administrative services to charter schools-final 2010-2011

8/9/2019 Administrative Services to Charter Schools-Final 2010-2011

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Charter School Administrative Services

For the 2010-2011 School Year


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2 Polk County School Board Current as of 7/19/10

Executive Summary:

The 2010 Legislative Session passed new charter school language that affected the

administrative fee allocated to local school districts that sponsor charter schools in the State of

Florida. This legislative change results in a decrease of funding to the school district in the

amount of almost $1.4 million based on the 2009-2010 enrollment numbers by dramaticallydecreasing the threshold for calculating the administrative fee.

Each charter school will now only pay 5% on the first 250 students in the charter school. For

example, in a school with 809 students, the school would only pay an administrative fee for the

first 250 students. When averaged out over all 809 students, the resulting drop in administrative

fee would average out to $106.00 per student or a 1.5% administrative fee paid to the district.

For a charter school system, such as Lake Wales charter schools, that meet the specific

requirements for a charter school system in the law, the system would only pay 5% on the first

500 students in the entire system of charter schools. This decrease at the Lake Wales Charter

Schools drops the per pupil administrative fee from $343.85 per student to $41.19 or a 00.6%

administrative fee. Unfortunately, this cut in funding does not include any commensurate cuts tothe required services the school board must provide to charter schools.

This legislative change comes in a year where the district is already experiencing deep budget

cuts and is in addition to the impact of increased enrollment at existing charter schools, which

further creates a decrease in revenue to the district with no decrease in expenditures. A number

of changes have occurred as a result of the charter administrative budget cuts decrease. The

district has already cut a charter school specialist position in the Office of Magnet, Choice and

Charter Schools, other departments have not filled open positions, the district has instituted a

hiring freeze, and additional loss of positions is anticipated.

On June 22, 2010 at the School Board work session meeting, the Senior Director of Magnet,Choice and Charter Schools with the Assistant Superintendent of Business Services presented

the attached document to school board members for their review and discussion. During the

preceding weeks, upon learning of this legislative change to the administrative fee, school

district staff have met to discuss options to address the loss of funds to the district while

providing the required services under the administrative fee and other state and federal

mandates. Meetings were held at the state level, superintendents cabinet, and with department

leaders.

These difficult decisions were made with the understanding that services had to be managed for

all schools including charter and district public schools. Making these decisions even more

difficult is the acknowledgement that this legislation is not equitable in the least to charterschools. Those schools with populations of less than 250 students are still required to pay a 5%

administrative fee while other schools are paying less than a 1% administrative fee. On June 21,

2010, the superintendent and department leaders decided the only manageable solution for the

district to balance the loss in administrative fee revenue with the provision of required services

is to provide to charter schools only those administrative services required in Florida Statutes

1002.33 (20) and any other pertinent federal and state mandates.


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This document provides a list of those services currently required under the administrative fee

and a list of services currently provided above and beyond the administrative fee. The school

district will no longer provide those services that are above and beyond the administrative fee.

This includes all services provided at no charge in addition to all previously contracted services.

The district will no longer contract services with charter schools. Although the law allows the

school district to charge actual cost for any contracted service, the system has often beencontentious, fraught with disagreement and difficulty receiving payment. In addition, the district

cannot calculate the actual cost of pulling an employee from a task for a traditional public school

to work on a charter school task. For example, the district has charged the charter school the

hourly cost of a bus technician to perform maintenance or bus inspections. Since the school

board is unable to hire additional workers, that worker is then paid overtime to work on

traditional public school busses. This results in a loss of dollars to the district. Finally, the

school district is unable to include the cost to the district for the time spent billing charter schools

for late payments and time spent on the phone and through email validating the calculation of

actual cost at the charter schools request and other additional services.


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Florida Statute

F.S. 1002.33, paragraph 20

(a) A sponsor shall provide certain administrative and educational services to charterschools. These services shall include contract management services, full-time

equivalent and data reporting services, exceptional student education administrationservices; services related to eligibility and reporting duties required to ensure that schoollunch services under the federal lunch program, consistent with the needs of the charterschool; test administration services, including payment of the costs of state-required anddistrict-required student assessments; processing of teacher certificate data services;and information services, including access to student information systems that are usedby public schools in the district in which the charter school is located. Studentperformance data for each student in a charter school, including, but not limited to FCATscores, standardized test scores, previous public school student report cards, andstudent performance measured, shall be provided to a charter school in the samemanner provided to other public schools in the district. A total administrative fee for theprovision of such services shall be calculated based upon 5 percent of the available

funds defined in paragraph (17) (b) for all students. However, a sponsor may onlywithhold a 5-percent administrative fee for enrollment for up to and including 250students. For charter schools with a population of 250 or more students, the differencebetween the total administrative fee calculation and the amount of the administrative feewithheld may only be used for capital outlay purposes specified in s. 1013.62 (2).

(b) If goods and services are made available to the charter school through the contract withthe school district, they shall be provided to the charter school at a rate no greater thanthe districts actual cost. To maximize the use of state funds, school districts shall allowcharter schools to participate in the sponsors bulk purchasing program if applicable.

(c) Transportation of charter school students shall be provided by the charter schoolconsistent with the requirements of subpart I.e. of chapter 1006. The governing body ofthe charter school may provide transportation through an agreement or contract with thedistrict school board, a private provider, or parents. The charter school and the sponsorshall cooperate in making arrangements that ensure that transportation is not a barrier toequal access for all students residing within a reasonable distance of the charter schoolas determined in its charter.

(d) In addition, a sponsor may withhold only up to a 5-percent administrative fee forenrollment for up to and including 250 students within a system of charter schools whichmeets all of the following:

a. Includes both conversion charter schools and non-conversion charterschools;

b. Has all schools located in the same county;c. Has a total enrollment exceeding the total enrollment of at least one school

district in the state;d. Has the same governing board; ande. Does not contract with a for-profit service provider for management of school

operations.


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The difference between the total administrative fee calculation and the amount of the

administrative fee withheld pursuant to subparagraph 3, Florida State Statutes, may be

used for instructional and administrative purposes as well as for capital outlay purposes

specified in s. 1013.62 (2).

This means that the statute allows the sponsor (i.e., the District) to retain up to 5% of

revenues to charter schools, except where noted, in order to pay for administrative costs

of facilitating the charter schools operations.


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Full-time Equivalent and Data Reporting Services

Definition: Information on the processes, procedures and trainings needed to insure

that charter schools can accurately and timely report their FTE to receive payment for

students taught at their charter school site(s). The sponsor also must upload the

information as required to assure processing at the state level. This item also includesinformation on the processes, procedures and trainings needed to upload additional

data reports as required by state and federal guidelines.

Services district is required to provide:

y Monitor to ensure FTE is completed

y Reports on student data

y Access to FTE correction window

y FTE Correction Training

y

Provide FTE reportsy Monitoring FTE

y Access to connectivity hardware/software to facilitate reporting

y Reporting SES to state

y Access to state reported data student performance

y Capture and report charter school demographic data for DOE

y Report attendance data to DOE for Drivers License Compliance

y Provide training and support for all survey reporting

Existing Contracted Services that may be continued at the sole discretion of the

Sponsor under separate contract:

y The school district will contract with each charter school to make edit corrections to the

schools FTE files if the charter school has submitted required information incorrectly.

Each survey will be billed at the actual average staff cost if corrections are needed.

Services PCSB will no longer provide (including, but not limited to):

y Climate survey

y Longitudinal and comparative data


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Exceptional Student Education Administration Services

Definition: Those services that are required to be performed at the district office as

part of the central office administration processes for ESE Services. For example,

IDEIA grant applications, processing of payments for reimbursements to schools,

scheduling LEA facilitator at schools, etc.


y Monitoring 504 implementation

y Develop and monitor corrective action plans for charter schools not complying with ESE

IDEA requirements

y ESE training

y Monitor matrix

y Complete matrices

y LEA training

y ESE specialist training

y Very Special Arts (as long as it is funded through IDEA grant funds)


y Provide training and assistance with 504 implementation

y Allow charters to utilize electronic IEP purchased by district

y ESE onsite consultants

y Response to Intervention (RtI) infrastructure/implementation training and facilitation

y Trouble shoot ESE issues

y Audiologists


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Test Administration Services

Including payment of costs of state-required or district-required student assessments

Definition: Ordering, receiving delivery, distribution and payment for state-required or

district required student assessments.


y Comparable school report

y FCAT testing

y Notification of delivery and pickup of assessments

y Assessment training

y CELLA

y Receipt and notification of FCAT irregularities

y FAA

y FLKRSy Training for online end of course algebra

y Membership and assessment fixes


y Generate reports

y Progress monitoring

y AP testing

y Delivery and pickup of assessments

y Data reporting and analyzed results

y SAT 10

y Tech support for on-line assessments

y Benchmark assessments (progress monitoring)

y Access to districts IDEAS

y Non-title one SIP training

y 3rd grade achievement level 1 SAT 10 summer/May assessment

y Portfolio C (High level 1)

y District end of course

y Non-mandatory training


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School Lunch Services

Definition: Those services related to eligibility and reporting duties required to ensure

that school lunch services under the federal lunch program, consistent with the needs of

the charter school, are provided by the school district at the request of the charterschool, that any funds due to the charter under the federal lunch program be paid to the

charter school as soon as the charter school begins serving food under the federal

lunch program as other public school services by the sponsor.


y Process FRL applications

y Access to bulk purchasing



y The District will continue to contract the provision of food services to those charter

schools that are currently under contract with the Food Service Program. Each charter

school must cover all the costs of the food service program. Schools that are currently

provided food service will continue to be eligible to participate in the PCSB program

unless otherwise notified on or before October 15, 2010.


(only for those schools who do not have a food services contract with the district)

y Parent notifications

y Account meal support

y Access to bulk purchasing deliveries

y Assistance in the design and development of cafeteria and kitchens for new charters.

y Training for cafeteria personnel and managers.

y Provide lunches from district schools as delivery for charter schools.

y Provide surplus equipment from warehouse

y Employment of food service employees at charters (for actual cost)

y Provide technical assistance to charter schools as they develop lunch programs.

y Commodity distribution and processing services

y Nutritional analysis and allergen information for meals

y Provide uniforms to Food Service Employees

y Process employment applications

y Conduct orientation for new substitutes


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Processing ofTeacher Certificate Data Services

Definition: To take the completed teacher certification documents through the

prescribed data services procedures in order to transmit these documents to the state

department of education for the purposes of teacher certification.


y Processing and monitoring of teacher certification


y Teacher interview day recruitment

y District new teacher training

y In-service training

y Post charter school openings on website

y Provide follow up and specific information related to individual teacher certificationissues.

y Evaluate transcripts and documents to determine if individual teachers and applicants

are highly qualified, certified.

y Provide district evaluation and process instruments

y Posters related to charter schools posted in HR lobby

y Assist with substitutes

y Letters of concern, probation, etc for HQ, in field


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Information Services

Definition: Information services including equal access to student information systems

that are used by public schools in the district in which the charter school is located.


y Email accounts with help desk assistance limit to 5 per schools

y Training and Support on Genesis

y Documentation on Genesis

y FASTER for monitoring student transcripts, Bright Futures transcripts, and Talented 20

transmissions

y Permanent Records Training

y Permanent Records Corrections

y FTE projections

y FTE verification

y FTE transmission to DOE

y Student Information Corrections

y Posting of test scores

y Monitors Genesis access

y Next Center Assistance

y Records destruction

y Records management

y Network Maintenance



y For those schools currently receiving WAN services for a cost, the Sponsor may

continue this contracted service at the rate of $7,000.00 per school for connection and

tech support. Payment must be received within 30 days, including monthly services.

y For those schools currently receiving VPN services, the Sponsor may continue this

contract and provide the School five (5) VPN lines.

y For those schools who wish to contract services to use the Sponsors Pinnacle access

that interfaces student information with the Sponsors student information system,

Genesis, services may be provided at the following contracted fee schedule. Enrollment

will be calculated during FTE periods. In order to access this service, payment must be

made within 30 days of invoice.

o Schools with 251 or more students enrolled - $1,750.00 per school per year

o Schools with 250 or fewer students enrolled - $1,000.00 per school per year


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y Email accounts and help desk

assistance beyond 5 per schools

y Hardware support for

copiers/printersy Hardware support for A/V Equipment

y Sophos Antivirus

y Telephone programming, moves,

adds, changes

y Data wiring installation and

maintenance

y TV wiring installation and

maintenance

y CCTV Security camera installation

and maintenance

y Wireless network installation and

maintenance

y Projector/projector

screen/Smartboard installation and

maintenance

y Technology Coach program

y Technology professional

development and proficiencies

y Technology grants

y Odyssey professional development/

troubleshooting

y Inventory of Teacher Technology

Skills

y ITV workshops

y Guidance on new purchases/studio

design/ and remodeling

y Video awards participation

y Print report cards

y Print payroll checks

y Print student reports

y Help Desk support calls and emailsother than Genesis

y Web hosting/design/support

y PDS Scheduler (non-Genesis)

y Elegrade assistance

y Polk Portal Discipline Assistance

y Connect ED assistance

y Monitor address issues

y Limit data reports to only those

required

y

Access to IDEASy Additional contracts for tech. support

y EERS/Computer support

y District internet

y Transfer procedures

y Microfilming of records

y Transfer requests

y Records management training

y Transcripts Micro film

y Blackboard Course Site Hosting

y

Network Configurationy Network Installation

y Server Maintenance

y Server Configuration

y Server Installation

y Support for Destiny handheld

devices


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Student Performance Data

Definition: For each student in a charter school, including, but not limited to, FCAT

scores, standardized test scores, previous public school student report cards, and

student performance measures, shall be provided by the sponsor to a charter school in

the same manner provided to other public school in the district.


y Monitor third grade promotion

y NCLB choice

y Monitor differentiated accountability

y Monitor graduation rate calculation

y Store duplicate copies of all charter school cum folders

y Appeals of school grade AYP

y Comprehensive reading plan

y School Improvement plans for Title I-DA schools


y Access to summer reading camps

y Review of student promotions with the exception of third grade

y Training for differentiated accountability unless alternate funding source

y Instructional focus Calendars


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Support Services

Florida Statutes 1002.33 (20) SERVICES.-- (c) Transportation of charter school

students shall be provided by the charter school consistent with the requirements of

subpart I.E. of chapter 1006 and s. 1012.45. The governing body of the charter school

may provide transportation through an agreement or contract with the district schoolboard, a private provider, or parents. The charter school and the sponsor shall

cooperate in making arrangements that ensure that transportation is not a barrier to

equal access for all students residing within a reasonable distance of the charter school

as determined in its charter.


y To assure that transportation is not a barrier to student enrollment; the district will

continue to provide transportation for those students the district is currently transporting

on behalf of charter schools until January 1, 2011.

y To assure that transportation is not a barrier to student enrollment; the district will

continue to provide bus inspections, maintenance, fuel, and training until August 1, 2010.

y Provide planning and consultation for selection of transportation options and route

development for yellow bus service option

y Provide training of FEFP data collection, and services for reporting and processing data

for state funding

y Make site visits to conduct annual bus audits to insure drivers have required

documentation on the bus along with all checklist items, and to observe loading and

unloading procedures

y Monitor for state mandated requirements in preparation for periodic DOE visits. Itemsinclude: school bus evacuation drills, school bus loading zones, school bus operator

licensure and qualifications, school bus inspection records, special needs compliance,

and required policies and procedures such as reduced idling, operator cell phone use,

safe driver plan, and safe rider instruction

y Provide monitoring of fleet vehicles to insure compliance with state and district

requirements

y Provide oversight in the selection of bus stops in compliance with state mandated sexual

predator legislation

y Organize periodic meetings with all Charter school representatives to share information,

provide guidance, and discuss common issuesy Florida Statutes 1012.465 and 1012.32 requires school districts to fingerprint and

background check charter school personnel. Statute allows the School District to charge

for the provision of this service. The cost for this service will be $88.52 per fingerprint

and background check. This does not include the annual retention fee of $6.00 per year

after the first year and the $24.00 fifth year fee for resubmittal (retention and resubmittal

fees subject to change).


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y Schools may contract with the school district for drug and alcohol testing at the rate of

$36.00 per test.

y Conversion Charter Schools may contract with the school district for Architecturalservices, including Construction documents, Plans review, F.I.S.H., D.O.E./database

maintenance, and Consultative Services.

y Conversion Charter Schools may contract with the school district for Construction

Services/In-House Construction, including Building permits, In-House construction

services, Consultative services, and costs associated with stop work issuance.

y Conversion Charter Schools may contract with the school district for Environmental

Services

y Conversion Charter Schools may contract with the school district for Maintenance

Services, including school maintenance and repairs and Service managers consulting.

y Conversion Charter Schools may contract with the school district for Bi-annual Safe

Schools/Fire Inspections.

y Conversion Charter Schools may contract with the school district for Irrigation, trees, and

grounds services.

y Conversion Charter Schools may contract with the school district for Facilities lists

required by schools.


y Student Transportation Services (effective 12/31/2010)

y Vehicle/Bus maintenance (effective 7/31/10)

y

Mandated school bus inspections (effective 7/31/10)y Daily courier service (effective 7/31/10)

y Bus driver/Attendant training (effective 7/31/10)

y Vehicle fueling service (effective 7/31/10)

y Emergency and Disaster Preparedness support (effective 7/31/10)

y Vehicle crash investigation and on-scene support (effective 7/31/10)

y Connect-ED support (effective 7/31/10)

y Under two-mile validation evaluations (effective 7/31/10)

y Alarm system support (effective 7/31/10)

y Waste and recycling support (effective 7/31/10)

y

Energy Management support (effective 7/31/10)


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Other Services

Services the district will continue to provide.

y Monitoring Federal and State Grants where the District is the LEA (Title I, Title II, IDEA)

y

Calculation of federal and state grants are prorated for charters either dollars or goodsand services (i.e. Title I, IDEA, Title II)

y ESOL Compliance monitoring

y ESOL training

y Public records requests for those records housed at the district

y Financial emergency plan/corrective action monitoring

y Allow charter schools to order from the warehouse

y Budget advertising

y Monitor compliance of conversion charter capital outlay expenditures to ensure School

contributes 100% of the 5% admin fee cut to capital outlay projects

y

Provide information sessions for the Florida Educational Finance Program (FEFP)y Audit FTE recordsy Provide training to collect FEFP informationy Process charter school FEFP information

y Coordinate and disburse Florida A+ School Recognition moniesy Coordinate and disburse Florida Teacher Lead monies.y Coordinate and disburse K-12 Reading moniesy Review and approve capital outlay plans

y Provide the school with information for Voluntary Student Accident Policy applications

y Monitor student application and enrollment processes to assure that Exceptional

Education Students have equal access to charter schools

y Provide Child Find servicesy Provide access to PD 360 comprehensive training software

y Access to professional development through Title IIA dollars in the same manner as

provided to all public schools

y Submit facilities reports to the Department of Educationy Submit FISH Calculations to the Department of Education

y Perform safety inspections from the Polk County School Board staff in the Facilities

department for Conversion Charter Schools only, to include health and fire inspections

and maintenance services utilizing PECO dollars

y There are certain student recognition activities or competitions that are funded from

sources other than local education dollars; therefore, charter school students mayparticipate in the following activities at no charge. It will be the responsibility of the

charter school to provide transportation and supervision for the students who are

participating in these activities. Activities without a charge include: History Fair, JROTC,

Science Fair, Math Counts, About Face, Superintendents Scholar Awards, Hall of Fame

and Volunteer Awards.

y If a charter school staff member is currently enrolled in an endorsement program that

requires several classes and the participant has already completed one or more of these


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classes, that participant may continue the program until they have completed the final

class in an area such as reading endorsement or principal internship. As of July 1, 2010,

no charter school employees may participate in a new program or individual training

course unless specifically allowed based on the funding source for such training.

Existing Contracted Services that may be continued at the sole discretion of theSponsor under separate contract:

y Schools may contract with the School District for CPI training. At a minimum, this

contracted service cost will be based on the trainers hourly rate of pay for training time

and prep time, mileage at the districts reimbursement rate, and the cost of

books/materials.

y The following activities may include charter school student participation for the actual

cost of participation (this does not include transportation, food or supervision).

o Art Exhibits at the museum at the rate of $32.00 per participating student

o All County Band at the rate of $ 25.78 per participating student

o All County Chorus at the rate of $20.38 per participating studento All County Orchestra at the rate of $29.78 per participating student

o Elementary Music Showcase at the rate of $28.73 per participating student

o Guitar All-County at the rate of $39.48 per participating student

o Jazz Band All-County at the rate of $67.77 per participating student


y Provision of portables (other than the portables on school campus at the point of

conversion)

y Training for volunteer services

y Delivery from the warehouse to School

y Print Shop Services

y Grant submittal assistance

y Textbook and B stock warehouse delivery services

y Crisis Intervention Training and services

y Training and curricular materials on topics such as substance abuse and violence

prevention, character education, child abuse reporting, bullying prevention, clinical

educator/ induction for new student services personnel

y Individual and small group counseling

y Consultation (e.g. behavioral, academic, 504, student attendance)

y Attendance/truancy consultation, training, and services

y Student Services internship/practicum placements

y Bright Future, ePEP, Choices monitoring and advisement

y Drivers license attendance assistance

y Teenage parent programs, services, and child care


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y Participation in the Substance Abuse Code of Conduct Assessment Program (Mark

Wilcox Center) to include substance abuse assessments, drug education, parent

consultations, etc

y Health education contact training

y Human Growth and Development curriculum Prevention Nurse presentations

y Health services and trainings (Health Contact, CPR, 1st Aid, AED training andmaintenance, school health clinic policies and procedures, school clinic audits, blood

borne pathogens, screenings)

y Hepatitis B program for employees

y All other non-ESE student service requests

y Charter positions posted on PATS system

y Tracking in-service points

y Reading endorsement

y Summer reading camp

y Staff development funded from local dollars

y Curriculum guidesy Participation in curriculum contact meetings

y L.E.A.D. Program (Principal Intern/Interim program, New A.P. program, Mentor

program, and Aspiring Leaders program)

y Appraisal System (Teacher, Administrator, Non-Instructional)

y Consultation/support in discipline issues and promotion-retention

y Transcript evaluations

y Training Service learning and Community service

y Translation and Interpretation Services funded through local dollars

y Volunteer background checks

y Code of student conducty High school community services

y Submission of 5-STAR school applications, provision of training, development, and

management

administrative services to charter schools-final 2010-2011

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