Office of Charter Schools Weekly Newsletter for June 21, 2019

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Office of Charter Schools

6307 Mail Service Center, Raleigh, NC 27699-6307  •  919.807.3981


Upcoming Events


June 26, and July 15, 2019

Charter Applicant Training


July 16, 2019

OCS Huddle at Gray Stone Day School


Action Items Due


June 30, 2019

Please review your Epicenter Task Queue for any Performance Framework items that have been returned for re-submission. Please be sure to carefully read the feedback given in order to make the necessary changes for compliance. The 2019 Performance Framework submission collection will close on June 30, 2019. At that point, no further submissions will be reviewed and the 2019 Performance Framework Report creation will begin.


Future Action Items 


June 30, 2019

Resubmission Deadline for Performance Framework


July 21 - 23, 2019

Reaching New Heights Conference at Harrah's Hotel in Cherokee

Reaching New Heights


October 17 - 18, 2019

Charter School Leadership Institute 2019


NCDPI Office of Charter Schools (OCS) Updates

Did you know???


State statute allows charter schools to implement weighted lotteries. Weighted lotteries must be approved in the original charter application or through the amendment process. If you are interested in the weighted lottery process, please contact Ashley Baquero at or 919-807-3979 with questions.




Question Marks

OCS Summer (West Regional) Huddle



July 16, 2019 | Register Here

Mark your calendars for the OCS Summer (West Regional) 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. 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.


Below is the link for OCS Summer (West Regional) Huddle Agenda

7_16_19 Final agenda (002).pdf



Don't Miss This

CSLI - Charter School Leadership Institute (2019)



What:  Charter School Leadership Institute 2019

When: October 17 and 18, 2019

Where: Envision Science Academy


Registration coming soon! 


Mark your Calendar

Professional Development Survey


Charter School Leaders:  Take a look at the Office of Charter Schools Professional Development Survey.  We value your feedback.  Thank you in advance for your participation. 



Office of Charter Schools Professional Development Survey




Charter Applicant Training


Training for new applicants will be held on the following dates:

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 for assistance with any questions or concerns.



2019 Performance Framework Resubmission Deadline Approaching in One Week


OCS collects evidence of operational, financial, and academic compliance through the Charter School Performance Framework (PF). Charter schools were required to submitted evidence documents in the Epicenter system from January through April.

OCS consultants conducted an initial review of all submitted materials. If a task was deemed non-compliant it was returned to the submitter.

As a reminder, all schools have until June 30, 2019, to resubmit any returned evidence documents. Please ensure all resubmission documents are uploaded into Epicenter by the deadline to ensure a final review. If a submission task is not uploaded, the task will remain open in the tasks queue until it is complete.


Please note that all correspondence will occur through the Epicenter system. If a task has been returned by OCS, the submitter should have received an email correspondence from the Epicenter system notifying them that the submission document has been returned.


Please check the tasks queue using the web-based tool Epicenter for any outstanding submission tasks that need to be completed. To view the webinar training recording click here.


Web-based Resources:

2019 Performance Framework Resources

Frequently Asked Questions


For questions regarding the 2019 Charter School Performance Framework, please send an email to


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




Follow the Office of Charter Schools on Twitter 



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.


Web Links for OCS:


2019 Alpha Academy graduation


2019 Alpha Academy Graduation Article


MTSS Cohort (Charter School)


How Can my Charter get Involved? Join an MTSS Cohort?



NC Department of Public Instruction (NCDPI) Updates

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 <> 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:  

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



Deadline for Requesting Federal and State Cash for FY 2018-2019


The last day by which you may request Federal cash for FY 18-19 is Monday, June 24, 2019, with a Funds Requirement Date (FRD) of Friday, June 28, 2019.


The last day by which you may request State cash for FY 18-19 is Tuesday, June 25, 2019,

with a Funds Requirement Date (FRD) of Friday, June 28, 2019.


If you have questions, please contact Roxane Bernard at


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




Istation Implementation Information




North Carolina Department of Public Instruction and Istation are working to support the successful implementation of the Read to Achieve diagnostic tool. The attached information will provide districts the knowledge needed to effectively implement Istation. Continual support and training will be available 24/7 through the online Help Center, including videos, step-by-step guides, pre-recorded webinars, live webinars, tips and tricks, short tutorials, and checklists.

Attached are some important materials regarding the statewide implementation plan:

  • Statewide NCDPI - RtA Istation implementation chart and timeline
  • Information about training opportunities
  • Schedule of webinars and regional face to face workshops

More information about Istation can be found on the North Carolina landing page,, including answers to Frequently Asked Questions (FAQs), continued updates, and details on enrollment in training. Webinars are now available for sign-up for both technical contacts and educators.

Training Opportunities with Istation.pdf



Family Engagement


Building an effective Multi-Tiered System of Support (MTSS) cannot happen without intentional family and community engagement. The definition of engagement being used by the IABS Division is “the active and meaningful partnership that educators build and maintain with students’ families and the broader community for the purpose of supporting student learning”.  As school teams plan for family engagement they should determine a means of defining and monitoring this critical feature of an MTSS with data. Additionally, teams will want to establish procedures for facilitating two-way communication.


The FAM-S helps school teams to further assess engagement at all tiers by considering if:

  • students and families are engaged that represent the diverse population of the school
  • students and families are part of problem-solving when additional supports are needed
  • intensive outreach is used with unresponsive families
  • skills are being developed with families in order to support student learning

As school leaders, how you model collaboration with students and families is invaluable. To broaden your understanding of how the FAM-S can facilitate conversations around engagement, review items 20 and 21 of the tool here. Please let us know if you have feedback or questions by emailing




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


In order to allow schools time to store final marks, CFNC will not begin processing final e-transcript requests until June 24, 2019. The “Diploma Issued Date” field must be populated by this date. Incomplete final e-transcripts result when final marks are not stored before the tenth day of the school’s end date AND students have their “Diploma Issued Date” populated within PowerSchool. In order to avoid this, schools must store grades within the ten-day period of the schools end date to ensure proper processing.


Note:  It is critical that before June 24, 2019, all final marks are stored and all graduates have their “Diploma Issued Date” field populated on the student academics screen within PowerSchool.


PowerSchool vs19.4 Upgrade Delayed


NCDPI is involved in facilitating and testing numerous priority projects at this time. Testing that has already started in the current version of PowerSchool must be completed before upgrading our test environments to begin testing version 19.4. As a result, we do not anticipate a production upgrade during the EOY process. We will announce a date within the next couple of weeks but please know, we are only expecting a two-three week delay.



Mark your calendar

Please Update Your EOY Contact Information


Attn. SIS Coordinators,


Please make sure your EOY contact information is updated.

  1. An alternate phone number is required on the EOY Contacts screen for both, the Primary and Secondary contacts (alternate number should not be the same as the primary phone number). If there is a phone extension it should be entered at the end of the Title field (e.g., Title:  PowerSchool Coordinator  x4567).
  2. The EOY Contacts screen must have a Primary Contact and a Secondary Contact (Primary and Secondary cannot be the same person).
  3. The “Last School Ending Date (mm/dd/yyyy)” field on the EOY Contacts screen must be filled out and the page submitted even if your contacts have not changed from the previous year.
  4. The “Login (User Admin Name)” fields on the EOY Contacts screen should match the “Admin Username” on the  user’s Admin Access and Roles tab of the Security Settings screen.


If you have questions, contact our Home Base Support Center.



System Update

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: Please visit the NC SIS Calendar and Home Base Calendar frequently for upcoming trainings and webinars.



*****For questions regarding HomeBase, please use this email address



home base bulletin

2019-2020 NC State Improvement Project (NC SIP) Grant Awards


Please see the attached announcement of the 2019-2020 NC SIP network site partners.  Please welcome and congratulate the six new LEAs selected.


If you have any questions, please contact Dr. Paula Crawford at or 919 807-3868.



Coordinated Early Intervening Services (CEIS) Permissive Use

Please see the attached information regarding LEAs reserving 15 percent of federal funds to provide comprehensive coordinated early intervening services (CEIS).  


If you have any questions, please contact Amanda Byrd at or 919 807-3948.





Combined Expenditure Report (CER)


Questions have been raised regarding the special funds allocated to LEAs to cover staff attending training for ECATS. Information on these funds was included in the May 31 email and subsequent attachments. Please refer to the SEATS and ALLOTMENTS pdf for the amount that was provided for your specific LEA, and communicate this information to your finance director. This special allotment will not be included on your Combined Expenditure Report (CER) for 2018-19. As a reminder, the CER is due July 31, 2019.


ECATS Training Dates and Locations Special Education.pdf


ECATS Seats and Allotment.pdf



ECATS Training Dates Locations Service Documentation.pdf



EC Division Header


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.


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  
    • 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



Prepare for NCEES EOY is June 28, 2019


The Evaluation and Professional Development Plans for the 2018-2019 school year will close on Friday, June 28 at 5 PM. At that time the vendor will archive complete and non-completed plans.


Please have all necessary evaluations and PDPs completed and locked.  Once the plans and the data within are archived no further updates can be made. 


The system will remain open for Professional Development courses.  

✅ Confirm Staff Lists are accurate


✅ Delete/archive unnecessary evaluation plans 


✅ Confirm Evaluation & PDP Plans are complete


✅ System will close out Friday, June 28, 2019 at 5PM


The Evaluation/PDP Plans for the 2019-2020 School year are scheduled to be ready for Monday, July 8th.  Please await for another communication before assigning plans and advising educators to begin plans.



NCDPI advises printing any and all reports needed for End of Year and for review during 19-20SY. Print or save a digital copy of staff reports. 


Click here: 

List of DPI published 2018-2019 Ad-Hoc Reports

for a list of DPI published reports for District Administrators and/or Principals.


There is  known issue in the system when running a previous year Ad-Hoc Report such as Summary Evaluation Ratings that the report will pull (for example) the correct 17-18 ratings form while printing current year name, location and teacher plan type. 


Due to over the summer name changes, employment changes across schools in district or out of district and staff that may have a different plan type/title in 19-20 affect past year reports you run in the fall. NCDPI strongly advises LEAs and Charters run all needed reports by the end of the current year. 


NCDPI is working with the vendor, Powerschool, on investigating a fix for pulling the correct location and and teacher plan type that matches the year of the ratings form requested. 


NOTE to NCEES District Admins:  if using System Administration > Export a Plan to PDF to run Summary Ratings individual reports - please start those early. Those reports are queued statewide and may have to wait until the initial reports in the queue fully complete. Please try to break down the size of the report you are running.



In Case You Missed It