NCDPI Office of Charter Schools (OCS) Update

Charter Applicant Training

Training for new applicants will be held on the following dates: Thursday, June 6, 2019 9am – 1pm

Wednesday, June 26, 2019 9am – 1pm

Monday, July 15, 2019 10am – 2pm

Trainings will take place in Room 150 of the NC Department of Public Instruction. 301 N. Wilmington Street, Raleigh, NC 27601

Please email ocs@dpi.nc.gov for assistance with any questions or concerns.

Did You Know?? Charters are required to complete the Charter School Health Annual Report each year.  Responses will be used to inform future training topics and to report on compliance with required legislation and policies such as Care of Students with Diabetes (§ 115C-375.3.), School Supply of Epinephrine Auto-Injectors (§ 115C-375.2A ) and State Board of Education Policy SHLT-001 Return-to-Learn After Concussion. This is where compliance data for the Performance Framework A17 measure originates. Schools self-report this data. Please see the information below from Annette Darden Richardson, Charter School Health Nurse Consultant and contact her if you have questions about charter school health compliance.

Annual Charter School Health Report Open Annual Charter School Health Report Is Open   The Annual Charter School Health Report link is now open.  Reporting must be completed no later than June 1st, 2019.  The report is designed to assist in identifying resource needs for healthcare of students in charter schools.  Responses will be used to inform future training topics and to report on compliance with required legislation and policies such as Care of Students with Diabetes (§ 115C-375.3.) and School Supply of Epinephrine Auto-Injectors (§ 115C-375.2A ).  You may click here to access the report link or copy and pasted the link below into your browser.  A preparation worksheet is provided with the report questions.  All schools are encouraged to download the worksheet and mark the appropriate responses before beginning the online report survey. You may click here to access the worksheet or copy and paste the link provided below into your browser.  Once you have prepared your responses, save the document to your local computer. This worksheet cannot be accepted as your report. You will use it as a reference tool to enter your information into the online survey system.        Annual Charter School Health Services Report – https://www.surveygizmo.com/s3/4681610/2018-2019-Charter-School-Health-Annual-Report   Report Worksheet –  http://surveygizmolibrary.s3.amazonaws.com/library/12181/20182019_Charter_EOYReport_Worksheet.docx     Please contact Ms. Annette Richardson at annette.richardson@dhhs.nc.gov with questions or concerns.  Annette Darden Richardson, MSN, RN, NCSN Charter School Health Nurse Consultant Division of Public Health - Children and Youth Branch NC Department of Health and Human Services   Office: 252-339-3009

For questions regarding the 2019 Charter School Performance Framework, please send an email to performanceframework@dpi.nc.gov. 

For technical support, please contact the Epicenter Support Center at (855) 899-1624 or support@epicenternow.org

OCS Summer Huddle   Contact: ocs@dpi.nc.gov   July 16, 2019 | Register Here Mark your calendars for the OCS Summer Huddle! Please join us at Gray Stone Day School in Misenheimer, NC on July 16th for a full day of development and support. You can register here and stay tuned for more details. We will not host a huddle at this year’s Financial Business Services (FBS) Conference, though there will be some charter-specific programming for those attending.

2019 New Charter School Leaders Institute

Registration for the 2019 New Charter School Leaders Institute closed on Sunday, May 19th.  Questions about the Institute may be directed to Dr. Kebbler Williams at kebbler.williams@dpi.nc.gov or 919-807-3920.

Follow the Office of Charter Schools on Twitter  Contact: ocs@dpi.nc.gov   The Office of Charter Schools is officially tweeting! Follow us @NCCharterOffice for news, updates, and to see the great things happening at charter schools around the state.

NC Department of Public Instruction (NCDPI) Update

Web Link: 

Superintendents' Weekly Message: May 21

Greetings HR Directors (**New Instructions**) Human Capital/Licensure Webinars   In an effort to keep you all better informed about changes to state policy, NCDPI will begin offering monthly webinars closely following State Board of Education meetings.  The purpose of the webinars is to provide you with the opportunity to hear about proposed and approved changes to state policy that have an impact on Human Resources departments.     Because we anticipate many participants, the webinar will not offer a "Q & A" session.  We will, however, have a chat feature enabled and will try to answer the most common questions raised from the field.  Additionally, we will record these webinars and place those recordings online so you will be able to hear the information even if you are unable to attend.  Attendance is, of course, optional, but we hope you all will join us for the webinars.   Charter School directors can designate a staff member to attend these webinars. To do so, the Charter School director/head of school should email Kimberly Evans <Kimberly.Evans@dpi.nc.gov> and request access to the webinar. Please include the designee’s name, position, and email address.   Here is a list of the dates we are planning to schedule the webinars:   June 7 July 15 August 12 September 6 October 4 November 8 December 6   Specific times and the login for the webinar will be provided in the invitation.  Please let me know if you have any questions or comments.   Thomas Tomberlin Director, Educator Recruitment and Support Office of the Deputy State Superintendent of District Support North Carolina Department of Public Instruction   (O) 919-807-3440

ESL/Title III Update - Link: bit.ly/ESLupdate519   Please visit the ESL/Title III Charter Schools Update with important information and action items about: - Performance Framework: EL Component 2018-2019 (Extended deadline) - EL PD Survey submission - Professional Learning Series at no cost (Summer training) - Technology Coordinators - Software Update for EL Screener and ACCESS Assessments.

Refund State or Federal Program Report Code (PRC) overages

Review your monthly financial reports, Budget Balance Reconciliation Report (JHA705EG) and Cash Balance Report (JHA714EG) for overages.  Refund any state and federal overages.  If you are expecting additional allotments, please contact the program administer and the Allotment section before fiscal year 18-19 ends.  You should not be recording expenses if you do not have an allotment for those expenses.

If you have questions, please contact Roxane Bernard at roxane.bernard@dpi.nc.gov

New NCEES Salary Codes implementation extended testing   NCDPI is in final stage of testing to add four budget (salary) codes and roles that will provision additional staff into NCEES.   Estimated date to implement the new codes to production has been moved to the end of the week of 5/20/2019 due to an issue found in the demographic file during testing. All other staff import testing with the new roles showing in NCEES has passed. DPI is working closely with the vendor to resolve the demographic file issue.   The new budget codes (from Finance Chart of Accounts), roles and corresponding evaluation rubric (if needed) are: 131/5110 Teacher Leader - Instructional Coordinator Teacher Leadership Specialist rubric 131/5210 Teacher Leader- Special Pops-not CTE- Teacher Leadership Specialist Rubric 131/6300 District Social Worker To evaluate school based Social Workers 135/6860 Instructional Tech Facilitator District Teacher Leadership Specialist rubric or to evaluate school based ITFs NCDPI will communicate when testing is completed and the salary codes will move into production.    Click here for the updated NCEES Data v6 document.

2019 Summer Institutes

Please see the attached information regarding the upcoming 2019 Summer Institutes for teachers and related services personnel seeking in-service training.

If you have any questions, please contact Paula Crawford at paula.crawford@dpi.nc.gov or 919-807-3298.

• Memo-Summer Institutes 2019.pdf

OSERS Notice Published in the Federal Register: May 13, 2019

• OSERS Notice Published in Federal Register .pdf

Additional FAM-S Reports are Now Available In April the IABS Division shared about the Facilitated Assessment of MTSS-School Level (FAM-S) which measures school-level implementation of an MTSS.  We have recently added our District and School Reports page to the FAM-S website. In addition to the reports available in the FAM-S web application, staff may find the School  Report Template useful for aggregating and analyzing FAM-S data. Currently, there are two types of School Reports:   The School Item Report summarizes each FAM-S item and shows an individual school rating for each item. You may find this report useful to identify school strengths and areas for growth. The School Summary Report provides a percentage for each critical component at the school level. You can check out examples of these reports here. Once your school has completed the FAM-S, we encourage directors to meet with the MTSS Team to review these reports that are provided within the FAM-S App. If you have additional questions about establishing an MTSS, please contact your IABS Consultant.

Free Bus Inspections   DPI Transportation Services offers charter schools courtesy inspections of their school buses, just like they do at the county school bus garages.  Please send an email to Teresa.West@dpi.nc.gov in Transportation Services to request a courtesy inspection. Please include your location and how many school buses are in operation. Requests should be made by June 14th 2019 so that inspections can be scheduled over the summer. Questions can be directed to transportation section chief Kevin Harrison  (919) 807-3579 or kevin.harrison@dpi.nc.gov.

End of Year Preparation  The 2018-19 EOY Process for the Home Base Suite of Applications will begin Friday, June 28, 2019.  Home Base will be taken offline Friday at 5:00 p.m. EOY processing and archiving of data will begin Saturday morning, June 29, 2019.  What can you do at this time in preparation for EOY? Begin Running Your 9th Month PMR.  For a successful closeout it is imperative that you begin running month 9 PMR - NOW!  For complete details, click on the following link:  PMR EOY Announcement. Schools may also begin performing their school enrollment audits (Start > System Reports > System > School Enrollment Audit) and section enrollment audits (Start> Reports > Run Reports > Section Enrollment Audit) for accuracy in PowerSchool. Links to section and school enrollment documentation on PowerSource are below.  If you are unable to access PowerSource, please click on the pdf document. Section Enrollment Audit (PowerSource) https://support.powerschool.com/article/77440 How_to_Validate_Section_Enrollments_with_the_Section_Enrollment_Audit_Report.pdf School Enrollment Audit (PowerSource) https://support.powerschool.com/article/59086 How_to_Validate_School_Enrollments_with_the_School_Enrollment_Audit_Report.pdf Begin reviewing the EOY quick reference documents available on the NC SIS website’s EOY page.  Please visit this page frequently for updates.

Opt into Home Base for the 2019-20 School Year Opt into the full suite of Home Base and take advantage of this comprehensive system of integrated tools at a great price?  Remember, only district finance officers and charter school principals may submit requests through the online opt-in tool for their district/school, SO PLEASE SPREAD THE WORD!  Don't know if your district/school has opted into Home Base? Check the Home Base Opt-in Status list frequently for updates. For complete details about the Home Base opt-in process, visit the Home Base website’s Opt-in to Home Base page.

eMFTS Access for PowerSchool Coordinators

To ensure that you receive files delivered by NCDPI, PowerSchool Coordinators are strongly encouraged to subscribe to this service.  NCDPI has expanded its eMFTS system (the process used to view and exchange information between NCDPI and LEAs/charters) to include Home Base. The information is viewed and exchanged via WinSCP, an application that allows file transfers between PCs.  Please use the eMFTS Access Instructions QRD to subscribe to eMFTS and download the WinSCP application so that the exchange of information between NCDPI and your district or charter may begin.  Access is only being granted to our PowerSchool coordinators at this time.  If you have questions, or need assistance, notify the NCDPI Support Center by submitting a ServiceNow ticket.”

NC Academic Scholar Endorsement Clarification

NCDPI has recently learned that there has been confusion around the NC Academic Scholar calculation. This is due to the existence of conflicting documentation that was on the NC-SIS website. We have removed the older document and advise users to follow the guidance in the latest resource:

http://www.ncpublicschools.org/docs/curriculum/scholars/endorsement-require.pdf.

Pre-enrolling Students

As districts prepare for the 2019-2020 and are actively pre-registering students, please be reminded that you are NOT to pre-register any students who are currently active in any other PowerSchool instance. This also includes current PK students who are moving into Kindergarten next year. Pre-registering active students will impact multiple processes as well as Schoolnet rosters.

Vote "Yes" for Grade Passback Integration with Canvas

During the CCES Conference, many participants inquired as to when PowerSchool would integrate Grade Passback with an LMS, specifically Canvas.  The HB Advisory team has made PowerSchool aware of this need and the an enhancement request has been submitted to PowerSchool.  Please take the time to log into PowerSource and vote “Yes” to reinforce the implementation of this functionality.

https://support.powerschool.com/ers/view.action?enhancement.id=1041

Projected Launch of Special Education and Service Documentation Modules

A couple of weeks ago, an announcement went out from DPI stating  that most of the requirements have been finalized for the launch of the Special Education and Service Documentation modules for ECATS. The launch is projected for the week of July 15. The actual go-live date will be determined and announced well in advance. The MTSS module is projected to roll out by the end of 2019.

In preparation for the implementation of ECATS, training dates have been established beginning June 9 and scheduled through August 2. In the next two weeks, the EC Division will provide training dates and locations, with registration information and guidelines for team members to be included with the announcement. 

At this time, there is nothing PowerSchool Coordinators or data managers need to do. Information will be provided as it becomes available.

PowerSchool New User 3-Day Training   This three day workshop is designed to be an introduction to PowerSchool SIS for administrative users.  The workshop covers basic navigation of the PowerSchool start page, functions of the main menu, how to search for students/staff/contacts, managing attendance, managing staff security, and more.  Attendees must be an employee of the school and not a management company.  This workshop will be limited to 30 attendees so that maximum interaction is possible. Dates:  August 12, 13, 14, 2019 Where:  NCDPI Bldg, Room 150 N, 301 N. Wilmington Street, Raleigh, NC Registration Link:  http://bit.ly/PSNewUserRegister2019 Please visit the NC SIS Calendar and Home Base Calendar frequently for upcoming trainings and webinars.

EOY Process Webinar - May 15, 2019

On Wednesday, May 15, the Home Base staff presented the End of Year webinar for the 2018-19 school year.  If you were unable to attend or would like a refresher, please click on the link below:

2018-19 End of Year Webinar

CTE CCP Generic Course Code Webinar

On Thursday, May 9, NC DPI staff from the CTE Division and the PowerSchool Division came together and presented guidance around the CTE Career and College Promise (CCP) course implementation within LEAs.  Key stakeholders in two LEAs (Nash Rocky-Mount and ABSS) also shared how they collaborated in their local system to remove barriers and are operationalizing these codes at the local level.

You can access the slide deck here. To view the video of the webinar, please visit:

https://register.gotowebinar.com/recording/2316889101726853123.

NCDPI and CFNC Electronic High School Transcript System Protocols and Processing Start Date for EOY 2019

In order to allow schools time to store final marks and ensure that “Diploma Issued Date” fields are populated correctly, this year NC DPI has requested that the CFNC electronic high school transcript system wait until Wednesday, June 24, 2019, to start releasing queued final transcripts.  These queued requests are automatically created by the CFNC system for seniors who sent a non-final transcript earlier in the year.  The CFNC transcript system will remain available for regular functions such as new transcript requests.  Read more by clicking here.

Children's Internet Protection Act (CIPA)

Friends and colleagues:

   It is that time of year, again. 

NCDPI files the application for your Internet Access each year, and you, as a member of the consortium, must certify your Children's Internet Protection Act (CIPA) compliance by completing, signing and dating Form 479. Here is the link to the blank, fillable, pdf  Form 479 form.

https://erate.fi.ncsu.edu/wp-content/uploads/sites/19/2018/06/FCC-479-fillable.pdf

CIPA Requirements

Instructions: Please fill out and scan as ONE document, not three.   Also, the form MUST be signed and dated by an employee of the school or school district.  Thank you. 

• Administrative Authority's Form Identifier:  This is something you make up - yes, you make it up.  We have some suggestions:      
• LEA #, XX County/City Schools or
• Charter #, XX Charter School/Academy

• Block 1:  Name of Administrative Authority: 
• this is the name of your school or school district - this is not your personal first and last name
• Funding year is 2019
• Address and contact at the LEA or charter - self explanatory  

• Block 2, Item #6:  THIS IS VERY IMPORTANT - ONLY CHOOSE ONE CHECK BOX!!!
• If you are an LEA you are already CIPA compliant - choose Box 6a
• If you are a charter who has been on NCREN, you are also (most likely) CIPA compliant and you also choose Box 6a
• If you are a NEW CHARTER, and are still BECOMING CIPA compliant, choose box 6b.
• NOTE:  Charter Schools, if you chose Item 6b last year, you MUST now choose Item 6a - you should have now completed the three steps to become CIPA compliant.
• Under NO circumstances should you choose multiple boxes - either 6a or 6b.  Please do not check multiple boxes, and NEVER check Box 6c or 6d    
• remember, either 6a (you are compliant) or 6b (you are working toward compliance).

• Block 2, Item 7 and 8:  Please SIGN and DATE  
• Print your name in item 9 
• Print your title in item 10 
• Print your phone number in item 11 

SCAN AS ONE DOCUMENT and attach as a reply to this message.

Jeannene Hurley State Coordinator and 

E-rate Specialist Northeast/North Central

NC Department of Public Instruction

jeannene.hurley@dpi.nc.gov

Other News

June 15, 2019 McKinney-Vento Data Collection Submission Due Do not submit data until after the last school day in this academic year.   Questions on data collection should be directed to your Program Specialist.   Program Specialist Regions Paullett Wall – pwall@serve.org 336-315-7407   Patricia Lentz – plentz@serve.org 336-315-7402     Northeast, Southeast, North Central, Sandhills   Piedmont-Triad, Southwest, Northwest, Western

IMPORTANT ANNOUNCEMENT – EDDIE is the authoritative source for NC public school numbers and demographic information, is used by multiple NCDPI technology systems including: Accountability, PowerSchool, NC School Report Cards, and is used to meet federal reporting requirements. LEAs and charter schools are responsible for ensuring their data in EDDIE are complete, accurate, and current. EDDIE is located at: http://apps.schools.nc.gov/eddie