Office of Charter Schools Weekly Newsletter for September 21, 2018

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Office of Charter Schools

6307 Mail Service Center, Raleigh, NC 27699-6307  •  919.807.3491


Upcoming Events

October 2, 2018

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

October 3 - 4, 2018

State Board of Education Meeting


October 8, 2018

Charter Schools Advisory Board Meeting


October 18 - 19, 2018

Charter School Leadership Institute


Action Items


November 1, 2018

Immunization and Health Assessment Compliance

Future Action Items

November 14 - 16, 2018

EC Conference


November 15, 2018

NC EVAAS Exploration Summit

December 4, 2018

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

January 28 -31, 2019

NCCAT Charter Conference


NCDPI Office of Charter Schools (OCS) Updates


Charter School Operations Survey: Hurricane Florence

Please complete this survey to help NCDPI gather appropriate information on how Hurricane Florence has impacted the operations of our NC Charter Schools.   The deadline to submit this survey is Friday, September 28, 2018.   If you have any questions please don't hesitate to contact the OCS.





To All Charter School Directors, Staff and Families:


The Office of Charter Schools (OCS) would like to let you know that we're keeping you in our daily thoughts as you prepare to return back to your homes and schools from Hurricane Florence. We at OCS are here to assist you.  Thank you for your commitment to education! 


 New OCS Data Management System 



The Office of Charter Schools is very excited to announce the implementation of a new data management platform called Epicenter which will assist with automating and streamlining our compliance and performance processes.

Any information that you need to submit to the Office of Charter Schools for the renewal, ready to open, and performance framework processes will be uploaded and stored in Epicenter, along with academic, operations, and personnel information. All schools will transition to Epicenter later this fall and trainings will be held across the state for users. More information to follow. Stay tuned!





Charter schools are EXEMPT from advanced mathematics requirements. Last year’s HB 986 put new requirements on local boards regarding advanced courses in mathematics. The full text is linked here. These requirements do not apply to charter schools.


Question Marks

Hurricane Florence and certified employee leave options


School Leaders:

We are continuing to work to support you during this difficult time following Hurricane Florence. We know how important schools are not just to students, but to educators and communities as well.

This message provides requested guidance to school districts who have had to close schools due to Hurricane Florence. As you know, when schools are closed for students and teachers due to inclement weather or other emergency, LEAs and charter schools must account for the days that employees do not report to work.

There is more than one option for how the LEA or charter school accounts for these days. In addition, the N.C. General Assembly has the authority to allow payment for missed workdays, and they exercised that authority in 2016 after Hurricane Matthew (see the document linked below this message).

At this time, the State Superintendent is reaching out to the General Assembly to discuss the impact of Hurricane Florence on schools and remedies such as calendar flexibility waivers. In the meantime, please see the options below for accounting for missed workdays for certified staff:

Option 1

Pay teachers for the missed workdays and schedule make-up days for teachers. Teachers will have the option to work on the scheduled make-up day or use appropriate leave. All missed workdays must be accounted for by the end of the current fiscal year.

  • This option requires less administrative work if the General Assembly does forgive the workdays missed due to Hurricane Florence. LEAs can simply cancel the make-up days.

Option 2

Charge all teachers annual leave for the missed workdays and schedule make-up days. Under this option, LEAs can return the annual leave day to teachers who attend the make-up days and account for those teachers who do not attend. LEAs should ensure proper communication of the plan to its employees. Any negative annual leave balances must be resolved by the end of the fiscal year.

  • If the General Assembly forgives the missed workdays, LEAs would be required to refund the annual leave days that were charged to the employees.

These are the two most common options that were used by LEAs and charter schools after Hurricane Matthew. There are certainly other options that allow systems to account for missed workdays. As you develop your organization’s plan for missed workdays, please keep the following in mind:

  • A consistent paycheck is essential for employees recovering from an emergency – assigning days without pay to an employee is not the preferred approach.
  • Sick leave is not appropriate in most cases. Employees who have suffered personal illness or injury during the emergency may use sick leave, but inclement weather is not an approved use of sick leave.
  • All missed workdays must be accounted for by the end of the fiscal year. Employees who separate from the organization prior to the end of the school/fiscal year must account for any missing workdays before a final payout is provided.
  • Hourly employees do not have to make up time because they would not report hours during the missed workdays. LEAs and charter schools should consider the financial impact of missed work on these employees.

DPI is here to assist LEAs and charter schools with any HR questions related to Hurricane Florence. If you have any questions or concerns, please contact or 919-807-3429.





NC MTSS Cohort 5 had three successful area networking meetings with over 50 participants statewide representing various charters.

The days were spent sharing resources and tools, networking, and planning for the school year. Our focus was on teaming, prioritizing, core action planning, and coaching.  Participants overwhelmingly had positive feedback about each the topics and activities.

Specifically, they reported it was a "wonderful day" that was "well-spent" and that they "enjoyed the time to work and collaborate."  


Participants were reminded that there will be follow-up opportunities to receive feedback, coaching, and support through monthly Virtual Coaching Sessions.  These coaching sessions held on the first Wednesday of every month, started September 5th. To learn more or to sign up, please contact your Area IABS Consultant:


  • Northeast, North Central and Southeast Regions: Rhonda Harrell -
  • Northwest, West, and Piedmont-Triad Regions: Jennifer Phelps -
  • Southwest and Sandhills  Regions: Karmen Mills -


As always, for charter schools who are engaged in Cohorts 1-4, please contact your IABS Regional Consultant.


Multi-Tiered System of Support

 mClass:Reading 3D Rostering Support Webinar


MClass information


Several charters continue having issues with their mClass:Reading 3D and PowersSchool migration of data.  NCDPI will open a webinar for data managers to call in and troubleshoot some of the issues.  The first part of the webinar will address the current process and step through the process for rostering students in mClass.


This webinar will not include mClass:Reading 3D usage or assessment issues. This is strictly technical support on the process and steps for rostering.


Please register using the link below



Please register for mClass: Reading 3D Troubleshooting webinar on Sep 24, 2018 10:00 AM EDT at: 


After registering, you will receive a confirmation email containing information about joining the webinar.


Brought to you by GoToWebinar®

Webinars Made Easy®



Rebecca Belcastro

K-3 Literacy Consultant, Piedmont-Triad

North Carolina Department of Public Instruction



 The 2018 Charter School Leadership Institute is coming!


 What is it?   

The Charter School Leadership Institute is an annual gathering of charter leaders, staff, and board members from across the state. Join us for informational sessions, hands on workshops, and panel discussions on a wide range of topics including specific tracks for finance and serving special populations. Sign me up!


When is it? 

Great question! Thursday, October 18 (8am-4:30pm) and Friday, October 19 (8am-1pm)


Where is it? 

Even better question! This year’s Institute will be at Pine Springs Preparatory Academy at 220 Rosewood Centre Drive, Holly Springs, NC 27540. Huge thanks to Pine Springs for hosting!


How much does it cost? 

Less fun, but extremely relevant question. The registration fee is $55 per participant.


Where should I stay? 

There are a few options in the immediate vicinity. Here are some recommendations: Hampton Inn and Suites Holly Springs (3.3mi); Comfort Inn Apex (2.7mi); Holiday Inn Express Apex-Raleigh (3.2mi)


What else should I know? 

Lunch will be provided both days. Agendas, speakers, logistics, and more coming soon!


Cash Management and MSA Training (Charter Schools):


We will have a Cash Management and MSA training class for Charter Schools on Friday, October 12, 2018 at the Department of Public Instruction in Raleigh, NC, Room #564 from 10:00 am - 4:00 pm. 

There is no registration fee for the class, but you must register to attend.  The class is designed for those who work in the charter school’s finance office.  The class consists of "Hands-on" training with the emphasis on understanding the monthly financial reports, a brief lecture on Compliance & Monitoring, and a brief overview of the Cash Management System.  Instruction is geared to the beginner or new user and as a refresher for others.  There are only a certain number of seats in the training room, so limited space is available on a first come, first serve basis.


If you would like to attend this class, please provide your name, charter school name, charter school number and email address. 

Please email Roxane Bernard at  If you have questions, please call Roxane Bernard at 919-807-3725.  You will be notified by email when you have been successfully registered for the training class. 


Mark your Calendar

Office of Civil Rights Coordinator Contacts in EDDIE - Last Opportunity to Update


Please inform other staff as appropriate. 


Note:  LEAs, charters and schools that were not open in the school year 2017-18 are not required to participate in this collection. Data for the collection is from the School Year 2017-2018.


The Office of Civil Rights Data Collection (CRDC) will begin in the winter of the 2018-2019 school year.  To date, the Federal Government has not published an official start date for the collection period, however, starting October 1, 2018, the Office of Civil Rights (OCR) will begin populating the CRDC Submission Tool with information about schools and contact information.  The NC DPI will notify the State once an announcement has been made regarding the collection open date. 


LEAs and charters have a final opportunity to verify or update the EDDIE System with two staff who have been identified as the 'Office of Civil Rights Coordinator'.  These staff are the technical contacts for the CRDC and will be responsible for running the PowerSchool CRDC Preview Report, verifying data, correcting and adding data to the Federal CRDC Tool, and certifying in the Federal CRDC Tool when the collection is complete.  Please delete records for OCR contacts no longer with your LEA/charter.


LEAs and charters are also strongly advised to verify or update the Student Information Coordinator contact as well.   Brief instructions for updating EDDIE contacts are located at


The NC DPI will send Superintendent and Office of Civil Rights Coordinator Contacts to the OCR the week of October 1, 2018.


Please contact Terra Dominguez at with any questions you may have.


System Update

2018 NC Presidential Awards Finalist Announced

2018 North Carolina Finalist for the Presidential Awards for Excellence in Mathematics and Science Teaching Announcement

Sarah Patterson

Lake Norman Charter Elementary School

Huntersville, NC

Sarah Patterson, pictured to the right, was presented the finalist letter by her principal Mrs. Michelle Holland.


Sarah currently teaches 4th grade math and science. Elizabeth's application included a video of her class learning to evaluate expressions using the order of operations.




NC Department of Public Instruction (NCDPI) Updates


 Communication 1: 

Payroll Object and Purpose codes that provision staff into Truenorthlogic/North Carolina Educator Effectiveness System (TNL/NCEES).

To all Finance/HR/Payroll leads - the Home Base TNL/NCEES system for Staff Evaluations and Professional Development uses a selection of payroll object and purpose codes from the Chart of Accounts to give staff access to TNL/NCEES.

This process is updated nightly with the creation of a TNL Person Import File from data in NCDPI Staff UID (, HR and Licensure.

 This linked document NCEES Data v5 lists all currently approved salary object or combination object and purpose codes that provision staff into NCEES. Staff without one of these salary codes will not be included in the TNL Person Import File and will not have access to TNL/NCEES.

 Please work with the TNL/NCEES lead on requests for updates to the payroll code to provision staff into NCEES. If there is no code that fits, NCEES district leads are asked to open a Remedy Ticket that includes the current salary code, job title, number of staff affected, and what evaluation rubric applies to this job title. These requests will go under review and consideration for approval to be added the approved list of salary codes for TNL/NCEES.


  Communication 2:


 Making staff inactive in Staff UID for TNL/NCEES when staff leave an LEA or Charter



TNL Charter Data Elements


 It is very important for LEA/Charter designated staff responsible for  NCDPI Staff UID updates ( to send an Active Status=No on a staff’s current record in Staff UID when staff leave a district or a make a school move in district. Changing the Active Status=No is critical when staff leaves a district to take employment in another NC LEA or Charter.


Do ASAP: Send an Active Status = No on leaving staff to Staff UID and leave the current payroll code and location code. This needs to be done for the following  two reasons:

  1. There is a TNL Person Import file created nightly which uses Staff, Location, a NCEES approved pay code and the active status = Yes to provision staff into NCEES. The Person Import file also uses Active Status = No to inactivate staff in NCEES. If there is not  an Active Status = No the staff remain active in NCEES at that location which leads to the following issues:
  2. The staff's Evaluation and Professional plans from the previous district are visible at the next district which is a violation of legislation that states one district should not view the evaluation from another district.
  3. When the prior district inactivates the staff, the TNL/NCEES plan is system triggered to deactivate which allows the next district to start new plans that are connected to the current location.

Best practice for staff moving between schools within a district - send the active No to Staff UID for the previous location one day and the next day send the active location. This gives the active location the newest update date in Staff UID.

 Communication 3:  Charter HR Data:

All Charters, not using HRMS or a non-HRMS payroll such as LINQ and regardless if opted-in to Home Base should update their staff HR Data. This updates Teacher Classification in the data systems for NCDPI. Upload staff information per the attached Charter Data Element document to

Key for classification codes to include:

Career Status (SP2 License) = CLC

Probationary (SP1 License) = CLP

Unlicensed = UNL

Charters must open a Remedy Support Ticket to request their username and password for this upload site. this upload must be updated as teacher classification statuses change.



 CTE Regional Contact Information

Career Technical Education’s Regional Staff is excited about the 2018-2019 school year.  We look forward to working with Charter Schools that offer or are planning to offer Career Technical Education Programs

Regional meetings are held regularly throughout the school year.  Meeting groups are generally divided by job functions and include CTE Directors, Instructional Management Coordinators, Career Development Coordinators and Special Populations Coordinators. 

To learn more about the scheduled meetings or for CTE support please contact the Regional Coordinator serving your area.  Have a wonderful year!


Northeast Region; District 1 - Christy Harris

Southeast Region; District 2 - Lee O’Neal

North Central Region; District 3 - Bob Gantt

Sandhills Region; District 4 - Ann Callicutt

Piedmont‐Triad Region; District 5 - Marty Tobey

Southwest Region; District 6 - Vacant (interim contact

Northwest Region; District 7 - Lisa Conger

Western Region; District 8 - Anna Hair


Thank you & please feel free to contact me as topic in which CTE can partner arise and/or you have information to share.


Ann K. Callicutt

Career and Technical Education Coordinator, Sandhills Region

North Carolina Department of Public Instruction

P. O. Box 293

126-B East Avenue

Seagrove, NC  27341

336-873-7000 Phone

336-872-0004 Fax


CTE square

Child Count Transfer System


The Allotments Section will open access to the Children with Disabilities Head Count Transfer System to enter transfers for FY 18-19 on September 18, 2018.


However, some of you were able to submit transfers prior to September 18, 2018. There is no need to reinput those transfers. You can view what you have submitted under the Edit/Submit/View Tab.


Student must be counted on the December 1, 2017 Child count for Federal Funds and the April 1, 2018 Child count for State funds to be eligible for a transfer of funds. No funds will be transferred for students enrolling in your LEA or Charter School after the first 60 days of school. Please visit the Allotment Policy Manual for additional information at


LEAs and Existing Lab Schools:

The transfers for students who started in July 2018 or August 2018 are to be submitted in the Child Count Transfer System by September 25, 2018. The remaining transfers must be entered by the 10th of the month following the month the child enrolled in your LEA, Charter School, or Lab school.


New Charter Schools, New Lab Schools and the ISD The transfers for students enrolled to date must be submitted in the Child Count Transfer System by September 25, 2018. Students transferring after September 25, 108, should be submitted by the 10th of the month following the month the student enrolled in School.


The Child Count System is accessed using your NCID. The Allotments Section does not handle NCID issues. For NCID issues, please contact your LEA/Charter School NCID Administrator.

Access to the system is granted only to persons who have put in an online request for access and is listed on the CECAS Contact Directory for FY18-19. Moreover, only persons with the “Data Manager” user role can input transfers.


LEA Finance Officers, LEA Superintendents and Charter/Lab/Regional School Principals, upon submitting an online request for access and receiving approval, will be able to view fund transfer reports but not make transfers or edits.


If your CECAS contact needs to be updated, please contact Jennifer Sims, CECAS Regional Trainer, at (252) 257-1195 or Khalilah Farrow, CECAS Regional Trainer at (704) 532-7881.


The Child Count System and instructions can be accessed on the Allotment’s Website at Links to assist with NCID and Official Data Manager is on the System Login Screen. For questions, please contact Kyshia McIntyre at 919.807.3757.


How a Technology Department Can Support School Safety


In October, NCDPI's Digital Teaching and Learning Division is partnering with the School Planning Division and the Center for Safer Schools to hold 8 regional days around the topic of “How a Technology Department Can Support School Safety”  The goal is to bring together cross functional teams consisting of district and school safety directors, technology directors, maintenance directors, and executive leadership to talk about best practices in school safety. Topics may include anonymous reporting apps, surveillance cameras, lock systems, 911 connections, automated call systems, and other topics.


We are asking one representative from each district or charter be responsible for signing up one team to bring to the event in the district or charter's region. The team may consist of up to five people.  Again, potential attendees could include:

  • Superintedent/Assistant Superintendent/Charter School Executive
  • CTO/Technology Director
  • Maintanence Director
  • School Safety Director

To Register for the Event please follow this link:     How a Technology Departments Can Support School Safety Registration     


The dates for the events are as follows:

October 8: Region 1 -Wayne County Public Schools

October 9:  Region 2 - Beaufort County Schools

October 10:  Region 5 - Guilford Technical Community College

October 15:  Region 3 - McKimmon Center

October 17:  Region 8 - Asheville Event Center

October 18:  Region 7 - Wilkes Community College

October 22:  Region 4 - Cumberland County

October 23:  Region 6 - UNC Charlotte

Sign-in starts at 9 and the agenda will begin promptly at 9:30.  



9:30 - 9:35:  Welcome

9:35 - 10: 20:  Safety Best Practices - School Planning

10:20 - 11:05:  Anonymous Reporting Tool Requirements

11:05 - 11:35:  911 Communications

11:35 - 12:00:  Local Spotlights

12:00 - 1:00:  Lunch and Networking

1:00 - 2:30:  Roundtable Discussions

Lunch will be included as part of the day.  Additional details and confirmation will be sent to the email addresses provided prior to the event. 

If you have any questions, please contact Nathan Craver, or Jill Darrough,


Nathan Craver

Data, Assessment, and Continuous Improvement Consultant

N.C. Department of Public Instruction

(336) 448-4178


Digital Learning

 NC EVAAS Exploration Summit Save the Date & Call for Proposals

We are pleased to inform you that SAS is hosting the third annual NC EVAAS Exploration Summit on Thursday, November 15, 2018, at SAS World Headquarters in Cary, NC.

What is this?

The NC EVAAS Exploration Summit is an engaging and informative daylong event focused on using data to drive school improvement and fostering student growth. Sessions led by North Carolina educators and SAS EVAAS trainers will help you to learn and share best practices, build a network of data leaders, and expand your EVAAS toolkit. There is no charge to attend the summit, and participants will receive conference certificates to request continuing education units (CEUs) as determined by their district.

Call for Proposals

To provide the most engaging and useful sessions to attendees, the Summit is asking for presenter proposals. If your district currently engages in effective EVAAS practices, please have your data leaders register for the conference and submit a proposal highlighting your district’s best practices.

The session topics will focus on three key areas:

·      School Improvement

·      Supporting Students Equitably

·      Teachers & Data for Continual Growth.  

Proposals will be accepted until September 12, 2018.  Please submit your call for proposals here by September 12, 2018 at 5:00 pm. 

 Who should attend?

Our goal is to have educational leaders who promote data leadership and are interested in how EVAAS can support them. Each district should coordinate the participation and registration of three leaders.

Participants can be district-level administrators, principal leaders, data coaches, and educational leaders at the district, school and classroom level.

What is next?

Registration will open soon.  You and some of your district leaders will receive an email from with additional information about registration, featured speakers, hotels, and deadlines. November 15th is fast approaching, so we encourage your 3-person district team to save the date! In the meantime, if you have any questions, please contact us at

We look forward to seeing your district’s data leaders at the NC EVAAS Exploration Summit!


Don't Miss This

Guidance for Homebound and Modified Day Placements


Please see the attached memo and guidance document.


The guidance document is the product of stakeholder collaboration - professionals from schools, advocacy organizations, community disability and mental health providers.


It is designed to guide IEP teams that are considering a homebound or modified day placement for a child and represents the collective thoughts of the stakeholder group on best practices to be followed by IEP teams.


This document should be used in conjunction with the North Carolina Policies Governing Children with Disabilities, the Individuals with Disabilities Education Act (IDEA) and the federal regulations. It reinforces the basic legal requirement that every child is entitled to a free appropriate public education in the least restrictive environment; and it supports teams in their efforts to implement that requirement. 



Exceptional Children

NC Department of Public Instruction (NCDPI) News Link


Hurricane Florence updates from the Department of Public Instruction


Healthy Schools Logo

Other News


Immunization and Health Assessment Compliance Reporting


Each year, all schools are required to report the immunization status of their kindergarten and 7th grade students, according to G.S. 130A-155(c) and G.S. 130A-440. The purpose of these reports is to ensure that all children enrolled in North Carolina schools are protected against vaccine-preventable diseases and to determine the number of children who meet state immunization requirements. 


Additionally, all North Carolina public and public charter schools are required annually to report on the status of Health Assessments for those students who are enrolling for the first time in a North Carolina public or public charter school (G.S. 130A-441(c)).


Report submission can take place after the 30th calendar day from the school’s official first day.  A combined compliance report is available this year, by school name, and must be completed on-line at this link: Annual Health Assessment and Immunization Report.  You may use the link to access instructions as well as worksheets to gather your responses prior to entering the online report.  


Compliance reports are due no later than November 1, 2018 but may be completed at any time prior to that date. 


Communication From The Consultant

The Technical Assistance Summary provides valuable school health information.  School Health Coordinators and/or School Nurses are encouraged to review this quarterly circular so you can stay up-to-date with news and announcements from the Charter School Health Nurse Consultant.


Do You Have a School Nurse or School Health Coordinator?

In order to ensure proper delivery of School Health Services information, please use this link to provide contact information.  The contact information provided will be used to ensure receipt of important school health requirements and continuing education opportunities.  Please have your school nurse or school health coordinator fill out this quick survey so they may be included on our distribution list.



Kristin Wike, MSN, RN, NCSN

Charter School Health Nurse Consultant

NC Division of Public Health - Children and Youth Branch

NC Department of Health and Human Services


828 230 7148    office

828 230 7148    mobile