Pre-Opening Site Visit Checklist School: Lake Wales High School Date: June 17, 2010 Focus of School: Technology Governance and Management The Governing Board has been established and is setting the policy direction for the school. A permanent head of school has been named and is providing leadership for the school. Other key leadership roles in the school have been filled. There is documentation of clear lines of authority and responsibility. A signed employment contract is on file for each teacher. Each employee has a job description, which he or she has read and agreed upon. Meeting minutes from at least one board meeting within the last 60 days Updated list of all members of Governing Board, listing position and contact information A schedule of all Governing Board meetings for the upcoming school year, including date, time and location Documentation that background checks have been completed on all Governing Board members. Provide letter of clearance from District Office. Organizational Chart delineating Governing Board and Principal/Director of school, teaching positions and support staff. Meeting minutes from April 19, 2010 has been provided. School provided the updated list of all Governing Board members listing position and contact information. A schedule of all Governing Board meetings for 10-11 has been provided. Documentation that all background checks has been completed on all Governing Board members and a letter of clearance from the District Office has been provided. School provided organizational chart delineating all required positions. Contracts, including position description New teacher contracts will be issued in for Principal/Director of school, teaching August. positions and support staff Provided Salary Schedule for 09-10, which Salary Schedule will be used for 10-11 Evidence that school is a not-for-profit agency Copy of 501 3 obtained by the school Copy of 501C3 dated July 6, 2004 has been Page 1
Governance Training has been completed for all governing board members per Florida State Board of Education. (6A-6.0784) Copy of most recent Tax Form 990 filed. provided. A Copy of the 07-08 Tax Form 990 has been submitted to The Office of Magnet, Choice, and Charter Schools. Copy of certificates or report of board members who have completed the training Evidence that the two hour refresher has been completed or will be completed within 3 years of initial training Verification that a report has been submitted to DOE from the certified DOE trainer Per Greater Consortium, all board members have completed governance training per Florida Statute Must be met by 2011 Verification that a report was submitted to DOE has been provided. Finance Budget reflects expenditures and revenue for Provide Board approved budget for fiscal year based on realistic number of students upcoming fiscal year enrolled Has met the student enrollment as agreed upon in the contract. Provide written documentation of student enrollment as reflected on Genesis A payroll system as been established Evidence of contract or agreement with a payroll provider or evidence of policies and procedures to be conducted in-house An Audit Committee has been established Evidence that an Audit Committee has been established Names and contact information for Committee members Date, time, location of scheduled meetings for upcoming school year School submitted an approved budget for the 2010-2011 school year. A membership tally dated 6/9/10 from Genesis has been provided as documentation of student enrollment on Genesis. E-mail dated June 12, 2006; payroll is conducted in-house by LWCS per CFO An audit committee has been established and consists of the Superintendent, CFO, Board of Trustee Chair, A Trustee, and LWCS Principals. Names have been provided, as well as contact information of committee members. Meeting dates, times, and location for 10- Page 2
11 will be provided once established. Staffing The number of teachers is adequate and their assignments match the staffing plan. Employment policies have been established and are available to teachers and other staff. There is documentation that initial background checks for all staff have been completed. Leave of absence forms for former PCSB employees have been processed and are on file. Staffing plan Staff roster Copy of Teacher Certification for each teacher (certification will be compared with teaching assignments outlined in Master Schedule found in curriculum/instruction section) Updated or current Employee Handbook (should be same handbook as attached to contract appendix-updated handbooks need District staff review and board approval.) Evidence that employment policies have been distributed to staff, teachers Electronic background check clearances for all employees to be compared with staff roster Copy of background check letter of clearance from District on each employee Leave of absence forms on file and reflect processing through PCSB for all employees on charter school leave from District. Curriculum and Instruction School provided a staffing plan for 10-11 Staff roster for 10-11 has been provided Teacher Certification is monitored through PCSB Certification/NCLB. School provided copies of certificates for all teachers. Provided Employee Handbook with procedures and processes within the school. Acknowledgement to be completed upon return of staff in August when school holds faculty meeting. Electronic background clearances for all employees have been compared with the staff roster. Copy of background letters from the District has been provided for all employees. Signed leave of absence forms are on file with Human Resources and are evident with on the District board agenda. Needed instructional materials and supplies have Actual instructional materials and supplies, Textbook invoices provided by the school been distributed to classrooms at every grade or evidence that materials and supplies are through the state depository. Page 3
level. A school calendar and class schedules exist and provisions have been made for them to be available to every student and every family. Orientation has been held to familiarize staff with the mission and program of the school and to clarify their roles and responsibilities. Provisions have been made for assessing and serving students with special needs. on order and will be delivered in time for school opening such as Purchase Order School calendar Master Schedule (see comment in Staffing section) Documentation that calendar and schedules have been distributed to students, families (copy of agenda or meeting notice) Documentation that orientation has been held for staff (agendas, sign-in sheets, etc.) Evidence that needed staff is on board to provide special needs services, or evidence that services have been contracted. Students and Parents Follows PCSB school calendar Provided master schedule delineating blocks and specials for 10-11. School calendar and schedules will be provided to all parents at orientation in August. Staff orientation is being held in August 12, 2010 School has provided a roster with ESE positions, as well as a copy of a contract with Our Children s Rehab for special services, which is kept at the Central Office. Parent and student orientation is completed or Evidence that parent and student The school calendar reflects the date of scheduled. orientation has been held (agendas, sign-in August 19, 2010 for Student/Parent Student enrollment procedures have been documented and a student roster is available to teachers. Student records have been received and are available to teachers for planning. sheets, etc.) Evidence that application deadline was publicly announced (news clipping, etc.) Evidence that lottery has been held (if applicable) Copy of Governing Board approved Enrollment Procedures outlining order of priorities Evidence that student records are on file and accessible to teachers for planning Orientation. School accepts applications throughout the year. School announced enrollment period on school marquee as well as several local newspapers. Lottery was not necessary for open enrollment period. Received the enrollment procedures outlining order of priorities. Student records are on file and accessible to teachers for planning and kept in a Page 4
Intake process includes measures to identify students with special needs. Evidence that intake process screens for special needs students (application, parent/student survey or questionnaire) Proof of residency is on file for each student Two of the following proofs checked off: o Category 1: Apartment or home lease agreement, mortgage document, or property tax record. o Category 2: Current utility bill (electric, gas, phone, cable, or water) o Category 3: Voter registration document o Category 4: Proof of government benefits (disability, Medicare, food stamps, HRS correspondence) Student policies (including suspension and Evidence that student policies (including expulsion policies) have been established and are suspension and expulsion policies) have available to students and parents in written form. been distributed to students and parents in Procedures, including security procedures, are in place for creating, storing, and using student academic, attendance, and discipline records. Intake process includes measures to identify students of Limited English Proficiency written form. Evidence that procedures are in place for creating, storing, securing, and using student academic, attendance, and discipline records. Evidence of home language survey, English language assessments, materials provided in Spanish (brochures, meeting notices, parent letters, etc.) Operations secure location. Schools charter application has a section for parents to complete regarding ESE and ESE alpha and ESOL. Student data sheet requests if student is enrolled in ESE program. Random review of 5 students records revealed that 3 out of 5 had 2 proofs and 2 out of 5 had 1. School hired new terminal operator for 2010-2011 and should be improved for next year. Follows the PCSB Code of Conduct, which parents and students must sign and will be distributed to students the first week of school. The school utilizes the Genesis program to store student information. As per contract, the home language survey is evident and provided signed copies in 5 of 5 files. Arrangements have been made for food service. Food service contract Awaiting new contract for 10-11. Provisions have been made for health services Evidence that health services and Organizational chart shows school nurse is and immunization, if appropriate. immunizations services are available assigned to all the LWCS. Service Page 5
There are written procedures to ensure that the school provides a drug free environment. There are written plans for such life safety procedures as fire drills and emergency evacuation. Tornado Drills and Fire Drills are held periodically as required by DOE. (Fire drills must be conducted a minimum of once per month.) A system is in place for gathering and reporting information needed to qualify for federal entitlement programs. (school nurse, contract with local health facility, etc.) Policy statement regarding drug-free environment included in faculty and student handbooks. Written plans for life safety procedures included in faculty and student handbooks. (fire exit charts in rooms, Disaster preparedness for tornado, bomb threats, etc.) Copy of written procedures for Tornado Drills and Fire Drills Evidence that Fire Drills are performed monthly. Evidence of at least one Tornado Drill performed yearly (recommended) Evidence that a system is in place for gathering and reporting data needed to qualify for federal entitlement programs (e.g. database) agreements with Behavioral Health Division of Winter Haven Hospital, Our Children s Rehabilitation, and LRC. Immunization cards and physical forms were evident in 5 of 5 files. Provided within the Code of Conduct for students and employee handbook for employees. Copy of Fire exit chart has been provided and is posted at all exit locations. School follows the PCSB preparedness plan, which is included in employee hand books and reviewed with students throughout the year Copy of written procedures for Tornado Drills and Fire Drills. Evidence that Fire Drills are performed on a monthly basis as provided by the records sheet. Evidence that 1 Tornado Drill has been performed, as well as 2 lockdown drill. School participates in free and reduced lunch program requiring all reporting criteria. Fire Inspection completed and passed. Passing Fire Inspection Form on file. Fire inspections provided by PCSB Facilities. Health Inspection completed and passed. Passing Health Inspection Form on file. Health inspections provided by PCSB Facilities Provisions have been made for transportation of students. Transportation contract or agreement Transportation Agreement on file with PCSB and valid until June 30, 2013. Page 6
Facilities, Furnishings and Equipment Available space (including classrooms, Space meets the needs of the program and Space meets the needs as evidence on restrooms, and special purpose space) meets the requirements of the program and the number of students enrolled. number of students to be served walk-through. Space is accessible, clean, and well lighted. Accessible, clean, well-lit space As evident on walk-through Classrooms are appropriately furnished and Classroom furnishings meet the needs of As evident on walk-through arranged for instruction. the student population and arranged appropriately for instruction Necessary equipment, including educational Evidence that equipment is installed and As evident on walk-through technologies, is installed and ready to operate. ready to operate A certificate of occupancy is on file. Certificate of Occupancy on file at school specifying the maximum occupancy Verification that certificate is on file at PCSB Certificates of insurance are on file, meeting at least the minimum levels required by the PCSB. Certificates of insurance on file at school Board verification that certificates are on file at PCSB Minimum levels required o General Liability - $1,000,000 o Workers Compensation As required by law o Fidelity/Dishonesty Insurance - $50,000 Facilities has been purchased or leased Evidence of Mortgage or Lease agreement PCSB owned Certificate of Occupancy is housed with PCSB Facilities. Satisfactory insurance coverage is valid until July 1, 2011. A copy is on file with PCSB All minimum levels of insurance required have been met. Page 7
Documentation There is a staff person who is assigned the responsibility for accountability. A draft Accountability Plan has been circulated to teachers and received their comment. The school s draft Accountability Plan has been submitted to PCSB Office of School Choice for review. School keeping records to support goals set in approved Accountability Plan Accountability Name of person assigned to Accountability Plan Written documentation that plan was distributed to teachers requesting review and comments. Written documentation demonstrating final plan was submitted to Office of Magnet, Choice and Charter Schools Copy of Work Session and/or Board Meeting Agenda Written documentation to support each goal and measurement outlined in school s Accountability Plan Comments Clark Berry, Danielle Shick and Rebecca Thomas, Administration of Lake Wales High School, are assigned to the Accountability Plan. Reviewed with staff after schools renewal document and contract was approved. Approved with the renewal contract effective 7/1/08 Administrative staff is responsible to provide the written documentation to support each goal and measurement outlines in schools Accountability Plan. Page 8