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Closure TasklistCompletion DateRoles abd Responsiblities
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 Board Vote:
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Delieverable #1:Initial Closure Notification Letter
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Initial Closure Notification Letter : SCSC
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Initial Closure Notification Letter: Creditors
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Talking Points
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Press Release
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Initial Closure Letter to District Departments
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Deliverable 1: School Closure Transition Team
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1. Identify school closure transition team members and assign roles and responsibilities
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Closure Committee Meeting
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RE: #1 - Closure Transition Team
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1)
Board Chair/CEO
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Will additional board members be serving on the transition team?
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2)
Board CFO
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3)
Executive Director
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4)
Principal
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5)
Prinicpal Prep
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5)
School Legal Representation
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District Legal Representation
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7)
District HR
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8)
School Director of Operations
District HR
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9)
Admin
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10)
District Records Management
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11)
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District Charter School Department and Transition Team attend Board meeting
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Deliverable 2: Parent/Guardian Notification and Student School Assignments
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1. Identify students enrolled in the school.
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· Complete a student enrollment file that includes the following information:
Follow Up Date -
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o   Student name
Follow Up Date -
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o   Identification number
Follow Up Date -
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o   Grade
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o   Contact information
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o   Parent/Guardian
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o   If applicable, an indication of whether the student falls into a special population (special education, English Learner, students in temporary living situations, etc.)
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· Send the complete student enrollment file to the local district contact person by the deadline set by the district.
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School Enrollment Intent Letter
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2. Identify two meeting dates and times for parent/guardian community meetings regarding the school closure decision and student options for neighborhood schools.
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· The meetings should take place at the school in December, 2023
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· There must be more than one meeting to accommodate parent/guardian schedules (weeknight/evening and weekend/day).
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3. Transition letter: Notify parents/guardians of the school’s closure.
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· A closure letter must be sent to parents/guardians by the deadline set by the district.
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· The letter must include the following information:
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o Confirmed dates and times for parent/guardian community meetings. Inform parents/guardians that district leadership will be present at these meetings to answer questions about transitioning students back to their neighborhood schools.
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o  The name and contact information of who to contact for student record information.
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o  A request to re-confirm student contact information (i.e., update phone numbers, addresses).
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o  A list of other educational options students may be eligible for including traditional public schools and private schools.
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Provide copies of materials will be put into school file
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School Option Fair Traditional Schools and Charter School
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· The school must maintain its website for a minimum of six (6) months from the date the school ceases operations, and maintain the following information:
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o The meeting dates and times of parent/guardian community meetings.
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o A list of other educational options students may be eligible for including traditional public schools and private schools.
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o The name and contact information for the person(s) responsible for collecting the student record information and how student record information can be obtained.
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The School Schools (Grammar and Prep) - Closure Tasklist (continued)
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Deliverable 2 (Continued)
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4. Conduct parent/guardian community meeting
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· Review school closure decision with attendees.
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· Discuss student education options with attendees, including traditional public schools and other charter schools. Discussion should also include options for special student populations.
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5. When notified by parent/guardian, verify student’s new school assignment and send copy of complete student file to new school. If student does not identify a new school by March 1, identify student’s home school and send copy of complete student file to home school.
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Deliverable 3: Student Records
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1. Ensure that final report cards are given to parents/guardians by the deadline set by the district and copies are mailed to them prior to the last day of school.
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School must ensure that all student records and report cards are complete and up to date;
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Parents/Guardians are to be provided with copies of the ifnal report card and notice of where student records will be sent (with specific contact information)
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A reminder letter/postcard should be sent to parents/guardians reminding them of the opportunity to access student records under the Freedom of Information law
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Provide District with all copies of materials
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2. Locate and prepare originals of all students’ permanent and temporary records; Infinite Campus must be up-to-date.
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· For special education students, ensure IEP's are all finalized and in compliance with updated benchmarks and IEP report cards.
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· For English Learner (EL) students, ensure student files include a copy of the Home Language Survey, screener test, ACCESS reports, and/or other documentation required by the EL program.
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· District leadership will contact the designated transition team member to schedule a time to collect all student records.
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Deliverable 4: Faculty/Staff Notification and Employee Records
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1. Notify faculty/staff of the school’s closure.
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· A transition letter must be given to all school staff by the deadline set by the district.
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· The notification must include the following information:
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o   Address faculty/staff concerns about the closure.
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o   Employee benefits.
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o   Name and contact information of who to contact for employee records.
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o   An official separation letter.
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*   Separation letters will be sent out on XXX along with a full separation packet which will include: Benefits/TRS end of employment information, Verifications of Employment for each individual employee, Verification's of Experience (for employees transferring to other schools for salary calculations) for each individual employee.
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Provide District/Charter School Department with all copies of materials
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Deliverable 5: Financial Records and Obligations
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1. Provide local school district and GaDOE with a complete analysis of remaining school funds at the time of the school closure decision.
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· The analysis must include identification of remaining funds originating from the local district, state agency and/or a federal agency.
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Follow-Up Date
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Follow-Up Date
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· Pending steps identified below, any public funds surplus remaining at the time the charter schools ceases operation shall be remitted to the local district or GaDOE, whichever is appropriate, within 30 days of ceasing operations.
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· Any unspent funds received from any local, state or federal agency must be refunded to that local, state, or federal agency within 30 days of ceasing operations unless another date is agreed upon in writing by the applicable local, state or federal agency. Proof of funds refunded to the appropriate local, state or federal agency must be sent to GaDOE within 10 days of submission.
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