Charter Amendment and Notification Guidelines
May 2016
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Table of Contents
I.
Introduction ............................................................................................................................. 1
II. Amendments Requiring Board Approval ................................................................................ 2
III. Amendments Requiring Commissioner Approval .................................................................. 2
IV. The Amendment Request Process ........................................................................................... 4
A.
B.
C.
D.
Differentiated Timelines for Amendment Requests ........................................................... 4
Amendment Requests from Horace Mann Charter Schools ............................................... 4
Review of Amendment Requests ........................................................................................ 5
Criteria for Approval or Denial of an Amendment Request ............................................... 5
V. Preparing and Submitting Amendment Requests .................................................................... 6
A.
Required Elements for Amendment Requests to the Board ............................................... 7
1.
2.
3.
B.
Instructions for District(s) Specified in a Charter School’s Region Amendment ........................................8
Instructions for Maximum Enrollment and/or Grades Served Amendment ............................................... 11
Instructions for Contractual Relationship with a Management Organization Amendment ........................ 17
Required Elements for Amendment Requests to the Commissioner ................................ 19
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Instructions for School Name Amendment (Effective subsequent fiscal year) .......................................... 20
Instructions for Mission Amendment ......................................................................................................... 21
Instructions for Governance or Leadership Structure Amendment ............................................................ 22
Instructions for Educational Program, Curriculum Model, or Whole School Design Amendment ........... 24
Instructions for Bylaws Amendment .......................................................................................................... 26
Instructions for Approval of New Board Member(s) ................................................................................. 27
Instructions for Memorandum of Understanding (Horace Mann) Amendment ......................................... 28
Instructions for Schedule Change Amendment .......................................................................................... 29
Instructions for Accountability Plan Amendment ...................................................................................... 30
Instructions for Enrollment Policy and Application Amendment
(Effective subsequent enrollment period) .................................................................................................. 31
11. Instructions for Expulsion Policy Amendment .......................................................................................... 32
12. Instructions for Location of Facilities Amendment
(if relocating or expanding to a new municipality) .................................................................................... 33
VI. Additional Changes that Require Notification to the Department ........................................ 34
I.
Introduction
These guidelines have four purposes:
 To provide and clarify guidance to charter schools about the kinds of changes, as defined in
603 CMR 1.10, that require approval from the Commissioner and/or the Board of
Elementary and Secondary Education (Board) for an amendment to the school’s charter
before the school implements the changes;
 To outline the process that a charter school must follow in making an amendment request;
 To communicate the information required when making an amendment request; and
 To inform charter schools of the changes which require notification to the Department of
Elementary and Secondary Education (Department) but do not require a formal amendment.
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II.
Amendments Requiring Board Approval
Charter amendments requiring approval by the Board before they can be implemented include:
 District(s) specified in a school’s charter;
 Maximum enrollment;
 Grades served; or
 Contractual relationship with an education management organization that is providing or
planning to provide substantially all the school’s educational services1. (603 CMR 1.10(1)).
The charter school's board of trustees must vote on adopting the proposed change to its charter, and
submit an amendment request that addresses the requirements described in these guidelines. In
general, the Board will consider requests for maximum enrollment increases, changes to grades
served, and districts specified in the school’s charter only after the school undergoes a
comprehensive evaluation by the Department after the school’s first charter renewal. Additionally,
any school under one or more conditions is unlikely to be considered by the Board until the school
has made progress towards meeting the conditions and the Commissioner has recommended
removal of conditions. Schools are encouraged to consult with the Department prior to submission
to ensure the request submission meets the standards for consideration by the Commissioner and the
Board.
The Commissioner reviews all requests prior to asking the Board for its approval. If the
Commissioner does not recommend a charter school’s amendment request, and does not bring the
request to the Board for consideration, the school’s board of trustees may request that the Board
review the Commissioner’s decision at the time of the Commissioner’s decision (603 CMR 1.10(8).
The school’s board of trustees may not request review of the Commissioner’s decision beyond the
fiscal year of submission. For example, a request to increase maximum enrollment that is submitted
on August 1, 2015 cannot be subject to Board review after the Board’s meeting in June 2016.
A Note about Consolidations: A consolidation is an action by the Board to permit two or more
legally distinct charter schools within a charter school network2 to operate as a single charter school
with multiple campuses. The Board has previously granted consolidation amendments to four
networks of charter schools. Please contact the Department for further guidance if considering a
request for consolidation.
III.
Amendments Requiring Commissioner Approval
There are two categories of charter amendments which require Commissioner approval prior to
implementation.
1
Changes to existing management contracts must align to Department guidance, and require consultation with the
Department prior to submission to ensure timely approval by the Commissioner and Board.
2
A charter school network exists when multiple charter schools are overseen by a single board of trustees. Each charter
school within the network was granted its own charter.
2
All amendments to board approved policies that require alignment to published Department
guidance require preliminary approval by the Department prior to a board of trustees vote.
Preliminary approval ensures that all changes maintain alignment with current Department
requirements and guidance. The Department works with school representatives to ensure the
timeline for preliminary approval takes into consideration the meeting schedule of the school’s
board of trustees. Depending upon the policy under revision and the degree to which the school has
aligned its policy with Department guidance, the process for preliminary approval may involve
consultations with Department staff over a period of 3-4 weeks via phone and email, and a number
of additional revisions to the proposed policy. Schools are encouraged to align the following
policies as closely as possible to the Department’s criteria for approval and guidance.
Preliminary approval is required for changes to:
o Accountability Plan;
o Bylaws;
o Enrollment policy and application for admission;
o Expulsion policy; and
o Memorandum of understanding for Horace Mann charter schools.
All other amendments to terms of the school’s charter may be voted upon by the board of trustees
and submitted directly to the Department via csamendments@doe.mass.edu for Commissioner
approval without consultation with the Department. While consultation is not required, schools are
encouraged to speak directly with their accountability liaison to address any questions or concerns
prior to submission.
Consultation is not required for changes to:
 School name;
 Mission3;
 Governance or leadership structure;
 Educational programs, curriculum models, or whole-school designs that are
inconsistent with those specified in the school’s charter4;
 Membership of the board of trustees;
 Schedule (e.g. length of school year, school week, or school day); and
 Location of facilities, if such change involves relocating or expanding to another
municipality within the charter region. (603 CMR 1.10(2)).
In general, the Commissioner will consider amendments for his approval at any time during a
school’s charter term though the effective date may be deferred to the subsequent school year or
fiscal year. Temporary changes to schedule or location in a different municipality still require
Commissioner approval; see amendment instructions for additional information regarding requests
of a temporary nature.
Mission amendments are language revisions of the school’s mission statement.
Such requests include changes to the school’s mission which reflect a change in educational program, curriculum
model, or whole school design.
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4
3
IV.
The Amendment Request Process
A.
Differentiated Timelines for Amendment Requests
Please note that the timeline for processing an amendment is subject to the complexity of the issues
involved and the schedules of the Commissioner and the Board. Charter schools are strongly
encouraged to plan ahead regarding amendment requests, particularly those that propose significant
changes, and to consult with the Department in advance when an amendment request is anticipated
prior to submitting the final request.
In particular, please note:
 Preliminary Approvals: Charter amendment requests which require preliminary approval
may be submitted at any time. When planning for submission, schools should take into
account the subsequent steps of obtaining approval during a meeting of the board of trustees
as well as the process to obtain Commissioner approval. In general, preliminary approval
may take 3-4 weeks depending upon the policy and proposed changes.
o Both new schools and renewal schools should consult with the Department regarding
appropriate deadlines for submission of draft accountability plans.
o A school’s enrollment policy must be approved by the Commissioner well in
advance of the next enrollment period to ensure implementation. The Department
strongly encourages beginning the preliminary approval process for enrollment
policies in the May or June prior to implementation to ensure approval by the
school’s board of trustees no later than September, and approval by the
Commissioner no later than October.
 Commissioner Approvals: Charter amendment requests which require Commissioner
approval may be submitted at any time. If submitted by the end of a given month, the
Department will typically review and communicate the Commissioner’s decision, as
appropriate, no later than the close of the following month.
 Board Approvals: Charter amendment requests involving changes to maximum enrollment;
grades served; and districts specified in a school’s charter must be received by August 1 to
be considered for Board approval. If recommended by the Commissioner for Board
approval, the Department will inform the school of the Board meeting date, which is
determined after the consideration of various factors, including requests from other schools
for seats in the same district. Amendments with an August 1 deadline, if approved, can be
implemented no earlier than the subsequent school year.
 Contracts with Education Management Organizations: While management contract
approvals subject to Board approval can be submitted at any time, the Department’s review
of the contract can be a prolonged process involving numerous iterations of the proposed
contract prior to approval, and this should be factored into the school’s planning and the
anticipated effective date.
B.
Amendment Requests from Horace Mann Charter Schools
Boards of trustees of Horace Mann charter schools must address the following requirements
depending upon the type of amendment request and whether the Horace Mann charter is I, II, or III.
 Bylaws and New Board Members: Amendments by a Horace Mann charter school to its
bylaws and membership on its board of trustees do not require approval of the local
collective bargaining unit and local school committee.
4


C.
Horace Mann I and III: All other amendments, as described in 603 CMR 1.10(1) and (2),
by a Horace Mann I and III require the approval of the local collective bargaining unit and
the local school committee prior to the submission of such requests to the Department.
Horace Mann II (conversion): All other amendments, as described in 603 CMR 1.10(1) and
(2), by a Horace Mann II require approval of a majority of the school's faculty and the local
school committee prior to the submission of such requests to the Department.
Review of Amendment Requests
The Department manages the process of review for the Commissioner and the Board. Submission of
an accurate amendment request that includes all of the required elements as described in these
guidelines increases the efficiency with which the request can be processed. The Department will
communicate with the school regarding additional information required for review, or if a
discussion is required with school and board leadership.
A Note about Interviews: The Department may request an interview with the school’s board
members and school leadership for an amendment request to increase a school’s maximum
enrollment and/or grade span. Interviews are typically required if a request meets the definition of a
substantial expansion, the addition of two or more grades and an increase that is 20 percent or more
of the school’s current maximum enrollment. The Department conducts interviews to address any
areas of concern identified through the review process that require additional information or context
from the school.
While the Department solicits and reviews comments from superintendents of relevant districts on
amendment requests to change maximum enrollment, grades served, the municipality or school
district of its location, or the districts specified in its region, charter schools are encouraged to
inform families and community members of their ability to provide public comment to the
Department’s Office of Charter Schools and School Redesign at
charterschools@doe.mass.edu for Commissioner consideration.
D.
Criteria for Approval of an Amendment Request
Pursuant to Section 1.10 of 603 CMR 1.00, the Commissioner and the Board consider the school’s
record of performance when reaching a determination regarding a school’s request to amend its
charter. In general, the following factors are considered during the review of charter amendment
requests:
 the school’s compliance with applicable state, federal, and local law;
 affirmative, credible evidence of the existing school's success in each of the three
accountability areas as documented in the Charter School Performance Criteria (CSPC):
academic program success, organizational viability, and faithfulness to the terms of its
charter. Examples of evidence include accountability documentation such as summaries of
review and site visit reports.
In general, the Commissioner and the Board will consider requests for changes to maximum
enrollment, to grades served, and districts specified in the school’s charter only after the school
undergoes a comprehensive evaluation by the Department after the school’s first charter renewal.
5
A board of trustees seeking an amendment to increase maximum enrollment in districts performing
in the lowest 10 percent statewide must qualify as a proven provider5 if current charter school
enrollment in the district exceeds the 9 percent net school spending cap or the cap would be
exceeded by the proposed enrollment increase.
If the Commissioner does not recommend a charter school’s amendment request, and does not bring
the request to the Board for consideration, the school’s board of trustees may seek review of that
decision by the Board directly at the time of the Commissioner’s decision (603 CMR 1.10(8). The
school’s board of trustees may not request review of the Commissioner’s decision beyond the fiscal
year of submission. For example, a request to increase maximum enrollment that is submitted on
August 1, 2015 cannot be subject to Board review after the Board’s meeting in June 2016.
V.
Preparing and Submitting Amendment Requests
All documentation must be submitted to the Department electronically, including documents
with signatures. Amendment requests are addressed to either the Board or the Commissioner based
on the type of approval required, and also copied to the Director of the Office of Charter Schools
and School Redesign. All amendment requests are submitted under the penalties of perjury and
must provide complete information regarding the request. Incomplete amendment requests will not
be considered and will require resubmission which will delay the review process.
All amendment requests shall include a Charter Amendment Cover Sheet and a Charter
Amendment Request Letter. Charter Amendment Request Letters should briefly describe how the
board came to decide to submit the charter amendment, why the amendment should be granted, and
indicate specific concerns if the request is not granted, as applicable. Reminders to include these
documents are included in the specific amendment instructions below. Templates for both
documents can be found at: http://www.doe.mass.edu/charter/governance/
All amendment requests already approved by the charter school board of trustees are submitted via
email to csamendments@doe.mass.edu. For amendment requests due on August 1, the full
request must be submitted by 5:00 p.m., in order to be considered.
A Note about Superintendent Amendment Receipt: If a Commonwealth charter school seeks an
amendment to change its maximum enrollment, grades served, the municipality or school district of
its location, or the districts specified in its region, the school is required to send a copy of its
amendment materials to the superintendent of the school districts from which the school enrolls or
is expected to enroll students and certify to the Department that it has done so. The Department will
solicit and review comments on the amendment request from the superintendents of the affected
districts.
5
Proven Providers must meet the performance criteria described in 603 CMR 1.04(4).
6
A.
Required Elements for Amendment Requests to the Board
Amendment requests are required to include the information outlined below in the respective
instructions for each type of amendment. Please provide the information in a document separate
from the Amendment Cover Sheet and the Amendment Request Letter. Schools are required to
submit the full amendment request as a Microsoft Word document for the purposes of
Department review, duplication, and distribution. Only letters signed by individuals
authorized by the board of trustees to submit the request may be submitted in Portable
Document Format (PDF). Schools are encouraged to contact the Department with questions prior
to submission of any amendment request.
The Commonwealth of Massachusetts is committed to providing information to the public that is
accessible to all, including those utilizing assistive technology to access information. Due to the
frequency of public requests, we ask that schools submit an accessible electronic version of all
amendment requests for maximum enrollment increases, changes to grades served, and
districts specified in the school’s charter. In order to ensure accessibility, we recommend the
elimination of images and the use of tables instead. If images are used, alternative text is required.
The document file properties (author and title) should be completed using Title Case (not all
uppercase or lowercase). We strongly recommend a document size less than 5MB. The
Department’s Website Accessibility Policy can be found online at
http://www.doe.mass.edu/nmg/accessibility.html as well as guidance on preparing accessible
documents.
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1. Instructions for Amendment to District(s) Specified in a Charter School’s Region6
Any Commonwealth charter school which wishes to add one or more districts to its current charter
region must request approval from the Board. Please contact the Department with any questions
regarding the availability of seats within the districts under consideration in your request.
If the request to amend a school’s charter region is required by M.G.L. c. 71 § 89(n) due to
enrollment outside of its approved charter region, please follow the instructions found under ‘Two
Year Trend of 20 Percent Enrollment Outside District(s) Specified in Charter.’
 Charter Amendment Request Cover Sheet
http://www.doe.mass.edu/charter/governance/
 Charter Amendment Request Letter (contains clear descriptive statement of request
being made by board of trustees)
http://www.doe.mass.edu/charter/governance/
 Send a copy of the submitted amendment materials to the superintendent of the school
districts from which the school enrolls or is expected to enroll students and certify to the
Department that it has done so. Certification may come in a variety of forms, such as
email, or proof of mailing via certified mail.
Please address the following criteria in your request’s supporting documentation, as applicable.
 Describe the reason for the selection of the community(ies) and the relationships that
have been established in the targeted community.
 Describe how this amendment enhances or expands the educational opportunities
currently available to the targeted student population based on their needs.
 Describe how the school has assessed parental support from the proposed district(s) to be
added to the school’s region and provide evidence of demand. The Department strongly
discourages the submission of petitions containing confidential personal information as
evidence of demand.
 Provide a projection of how the expansion of the region will impact enrollment
distribution across the grade span from the proposed district(s) and existing districts in
the region. Please factor into your projection the current availability of seats under the
applicable net school spending cap (see District Information on Enrollment Projections
at http://www.doe.mass.edu/charter/governance/).
 Identify if the current grade span includes a preschool grade that is not available in all
districts of the proposed region. Describe how the school intends to manage the
enrollment of preschool students for whom the school will not receive tuition
reimbursement.7
6
August 1st deadline for submission.
A charter school may not introduce an enrollment preference within its charter region to admit only students whose
districts provide preschool. Preschool students who are residents of districts that do not provide preschool cannot be
paid for through charter school tuition.
7
8
 Describe how transportation services will be provided to all eligible students.8 Indicate if
transportation services will be modified from current practice if request is granted.
Please note: charter schools must notify the district providing transportation no later than
February 1st prior to the start of the school year of all transportation needs, including
any changes resulting from the granting of an amendment. NOTE: A school’s
commitment to provide transportation services to residents of the charter region during
the scheduled school year, including those students who reside outside the city or town
where the school is located, will establish the school’s eligibility for regional
transportation aid.
 Describe the anticipated financial impact if the amendment is granted and the school’s
preparations for any challenges, e.g. revenue increase or decrease based on variation in
per pupil tuition and projected enrollment, additional transportation costs due to larger
geographical region, etc.
 Submit a draft enrollment policy and application for admission which reflects the
proposed charter region and enrollment preference change. [The Department will work
directly with the school to provide preliminary approval of a revised enrollment policy
and application for admission in order to receive Commissioner approval prior to
implementation.]
 Provide examples of anticipated additional strategies to attract, enroll, and retain
students that will be incorporated in the school’s recruitment and retention plan if
changes to the charter region are granted, as applicable.
Two Year Trend of 20 Percent Enrollment Outside District(s) Specified in Charter
In accordance with M.G.L. c. 71 § 89(n), if more than 20% of the school's total enrollment for two
consecutive years comes from school districts not included in its original charter, the school's board
of trustees must file an amendment request to reflect its actual enrollment patterns.
The following criteria are only for requests required by the Department because 20% or more of
the students enrolled in the charter school for two consecutive years are from districts other than
those the school is chartered to serve.
 Provide a description of the enrollment trends experienced by the school that requires
this charter amendment request. If charter enrollment within the present charter region
has declined over time while enrollment outside of the charter region has increased,
provide a rationale for the enrollment trends experienced by the school and the strategies
the board and school leadership have implemented in response.
 Identify if the current grade span includes a preschool grade that is not available in all
districts of the proposed region. Describe how the school intends to manage the
enrollment of preschool students for whom the school will not receive tuition
reimbursement.9
 Provide a projection of how the expansion of the region may impact enrollment
distribution across the grade span from the proposed district(s) and existing districts in
8
See Charter School Transportation Technical Advisory at: http://www.doe.mass.edu/charter/guidance/2016-1.html.
A charter school may not introduce an enrollment preference within its charter region to admit only students whose
districts provide preschool. Preschool students who are residents of districts that do not provide preschool cannot be
paid for through charter school tuition.
9
9
the region. Explain the basis for your projection. Please factor into your projection the
current availability of seats under the applicable net school spending cap (see District
Information on Enrollment Projections at
http://www.doe.mass.edu/charter/governance/).
 Describe how transportation services will be provided to all eligible students.10 Indicate
if transportation services will be modified from current practice if request is granted.
Please note: charter schools must notify the district providing transportation no later than
February 1st prior to the start of the school year of all transportation needs, including
any changes resulting from the granting of an amendment. NOTE: A school’s
commitment to provide transportation services to residents of the charter region during
the scheduled school year, including those students who reside outside the city or town
where the school is located, will establish the school’s eligibility for regional
transportation aid.
 Submit a draft enrollment policy and application for admission which reflects the
proposed charter region and enrollment preference change. [The Department will work
directly with the school to provide preliminary approval of a revised enrollment policy
and application for admission in order to receive Commissioner approval prior to
implementation.]
 Provide examples of anticipated additional strategies to attract, enroll, and retain
students that will be incorporated in the school’s recruitment and retention plan if
changes to the charter region are granted, as applicable.
10
See Charter School Transportation Technical Advisory at: http://www.doe.mass.edu/charter/guidance/2016-1.html.
10
2. Instructions for Amendment to Maximum Enrollment and/or Grades Served11
Any Commonwealth or Horace Mann charter school seeking to change the grades being served by
the school and/or its maximum enrollment must request approval from the Board. All requests must
explicitly indicate within the request the proposed change to maximum enrollment and/or grade
span in addition to providing information as described in these guidelines. Please contact the
Department with any questions regarding your request, including seat availability or the proven
provider requirements.
In May of each year, the Department projects the number of additional seats available for each
district in the Commonwealth under the net school spending (NSS) cap, including those districts
where the cap is raised. The estimated number of seats available in each district is updated annually
in the District Information on Enrollment Projections and can be found at
http://www.doe.mass.edu/charter/governance/. Any Commonwealth charter school considering an
amendment request to increase maximum enrollment should review the availability of seats in
their targeted district(s) prior to developing and submitting their request.
A Note about Expansions and Student Entry Points: As part of all amendment requests to increase
maximum enrollment, the Department evaluates and considers the degree to which schools provide
admission for new students across all grade levels. To strengthen a request to increase enrollment,
the Department strongly encourages schools to increase access and admission of new students at as
many grade levels as possible. In approving recent amendment requests, the Board has indicated its
support for the growth of charter schools that provide student access beyond what is required in
statute.
Proven Provider Determination
Any Commonwealth charter school located in or serving as part of their region a district performing
in the lowest 10 percent statewide should contact the Department to confirm if the group must
qualify as a proven provider. Proven provider status is required when requesting to increase the
maximum enrollment of an existing Commonwealth charter school if the sending region includes
district(s) that have performed in the lowest 10 percent statewide and where the 9 percent net
school spending cap has been, or would be exceeded by the request or the combination of
amendment requests and new charter applications submitted. The Commissioner will evaluate
whether a board of trustees qualifies as a proven provider based on the performance of the existing
school compared to the state and the district in which the school is located.
In order to determine if a current board of trustees qualifies for proven provider status, the
Commissioner will consider affirmative, credible evidence of the existing school's success in each
of the three accountability areas as documented in the Charter School Performance Criteria (CSPC):
academic program success, organizational viability, and faithfulness to the terms of its charter.
Pursuant to 603 CMR 1.04(4), determination of proven provider status includes consideration of the
following data as indicators of success in student academic performance and evidence of overall
academic program success:
 student proficiency levels and growth measures levels on the MCAS in English language
arts and mathematics, for over no less than a three-year period, for all students and one or
more subgroups; and
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August 1st deadline for submission.
11

attendance, retention, attrition, in-school suspension rates, out-of-school suspension rates,
and if applicable, graduation and dropout data.
Proven provider status is determined at the time of the request. Previous determinations of
proven provider status made for previous amendment requests or charter applications are not
maintained for requests in future years. The Department will not require submission of any data
readily available on the Department’s website.
 Charter Amendment Request Cover Sheet
http://www.doe.mass.edu/charter/governance/
 Charter Amendment Request Letter (contains clear descriptive statement of request
being made by board of trustees)
http://www.doe.mass.edu/charter/governance/
 Send a copy of the submitted amendment materials to the superintendent of the school
districts from which the school enrolls or is expected to enroll students and certify to the
Department that it has done so. Certification may come in a variety of forms, such as
email, or proof of mailing via certified mail.
 Certification that the local school committee and teachers’ union have approved the
proposed changes as applicable (Horace Mann only)
Each [OPTIONAL] criterion serves to augment current accountability documentation and allow
schools to present the most complete picture of their record of performance for all interested
stakeholders. Schools are strongly encouraged to respond to the [OPTIONAL] criteria to address
anticipated areas of Department inquiry, and to adequately demonstrate capacity to implement the
proposed request and maintain or improve upon current performance of the school under the
proposed expansion.
Please address the following criteria in your request’s supporting documentation, as applicable.
Mission and Key Design Elements
 Describe how the amendment request is consistent with the school’s mission.
 [Grade Span Change Only] Describe how this amendment enhances or expands the
educational opportunities currently available to the targeted student population. Incorporate
a discussion regarding the key design elements of your school into your response.
 [Grade Span Change Only] Describe how the proposed change to grades served will impact
any key design elements of the current educational program or curriculum model. Provide
examples of how the key design elements of the current school model will be reflected in the
additional proposed grades.
 [OPTIONAL] Schools are encouraged to summarize briefly within their request the school’s
track record of success in demonstrating faithfulness to its mission, implementing the key
design elements outlined in its charter, and substantially meeting its accountability plan
goals. The summary should provide additional context to any recent circumstances in the
school’s history involving these areas of the school’s performance, including charter
conditions, probation, recent amendments, performance against CSPC as reported in site
visit reports, or charter renewal.
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Access and Equity
 Describe how the charter school has determined a need to increase maximum enrollment
and/or increase the grade span. Strong evidence includes feedback from parent and faculty
surveys, a historical pattern of an increase in submitted admission applications, and a
growing population of eligible students in local region.
 Describe how the school has determined that there is sufficient parent support to fill existing
and proposed seats and/or grades at the school under the proposed amendment.
 Provide a brief summary of the school’s efforts to eliminate barriers to program access,
including but not limited to, recruitment and enrollment practices, retention practices, and
school policies, such as student support and discipline systems. Describe the progress made
in attracting, enrolling, and retaining a student population that is demographically
comparable to similar grades in schools from which the existing charter school(s) enrolls
students. Describe actions taken and reported in their recruitment and retention plan to
address challenges in any of these areas of school performance. Indicate how the school’s
efforts may need to evolve during implementation of the proposed expansion.
 Explain trends and/or anomalies in attendance, retention, attrition, in-school suspension
rates, out-of-school suspension rates, and if applicable, graduation and dropout data over the
past four years. The Department performs a review using available student data in the
aggregate, and by targeted subgroups, and grade cohorts using the CHART tool at
http://www.doe.mass.edu/charter/chart/. Schools should explain any unique circumstances
related to published school data, and corrective actions taken to address challenges in any of
these areas of school performance.
 Indicate, in a table, both the historical distribution of enrolled students in the present grade
span, and the projected distribution of students by grade, including the primary entry points
for new students, and the grades where backfilling will occur. The Department strongly
encourages schools to promote new student access under the proposed expansion, and to
explicitly indicate access for new students at as many grade levels as possible. The table
should reflect the implementation timeline, projecting a five-year enrollment pattern, or
more if necessary, to project the maximum enrollment and/or grade span requested. In your
projection, indicate clearly the potential for variation in enrollment to safeguard against the
need for a future minor amendment if granted.
 Submit a draft enrollment policy and application for admission which reflects the proposed
change to entry point(s) and backfilling of vacancies, as applicable. The Department
strongly encourages schools to promote new student access under the proposed expansion,
and to explicitly indicate access for new students at as many grade levels as possible. [The
Department will work directly with the school to provide preliminary approval of a revised
enrollment policy and application for admission in order to receive Commissioner approval
prior to implementation.]
13
Compliance
 [OPTIONAL] Schools may choose to summarize briefly within their request the school’s
record of compliance with the terms of its charter and applicable state and federal laws and
regulations over the past four years, both in reference to school and board operations.
Indicate in the summary any corrective action taken in response to challenges, and the
implementation of any safeguards to maintain compliance with all legal requirements. The
summary should provide additional context to any recent circumstances in the school’s
history involving these areas of the school’s performance, including charter conditions,
probation, recent amendments, performance against CSPC as reported in site visit reports, or
charter renewal.
Dissemination
 [OPTIONAL] Schools may choose to summarize briefly within their request the school’s
efforts to provide innovative models for replication and best practices to other public schools
in the district where the charter school is located. The response may also include
dissemination to other schools, districts, and organizations beyond the district of location.
The summary should provide additional context to any recent circumstances in the school’s
history involving these areas of the school’s performance, including past or present grant
awards related to dissemination practices.
Student Performance
 [OPTIONAL] The Department will review the school’s academic performance based on
available MCAS data, including student subgroups. Schools should explain any unique
circumstances related to published school data, and corrective actions taken to address
challenges in any of these areas of school performance within their request. The Department
typically reviews the most recent 3 or 4 years of student data, as available.
 [OPTIONAL] Schools may submit student performance data for other standardized
assessments in English language arts and mathematics as additional evidence of academic
student achievement. Please indicate and define the metric used in your submission. Schools
are required to submit at least three years of data for all students and one or more targeted
subgroups.12 Targeted subgroups may include, but are not limited to students with
disabilities; students who qualify for free and/or reduced lunch; and English language
learners. If the number of students in one or more targeted subgroups is below the threshold
of students required for reporting based on the metric13, schools may include a high needs14
student subgroup where student data is aggregated into a ‘super’ subgroup of students with
high needs adjusted for enrollment.
12 If available, the submission should include comparative performance data, national, statewide, or district(s), for all
students and for one or more targeted subgroups in comparable grades.
13 For example, the Department does not report achievement percentages for subgroups with fewer than 10 students
included, or growth percentiles for subgroups with fewer than 20 students included.
14 A student is high needs if he or she is designated as either low income, or ELL, or former ELL, or a student with
disabilities. A former ELL student is a student not currently an ELL, but had been at some point in the two previous
academic years.
14
Program Delivery
 [Grade Span Change Only] Describe any schedule changes anticipated with implementation
of the new grade span, including length of school year, week, or day. Describe how the
change in grade span will impact the mechanics of the educational program in terms of the
daily and weekly organization of students and faculty.
 [Grade Span Change Only] Provide an overview of how the current educational program,
curriculum model, or whole school design, including curriculum and instruction, will be
adapted to serve younger or older students, as applicable.
 [Grade Span Change Only] Briefly describe the process that is used to align curriculum to
the Massachusetts curriculum frameworks. Include in your response the processes used to
align curriculum to the 2011 Mathematics and English language arts curriculum frameworks
incorporating the Common Core State Standards, and to incorporate the World-class Design
and assessment English Language Development (WIDA ELD) standards into content area
curricula as an example of prior effective implementation.
 [Grade Span Change Only] Describe the process used to develop horizontally and vertically
aligned curriculum for the new grade span and a timeline for curriculum development and
implementation, if applicable, including the individuals involved.
 [Grade Span Change Only] Describe the process and procedures used to evaluate whether
curriculum and instruction is effective and successfully implemented. Include in your
response a brief summary of the assessment system implemented at the school, and any
modifications if request is granted.
 [Grade Span Change Only] Provide an outline of the curriculum scope and sequence that
will be used in the new grade levels, including the content and skills to be taught in the core
content areas at each new grade level, if applicable.
 Briefly describe the supports provided to meet the academic needs of all students, including
but not limited to students with disabilities, and English language learners. Indicate how the
strategies may need to evolve during implementation of the proposed expansion.
Culture and Family Engagement
 Briefly describe the strategies used to create a safe school environment, and to address the
physical, social, emotional, and health needs of your students. Indicate how the strategies
may need to evolve during implementation of the proposed expansion.
 Briefly describe how the school develops strong working relationships with
families/guardians in order to support students’ academic progress and social and emotional
well-being. Indicate how the strategies may need to evolve during implementation of
the proposed expansion.
Capacity
 Describe how the staff will implement the request effectively and evaluate its success.
Indicate the individuals involved throughout the process of implementation, and the systems
in place for decision-making and communication among all members of the school
community.
 Provide an action plan for implementation. Describe the proposed strategies that will lead to
a successful implementation of the proposed changes. Include: a timeline, action(s) to be
taken, designated point person, and start date and projected completion date.
 Provide a complete staffing chart and detailed narrative staffing plan to support the planning
and implementation of the proposed increase in enrollment and/or grade span.
 If the school contracts with an EMO, describe how the EMO will support the planning and
implementation of the proposed amendment.
15
Governance
 [OPTIONAL] Schools may choose to summarize briefly within their request board activities
that demonstrate effective governance, including compliance with applicable laws and
regulations, and examples of corrective action in response to identified challenges. The
summary may include specific achievements over the most recent charter term; analyses of
stakeholder satisfaction surveys; board and school leadership evaluations; board of trustees’
self-evaluation; and strategic planning. The summary should provide additional context to
any recent circumstances in the school’s history involving these areas of the school’s
performance, including charter conditions, probation, recent amendments, performance
against CSPC as reported in site visit reports, or charter renewal.
 Describe how the board of trustees will implement the request effectively and evaluate its
success. Provide details of the board’s role in planning, and monitoring progress of the
expansion.
 Provide approved board minutes for the twelve months prior to the submission of this
amendment request on August 1.
Finance
 [OPTIONAL] Schools may choose to summarize briefly within their request board activities
that demonstrate effective financial management, as well as compliance with applicable
laws and regulations. The summary may include information regarding real estate
acquisition, loan agreements and debt repayment, and fundraising, as applicable. The
summary should provide additional context to any recent circumstances in the school’s
history involving these areas of the school’s performance.
 The Department will review the school’s financial history, including the Financial
Dashboard at http://www.doe.mass.edu/charter/finance/dashboard/, as part of the
amendment request. Schools should explain any unique circumstances related to published
school data, and corrective actions taken to address challenges in any of these areas of
school performance within their request.
 Describe the financial resources that are necessary to implement the school’s expansion,
including the projected sources of revenue that will ensure the fiscal viability of the school
and the successful implementation of the proposed change(s). Describe contingency
planning for potential challenges in cash flow or budget shortfalls due to lower than
anticipated student enrollment or other financial challenges in the early years of expansion,
include specific strategies.
 Provide financial projections performed in planning for the proposed expansion. Financial
projections should reflect both immediate and long-term considerations that the board and
school leadership have identified in implementation of the proposed amendment. Provide a
detailed narrative explaining the financial forecasts, and the underlying assumptions.
 Describe the facility that will be used to meet the school’s needs and how it is accessible to
individuals with physical disabilities and able to accommodate all students, and if
modifications will be required. Indicate if the current facility will accommodate the
expansion, or if additional space and/or renovations will be required.
 Describe how transportation services are provided to all eligible students, and if
modifications will be required. Please note: charter schools must notify the district(s)
providing transportation no later than February 1st prior to the start of the school year of all
transportation needs, including any changes resulting from the granting of an amendment.
16
3.
Instructions for Amendment to Contractual Relationship with a Management
Organization
 Charter Amendment Request Cover Sheet
http://www.doe.mass.edu/charter/governance/
 Charter Amendment Request Letter
http://www.doe.mass.edu/charter/governance/
 Certification that the local school committee and teachers’ union have approved the
proposed changes (Horace Mann only)
 Prior to submission, contact the Department to discuss the proposed changes to the
contract. The Department will work directly with the school's board of trustees to ensure
required elements are incorporated or remain in the contract. When modifications are
required, the board of trustees and education management organization must sign and
adopt the modified contract after preliminary approval by the Department. Once
preliminary approval is provided, the board of trustees must vote to approve the
revised contract prior to execution, and a copy of the signed contract must be
provided to the Department to complete the Commissioner approval process.
Please address the following criteria in your request’s supporting documentation, as applicable.
 If the school is proposing to enter into a relationship15 with an EMO for substantially all
educational services, the request must:

Identify the EMO.

Provide a comprehensive summary of the EMO’s history, a description of how it
implements its program, past results (including student academic achievement
and financial status) of its school management efforts, and its educational
philosophy. There should be evidence that the entity has demonstrated positive
academic results and responsible fiscal management, as well as success in
serving similar student populations.

Explain how and why the EMO was selected, what due diligence has been
conducted, and how contracting with this EMO will assist the school in meeting
the needs of the community(ies) served by the school.

Describe the respective roles and responsibilities of the school’s board of trustees
and the EMO for the financial management and oversight of the school, and the
internal controls that the board will put into place, including a plan to monitor the
performance of the entity to hold them accountable.
15
All new management contracts must align with Department guidance, and require consultation with the Department
prior to submission to ensure timely approval by the Commissioner and Board.
17

Include a draft of the proposed contract. The contract must include a delineation
of the roles and responsibilities of the other entity and the school, a description of
how the charter school board of trustees will monitor the academic performance
and fiscal activity of the school, performance evaluation measures (including
student academic performance), the total fee paid for management services, a
description of the payment structure, clarification of authority over hiring and
firing, and the conditions and procedures for the contract’s renewal and
termination. Please see http://www.doe.mass.edu/charter/governance for the
required elements of contracts for educational services.
 If the school is proposing to revise an existing management contract, the contract must
align with current Department guidance, and requires consultation with the Department
prior to submission to ensure timely approval by the Commissioner and Board.

Submit a copy of the current contract with the EMO.

Submit a copy of the proposed contract with the EMO that clearly indicates the
changes being proposed.

Summarize the reasons for the proposed changes to the contract, and describe the
process used to reach an agreement with the EMO on the proposed changes.
 If the school is proposing to sever a relationship with an EMO:

Submit a copy of the current contract with the EMO.

Describe the current services provided by the EMO.

Describe the reasons and process for the termination of services, including
penalties that will be incurred by the school as a result of the proposed
termination.

Provide detailed information on how the school has planned for and will
implement all of the changes required by, and the costs associated with, severing
the contract. Describe the proposed changes in school operations, staffing,
programming, and finances that are anticipated to result from the termination of
services. Provide evidence of adequate financial planning to cover the costs
associated with termination, such as financial projections performed by the
school.
18
B.
Required Elements for Amendment Requests to the Commissioner
A full explanation of the amendment request should be included in the Charter School
Amendment Request Letter. In order to reach a determination regarding the request, the Department
also requires each type of request to contain the information outlined below in the respective
instructions. Schools are encouraged to contact the Department with questions prior to submission
of an amendment request.
19
1. Instructions for Amendment to School Name (Effective subsequent fiscal year)
 Charter Amendment Request Cover Sheet
http://www.doe.mass.edu/charter/governance/
 Charter Amendment Request Letter
http://www.doe.mass.edu/charter/governance/
 Certification that the local school committee have approved the proposed changes
(Horace Mann charter schools only)
 Certification that the teachers’ union has approved the proposed changes (only Horace
Mann I and III) or certification that the majority of the school’s faculty has approved the
proposed changes (only Horace Mann II)
 Proposed name must be clearly indicated in documentation
 If the school is to be named in honor of a person, living or dead, proof that the person in
question or the estate of the person in question has granted the school permission to use
the name.
20
2.
Instructions for Amendment to Mission
Mission amendments are typically language revisions of the school’s mission statement. If the
language revision to the mission includes changes to the educational program, curriculum model,
or whole school design, schools are advised to review and complete instructions for both types of
amendments.
 Charter Amendment Request Cover Sheet
http://www.doe.mass.edu/charter/governance/
 Charter Amendment Request Letter
http://www.doe.mass.edu/charter/governance/
 Certification that the local school committee have approved the proposed changes
(Horace Mann charter schools only)
 Certification that the teachers’ union has approved the proposed changes (only Horace
Mann I and III) or certification that the majority of the school’s faculty has approved the
proposed changes (only Horace Mann II)
Please address the following criteria in your request’s supporting documentation, as applicable.
 Describe why the school has proposed a change to its mission.
 Indicate if the request is required by a previously approved charter amendment or a
recommendation previously issued by the Department.
21
3.
Instructions for Amendment to Governance or Leadership Structure
Changes to governance or leadership structure refer to a change in the position(s) hired,
supervised, and evaluated by the board of trustees. If the position(s) directly reporting to the
board of trustees has or will be changed and results in a fundamental change in governance or
leadership structure, the board is expected to submit a new organizational chart reflecting the
change as well as updated bylaws reflecting the change in the position(s) reporting to the board.
 Charter Amendment Request Cover Sheet
http://www.doe.mass.edu/charter/governance/
 Charter Amendment Request Letter
http://www.doe.mass.edu/charter/governance/
 Certification that the local school committee have approved the proposed changes
(Horace Mann charter schools only)
 Certification that the teachers’ union has approved the proposed changes (only Horace
Mann I and III) or certification that the majority of the school’s faculty has approved the
proposed changes (only Horace Mann II)
 A copy of the school’s current bylaws with proposed changes clearly marked.
 A copy of the proposed bylaws.
 A completed bylaws checklist using the Criteria for Charter School Bylaws Checklist,
found at http://www.doe.mass.edu/charter/governance/
 A copy of the school’s current organizational chart with a narrative description that
clarifies the school’s current reporting structure to the board of trustees and the current
reporting structure and relationship of the school’s leader(s) and administration
regarding teachers, specialists, and other staff members.
 A copy of the school’s proposed organizational chart with a narrative description of the
proposed reporting structure to the board of trustees and the reporting structure and
relationship of the school’s leader(s) and administration regarding teachers, specialists,
and other staff members. Discuss what motivated the proposed change and the
incorporation of new positions and their responsibilities only if these new positions
report directly to the board of trustees.
Please address the following criteria in your request’s supporting documentation, as applicable.
 If the school contracts with an educational management organization (EMO), describe
how the EMO’s relationship with the board or school leadership changes as a result of
the proposed amendment, if applicable.
 If the request is prompted by changes in individual(s) who report to the board due to the
development of a network structure to provide management and administrative support
to multiple schools, describe the proposed changes to the distribution of responsibilities
22
and how the network structure will support the management and operation of multiple
schools.
 Indicate if the request is required by a recommendation previously issued by the
Department.
23
4. Instructions for Amendment to Educational Program, Curriculum Model, or
Whole School Design
Such amendments include significant changes to the school’s mission which reflect a change in
educational program, curriculum model, or whole school design.
 Charter Amendment Request Cover Sheet
http://www.doe.mass.edu/charter/governance/
 Charter Amendment Request Letter
http://www.doe.mass.edu/charter/governance/
 Certification that the local school committee have approved the proposed changes
(Horace Mann charter schools only)
 Certification that the teachers’ union has approved the proposed changes (only Horace
Mann I and III) or certification that the majority of the school’s faculty has approved the
proposed changes (only Horace Mann II)
Please address the following criteria in your request’s supporting documentation, as applicable.
 Describe the process that was used to determine a change was needed and how the
choice was made regarding the proposed educational program, curriculum model, or
whole-school design.
 Provide an outline of the curriculum/design that will be used, if modifications are
required, including the content and skills to be taught in the core content areas at each
grade level.
 Describe the process and procedures that will be used to evaluate whether the curriculum
is effective and successfully implemented.
 Describe the process that will be used to align the curriculum to the Massachusetts
curriculum frameworks (MCF).
 Describe how the amendment request is consistent with the school’s mission. If the
proposed change is not consistent with the school’s current mission16, address the
following criteria:
o Describe why the school has proposed a significant change to its mission.
o Describe how the proposed change in mission alters the original mission of the
school.
 Describe how will the school’s culture and norms will be maintained or changes that will
occur as a result of the proposed change(s).
16
Schools are advised to consult with the Department if the nature of the change would also result in an amendment to
the language used in the school’s mission.
24
 Provide details of the implementation of the program delivery change in terms of daily
or weekly organization of students and faculty (e.g. multi-grade, tracking, team-teaching,
etc.), if modifications are required.
25
5.
Instructions for Amendment to Bylaws
 Charter Amendment Request Cover Sheet
http://www.doe.mass.edu/charter/governance/
 Charter Amendment Request Letter
http://www.doe.mass.edu/charter/governance/
 A copy of the school’s current bylaws with proposed changes clearly marked.
 A copy of the proposed bylaws.
 A completed bylaws checklist using the Criteria for Charter School Bylaws Checklist,
found at http://www.doe.mass.edu/charter/governance/
26
6.
Instructions for Approval of New Board Member(s)
When a charter school’s board of trustees votes to accept new members, and before those
individuals may take official action, the following steps must be taken through the Board Member
Management System to receive approval of the new members from the Commissioner:
 All requests for the approval of new board members first require entering the proposed
board member’s name and preferred email address, at a minimum, into the Board
Member Management System by a system user.
 The system user must upload the request for approval to the individual record of the
proposed new member(s) within the Board Member Management System.
 The letter must include a statement that the charter school's board of trustees
voted to accept the new member(s). A Template Letter to Request Approval of
New Board Members can be found at:
http://www.doe.mass.edu/charter/governance/
 The letter must include the signature of either the chairperson of a charter
school’s board of trustees or an individual authorized by the board of trustees.
 The system user must upload a copy of the proposed board member’s resume to the
individual record of the proposed new member(s) within the Board Member
Management System with the letter requesting approval.
 The proposed new board members will receive an electronic financial disclosure form
for the preceding calendar year from the Board Member Management System once the
request letter and resume are submitted via the system. This form is signed under the
penalty of perjury. The request cannot be considered until the financial disclosure is
completed and submitted by the proposed new board member.
 System users of the Board Member Management System will be able to monitor the
status of the approval request from within the Board Member Management System.
 When a new board member is approved, the individual will receive notifications
regarding conflict of interest and open meeting law information via the Board Member
Management System.
NOTE: Board members who have previously been approved by the Commissioner for service on a
specific charter school board of trustees do not require Commissioner approval for additional
terms of service on the same charter school board of trustees. Boards of trustees are required to
comply with the term limits described in their board bylaws. Schools are required to notify the
Department via the Board Member Management System when individuals occupying officer
positions change, and when members leave the school's board of trustees, whether it is a
resignation, the expiration of a term, or a removal.
27
7.
Instructions for Amendment to Memorandum of Understanding (Horace Mann)
 Charter Amendment Request Cover Sheet
http://www.doe.mass.edu/charter/governance/
 Charter Amendment Request Letter
http://www.doe.mass.edu/charter/governance/
 Prior to submission, contact the Department to discuss the proposed changes to the
memorandum of understanding (MOU). The Department will work directly with the
school's board of trustees to ensure required elements are incorporated or remain in the
MOU. When modifications are required to the MOU, the board of trustees and district
school committee must sign and adopt the modified MOU after preliminary approval by
the Department. Once preliminary approval is provided, the board of trustees must
vote to approve the revised MOU prior to execution, and a copy of the signed MOU
must be provided to the Department to complete the Commissioner approval
process.
 Review M.G.L. c. 71 Section 89(w) and 603 CMR 1.08(1) for complete information. We
encourage Horace Mann charter schools to consult their own legal counsel regarding the
adoption of the MOU with the district and/or local collective bargaining unit(s).
 Review the required and recommended elements of a Type A (agreement with district)
and Type B (agreement with district and local collective bargaining unit(s)) MOU found
at http://www.doe.mass.edu/charter/governance/.
 The board of trustees must submit evidence of the vote to adopt the Type A MOU and/or
Type B MOU during a board meeting, such as meeting minutes or a letter from the board
chair.
 If a single MOU among the board of trustees, the school committee, and the local
collective bargaining unit(s) is already in place, the agreement must include the required
elements of both “Type A” and “Type B”.
 Certification that the teachers’ union has approved the proposed changes (only Horace
Mann I and III) or certification that the majority of the school’s faculty has approved the
proposed changes (only Horace Mann II)
28
8.
Instructions for Amendment to Schedule (e.g. length of year, school week or day)
 Charter Amendment Request Cover Sheet
http://www.doe.mass.edu/charter/governance/
 Charter Amendment Request Letter
http://www.doe.mass.edu/charter/governance/
o The school must inform the school district where the school is located of the
proposed schedule change prior to submission of the request if the schedule change
would impact the services currently being provided to the school. The request letter
should indicate that this communication has already taken place if applicable. Please
note: charter schools must notify the district(s) providing transportation no later than
February 1st prior to the start of the school year of all transportation needs, including
any changes resulting from the granting of an amendment. Please see the
transportation advisory for more information:
http://www.doe.mass.edu/charter/guidance/2016-1.html.
 Certification that the local school committee have approved the proposed changes
(Horace Mann charter schools only)
 Certification that the teachers’ union has approved the proposed changes (only Horace
Mann I and III) or certification that the majority of the school’s faculty has approved the
proposed changes (only Horace Mann II)
 A copy of the school’s current schedule, whether calendar, school week, or school day,
with proposed changes clearly marked.
 [Permanent Change] A copy of the proposed schedule using the Department’s
schedule template found at http://www.doe.mass.edu/charter/governance/.
 [Temporary Change] The school is not required to complete the Department’s schedule
template if the schedule change is related to changing the number of school days in
operation due to an unforeseen event. The school must explain the temporary cause and
nature of the schedule change in the request letter.
 Describe how transportation services will be provided to all eligible students, and
indicate if any changes will be required.
29
9.
Instructions for Amendment to Accountability Plan
 Charter Amendment Request Cover Sheet
http://www.doe.mass.edu/charter/governance/
 Charter Amendment Request Letter
http://www.doe.mass.edu/charter/governance/
 Prior to submission, schools are asked to review the Department’s Guidelines for
Writing Charter School Accountability Plans at
http://www.doe.mass.edu/charter/acct.html?section=guidelines, and contact the
Department to discuss the proposed changes to the accountability plan. The Department
will work directly with the school to ensure required elements are incorporated in the
plan. Once preliminary approval is provided by Department staff, the school will
submit a board approved accountability plan to complete the approval process and
receive Commissioner approval.
 Certification that the local school committee have approved the proposed changes
(Horace Mann charter schools only)
 Certification that the teachers’ union has approved the proposed changes (only Horace
Mann I and III) or certification that the majority of the school’s faculty has approved the
proposed changes (only Horace Mann II)
 A copy of the school’s current or previous accountability plan if one exists. In the case
of schools that were recently granted charter renewal, the plan will be from the prior
charter term.
 A copy of the proposed accountability plan following the Guidelines for Writing Charter
School Accountability Plans found at
http://www.doe.mass.edu/charter/acct.html?section=guidelines.
30
10.
Instructions for Amendment to Enrollment Policy and Application
(Effective subsequent enrollment period)
 Charter Amendment Request Cover Sheet
http://www.doe.mass.edu/charter/governance/
 Charter Amendment Request Letter
http://www.doe.mass.edu/charter/governance/
 Certification that the local school committee have approved the proposed changes
(Horace Mann charter schools only)
 Certification that the teachers’ union has approved the proposed changes (only Horace
Mann I and III) or certification that the majority of the school’s faculty has approved the
proposed changes (only Horace Mann II)
 A copy of the school’s current enrollment policy and application for admission with
proposed changes clearly marked.
 A copy of the proposed enrollment policy and application for admission, including an
established growth plan if the school is implementing a grade span and/or maximum
enrollment increase, and the plan for transportation services if a regional school.
o A growth plan includes the anticipated number of students per grade each year until
the school reaches its final amended grade span and/or maximum enrollment.
Schools are encouraged to craft growth plans which adequately reflect the typical
year to year variation in student enrollment due to retention, attrition, and
backfilling.
An example growth plan of a school adding a total of 30 seats over three years is
provided below for reference. The example includes a note regarding anticipated
variation in year to year enrollment.
Grades Served
FY2018 FY2019 FY2020 FY2021
6
50
60
60
60
7
50
50
60
60
8
50
50
50
60
Maximum Enrollment: 150
160
170
180
NOTE: While grade cohort size will grow from 50 to 60 students, the historical
pattern of retention and attrition yields cohort size that can vary by 5-10 students
within a grade.
o [Regional charter school] A school’s plan for transportation services, if applicable,
will state if the school provides or intends to provide transportation to all residents of
its charter region in accordance with the Charter School Technical Advisory 16-1:
Transportation. NOTE: A school’s commitment to provide transportation services to
residents of the charter region during the scheduled school year, including those
students who reside outside the city or town where the school is located, will
establish the school’s eligibility for regional transportation aid.
 A completed enrollment policy checklist, using the Criteria for Enrollment Policy and
Application for Admission Checklist, found at
http://www.doe.mass.edu/charter/governance/
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11. Instructions for Amendment to Expulsion Policy
 Changes to charter school policies should reflect the Act Relative to Student Access to
Educational Services and Exclusion from School, G.L. c. 76, §21 and Student Discipline
Regulations, 603 CMR 53.00. Schools are required to request and receive approval
from the Department for any and all revisions to current expulsion policies. The
revisions made to the school’s expulsion policies will be reviewed against published
Department guidance, including the Department’s Advisory on Student Discipline.
 Charter Amendment Request Cover Sheet
http://www.doe.mass.edu/charter/governance/
 Charter Amendment Request Letter
http://www.doe.mass.edu/charter/governance/
 Certification that the local school committee have approved the proposed changes
(Horace Mann charter schools only)
 Certification that the teachers’ union has approved the proposed changes (only Horace
Mann I and III) or certification that the majority of the school’s faculty has approved the
proposed changes (only Horace Mann II)
 A copy of the school’s current expulsion policy for regular and special education
students with proposed changes clearly marked.
 A copy of the proposed expulsion policy, included in the school’s code of conduct
and/or student handbook.
 A completed expulsion policy checklist using the Criteria for Expulsion Policy Checklist
at: http://www.doe.mass.edu/charter/governance/.
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12. Instructions for Amendment to Location of Facilities (if relocating or expanding
to a new municipality)
 Charter Amendment Request Cover Sheet
http://www.doe.mass.edu/charter/governance/
 Charter Amendment Request Letter
http://www.doe.mass.edu/charter/governance/
 Send a copy of the submitted amendment materials to the superintendent of the school
districts from which the school enrolls or is expected to enroll students and certify to the
Department that it has done so. Certification may come in a variety of forms, such as
email, or proof of mailing via certified mail.
 [Temporary Change] The school is not required to respond to the criteria below if the
location change is temporary. The school must explain the temporary cause and nature
of the location change in the request letter, describe the scope of the change for the
school community, the plans and preparations for transportation and facility use, and
communications with families and staff regarding the required temporary change.
Please address the following criteria in your request’s supporting documentation if the change
is permanent, as applicable.
.
 Describe the financing plans and proposed budget for acquisition of a facility and any
necessary renovations to meet the school’s needs, all local building requirements, and to
meet accessibility requirements. (NOTE: Any financing to be obtained by the school that
extends beyond the charter term must be approved by the Commissioner. For
information on seeking approval from the Commissioner for a loan beyond the term of
the charter, please contact Joanna Laghetto at jlaghetto@doe.mass.edu or 781-338-3221.
Charter schools are strongly encouraged to plan ahead regarding requests for approval of
a term of repayment that exceeds the duration of the school's charter. All documents
should be submitted at least 30 days before the approval is needed.)
 Describe briefly how transportation services will be provided to all eligible students.
Please note: charter schools must notify the district(s) providing transportation no later
than February 1st prior to the start of the school year of all transportation needs,
including any changes resulting from the granting of an amendment.
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VI.
Additional Changes that Require Notification to the Department
A number of changes at a charter school may not require an amendment request but do require that
the school officially inform the Department in a timely fashion. Notification requires an individual
authorized by the board, usually the school leader or a member of the school’s administration, to
submit a letter to the Office of Charter Schools and School Redesign informing the Department of
the change. Letters may be submitted via email to charterschools@doe.mass.edu, with the exception
of updates that can occur through the Board Member Management System. These include changes
in:
 individuals holding school leadership positions, such as an executive director or principal;
 the delay of implementation of a granted amendment17;
 location of the school’s facilities within the same municipality and documentation of the
school’s compliance with state and federal laws, including but not limited to all fire, health,
and safety laws and accessibility requirements for the new facility or renovations to the
current facility;
 information regarding the board of trustees, including officers of the school’s board of
trustees, individuals resigning from the board of trustees, and general contact information
for members of the school’s board of trustees 18;
 general contact information (phone number, mailing address, and email) for the school; or
 significant decreases in enrollment (more than 10% lower than any previously reported
figure.
In addition to notifying the Department of changes in leadership and contact information, charter
schools must also update the Department’s central Directory Administration system as needed. This
is an online system used by all public schools and districts to identify key personnel and contact
information. The Directory Administration database is used by many different offices in the
Department to distribute important information, and some of the information is also made available
to the public on the School Profiles page of the Department’s website. Therefore, it is essential that
this information be kept current. Charter schools can view, add, update, and delete their own
information in the Directory Administration database through the Department’s security portal.
Schools should contact the Department’s data collection unit at 781-338-DATA or
data@doe.mass.edu with any questions about this process.
17
If the delay of an amendment request includes a change to the roll out of a grade span change or maximum enrollment
increase, the change will require Commissioner approval and requires consultation with the Department.
18
Information regarding the board of trustees can be updated within the Board Member Management System.
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