Annual Report Guidelines for Charter Schools 2015-2016 Revised April 2016 Massachusetts Department of Elementary and Secondary Education The Office of Charter Schools and School Redesign 75 Pleasant Street Malden, MA 02148 Phone: (781) 338-3227 Fax: (781) 338-3220 Introduction No later than August 1 of each year, each charter school must submit an annual report to the Department of Elementary and Secondary Education (Department), its local school committee, and also make the annual report available to the public, as set forth in the charter school statute (M.G.L. Chapter 71, Section 89(jj)). This report provides a picture of the recently completed academic year as it relates to the school’s accountability plan objectives and evidence regarding the three areas guiding charter school accountability: faithfulness of the school to the terms of its charter, success of the academic program, and viability of the organization. The annual report is a critical document in charter school accountability; it is intended to be a clear, concise report regarding school performance and its progress toward meeting accountability plan objectives and areas of the Charter School Performance Criteria. Required elements that must be included in each report are set forth in this document. Please note that reports that do not fully and clearly document the required information may be returned to the school for revision. The annual report will be used by the Department to review the school’s performance and progress for the past academic year, and will serve as a piece of evidence that the Board and/or Commissioner of Elementary and Secondary Education will review when considering a school’s application for charter renewal. General Instructions The annual report must be a clear and accessible document for parents, the Department, and the general public. The total length of the annual report should not exceed 25 pages (excluding attachments). The annual report must be received, through the drop box function in the security portal on the Department’s website, on or before August 1, 2016. The school is no longer required to submit hard copies of the annual report. Electronic copies may be either Microsoft Word or PDF documents. Waivers or extended deadline requests cannot be granted as this is a statutory deadline. The Department will make annual reports available on request, either in hard copy or electronically by email. By statute, a copy of the annual report must be submitted by each charter school to its local school committee chair(s) of the district(s) from which the school draws students and be made available to families of current students as well as families contemplating enrollment. While the full report does not need to be sent to each family, the school must inform families of enrolled and prospective students that an annual report is available upon request. The school may also make the annual report available to members of the wider community by displaying it in the local library or the school’s front office. Please note: New regulatory requirements (603 CMR 1.08) state that each charter school must make the annual report available on the school’s website. This year, 2015-2016, please upload two documents via the security portal: the 2015-2016 Annual Report and the school’s completed School Schedule Template. Department of Elementary and Secondary Education Office of Charter Schools and School Redesign – Annual Report Guidelines 2015-2016 Page 1 of 17 Directions for annual report drop box submission: Go to the Department’s Security Portal: https://gateway.edu.state.ma.us/ Login using your user name and password Go to Drop Box Central Choose Charter School File Exchange (security role required), click next Click on Browse and locate your school’s annual report on your school’s computer, hard drive, or server Select the file to upload Click the Upload File Button Upload two documents: the school’s 2015-2016 Annual Report and the completed School Schedule Template (the School Schedule Template is only required this year). If you have problems accessing any of these fields you may not have adequate security clearance and need to contact your school’s directory administrator. If you have questions about the submission of the annual report, please contact the Office of Charter Schools and School Redesign at 781-3383227. Content Requirements Cover Page Provide a cover page that lists the following information: School name School address School contact information: name, title, telephone, fax, email address, and website Date of the report Table of Contents Provide a clearly labeled Table of Contents naming all major sections, appendices, and page numbers. Introduction to the School To provide the reader with basic introductory information about your school, complete the table below and provide the mission statement as stated in the school’s charter or as amended and approved by the Department. Name of School Type of Charter (Commonwealth or Horace Mann) Regional or Non-Regional? Location of School (Municipality) Chartered Districts in Region (if applicable) Year Opened Year(s) in which the Charter was Renewed (if applicable) Maximum Enrollment Current Enrollment Chartered Grade Span Current Grade Span # of Instructional Days per school year Students on Waitlist Department of Elementary and Secondary Education Office of Charter Schools and School Redesign – Annual Report Guidelines 2015-2016 Page 2 of 17 School Hours Age of School Mission Statement Letter from the Chair of the Board of Trustees (Optional) This letter is to inform the public, as well as future site visitors, of any significant changes that have taken place over the past year. This could include the departure or arrival of certain key staff/trustees, a change in the organizational model, changes in curriculum, or modification of programmatic elements. Network Requirements (If applicable) A network, as defined by 603 CMR 1.00, may submit a combined annual report provided that information for each school is reported discretely within the annual report to ensure that it complies with M.G.L. c. 71, § 89; 603 CMR 1.00; and any guidelines issued by the Department. Please structure your network annual report according to the following: On the cover page, please make sure to note the names of each school contained in the consolidated report. For example, the cover page would state: Annual Reports for: Alpha Omega Charter School I, Alpha Omega Charter School II, and Alpha Omega Charter School III. Contact information should be distinct for each school. In the areas where it makes sense, please report clearly and distinctly on each school’s/campus’s performance. For example, one would report on the distinct progress each school/campus is making on an accountability plan measure related to academic performance. Similarly, one might report on the distinct progress each campus/school is making on delivering a program that is fully faithful to its charter. Many areas of the annual report, however, will contain consolidated reports of performance or progress: the letter from the board chair and dissemination efforts, for example. You may modify templates or sections as appropriate to best convey necessary information. School Performance and Program Implementation Please respond to the prompts on the following pages to illustrate the charter school’s 2015-16 performance and program implementation. If an item does not apply to the school, please clearly note why it is not applicable. Department of Elementary and Secondary Education Office of Charter Schools and School Redesign – Annual Report Guidelines 2015-2016 Page 3 of 17 Faithfulness to Charter Do not duplicate information already provided in reporting on the school’s Accountability Plan. Mission and Key Design Elements Provide specific evidence of how your school was faithful to its mission and successfully implemented its key design elements during the 2015-2016 school year. Key design elements support the implementation of the school’s mission and make the school unique and distinct from any other school. Key design elements should all relate to the mission statement or the intentions set out in the school’s original (or amended) charter. If your school has developed an Accountability Plan using the new guidelines, please use the key design elements as articulated in the Accountability Plan. Amendments to the Charter Use the table below to describe any Board approved (major) or Commissioner approved (minor) amendments requested by the school’s board of trustees during the 2015-2016 school year. Please explain any delay in implementing any recently granted amendment. Date Amendment Requested Approved? *Add rows as needed Dissemination Efforts Describe how your school has provided innovative models for replication and best practices to other public schools in the district where your charter school is located or to other schools, districts, and organizations beyond the sending district(s).1 1 The Department will also consider efforts made by the charter school to disseminate innovative models for replication and best practices to other schools, districts, and organizations beyond the district where the charter school is located. There are multiple forums and activities through which a charter school may disseminate, including but not limited to: partnerships with other schools implementing key successful aspects of the charter school’s program, active participation in district turnaround efforts, sharing resources or programs developed at the charter school, hosting other educators at the charter school, and presenting at professional conferences about its innovative school practices. Department of Elementary and Secondary Education Office of Charter Schools and School Redesign – Annual Report Guidelines 2015-2016 Page 4 of 17 Academic Program Success Do not duplicate information already provided in reporting on the school’s Accountability Plan. Student Performance A. Provide the most recent, publically available student performance data by providing a link to your school’s Department School Report Card website. Please do not provide any data that is embargoed as of August 1, 2016. Example: Abby Kelley Foster Charter Public School’s school report card (overview) link would be as follows: http://profiles.doe.mass.edu/reportcard/SchoolReportCardOverview.aspx?linkid=105&orgco de=04450105&fycode=2015&orgtypecode=6& B. If applicable, provide clear and concise information, in the aggregate, about 2015-2016 student performance on internal or external assessments (other than MCAS or PARCC) that the school would like the Department to consider as evidence of academic progress. Program Delivery If applicable, describe any changes (implemented in the 2015-2016 school year) made to the school’s curriculum, instructional model, assessment methods, and/or supports for diverse learners. Social, Emotional, and Health Needs If applicable, please describe any recent changes in the school’s approach to student discipline. Organizational Viability Organizational Structure of the School If applicable, describe any changes to the organizational structure made during the 20152016 school year and/or anticipated changes for the upcoming year. Please provide an up-todate organizational chart. Network Structure or Multiple Campus Organizational Structure (if applicable) If you operate multiple schools or multiple campuses of schools with similar grade levels that are governed by one board of trustees, describe any changes to the organizational structure made during the 2015-2016 school year and/or anticipated changes for the upcoming year. If the network organizational chart has changed, please provide an updated copy. Please include a brief description of how the board is overseeing and ensuring the success of all network/campus schools. Teacher Evaluation If applicable, please describe any recent changes to your school’s systems for teacher evaluation. Department of Elementary and Secondary Education Office of Charter Schools and School Redesign – Annual Report Guidelines 2015-2016 Page 5 of 17 Budget and Finance A. Unaudited FY16 statement of revenues, expenses, and changes in net assets (income statement) This statement should set forth, by appropriate categories (using similar line items as audited statements), the revenue and expenditures for FY16 (July 1, 2015 to June 30, 2016). Since independent audits for most schools will not have been completed by the August 1 deadline, please note that the report is an unaudited statement, but should be in the same format and use similar line items as the audited statements. Note: An independent audit for the year ending June 30, 2016, must be filed with the Department and the State Auditor by November 1, 2016. B. Statement of net assets for FY16(balance sheet) The balance sheet should set forth the charter school’s assets, liabilities, and fund balances or equities in the same format and using the same line items that will be included in the audited statement. C. Approved School Budget for FY17 Provide a detailed copy of the school’s budget for FY17 including similar detail that is included in the school’s audited financial statements. Provide the date the board of trustees approved the budget. D. Capital Plan for FY17 The capital plan should identify all planned capital projects in progress or expected to be initiated within the next ten years. Examples of capital projects include: the acquisition, construction, or expansion of a school building substantial renovation or rehabilitation of a school building currently in use by the charter school (eg. roofs, HVAC systems, building envelopes, plumbing and electrical systems, telecommunications systems, etc) major acquisition of furnishings, fixtures, and equipment that are appurtenant to the acquisition, construction, renovation, or expansion of a school building the acquisition and development of adjacent land for new or expanded playgrounds, athletic fields, parking, or other related activities. Please note, routine repair and maintenance projects needed to maintain existing facilities in good order should not be included in the school’s capital plan. For each identified capital project, the capital plan should include: 1. a description of the project; 2. the current status of the project; 3. the current estimated schedule for the completion of the project; 4. the current estimated cost for the project; 5. information on how the school plans to finance the project; and 6. whether the school has established a capital project reserve account for the project and, if so, the balance in the account as of June 30 of the fiscal year just ended. Department of Elementary and Secondary Education Office of Charter Schools and School Redesign – Annual Report Guidelines 2015-2016 Page 6 of 17 Additional Information Accountability Plan performance for 2015-2016 Please use Appendix A to report on the school’s Accountability Plan performance in 2015-2016. Recruitment and Retention Plan Please use Appendix B to report on current implementation of the school’s Recruitment and Retention plan and to create a plan for the 2016-2017 school year. Please note, plans that do not meet the guidelines or that have not been enhanced to reflect any demographic changes will go through a collaborative revision process with the Department. School and Student Data Complete the data tables in Appendix C. In addition to completing the tables, please provide a brief narrative describing teacher attrition trends during the 2015-2016 school year. Additional Required Information A number of charter school changes may not require an amendment request but do require that the school inform the Department in a timely fashion (603 CMR 1.08(11)). Complete the data tables in Appendix D to provide the Department with formation regarding changes in leadership and/or facilities. Conditions (if applicable) If the school has been placed on conditions—either with or without a designation of probationary status—by the Commissioner or the Board of Elementary and Secondary Education, please state the conditions and provide a brief update on progress towards meeting the conditions. Complaints (if applicable) Describe any official complaints (written) received by the board of trustees during FY16 pursuant to the state’s charter school regulations, 603 CMR 1.09. This summary should describe each complaint in general terms, without mentioning specific names or information that may be deemed confidential, and should describe how each complaint has been resolved. If none was received, please note that. Attachments (optional) Any attachments should be explicitly referred to in the text of the report and must be directly relevant to that part of the text. Attachments do not count toward the 25 page maximum but should not exceed 5 pages in total. This is in addition to any attachments needed for accountability plan evidence. Department of Elementary and Secondary Education Office of Charter Schools and School Redesign – Annual Report Guidelines 2015-2016 Page 7 of 17 Appendix A Accountability Plan Evidence 2015-2016 END In the template below, list each objective and measure contained in the school’s current and approved Accountability Plan. For each listed measure, state whether the school has met, is making progress toward meeting, or has not met the measure, and provide data or other evidence supporting the statement. Schools that did not make progress toward reaching their measures should include an explanation of why this was the case and what the school is doing to attain these measures in the coming year. Please remember the target audience is the general public, please avoid using jargon or acronyms when providing evidence. If needed, please attach any additional evidence to explain performance after this template as a part of Appendix A. Evidence should reflect performance during the 2015-2016 school year. Faithfulness to Charter 2015-2016 Performance (Met/Partially Met/Not Met) Evidence (include detailed evidence with supporting data or examples) Objective: Measure: Measure: Objective: Measure: Measure: *Add rows as necessary Academic Program Success (if applicable) 2015-2016 Performance (Met/Partially Met/Not Met) Evidence (include detailed evidence with supporting data or examples) Objective: Measure: Measure: Objective: Measure: Measure: Organizational Viability (if applicable) 2015-2016 Performance (Met/Partially Met/Not Met) Evidence (include detailed evidence with supporting data or examples) Objective: Measure: Measure: Objective: Measure: Measure: Department of Elementary and Secondary Education Office of Charter Schools and School Redesign – Annual Report Guidelines 2015-2016 Page 8 of 17 AP Appendix B Charter School Recruitment and Retention Plan Template END As defined in MGL c. 71 § 89 and 603 CMR 1.00, Massachusetts charter schools must receive approval from the Department for a recruitment and retention plan which is updated annually. In developing the recruitment and retention plan, please review the charter school regulations governing student recruitment, enrollment, and retention, found at 603 CMR 1.05. “A charter school must develop a plan that includes deliberate, specific strategies the school will use to attract, to enroll, and to retain a student population that is demographically comparable to similar grades in schools from which the charter school enrolls students. Charter schools shall submit recruitment and retention plans for approval by the Department that meet the requirements of MGL c. 71, § 89; 603 CMR 1.05; and any guidelines issued by the Department” (603 CMR 1.05(1)).” The charter school statute outlines certain demographic groups that must be included in all recruitment and retention plans, including: limited English proficient, special education, free lunch, and reducedprice lunch students2, as well as those who are sub-proficient on the MCAS, at risk of dropping out of school, have dropped out of school, or other at-risk students who should be targeted to eliminate achievement gaps. The Board of Elementary and Secondary Education will consider the extent to which the school has followed and updated its recruitment and retention plan as one of the factors in making a renewal decision (c. 71, § 89(i)). Furthermore, as specified in MGL c. 71, § 89 (i)(3), if the school is located in a district with 10 percent or more of limited English-proficient students, the school’s recruitment strategies must include a variety of outreach efforts in the most prevalent languages of the district. The Department encourages schools to use the Charter Analysis and Review Tool (CHART) (http://www.doe.mass.edu/charter/finance/chart/) to access school specific demographic data for a sub-set of the categories. The Department has created a Compendium of Recruitment Strategies to assist schools when creating Recruitment and Retention Plans. Please see: http://www.doe.mass.edu/charter/sped/default.html Please contact your school’s liaison if you require assistance with the CHART tool or the creation of you Recruitment and Retention Plan. Provide an updated plan for the 2016-2017 school year using the template below. Please follow the directions for each element of the plan. 2 Please note: The Department has a new metric, called Economically Disadvantaged. Please see here for information: http://www.doe.mass.edu/infoservices/data/ed.html Department of Elementary and Secondary Education Office of Charter Schools and School Redesign – Annual Report Guidelines 2015-2016 Page 9 of 17 Recruitment Plan 2016-2017 School Name: Date: Please provide a brief narrative report on implementation of recruitment strategies from last year’s plan. Please provide any additional information that gives context for subgroup enrollment figures, e.g., high number of siblings enrolled in entry class, re-classification of student subgroup status, etc. Please provide a brief explanation if you think that your incoming class of students (as captured in October 1, 2016 SIMS report) will meet the comparison index or the school’s gap narrowing targets. Please indicate if you would like further discussion with the Department regarding the school’s Recruitment Plan once you have submitted your October 1 st SIMS demographic information. 2015-2016 Implementation Summary: Describe the school’s general recruitment activities, i.e. those intended to reach all students. General Recruitment Activities for 2016-2017: Directions for creating deliberate, specific strategies for the recruitment plan: 1. Look at CHART: http://www.doe.mass.edu/charter/finance/chart/. 2. Review your school’s subgroup enrollment in CHART. Please pay particular attention to the enrollment of students who are limited English proficient, students with disabilities, and low income (economically disadvantaged) students. Additionally, please pay particular attention to trends over time. 3. Determine for which of the above subgroups the charter school enrolls a comparable population (meaning the charter school rates of enrollment of the subgroup is at or above the comparison index OR meeting the gap narrowing target) and for what subgroups the school falls below the comparison index. Department of Elementary and Secondary Education Office of Charter Schools and School Redesign – Annual Report Guidelines 2015-2016 Page 10 of 17 a. For subgroups with a comparable population: list the recruitment strategies that the school has used in the past. b. For subgroups that fall below the comparison index: create enhanced recruitment strategies (i.e. more specific and targeted for this particular subgroup) in the revised plan. Do not repeat strategies. Each group should have its own set of specific and deliberate strategies. Recruitment Plan –Strategies List strategies for recruitment activities for each demographic group. Demographic Group Strategies Special education students Limited English-proficient students Students eligible for free or reduced lunch3 Students who are subproficient Students at risk of dropping out of school Students who have dropped out of school OPTIONAL Other subgroups of students who should be targeted to eliminate the achievement gap Please note: The Department has a new metric, called Economically Disadvantaged, which encapsulates “free or reduced lunch”. Please see here for information: http://www.doe.mass.edu/infoservices/data/ed.html 3 Department of Elementary and Secondary Education Office of Charter Schools and School Redesign – Annual Report Guidelines 2015-2016 Page 11 of 17 Retention Plan 2016-2017 Please provide a brief narrative report on implementation of retention strategies from last year’s plan. 2015-2016 Implementation Summary: For the purposes of a Recruitment and Retention plan, retention shall be defined as the charter school's ability to maintain enrollment of its students with low turnover and limited attrition (603 CMR 1.02). 1. Look at http://www.doe.mass.edu/charter/finance/chart/. 2. Review your school’s attrition in CHART. Pay particular attention to trends over time. 3. Calculate your school’s retention rate by subtracting the attrition rate from 100. For example, if the attrition rate is 8.3%, then the retention rate would be calculated as 100-8.3 = 91.7%. 4. Establish a retention goal for the 2015-2016 school year 5. Identify the retention strategies the school will implement during the upcoming school year to maximize the number of students who successfully complete all school requirements and to prevent students from dropping out. 6. The retention plan may include activities that address the needs of all students in the school, but must be designed to impact the target groups (students who are limited English proficient, students with disabilities, and students eligible for free or reduced price lunch, etc.). Department of Elementary and Secondary Education Office of Charter Schools and School Redesign – Annual Report Guidelines 2015-2016 Page 12 of 17 Overall Student Retention Goal Annual goal for student retention (percentage): Retention Plan –Strategies List strategies for retention activities for each demographic group. Demographic Group Strategies Special education students Limited English-proficient students Students eligible for free or reduced lunch4 Students who are subproficient Students at risk of dropping out of school Students who have dropped out of school OPTIONAL Other subgroups of students who should be targeted to eliminate the achievement gap APP 4 Please note: The Department has a new metric, called Economically Disadvantaged. Please see here for information: http://www.doe.mass.edu/infoservices/data/ed.html Department of Elementary and Secondary Education Office of Charter Schools and School Redesign – Annual Report Guidelines 2015-2016 Page 13 of 17 Appendix C School and Student Data Tables END Student demographic information can be found on the Department’s website using your school’s profile. Please provide the link to your school’s profile on the Department’s website. Example: Abby Kelley Foster Charter Public School’s student demographic enrollment data link would be as follows: http://profiles.doe.mass.edu/profiles/student.aspx?orgcode=04450105&orgtypecode=6& STUDENT DEMOGRAPHIC AND SUBGROUP INFORMATION Race/Ethnicity African-American Asian Hispanic Native American White Native Hawaiian, Pacific Islander Multi-race, non-Hispanic # of students % of entire student body Special education Limited English proficient Economically Disadvantaged ADMINISTRATIVE ROSTER FOR THE 2015-2016 SCHOOL YEAR End date Name, Title Brief Job Description Start date (if no longer employed at the school) *Add additional rows as necessary TEACHERS AND STAFF ATTRITION FOR THE 2015-2016 SCHOOL YEAR Number as of the last day of the 2015-2016 school year Departures during the 2015-2016 school year Departures at the end of the school year Reason(s) for Departure Teachers Other Staff Department of Elementary and Secondary Education Office of Charter Schools and School Redesign – Annual Report Guidelines 2015-2016 Page 14 of 17 BOARD MEMBERS FOR THE 2015-2016 SCHOOL YEAR Name Position on the Board Committee affiliation(s) Number of terms served Length of each term (including date of election and expiration) * Add additional rows as needed Appendix C Department of Elementary and Secondary Education Office of Charter Schools and School Redesign – Annual Report Guidelines 2015-2016 Page 15 of 17 Appendix D Additional Required Information A number of changes at a charter school may not require an amendment request but do require that the school inform the Department in a timely fashion. Please remember to notify the Office of Charter Schools and School Redesign regarding these changes. Notification is required for many circumstances, please see the Charter School Regulations (603 CMR 1.08 (11)). Please provide updates on the following: Key Leadership Changes Please make sure your district/school profile and directory administration is up-to-date with the correct names and contact information for key leaders. Please ask your school's directory administrator (see http://www.doe.mass.edu/infoservices/data/diradmin/list.aspx) to update this data in Directory Administration and please input any changes in this survey for the key positions listed below (and simply input "NA" if there is no change). Your directory administrator can contact Lee DeLorenzo at ldelorenzo@doe.mass.edu or 781-338-3227 for assistance. Position Board of Trustees Chairperson Name Charter School Leader Assistant Charter School Leader Special Education Director MCAS Test Coordinator SIMS Coordinator English Language Learner Director [Title - other] *Add additional rows as necessary Facilities Has your school relocated or acquired a new facility within your charter school's current municipality? (Please note: if you are relocating or acquiring a facility outside of your charter school’s current municipality, this requires Commissioner approval. Please see the Amendment Guidelines for further details: http://www.doe.mass.edu/charter/governance/?section=amendments). Location Dates of Occupancy Enrollment When is your estimated student application deadline and lottery date for students who are interested in enrolling for the 2016-2017 school year? Please be reminded of the following regulatory requirements: “Charter schools may not set any principal application deadlines or hold any enrollment lotteries for student admissions for the upcoming school year until after January 1st. Every charter school shall conclude its principal enrollment process no later than March 15th of each year” (603 CMR 1.05 (3)(c)). Action Student Application Deadline Date(s) Lottery Department of Elementary and Secondary Education Office of Charter Schools and School Redesign – Annual Report Guidelines 2015-2016 Page 16 of 17 School Schedule With your 2015-2016 Annual Report, you will upload a second document: a School Schedule Template. The Department has developed this template to: document and create transparency around this material term of the charter; to facilitate communication with families around typical school schedules; and to help with communication with districts about transportation. Please complete the School Schedule Template to reflect your school's current, approved schedule as outlined in the charter: http://www.doe.mass.edu/charter/governance/?section=amendments. Upload the completed template along with your 2015-2016 Annual Report. If your school would like to request an amendment to change the schedule as outlined in its charter, this template should be accompanied by a letter documenting your board of trustee's approval of a schedule amendment as outlined in the Charter School Amendment Guidelines. Please see the Charter School Amendment Guidelines or contact your school's liaison if you have questions about this process. Department of Elementary and Secondary Education Office of Charter Schools and School Redesign – Annual Report Guidelines 2015-2016 Page 17 of 17