STATE OF CONNECTICUT DEPARTMENT OF EDUCATION October 19, 2011 Mr. Alexander Troy, President Board of Directors Amistad Academy 32 Lower Cross Road Greenwich, CT 06831 Ms. Amanda Alonzy Principal Amistad Academy 130 Edgewood Ave New Haven, CT 06511 Dear Mr. Troy and Mr. Taylor: As discussed, the Charter School Office (CSO) will conduct a site renewal visit beginning at 9:30 a.m. at the Amistad Academy on December 13, 2011, with a December 14, 2011, snow date. The site renewal visit is designed to review teaching and learning, ensure compliance with the law and the charter school accountability plan and verify responses given by the charter school on the renewal application. In preparation for the visit, I have included the following documents: 1) 2) 3) 4) 5) Protocol governing site renewal visits Agenda Checklist List of documents Implementation of the Charter School Renewal Process Letter The State Appointed Renewal (SAR) team will be provided with the following documents in preparation for the site renewal visit: 1) Renewal application; 2) 2010-11 Charter School Annual Report; and 3) Correspondence from the CSO regarding accountability visits conducted at the charter school since its last renewal. As you will observe in the protocol, the charter school is requested to provide a list of documents for review during the site renewal visit. Please forward the following information to the CSO two weeks prior to the visit: 1) Hard copies of school curricula in Box 2219  Hartford, Connecticut 06145 An Equal Opportunity Employer Amistad Academy Site Renewal Visit Letter October 19, 2011 Page 2 ELA, mathematics and science for the grades served. The curricula will be returned to you on the day of the visit; 2) Provide an e-copy of the latest general ledger, chart of accounts, accounting manual and board minutes from the past 12 months; and 3) Submit a list of faculty members, weekly class schedule and a copy of a map of the school that indicates classroom grade levels. Additionally, the agenda requests that the Director and Business Manager be available for the duration of the site renewal visit. Formal classroom visits will take place in three content areas, ELA, mathematics and science. Ensure that lesson plans and student work are available for review from the previous and current school day. Informal visits may take place in other content areas. However, lesson plans and student work will not be reviewed. Once the visit is concluded, the CSO is responsible for producing a recommendation to the Commissioner of Education on charter renewal. Ultimately, the State Board of Education will vote on renewal of the charter school in the spring of 2012. I encourage you to contact me should you have further questions regarding the site renewal visit and process for renewal. I can be reached at 860 713-6574. My e-mail address is robert.kelly@ct.gov the mailing address is Connecticut State Department of Education, Att. Robert Kelly Room 302, Hartford, CT 06106. Thank you for your attention to the attachments and I look forward to working with you on this process. As a reminder, the public hearing for the renewal of the Mr. will be scheduled later in the 2011-12 school year. I will work with you to determine a mutually favorable date, time and location for the hearing. Sincerely, Robert E. Kelly Charter School Program Manager REK:ea cc: James Caradonio, Interim Bureau Chief Dana Foster, Achievement First CT Coordinator STATE OF CONNECTICUT DEPARTMENT OF EDUCATION Protocol Governing Site Renewal Visits for Charter Schools Up for Renewal Purpose: Accountability is one of the cornerstones of the national charter school initiative. In Connecticut, this is especially true. Connecticut's statute and the Accountability Plan administered by the Charter School Office (CSO) requires that charter schools demonstrate their success and compliance with the law in exchange for autonomy. The State Appointed Renewal (SAR) team will conduct renewal site visits at charter schools up for renewal. Its purpose is to provide recommendations to the Commissioner and the State Board of Education about the charter school seeking renewal. The ultimate accountability for charter schools is the renewal or non-renewal of the charter. Therefore, the work of the SAR team is vital to the process. Method: The SAR team will divide its work into two categories: 1) review of teaching and learning; and 2) ensuring compliance with the law and the Charter School Office accountability plan. Review of Teaching and Learning: The SAR team will review the educational model and curriculum of the charter school, speak to a variety of school stakeholders and pay special attention to how the charter school is accomplishing its mission. The SAR team will verify the responses detailed in the charter renewal application submitted to the CSO. Clarification questions emanating from the initial review of the renewal application conducted by Connecticut State Department of Education (CSDE) staff will accompany the enclosed checklist. Ensuring Compliance with the Law and the Charter School Accountability Plan: The SAR team will ensure that the charter school is functioning in compliance with the law. The review is based on eight areas: 1) financial management; 2) governance; 3) curriculum; 4) teaching staff; 5) enrollment and attendance; 6) facilities, equipment, books and materials; 7) special education; and 8) student assessment. The SAR team will verify responses detailed in the charter renewal applications submitted to the CSO. Again, clarifying questions from the renewal application will accompany the enclosed checklist. Guidelines The SAR team will examine the student, classroom, and school in the context of the responses given by charter schools on the renewal application and the enclosed checklist. Using the questions indicated below, the SAR team will verify the responses included in the renewal application. A list of documents the charter school must provide to the SAR team at the site renewal visit is provided following the checklist. The checklist is not exhaustive. Therefore, the SAR team must note responses provided on the renewal application that do not appear on the checklist and incorporate those findings into the record. Any questions on process should be directed to the SAR team leader. Box 2219  Hartford, Connecticut 06145 An Equal Opportunity Employer AGENDA 9:30 9:40 9:55 Introductions, Agenda, and Purpose of Visit Tour of Site SAR team conducts business   12:00 12:30 1:30 2:00 2:30 3:00 Selected SAR team members will observe teaching and learning Selected SAR team members will review documents requested Meet with Faculty Lunch and Team Leader Conducts Debriefing with SAR team Meet with Director Meet with Board SAR Team Conducts Final Debriefing Adjourn **Note: Director and Business Manager should be available throughout the day to assist SAR team with inquiries. Role and Responsibilities of SAR Team Team Leader: Facilitates discussion; reviews documents; coordinates team members; provides logistic information to team including map of facility SAR Team (SDE staff): Review documents; observe teaching and learning; assist in coordinating activities for outside observers SAR Team (Outside Observers): Observe teaching and learning and participate in meetings with faculty FOLLOW-UP The SAR team leader will inform the team that writing conclusions about their experiences at the site renewal visit should be organized in a brief manner that includes supportable statements about their observations of teaching and learning, classroom practices, results from meetings with stakeholders, and overall conclusions regarding the learning community at the charter school. The Team leader will remind the team that written response time is limited due to the reporting that must occur between the CSO and the Commissioner's Office. Therefore, written responses will be due three business days following the site renewal visit. Responses can be sent to Robert Kelly, Charter School Manager, e-mail: robert.kelly@ct.gov Checklist FINANCIAL CONTROLS Not in place at this time (Auditor) Updated general ledger? (Item #1 from List of Documents) Is the school’s general ledger available and up to date? Are accounting functions contracted out? If so, please indicate which. Has a CPA firm been hired for auditing the school’s financial statements and is a copy of most recent audit available? (#4) Is an accounting manual is in place and provides proper checks and balances? (#2) Is there a chart of accounts? (#3) Are authorization levels established for expenditures? Are accounting records maintained on the accrual or modified bases? Is there an established written procedure to handle daily cash receipts that provides proper separation of duties? 1 Under Development Already in Practice Comments FINANCIAL CONTROLS Not in place at this time (Auditor) Has the school entered into any related party transactions? Does the school allow unsecured, noninterest bearing transfers of state and federal funds between charter schools and from charter school to charter management organization? Recommendation(s)/ Commendation(s) 2 Under Development Already in Practice Comments ADMINISTRATIVE CONTROLS Not in place at this time (Program Manager and Attorney) Does a current organization chart exist? (#6) Are written job descriptions available for teaching and administrative staff including duties and responsibilities? (#8) Are school policies and procedures documented? (#9) Is there a Title IX Coordinator designated to coordinate efforts to comply with Title IX, including the investigations or any complaints and is made public? (School Publication, newsletters, flyers). Grievance policy procedures for students have been adopted and published in teacher and student handbooks. Grievance policy procedures for employees have been adopted and published in teacher and student handbooks. Establishment and publication of non-discrimination policy. School community, students, parents, employees have been notified of the policy. Are teachers required to sign written teacher employment agreements? (#10) Are faculty performance reviews conducted by certified staff? (#24) Does the Board of Directors formally evaluate the performance of the school director/ principal on an annual basis? (#24) Has there been a high turnover in management/ teaching staff? 3 Under Development Already in Practice Comments ADMINISTRATIVE CONTROLS (Program Manager and Attorney) Are faculty performance reports prepared by director for board review on an annual basis? (#24) Does the charter school share management personnel with an affiliated charter school management organization? Recommendation(s)/ Commendation(s) 4 Not in place at this time Under Development Already in Practice Comments GOVERNANCE Not in place at this time (Program Manage and Attorney) Has there been a high turnover of trustees? Are all new board members appointed in accordance with the charter provisions and bylaws? Are there a parent and teacher representative and the chairperson of the Local Board of Education or the designee of such chairperson serving on the Board? Are board agendas prepared and maintained? (#11) Are board meetings held regularly and documented by written minutes? (#11) Are board agendas and written minutes posted publically on the internet? Do minutes reflect board approvals of management hires? Do minutes reflect board approvals of major expenditures? Does the Board regularly receive and review financial information? Are board members paid employees, vendors or contractors of the school? 5 Under Development Already in Practice Comments GOVERNANCE (Program Manage and Attorney) Are board members also serving on other charter school boards or affiliated charter school management organization? Does the Board evaluate the performance of the director/ principal on an annual basis? (#24) Recommendation(s)/ Commendation(s) 6 Not in place at this time Under Development Already in Practice Comments TEACHING STAFF (Assessment Consultant and Certification Consultant) Are staff certified in the subject areas they are assigned and are records of durational shortage area permits or long term permits for faculty not fully certified on file? (#12) Is there is a professional development plan for faculty including documentation of programs offered and their evaluation? (#13) Does the school have a list of induction/mentoring activities undertaken to support newer teachers? (#14) Recommendation(s)/ Commendation(s) 7 Not in place at this time Under Development Already in Practice Comments SPECIAL EDUCATION (Special Education Consultant) Is there a method of identifying students requiring special education services from student records? Not in place at this time Under Development Already in Practice Comments How is it ensured that students requiring services receiving them? (#20) Is there a process for referring students for consideration for special education? Have all student records been received for all students attending the school? Is there a process for obtaining student records from the sending district? Is the number of students requiring special education enrolled at school recorded? Recommendation(s)/ Commendation(s) ENROLLMENT AND ATTENDANCE Not in place at this time (Program Manage and Attorney) 8 Under Development Already in Practice Comments Does the school maintain daily attendance records? (#21) Are daily enrollment records maintained? (#22) Is there a high turnover of students? Do written attendance policies exist? (#9) Recommendation(s)/ Commendation(s) FACILITIES, EQUIPMENT, BOOKS Not in place at this time 9 Under Development Already in Practice Comments AND MATERIALS (Program Manager) Is there an equipment inventory listing? (#23) Have major renovations been made to the school building? Does the school appear to be clean and fee of safety hazards? Recommendation(s)/ Commendation(s) CURRICULUM Not in place 10 Under Already in Comments (Curriculum and Assessment Consultant) at this time A written plan outlining content standards and student expectations for all grades is in place: (#15)  The arts  Career education  Consumer education  Health and safety  Language arts  Mathematics  Physical education  Science  Social studies  World language (s) – for high school only  Vocational education – for high school only Is written curriculum based on state standards, current research and best practices? Do curriculum documents display a continuum of skills and concepts within each content area? Recommendation(s)/ Commendation(s) 11 Development Practice CURRICULUM Not in place at this time (Curriculum and Assessment Consultant) Curriculum is evaluated and revised regularly with input from professional staff. (#17) Is a written plan in place for on-going revision of curriculum? (#16) Is curriculum revision based on a longitudinal analysis of student achievement data, the school’s strategic goals and current state standards? Are student data from formative and summative assessments used to inform curriculum revision? Recommendation(s)/ Commendation(s) 12 Under Development Already in Practice Comments CURRICULUM Not in place at this time (Curriculum and Assessment Consultant) Curriculum is aligned vertically and horizontally. Is there evidence of on-going meetings among key school staff to ensure vertical and horizontal alignment of curriculum? Are teachers trained to use/implement the curriculum materials? (#13) Recommendation(s)/ Commendation(s) 13 Under Development Already in Practice Comments INSTRUCTION Not in place at this time (Curriculum and Assessment Consultant) Instruction is aligned with state standards. (#17 and #18) Are classrooms adequately and equitably stocked with instructional materials, supplies and resources? Are lessons aligned with state standards and the school’s curriculum? Is student work evident and reflect lesson objectives and curriculum goals? Do teachers receive on-going professional development in standards-based instruction including content and research-based strategies? (#13) Do observations of instructional time document efficient use of time? Recommendation(s)/ Commendation(s) 14 Under Development Already in Practice Comments INSTRUCTION Not in place at this time (Curriculum and Assessment Consultant) Offer a sufficient range of instructional techniques to meet individual strengths and needs of students. (Curriculum and Assessment Consultant) Does classroom instruction include a range of instructional techniques to meet individual strengths and needs of students? Do teachers/staff deliver instruction to accommodate diverse learning styles and multiple intelligences? Recommendation(s)/ Commendation(s) 15 Under Development Already in Practice Comments STUDENT ASSESSMENT Not in place at this time (Curriculum and Assessment Consultant) Multiple assessments are administered and utilized to set priorities, inform instruction and revise curriculum. (#19) Are data from student assessments used to measure student progress over time? Is a system is in place to use results from CMT and /or CAPT and additional standardized tests to identify strengths and areas of need? Are formative and summative assessments aligned with curriculum and state standards? Do teachers assess learning through the use of a variety of tools and strategies? Is professional development made available as needed? Is there a method in place for teachers to use results from ongoing formative and summative assessments to inform instruction and provide feedback to students (data teams, grade level teams, departmental or school-wide data teams)? Recommendation(s)/ Commendation(s) 16 Under Development Already in Practice Comments List of Documents 1. General ledger (provide charter school program manager e-copy to two weeks prior to visit) 2. Accounting manual (provide charter school program manager e-copy to two weeks prior to visit) 3. Chart of accounts (provide charter school program manager e-copy to two weeks prior to visit) 4. Most recent audit 5. Written procedures about handling and depositing daily cash receipts (provide charter school program manager e-copy to two weeks prior to visit) 6. Organization chart 7. Charter School Management Organization board members list if applicable 8. Job descriptions for teachers and administrators 9. Handbook of school policies and procedures 10. Teacher contract 11. Agenda and minutes of board from the past 12 months (provide charter school program manager e-copy to charter school program manager two weeks prior to visit) 12. Documentation of staff certification including durational shortage area permits or long term substitute permits for faculty not fully certified 13. Faculty professional development plans for the year and programs offered 14. List of induction/ mentoring activities to support newer teachers 15. Written curriculum in all subject areas pursuant to Section 10-16b of the Connecticut General Statutes (provide charter school program manager hard copies of school curricula in ELA, mathematics and science for the grades served two weeks prior to visit) 16. Curriculum revision plan 17. Evidence of staff collaboration regarding curriculum review, analysis of student achievement and professional development needs 18. Formal classroom visits will take place in three content areas, ELA, mathematics and science. Ensure that lesson plans and student work are available for review from the previous and current school day. Informal visits may take place in other content areas. However, lesson plans and student work will not be reviewed 19. Student Assessment Plan, including evidence of how formative and summative assessment results are used to inform instruction 20. Special education student file 21. Daily attendance records 22. Daily enrollment records 23. Equipment inventory listing 24. Faculty and administrator evaluation documents STATE OF CONNECTICUT DEPARTMENT OF EDUCATION TO: Ms. Amanda Alonzy Amistad Academy FROM: Robert Kelly, Program Manager Charter School Program DATE: October 19, 2011 SUBJECT: Implementation of the Charter School Renewal Process The Charter School Office has arranged site renewal visits for each charter school whose charter is up for renewal and will arrange and notify you of the public hearing to take place later in the 2011-12 school year. Compliance with the Law As we approach site renewal visits, it is important that charter schools ensure they are in compliance with the law. For example:         Do you have certified teachers? Do you have clearly defined financial records? Do you have a curriculum that is planned, ongoing, and systematic? Please review Section 10-16b of the Connecticut General Statutes which describes prescribed course of study to ensure you are in compliance with state law. Do you provide special education services to children requiring such services? Are your books and educational materials sufficient for the program, curriculum, and student enrollment? Do you have proper documentation to support waivers the charter school requested from the State Department of Education and received as a result of such request? (e.g.: physical education, art) If you are missing such documentation or are unsure about the status of the requested waiver, contact the Charter School Office as soon as possible. The "Management Responsibilities Checklist" is provided on page six of the renewal application as a reference as you seek to ensure the charter school has complied with state and federal educational requirements and the CSDE accountability plan. Do you have written professional development and teacher evaluation plans? Implementation of the Charter School Renewal Process October 19, 2011 Page 2 Important Indicators Regarding Renewal As indicated in the renewal application, important indicators as the charter school reflects on renewal include: 1. Faithfulness to mission and goals. 2. Demonstrating academic progress using internal and external assessments. 3. Showing evidence of continuous improvement and a plan for the charter school over the next five years. 4. Satisfaction of parents and students affiliated with the charter school. 5. Strong and consistent management and governance; charter school on solid financial ground. 6. Compliance with state and federal laws and State Department of Education administrative requirements. Annual Report v. Renewal Application Many representatives from charter schools have asked the Charter School Office to describe the difference between the renewal application and the annual report. The distinction is as follows: Annual Report A snapshot in time of the charter school over the most recent year. Renewal Application A demonstration of the longitudinal progress of students from their point of enrollment up until the time of renewal and progress of the school over that time. (Please refer to item IV "Expectations for a Successful Application" and item VI (A) (1-3) for further guidance.) Questions Please call Robert Kelly, Charter School Program Manager at 860 713-6574 if you have any questions regarding the renewal application. REK:ea cc: James Caradonio, Interim Bureau Chief Box 2219  Hartford, Connecticut 06145 An Equal Opportunity Employer