START UP PLAN SUMMARY REPORT

STATE FILING
State Deadline #1
State Deadline #2
State Deadline #3
State Deadline #4
State Deadline #5
State Deadline #6
State Deadline #7
STAFFING
Hire School Leader
Recruit School Staff
Select School Staff
Hire School Staff
Non Instructional Staff
STUDENT ENROLLMENT & DATA
Establish SIS
Establish Onsite Operations
Recruit Students
Student / Family Welcome
Select Students
Enroll Students
Schedule Students
ADMINISTRATIVE
Administrative
Student Identification
School Finance
Parents / Student / Staff
SHARED SERVICES
Facilities
General Operations
Transportation
Food Service
Security
Maintenance
Custodial
TECHNOLOGY
Technology Assessment
Information systems
Technology procurement
Website Development
Erate

STATUS
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%

Charter School Tools

www.charterschooltools.org

NOTES

Long-Term Technology Plan

SIS
PROCUREMENT
Order and Deliver Materials
PROFESSIONAL DEVELOPMENT
Logistics
FACILITIES
Facilities
Construction
CLIMATE
Classrooms / Specialty Rooms
School Climate and Safety
SPECIALIZED SERVICES
Food Service
Special Education
School Nurse
HUMAN RESOURCES
HR Office Compliance and Setup
Hiring process and setup for new hires
Employment Manual
Benefits, payroll and insurance
Recruiting process for HR administrator
New Hire Orientation Process
Termination Policies and Policies
FINANCE
Accounting
Revenue
Payroll
Purchasing
Accounts Payable
Inventory - Fixed Assets Mgmt
Employee Reimbursements
Reporting
Budget Management
Petty Cash
Insurance
Other Potential Things
GRANTS
Grants
Parents / Students
Competitive Applications

Charter School Tools

www.charterschooltools.org

0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%
0%

TASKS & STEPS

Team
Member(s):

Target
Completion
Date

School #1
Project
Status

School #2
Project
Status

Completion
(0 = not
started, 10 =
Complete)
0
0

Completion (0
= not started,
10 =
Complete)
0
0

0
0

0
0

0
0
0

0
0
0

0
0
0
0
0
0

0
0
0
0
0
0

0
0

0
0

Continuous

Continuous

Continuous

Continuous

Continuous
Continuous

0
0

0
0

Continuous
Continuous

0
0

0
0

Continuous

Continuous

0
0
0
0
0
0
0
0
0
0
0

0
0
0
0
0
0
0
0
0
0
0

0
0
0
0

0
0
0
0

HIRE SCHOOL LEADER

Draft advertisement for Principal
Approve advertisement
Run advertisement in local newspaper and area
career placement newsletters.
Make networking contacts to recruit candidates for
principal and create diverse field
Receive and organize letters of interest and resumes
Organize selection committee
Review applications and select candidates for
interview based on weighted eval
Evaluate applicant pool for diversity
Schedule interviews
Conduct interviews for Principal with Selection
Committee
Identify finalist and check references
Schedule site visits
Align compensation with budget
Recommend Principal for approval
Hire Principal
RECRUIT SCHOOL STAFF
Draft advertisement for staff
Approve advertisement
Run advertisement in Local and National newspaper
and area career placement newsletters
Make networking contacts to recruit candidates to
create diverse field
Receive and organize letters of interest and resumes
SELECT SCHOOL STAFF
Number of vacancies identified and filled
School staffing issues identified and communivated to
Human Resources
Review applicant pool for diversity
Review letters of interest, applications, and resumes
and select candidates for all interviews
Schedule candidates interview
Attend Human Resources site selection and
placement activities for teacher vacancies
HIRE SCHOOL STAFF
Align compensation with budget
Conduct finalist interviews ;
Check references,
Get principal approval; if possible
Hire Staff
All teacher staff positions filled:
Grades
Library
Athletics
New staff orientations scheduled and convened
Buddy teachers assigned
Principal meet with all new or departing staff and
review assignments with them / transition plan
NON INSTRUCTIONAL STAFF
All non-instructional staff positions filled:
Secretaries identified
Para Professionals
non-Instructional Managers
Non instructional staff assigned and deployed - i.e.
Paraprofessionals and Parent liasions

Charter School Tools

charterschooltools.org

Evidence of Status

NOTES

Final Completion
Date

TASKS & STEPS

Team
Member(s):

Target Date

School #1
Project
Status

School #2
Project
Status

Completion (0
= not started, Completion (0 =
10 =
not started, 10
Complete)
= Complete)

ESTABLISH SIS
Schedule Demo with JPAMS, Panamation, and
Power Schools

Determine SIS Software

Determine training needs on SIS software

Set up SIS
ESTABLISH ONSITE OPERATIONS
Establish onsite startup office
Identify office support staff
Set up technology for onsite data management
Provide training to office support staff, as needed
RECRUIT STUDENTS
Prepare mailing to announce enrollment process to
parents
Identify community liaisons
Solicit and organize parent support
Customize your student applications (specific to
school, year, etc.)
Duplicate and distribute applications
Provide materials for community presentations
Conduct community presentations;
Monitor applications for number, compliance with
diversity goals

0
0
0
0

0
0
0
0

Continuous

0
0
0

0
0
0

Continuous

0
0
0
0

0
0
0
0

Continuous

Begin enrolling students

Identify parent and community volunteers to plan
orientation and welcoming events

Recruit parent volunteers

Organize meetings to introduce parents to house
teachers and teacher assignments

0
0
0
0
0

0
0
0
0
0

0
0

0
0

0
0

0
0

0
0
0
0

0
0
0
0

0
0

0
0

0
0

0
0

0
0
0

0
0
0

Student / Family Welcome

Conduct meetings to introduce parents to house

teachers and teacher assignments
Explain special programs and school's approach to
special needs students
Conduct welcoming/orientation events
Plan opening day activities, including locations and
dates
Inform parents/students of orientation and
welcoming events by mail
SELECT STUDENTS
Conduct Student Lottery if necessary
Establish list of seleced students
Establish waiting list
Establish waiting list for Pre-K
Send letters inviting selected students to enroll
Send letters informing other applicants of waiting
list status
Send letters inviting wait listed students to enroll in
event of open spot
Inform Partners of selected Pre-K students
Send letters informing other applicants of wait list
status for Pre-K
Continue monitoring of Student enrollment until
count day
ENROLL STUDENTS
Begin Enrollment process
Set up student information system
Review IEP requirements of special needs
students; determine placement requirements
Prepare final reports for Count Day
Count Day
Closeout Count Day activities
SCHEDULE STUDENT
Feasibility Analysis of school (coordinate with
facilities)
Produce draft school schedule
School leadership team reviews schedule
(Principal/Leadership)
Review implications of schedule (Facility, Budget,
Staffing Materials, Training)
Align schedule implications to budget
Add Leadership Team Training to school schedule
Add Staff Training to school schedule
School schedule approval

Continuous

Charter School Tools

charterschooltools.org

Evidence of Status

NOTES

Final
Completion
Date

TASKS & STEPS

ADMINISTRATIVE
Registration procedures and staff in place to
execute
Staff handbook distributed and reviewed with
staff
Email accounts for school staff are operational
Rosters and school schedules prepared for
distribution to students
Plans in place to assign missing students rosters
and schedules
School Improvement and School Progress Plans
ready
for distribution
Teachers'
weekly and(staff/office)
emergency lesson plans
on file

Teacher guidelines and staff meeting

agendas/professional development dates
prepared
School trip information distributed to staff
Schedule for parent night
New Teacher Orientations - scheduled and new
teachers notified
Mentor or buddy teacher for new teachers
trained and assigned
Professional Development materials ready for all
staff
Faculty meeting and professional development
dates distributed
Testing schedule disseminated to teachers
Staff attendance memos prepared
Grade Team
Meetings
Formed
School
guidelines
ready
for distribution in written
form - i.e. school calendar, student handbook,
etc.
Ensure school has and efficient
ehrollment/transfer/withdrawal process
Student records received
Roll sheets received
Summer program promotion/retention data
reviewed
All professional development agendas, sign-in
sheets are in a binder clearly labeled by grant or
activity.
Kindergarten Screening
STUDENT IDENTIFICATION
School holds orinetation and takes ID pictures
Student ID equipment obtained
Student ID equipment/training completed
Pictures taken of new students and ID cards
created
Student ID;s distributed
SCHOOL FINANCE
Payroll secretary had been trained and has
pasword codes to input staff attendance
Principal reviews and is familiar with all financial
policies for 2009-10
Petty Case/Student Actiivty Fund bank account
signatures updated
All Budgets Loaded
Personal Property Inventory Review
Access ISIS-HR and Payroll Systems and ISIS
Web-reports
Risk Management and Workers Compensation:
a) Workers Compensation Policy; b) Distribute
Voluntary Student Accident Brochure to all
students to be taken home to parent/guardian
PARENTS/STUDENTS/STAFF
School guidelines ready for dsitribution
Calendar
Student Handbook
Report card Dates
Uniform Policy
Rosters
Student Code of Conduct
Parent Resource Center established
Kindergarten parent surveys have been
distributed to Kindergarten teachers

Team Member(s):

Target Date

School #1
School #2
Project Status Project Status
Completion (0 =
not started, 10 =
Complete)

Completion (0 =
not started, 10 =
Complete)

0
0
0

0
0
0

0
0
0
0

0
0
0
0

0
0
0

0
0
0

0
0

0
0

0
0
0

0
0
0

0
0

0
0

0
0
0

0
0
0

0
0
0
0
0
0
0
0

0
0
0
0
0
0
0
0

Charter School Tools

chaterschooltools.org

Evidence of Status

Notes

Final Completion
Date

TASKS & STEPS

FACILITIES
Obtain access to the facilities
Complete MOU with district
Establish utility accounts - Electric, Fuel,
Telephone
Finalize agreement with district for facility
access
GENERAL OPERATIONS
Schedule Meeting with District to
Determine Structure
Define general operations requirements
Custodial (Groundskeeping, Trash
removal, etc.)
Facility Maintenance (Pest Control, HVAC,
etc.)
Security
Transportation
Food Service
Establish operations strategy (ie selfperform, district buy back, sub contract)
Custodial (Groundskeeping, Trash
removal, etc.)
TRANSPORTATION
Finalize general trasnportation plan
contract
Finalize bus contract for SPED
Establish bus routes based on enrollment
data
Notify parents of bus routes/times
Trial runs for bus service
Launch bus service
FOOD SERVICE
Finaliize food service contract
Make any modifications necessary to
provide food service (staffing, POS system,
etc.)
File necessary paperwork for Free and
Reduced lunch
Secure food and other materials to prepare
meals
Conduct staff training
Launch food service
SECURITY
Evaluate existing alarm system (Transfer
codes and system from district)
Deterime if nw alarm system is needed
If new - secure new vendor and contract
If new - install new system
If new - test system and confirm
functionality
If exisiting - transfer codes and system
from district
Finalize alarm system transfer and confirm
functionality
MAINTENANCE
Conduct facility assessment to determine
short and long-term facility needs
Communicate long-term facility needs to
district
Develop action plan for immediate/urgent
short term needs
Finalize ongoing maintenance contract or
shared service buyback
Negotiate with district to resolve any
immediate capital needs
Contract with service providers to resolve
any immediate non-capital needs
Complete immediate non-capital needs
CUSTODIAL
Produce RFP for Custodial contract
Finalize custodial contract
If self-performing conduct interviewing,
hiring, onboarding, training process

Team
Member(s):

Target Date

School #1
Project
Status

School #2
Project
Status

Completion (0 Completion (0
= not started,
= not started,
10 = Complete) 10 = Complete)

0
0

0
0

0
0

0
0

0
0
0
0

0
0
0
0

0
0

0
0

0
0
0
0

0
0
0
0

0
0
0

0
0
0

0
0
0
0

0
0
0
0

0
0

0
0

0
0

0
0

Charter School Tools

charterschooltools.org

Evidence of Status

NOTES

Final
Completion
Date

TASKS & STEPS

If outsourcing - finalize detailed workscope

Finalize any ancillary contracts (trash
removal, etc.)

Team
Member(s):

Target Date

School #1
Project
Status

School #2
Project
Status

Charter School Tools

charterschooltools.org

Evidence of Status

NOTES

Final
Completion
Date

TASKS & STEPS

TECHNOLOGY ASSESSMENT
Review current technology hardware and
software for use by school
Conduct technology inventory
INFORMATION SYSTEMS
Finalize Student Information System
Finalize Financial Information Systems
Align HR Information System with Payroll,
Finance, etc.
Finalize network/hardware/server plan
Order equipment
Install equipment and set up network

Team
Member(s):

Target Date

School #1
Project
Status

School #2
Project
Status

Completion (0 Completion (0
= not started, = not started,
10 = Complete) 10 = Complete)

0
0

0
0

0
0

0
0

0
0
0
0

0
0
0
0

0
0

0
0

0
0
0

0
0
0

0
0

0
0

0
0
0

0
0
0

0
0
0

0
0
0

TECHNOLOGY PROCUREMENT (HIGH

VOLUME ORDER - IF NECESSARY)
Determine AV and phone system in
conjunction with facility assessment
Determine quantities and types of various
computer equipment
Provide a distribution list indicating where
equipment should be stored and installed
Turn over system for tracking inventory to
site-based operations managers
Receive equipment and distribute
WEBSITE DEVELOPMENT
Identify web designer
Determine basic website content
Launch website
E-RATE
Finalize e-rate application manager
Submit initial e-rate application
Manage ongoing e-rate application process
LONG TERM TECHNOLOGY PLAN
Prepare initial draft in alignment with
school goals and resources
Review plan and provide feedback
Finalize full 3 year plan
SIS
Set up technology for onsite data
management
Review of serious incident procedures
involving SIS
Schedule created for incoming students
Assign students homeroom / advisories

Charter School Tools

charterschooltools.org

Evidence of Status

NOTES

Final
Completion
Date

ORDER/DELIVER MATERIALS
Identify core materials that need to be
ordered including any furniture materials
FURNITURE
CURRICULUM
SERVICES
Devise written inventory showing what
materials will be used from site inventory
Arrange for placement of orders for
required books and materials including
furniture
Determine projected delivery dates for
texts and materials
Identify texts and materials that are on
backorder. Make alternate arrangements,
if possible
Apprise Principal and SOM of materials
delivery plans, including inventory and
schedule
Plan for delivery of materials to the school
site -- determine where/when space will be
available to stage delivery
Establish system for tracking delivery of
materials to site and how materials will be
distributed to classrooms
Confirm delivery of instructional materials
on site
Textbooks ready for classroom and student
use
Teacher guides ready and in place for
teacher use
Textbook policy distributed to staff and
students

Completion (0 = Completion (0 =
not started, 10 = not started, 10 =
Complete)
Complete)

0
0
0
0

0
0
0
0

Charter School Tools

charterschooltools.org

TASKS & STEPS

PROFESSIONAL
DEVELOPMENT/PROVIDE OPEN YEAR
TRAINING
Determine topics to be covered, experts for
start-up professional development and ongoing relationships
Identify site for local start-up professional
development
Arrange for materials, equipment for
programs
Develop schedule for pre-opening
professional development programs using
regional training cohort
Communicate schedule, plan for
professional development to staff
Identify materials, equipment needed for
professional development
Conduct professional development
seminars
Arrange for ongoing prof development
Develop Master Calendar to determine
dates for ongoing PD

Team
Member(s):

Target Date

School #1
Project
Status

School #2
Project
Status

Completion (0 = Completion (0 =
not started, 10 not started, 10
= Complete)
= Complete)

0
0

0
0

Charter School Tools

charterschooltools.org

Evidence of Status

NOTES

Final
Completion
Date

TASKS & STEPS

Facilities
Bells, alarms working; clocks set
Facility work orders submitted with follow
up dates
Pest control addressed
Dumpsters located in appropriate location
for waste disposal an pickup
Lavatories inspected for operation,
cleanliness and supplies
Lunchroom inspected for cleanliness and
ready for food preparation
Graffiti removed from interior and exterior
walls
Classrooms cleaned, repairs
made/scheduled, painting complete
Locks: Working Order
Exterior doors/locks/panic bolts in working
order
All doors clear of debris for exit and
entrances
Grounds needs addressed: lawns, bushes,
trash, broken gaers, dumpsters located in
safe area away from children
PA/ Phone System: check for operation
maintain list of contacts for assistance
CONSTRUCTION
Contractor work schedules reviewed
Boiler/emergency generator/ window
replacements
New construction projects began/
completed
Fire Alarm assessed
Fire Inspection complete
Signage ordered from BR Police Supply
Signs posted around facility

Team
Member(s):

Target Date

School #1
Project
Status

School #2
Project
Status

Completion (0 Completion (0
= not started,
= not started,
10 = Complete) 10 = Complete)

0
0

0
0

0
0

0
0

0
0
0
0

0
0
0
0

Charter School Tools

charterschooltools.org

Evidence of Status

NOTES

Final Completion
Date

TASKS & STEPS

CLASSROOMS/SPECIALTY ROOMS
Classroom school behavior and safety
rules posted
Classroom prepared-academic (Bulletin
board. Learning areas, etc.)
Classroom prepared - facilities (lights,
shades, furniture, etc.)
All teachers have classroom keys.
Classroom keys are inventoried and stored
securely
All classrooms with new teachers have
adequate and appropriate materials,
supplies and equipment
Supplies received and placed in rooms
(chalk, pencils, paper)
Computer/science labs operational: ALL
borrowed equipment returned
Library staffed and ready to open
Gym equipped and fields ready for use
Teacher classroom assignments
completed
All new students have been entered in
JPAMS/e School (Including Pre K and K)
Roll Sheets and instructions shared with
staff
SCHOOL CLIMATE AND SAFETY
School security needs identified
Security equipment assessed
Documentation of fire drills
School Safety Plans submitted
Alarm pads and codes working
Security cameras and monitors operations
(internal and external)
High Schools: Metal Detectors, scanners,
wands operational
School Deployment Plan Updated
Student Code of Conduct distributed and
available
Sufficient visitor passes available, visitor
procedures posted on entrance doors
Establish schedule for monthly meetings
with behavioral health and student support
service providers

Team
Member(s):

Target Date

School #1
Project
Status

School #2
Project
Status

Completion (0 Completion (0
= not started, = not started,
10 =
10 =
Complete)
Complete)

0
0

0
0

0
0

0
0

0
0
0
0
0

0
0
0
0
0

0
0

0
0

Ensure the 3-5 consistent school-wide

behavioral expectations are established
and clearly posted across classroom and
non-classroom settings

Establish a plan for student instruction on

behavioral expectations

0
0
0

0
0
0

Establish a system of positive

reinforcement for appropriate behavior
Establish a plan for a systematic,
structured approach to managing
transitions (lunch recess, dismissal)
Crossing Guard needs/assignments
Shelter in Place Drills Scheduled
School Safety point person identifed and
Safety Team members identified an
dposted in Main Office
Entrance/dismissal procedures
disseminated to staff and students
Emergency Response Charts completed
and posted in all classrooms and offices
Duty schedule established (teachers
assigned to specific locations across
campus)

Charter School Tools

charterschooltools.org

Evidence of Status

NOTES

Final Completion
Date

TASKS & STEPS

FOOD SERVICE

Team
Member(s):

Target Date

School #1
Project
Status

School #2
Project
Status

Completion (0 Completion (0
= not started, = not started,
10 =
10 =
Complete)
Complete)

Free and reduced lunch applications reach school

Free and reduced lunch applications distributed to

parents/students

Identify students whose applications indicated IEPs

Identify students whose applications indicated
bilingual or ESOL services
Gather and review IEPs on special education
students
Gather and review language skill level on bilingual
or ESOL students

Devise plans for serving special education students

Devise plans for serving bilingual and ESOL
students

Confer with principal regarding staffing, scheduling,

and budgeting implications for special education

Confer with principal regarding staffing, scheduling,

and budgeting implications for bilingual and ESOL
programs

Determine if Nurse is Shared service or District

Employee

HireSchool Necessary (If employee)

Negotiate Services with District (if shared)

School nurse schedule and adequate health
supplies available

Information on breakfast serving times to parents

Breakfast/Lunchroom procedures (supervising
students)

SPECIAL EDUCATION

Advise special education staff of special education

plan
Advise bilingual and ESOL staff of bilingual and
ESOL program plans
Convey special education plans to special
education and regular education staff
Convey bilingual and ESOL program plans to
bilingual, ESOL, and regular education staff
Coordinate schedule for special education students
Coordinate schedule for bilingual and ESOL
students
Work with parents to develop or revise IEPs as
needed
Work with parents to develop or revise bilingual and
ESOL programs as needed
Ensure the appropriate staff have passwords to
access SER
Ensure that SER data for students receiving special
education services is accurate
Student IEP's are made available to teachers with
copy in appropriate file

SCHOOL NURSES

School nurse reviewed pupil packets for students

who should be place on medical alert list.

Charter School Tools

charterschooltools.org

Evidence of Status

NOTES

Final
Completion
Date

TASKS & STEPS

Team
Member's):

Target Date

School #1
Project
Status

School #2
Project
Status

Completion (0
Completion (0
= not started,
= not started,
10 =
10 = Complete)
Complete)

HR Office Compliance and Set-up

Compliance set-up to include:

Human Resources

Post required state and Federal posters

Human Resources

Set-up employee personnel files

Human Resources

Continuous

Ensure I-9s and Hire Register are completed properly

Human Resources

Continuous

Determine File Management Process

Human Resources

Ensure compliance with key employment regulations

based on employer's size. These may include FLSA,
FMLA, COBRA, ADA, OSHA etc,

Human Resources

HR Online setup

Human Resources

Prepare a complete and accurate list of key HR contacts

at the client including benefits and payroll
Human Resources

Hiring Process and Set-up for New Hires

Determine new hire process

Human Resources

Prepare offer letter template

Human Resources

Prepare reference checklist

Human Resources

Prepare application

Human Resources

Collect all new hire paperwork

Human Resources

Continuous

Employment Manual
Review and finalize Manual

Human Resources

Implement required updates

Human Resources

Employee information receipt/acknowledgement form

Human Resources

Determine broker to work with on benefit plans

Human Resources

Determine broker to work with on 403b plans

Human Resources

Determine and implement employee benefits package:

Human Resources

Determine 4013b and implement

Human Resources

Determine Flexible Spending vendor and implement

Human Resources

Develop Benefits Summary

Human Resources

Set-up Workers Compensation

Human Resources

Set-up Employment Practices Liability insurance

Human Resources

Set-up Unemployment Compensation Insurance

Human Resources

Set-up Payroll vendor

Human Resources

Set-up Payroll cycle

Human Resources

Develop job description

Human Resources

Recruit and hire HR administrator

Human Resources

Transfer ownership to HR Administrator

Human Resources

Offer letters prepared and provided to all staff

Human Resources

Employment Agreements provided to new hires

Provide all new employees with new hire paperwork and
in-process
Determine pre-employment testing and background
check procedures
On Board new employees-benefits overview and
processing and school policy review

Human Resources

Human Resources

Human Resources

Human Resources

New Hire checklist

Human Resources

Termination Policies

Human Resources

Documentation of specific situations

Human Resources

Termination checklist

Human Resources

Employee release form

Human Resources

COBRA or benefits continuation material

Human Resources

Company Return policy

Human Resources

Benefits, Payroll and Insurance Set-up

Recruiting Process for HR Administrator

New Hire Orientation Process Development

Termination Policies and Procedures

Charter School Tools

charterschooltools.org

Evidence of Status

NOTES

Final
Completion
Date

TASKS & STEPS

Category

Team
Member's):

Team
Member's):

Lead

Secondary(s)

Priority
Level

Target
Date

School #1
Project
Status

School #2
Project
Status

Chart of Accounts - All accounts

Chart of Accounts with full descriptions - All
accounts
Grant chart and baseline descriptions

Finance

(1 must
have, 10
save for
last)
1

Finance
Finance

4
4

0
0

0
0

Setup of accounts within accounting system

Closing calendar
Revenue & A/R template design
Revenue & A/R procedure
Payroll Accounting template - design
Payroll reconciliation design
Adjust model to generate summer pay
accrual figures
Calculate monthly summer pay entry
Standardize sum pay quarterly adjust
process
Calculate monthly bonus entry

Finance
Finance
Finance
Finance
Finance
Finance

3
3
3
4
2
3

0
0
0
0
0
0

0
0
0
0
0
0

Finance
Finance

1
3

0
0

0
0

Finance
Finance

5
3

0
0

0
0

Standardize bonus quarterly adjust process

Grants accounting design
Grants accounting add names
Payroll accounting process
Generic accounting entry template
General accounting entry process
Policies & procedures write-up
Bank reconciliation protocol
Activity fund reconciliation protocol
Revenue
Initial consolidated grant application
Initial consolidated grant budget
School Improvement Budget
PCSP Budget
Grants available research on process
Grant drawdown research on forms and
timing
Grants reporting process

Finance
Finance
Finance
Finance
Finance
Finance
Finance
Finance
Finance

5
3
5
5
2
5
3
4
5

0
0
0
0
0
0
0
0
0

0
0
0
0
0
0
0
0
0

Finance
Finance
Finance
Finance
Finance

2
2
2
2
4

0
0
0
0
0

0
0
0
0
0

Finance
Finance

4
5

0
0

0
0

Fundraising

Finance

Finance
Finance
Finance

1
3
2

0
0
0

0
0
0

Finance

Finance

Finance
Finance
Finance
HR/Finance
HR/Finance
HR/Finance
HR/Finance
HR/Finance
HR/Finance
Finance
Finance
Finance
Finance
HR/Finance
HR/Finance
HR/Finance

3
2
3
4
4
3
4
3
4
4
3
3
4
4
2
3

0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0

0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0

Finance

Operations

Operations
Finance
Operations

4
3
3

0
0
0

0
0
0

Operations / Finance
Finance
Operations
Finance
Finance
Operations / Finance
Operations / Finance

4
3
4
1
3
4
4

0
0
0
0
0
0
o

0
0
0
0
0
0
o

Accounting

Fundraising process (tracking money

coming in, tracking restrictions, thank you /
tax letters, contact with donors)
Calendar of revenue deadlines, including
grants and foundation restrictions
Payroll
Paychex setup
HR Online setup
Development of payroll calendar/deadlines
Updating of timesheet requirements &
timesheets
Payroll processing procedures (incl how
things will be prorated)
Communication of payroll processes to
managers and staff (initial and ongoing)
Payroll approval spreadsheet
Late hire calculator
Vacation day tracking system
Sick Day tracking system
Substitute pay policy
Substitute tracking system vs. employee
TAT pay/benefit policy
Stipend forms
Payroll document retention policies
TRSL Adds spreadsheet
TRSL Monthly contributions spreadsheet
TRSL Monthly process
TRSL terminations process
TRSL Eligibility guidelines
TRSL process of determining which plan
Purchasing
Revisit approval requirements (recurring vs.
non-recurring)
Bidding/quote requirements (thresholds and
documentation)
Research potential purchasing systems (ex:
Eschoolmall)
New vendor documentation packet
Change of billing address
Identifying core vendors based on location,
price and delivery, etc (classroom supplies,
paper, emergency supplies,
textbook/workbook companies,
assessments, basic repairs, copier repairs,
food delivery, printing company
Setting up accounts with core vendors
Alcohol policies
Apply for state tax exemption
Inform vendors of tax exemption
Receiving/returns process
Write-up of official purchasing process
Accounts Payable

Charter School Tools

charterschooltools.org

Completion (0
Completion (0
= not started,
= not started,
10 =
10 = Complete)
Complete)
0
0

Evidence of
Status

NOTES

Final
Completion
Date

TASKS & STEPS

Category

Accounting
Revisit approval requirements (recurring vs.
non-recurring)
Decision on credit cards - who gets, type
and threshold
Write-up of formal credit process
Calendarization of standard accounts
payable payments/entering
Development of necessary systems
including issue tracking
Emergency check approvals, policies
Emergency check form
Inventory/Fixed Asset Management
Development of asset management system
(program to use, building it)
Policies on lost/stolen items (ex textbooks do students pay)
Tagging of items (including grantor owned
items)
Initial count of items
Ongoing inventory counts (how often,
process)
Reconciliation of inventory with the
accounting ledger
Employee Reimbursements
Write-up of official policy
Development of reimbursement form
Training of staff on how to use
Reporting
Revisit timing and what goes to the Board
Design of standard profit & loss format
Design of standard balance sheet format
Design of standard cash flow format
Design of summary commentary
Design of statutory templates
Budget Management

Team
Member's):

Team
Member's):

Priority
Level

Lead

Secondary(s)

(1 must
have, 10
save for
last)

Target
Date

School #1
Project
Status

School #2
Project
Status

Completion (0
Completion (0
= not started,
= not started,
10 =
10 = Complete)
Complete)

Finance

Finance
Finance

3
3

0
0

0
0

Finance

Finance
Finance
Finance

5
3
2

0
0
0

0
0
0

Operations / Finance

Operations / Finance

Operations / Finance
Operations / Finance

3
2

0
0

0
0

Operations / Finance

Operations / Finance

Finance
Finance
Finance

3
3
3

0
0
0

0
0
0

Finance
Finance
Finance
Finance
Finance
Finance

4
4
4
4
4
4

0
0
0
0
0
0

0
0
0
0
0
0

Finance / Operations

Finance

Finance
Finance
Finance / Operations

3
4
4

0
0
0

0
0
0

Intra-month forecast changes for overages

(ex: principal wants to buy $1,500 in
textbooks, but only has $1,200 left, can they
move money, what approvals are needed)
Finance
SOM training on model
Finance
Annual budget process (1 year, 5 year,
something else)
Finance / Operations
Petty Cash

4
2

0
0

0
0

Finance

Finance
Finance
Finance

4
4
3

0
0
0

0
0
0

Legal
Operations
Operations

2
3
2

0
0
0

0
0
0

Operations / Finance
Operations / Finance

3
3

0
0

0
0

Revisit who is involved, who has final say,

basic protocols and what is tracked (I.e. just
P&L, balance sheet too? Cash?)
Budget template adaption to final chart of
accounts
Inclusion of internal reporting pieces into the
model
Protocols for updating the forecast
Budget review calendarizing

Agreement on basic policies (amount, who

has access, restrictions on use, maximum
purchases, approvals required, storage)
Write-up of Petty Cash standardized policies
Petty cash form
Training of operations team
Insurance
Determination of needs
Safety plan
Claims process - written protocol
Other potential things to look at:
Food service cash management
Athletic cash management

Continuous

Charter School Tools

charterschooltools.org

Evidence of
Status

NOTES

Final
Completion
Date

TASKS & STEPS

GRANTS
Erate
TANF
Title I
Title IIA
Title IID
Title IV
Title V
PCSP Grant
8G
Stimulus Funds
REAP
IDEA
ARRA Tittle I
IDEA ARRA
Educational Excellence Fund
PARENTS/STUDENTS
Title I Compact distributed
Title I Binders - all years available
COMPETITIVE APPLICATIONS

Team
Member(s):

Target Date

School #1
Project
Status

School #2
Project
Status

Completion (0
= not started, Completion (0
10 =
= not started,
Complete) 10 = Complete)

0
0
0
0
0
0
0
0
0
0
0
0
0
0
0

0
0
0
0
0
0
0
0
0
0
0
0
0
0
0

0
0

0
0

Charter School Tools

chaterschooltools.org

Evidence of Status

NOTES

Final
Completion
Date