Charter School Board Governance Award Application

Transcription

1 Charter School Board Governance Award Application Application Deadlines October 16, 2017 February 16, 2018 August 16, 2018

2 The Charter School Governance Award is designed to recognize charter school boards that have put into place the basic documents, policies, practices, and procedures that provide the foundation for effective governance of a charter school. The Award Criteria provide a baseline of board transparency, public accountability, and effective board governance performance. The Award is based on Six Criteria Areas: 1. Foundational Documents 2. Board Operational Policies, Procedures, and Practices 3. Policy Development, Implementation, and Evaluation 4. Financial Oversight and Administrator & Program Evaluations 5. Transparency and Accountability 6. Community Engagement and Advocacy 1. Eligible Applicants A Charter School Board of Directors of a MACS member school that has been in operation for at least two years. 2. Application The Application Process consists of an Application Form & Attachments (see page 8), Online Postings, and Onsite Portfolio Documents. Note: All documents must have month, date & year the Board enacted the statement, policy, process, or procedure Application Deadlines 4:00 P.M. Monday October 16, :00 P.M. Friday February 16, :00 P.M. Thursday August 16, 2018 Application Form & Attachments (see page 8) must be submitted via U.S. Mail to the MACS Office: 4. Application Review Process Minnesota Association of Charter Schools 161 St. Anthony Avenue Suite 1000 Saint Paul, MN The Review Process consists of 4 Steps: 5. Award Presentation i. A review of the Application & Attachments ii. A review of the Required Posted Documents on the School Website iii. An Review of Onsite Portfolio Documents iv. An Interview with the Board Chair, at least one other Board Member, & School Director Award Presentations will take place at either a meeting of the Charter School Board or the school s Annual Meeting, or another event agreed upon by the Association and School. MN Association of Charter Schools 2 June 2017

3 1] Foundational Documents Award Criteria Areas 1. Foundational Documents 2. Board Operational Policies, Procedures, and Practices 3. Policy Development, Implementation, and Evaluation 4. Financial Oversight and Administrator & Program Evaluations 5. Transparency and Accountability 6. Community Engagement and Advocacy A School Mission Statement which clearly defines the purpose, values, & students served A Vision Statement that communicates desired outcomes for the school & students A current Multiyear Strategic Plan with achievable goals & measureable outcomes Up-to-date legally conforming Articles of Incorporation & By-laws A Charter Contract with achievable and measurable goals & outcomes 2] Board Operational Policies, Procedures, and Practices An Open and Transparent Board Nomination Process A Board Election Policy and Procedures A Job Description & Defined Expectations for Board Members Job Descriptions for Board Officers A Record of Board Members Basic & Annual Ongoing Training A Policy regarding Ongoing Annual Board Training Expectations & Requirements An Annual Budget for Board Training A Conflict of Interest Policy that, at minimum, meets state legal requirements Annually Signed Statement of Acknowledgement by Board Members of awareness of Conflict of Interest Policy A charge for all board established committees that outline their purpose, membership, etc The board conducts: Criminal background checks on all board members & excludes convicted felons from Board Service A formal Oath of Office Ceremony of board members An Orientation Program for New Board Members prior to the individuals being seated on the board An Annual Board Retreat An Annual Assessment of Individual Members Performance & the Overall Board Performance Note: All documents must have month, date & year the board enacted the statement, policy, process, or procedure. MN Association of Charter Schools 3 June 2017

4 3] Policy Development, Implementation, and Evaluation Adopted Essential School & Board Operational Policies A Calendar or Schedule for reviewing school & board operational policies A Policy and Procedures for enacting & reviewing policies A Board Member Handbook for all members that includes the Articles of Incorporation, By-laws, board policies and resolutions, annual budget, & charter contract, etc. 4] Financial Oversight and Administrator & Program Evaluations Adopted qualifications, job descriptions & an approved professional development plan for all administrative, supervisory & academic leadership positions in the school A Performance Evaluation Policy & procedures for employees that report directly to the board A Policy & Process for hiring the auditor & has an annual meeting with the auditor A Documented history of ongoing & regular communication with the authorizer representative A periodic review & documentation of the school s progress in meeting its charter contract goals A Policy and Procedures for awarding contracts to vendors and consultants A Policy and Procedures for assessment of school programs A Policy and Procedures for reviewing the academic & other measures of student performance 5] Transparency and Accountability A Document Retention & Destruction policy consistent with MN Statutes A Policy and Procedures for the school s timely response to Data Practices requests Posted the Annual IRS Form 990 & Annual Audit on the school website Posted Annual & Monthly approved Minutes & Financial Statements on the school website Posted the Board Meeting Agendas & Minutes on the school website Posted a Biography, Term of Office & Contact Information for board members on the school website Posted the Authorizer Contact Information on the school website 6] Community Engagement and Advocacy A Public Comment Period Policy & Procedures for parents and the public at board meetings A Policy on Conducting Satisfaction Surveys of parents, students, & other stakeholders A Practice of Inviting Public Officials to visit the school & attend school events Documentation of the Board s & School s legislative advocacy efforts. A Policy and Procedures for dealing with Complaints about the school, administrator, or staff Note: All documents must have month, date, & year the board enacted the statement, policy, process, or procedure. MN Association of Charter Schools 4 June 2017

5 School: Board Officer Submitting Application Name: Title: Phone Number: Date: Basic Information I) Board Structure/Composition and Term of Office A) Board Structure Teacher Majority Parent Majority Community Majority Non-Majority (A1) Number of Board Members Required in By-Laws (A2) Number of Current Members B) Board Composition (B1) (B2) (B3) Number of Teacher Seats on the Board Number of Parent Seats on the Board Number of Community Seats on the Board C) Length of Term: Years. MN Association of Charter Schools 5 June 2017

6 II) Board Nomination/Election Process A) Nomination Process (Check All That Apply.) Self-Nomination Nomination Committee Write-In on Ballot Other (Please Specify) B) Criminal Background Checks of Nominees (Check all that Are Conducted.) State/County Federal Previous State(s) Nominee Lived C) Election (C1) (C2) (C3) (C4) (C5) (C6) Month of Board Election Month When Term of Office Begins Total Number of Eligible Voters Voter Participation in Last Election Number of Voters Percent of Eligible Voters Election Notice Given Before Election: Number of Days Election Voting Methods (Check All that Are Used.) In Person at School U.S. Mail Electronic ( ) Parent Meeting School Event Annual Meeting Paper Ballot Sent Home via Student Other (Please Specify) MN Association of Charter Schools 6 June 2017

7 III) Board Orientation/Training/Evaluation A) Does the Board Conduct a Formal Oath of Office Ceremony? Yes No B) Does the Board Conduct a Formal Orientation Process with New Board Members? Yes No (B1) Who is Involved in Providing the Orientation? Title Title Title C) Does the Board Have a Policy Regarding the Annual Training and Education of Board Members? Yes No D) What is the Annual Budget for Board training? $ E) Does the Board Conduct an Annual Retreat? Yes No F) Does the Board Have Each Board Member Do an Annual Assessment of Their Own Performance? Yes No G) Does the Board Conduct an Annual Evaluation of the Board s Overall Performance? Yes No H) Does the Board Have a Plan for improving Board Performance? Yes No MN Association of Charter Schools 7 June 2017

8 MN CHARTER SCHOOL BOARD GOVERNANCE AWARD DOCUMENTATION [Numbers Correspond to Criteria Areas] ATTACHMENTS (15) ONLINE POSTS (11) ONSITE PORTFOLIO (15) MISSION STATEMENT 1 BOARD RECRUITMENT/NOMINATION POLCY/PROCEDURES 2 MULTI-YEAR STRATEGIC PLAN 1 VISION STATEMENT 1 BOARD ELECTION POLICY/PROCEDURES 2 CHARTER CONTRACT 1 ARTICLES OF INCORPORATION 1 JOB DESCRIPION/EXPECTATIONS FOR BOARD MEMBERS 2 NOTICE OF BOARD ELECTION 2 BY-LAWS 1 WRITTEN CHARGES FOR BOARD COMMITTEES 2 BOARD OFFICERS JOB DESCRIPTION 2 POLICY ON BOARD TRAINING REQUIREMENTS 2 FORM 990 FILING 5 OATH OF OFFICE 2 CONFLICT OF INTEREST POLICY 2 ANNUAL FINANCIAL STATEMENT 5 BOARD HANDBOOK 3 BOARD RETREAT AGENDA (last retreat) 2 ANNUAL AUDIT REPORT 5 EVALUATION TOOLS BOARD PERFORMANCE 4 LIST OF BOARD ADOPTED POLICIES 3 APPROVED BOARD AGENDAS (12 months) 5 ADMINISTRATOR QAULIFICATIONS, ETC. 4 CALENDAR/SCHEDULE FOR REVIEWING POLICIES 3 PPROVED BOARD MINUTES (12 months) 5 EVLUATION POLICY/PROCESS DIRECT REPORTS 4 POLICY/PROCEDURES FOR ENACTING POLICIES 3 BOARD BIO S, TERMS OF OFFICE, CONTACT INFO 5 POLICY/PROCEDURES AWARDING CONTRACTS 4 BOARD HANDBOOK TABLE OF CONTENTS 3 AUTHORIZER CONTACT INFORMATION 5 POLICY/PROCEDURES ASSESSING PROGRAMS 4 DOCUMENT RETENTION/DESTRUCTION POLICY/PROCEDURES 5 POLICY/PROCEDURES ASSESSING ACHIEVEMENT 4 DATA PRACTICES COMPLIANCE POLICIES 5 POLICY/PROCESS HIRING AUDITOR 4 COMPLAINT PROCEDURES 5 PROCESS FOR AUDIT REVIEW & RESPONSE 5 POLICY/PROCEDURES FOR PUBLIC COMMENT 6 SATISFACTION SURVEY TOOLS 6 MN Association of Charter Schools 8 June 2017

9 Charter School Board Basic Governance Award Checklist Attachments Web On-Site 1. Foundation Documents a. School Mission Statement b. School Vision Statement c. Strategic Plan - Multi-year d. Articles of Incorporation e. Bylaws f. Charter Contract 2. Board Operations a. Board Recruitment/Nomination Process b. Board Elections Policies and Procedures c. Election Notice Sent to Parents and Legal Guardians. d. Job Description & Expectations for Board Members e. Board Officers Job Descriptions f. Board Policy on Board Training Requirements g. Board Members Conflict of Interest Policy & Form h. Written Charges for Board Committees i. Board Retreat Agenda j. Board Members Oath of Office k. Board Evaluation and Performance Tool(s) l. Approved Board Minutes for Last Year m. Board Meeting Agendas for Last Year n. Complaint Process o. Board Member Bio, Term of Office, & Contact Information 3. Policy Development, Implementation, and Evaluation a. List of Board-Adopted Policies b. Calendar/Schedule for Reviewing Board Adopted Policies c. Policy & Procedure for Enacting/Revising Policy d. Table of Contents of Board Member s Handbook e. Board Member Handbook 4. Oversight & Evaluation - Financial, Administrator, and Programs a. Qualifications of Administrator(s) that Report Directly to the Board b. Evaluation Policy & Procedures for Employees that Report Directly to the Board c. Policy & Procedures for Awarding Contracts to Vendors, Consultants and Contractors d. Policy & Procedures the Board uses to Assess School Programs e. Policy & Procedures the Board uses to Assess Student Performance f. Policy & Procedures the Board uses to Hire Auditor g. Policy & Procedures the Board uses to Review & Respond to the Annual Audit Report 5. Transparency and Accountability a. Document Retention & Destruction Policy b. Policies for Responding to Data Practices Requests (Public & Subject of Data) c. Authorizer Contact Information d. Annual Audit Report e. Annual Financial Report f. Form COMMUNITY ENGAGEMENT AND ADVOCACY a. Policy and Procedures for Public Comment Period at Board Meeting b. Annual Satisfaction Surveys utilized with Parents, Staff, and Students MN Association of Charter Schools 9 June 2017

10 ON-SITE VISIT PROTOCOL The On-site visit has two components: First, a Review of the On-site Portfolio of Documents, which will be the first part of the visit. Second, the Interview with Representatives of the Board along with the School Director. The interview will include two sets of questions Common Questions and Specific School Questions. 1] THE COMMON QUESTIONS 1. What is the process the Board use to assess the implementation of the Strategic Plan? 2. What are the key goals in the school s charter contract? 3. What is the orientation process for new board members? 4. What are the training needs of the current board members the Board has identified for this year? 5. What is the Board plan to increase the participation of voters in the election of the Board? 6. What policies has the Board created or reviewed in the past year? 7. Describe the process the Board used to evaluate the school director this year? 8. What changes did the Board identify the school director and staff need to address based on the Board s review of student academic performance this past year? 9. What role does the Board play in addressing Data Practices requests? 10. What is the ongoing communication process between the Board and the Authorizer representative? 11. What has the Board done in the past year to build relationships with local officials and legislators? 12. What is the Board s role in dealing with complaints about the school, administrator or staff? 2] SPECIFIC SCHOOL BOARD QUESTIONS The specific school board questions will be based on the Application Form and Attachments, the On-line Documents, and the On-site Portfolio of Documents. MN Association of Charter Schools 10 June 2017