses

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


Per Session Law 2017-57, the required report outlined in the grant application must be submitted by June 30, 2018


NC Department of Public Instruction (NCDPI) Updates

School Financial Reporting



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



MEMO: Completing the Digital Learning Progress Rubric by August 15

Please see the memo linked below from Dr. Maria Pitre-Martin regarding the requirement to complete the N.C. Digital Learning Progress Rubric by August 15.


MEMO: Completing the Digital Learning Progress Rubric by August 15


 All NCDPI staff: Scholarship opportunities for this summer

The K-12 Program Areas-ESL/Title III, within the K-12 Standards, Curriculum and Instruction Division is excited to offer the following scholarship opportunity to all NCDPI staff, as a way to help you grow professionally and have a better understanding of how to serve the English learner (EL) population, as you support educators in our state.


  • July 16, 2018 -Workshop: Boosting Achievement: Reaching Students with Interrupted or Minimal Education
  • August 7-9, 2018 -Growing Success for English Learners Summer Conference


The scholarship covers registration and travel (per State guidelines).


Please visit this link or contact Ms. Xatli Stox ( for more information about scholarship opportunities for NCDPI staff this summer!


EL Support Conference



Making sure you are aware of Section 11 in this bill H977.





Thank You

Other News

Thank You for Opting into Home Base!

“The DTL Home Base team would like to thank all 115 LEAs and many, many charters who opted into Home Base!  We look forward to another spectacular year of serving you with our Home Base tools.

Remember to stay connected with us by visiting our Home Base website and joining us on twitter @NCHomeBase. Also, stay informed by signing up to receive our monthly Home Base Bulletins that will resume during the month of August.”


Again, thank you for your help in spreading the word!