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Closure TaskInstructionsWhich User Role is Responsible for Completing the task?
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Establish Closure ProcessCoordinate with the CSI closure consultant to finalize the school-specific closure plan based on the provided Closure Procedures template.

Define roles, meeting cadence, and communication expectations as well as any closure tasks that are not applicable.

Timing: Finalize the closure procedures document within 5 business days of the initial meeting.

Upload a copy of the agreed upon closure procedures document.		CSI Closure Consultant OR School Leader/Designee
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Staff Closure Notification Notify staff of the closure decision. Hold a meeting with all faculty and staff, led by the School Leader and Board Chair, to explain the reasons for closure and, if applicable, the status and timeline of any appeals or legal actions. Provide employment details such as the final paycheck date, benefits end date, and last workday. Share any job placement or career transition support available (e.g., job fairs). Identify where staff can access the Closure Plan.

Timing: Notify staff within one day of board determination. Hold the meeting within one week of the board vote, with the written plan distributed the same day when possible.

In the Narrative below, list the staff meeting date(s).
Upload the staff letter, FAQ, and any other distributed materials.		CSI Closure Consultant OR School Leader/Designee
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Parent/Guardian Closure NotificationNotify parents/guardiances of the closure decision, including the reasons for closure, assurance that instruction will continue through the end of the school year (if applicable), and assurance that families will receive guidance in the school choice process for the following year. Provide contact information for regional CSI schools serving similar grade levels, where possible, a FAQ about the charter closure process, and a designated school or network contact person for closure-specific questions. Include a link to the posted closure procedures or directions for where to find them. Ensure the letter is translated as needed and distributed using multiple communication methods (e.g., email, printed letter, website posting).

Timing: Typically within one day of the board determination to close the charter school.

Upload a copy of the communication(s) sent to families that fulfill the above requirements.		CSI Closure Consultant OR School Leader/Designee
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Student Enrollment OptionsNotify parents/guardians of enrollment processes and options for the next school year. The notification should include: an overview of the local district’s choice process; opportunities such as choice fairs, school visits, and 1:1 meetings for this school’s families; the final day of instruction; and instructions for requesting copies of student records. Host an enrollment information meeting for parents/guardians to review school options and, where feasible, include representatives from the School, CSI, the district’s choice office, and regional schools to answer questions.

Timing: Send the family notification within two weeks of the board’s closure decision and provide updates as choice windows open/close. Hold the enrollment information meeting within two weeks of the decision (or the earliest feasible date aligned to local choice timelines).

Upload a copy of the family letter and any general materials shared at the enrollment meeting (if applicable)		CSI Closure Consultant OR School Leader/Designee
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Lenders, Contractors, and Funders NotificationCompile a list of all commercial lenders, bond holders, contractors with active agreements, and funding sources (including charitable partners). Notify each of the school’s closure, anticipated timelines, and relevant last payment or contract end dates.

-For lenders/bond holders, include the likely date of default and projected final payment date.
-For contractors, terminate contracts as of the last needed service date, arrange removal of contractor-owned property, and retain proof of full payment and contract records.
Maintain essential utilities and insurance coverage as needed until closure procedures are complete.
-For funding sources and charitable partners, provide written notification of closure, request details of any closeout reporting requirements and deadlines, and retain all correspondence as proof.

Within 10 days of the board vote (or appeal completion) for lenders; at least 30 days prior to charter termination for contractors; and typically by the end of January for funding sources.

Check the box below certifying that lenders, contractors, and funders have been notified in accordance with the expectations above.		CSI Closure Consultant OR School Leader/Designee
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Creditors and Debtors NotificationFormulate a list of all creditors and debtors with any amounts accrued and unpaid. This list is not the same as the contractor list but may include contractors. Creditors may include lenders, mortgage holders, bond holders, equipment suppliers, service providers, secured/unsecured creditors, persons/organizations who owe the school fees or credits, lessees/sub-lessees, and any party holding property of the school. Perform a UCC search to identify secured creditors. For creditors, solicit a final accounting of debts, reconcile with school records, and, where possible, negotiate settlements with agreements reflecting satisfaction and release of obligations. For debtors, request payment, and if unsuccessful, consider using a collection agency. Retain all records of collections or disputes.

Timing: Typically by the end of January.

Upload the list and certify that all creditors and debtors have been notified of the school’s closure.		CSI Closure Consultant OR School Leader/Designee
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Terminate EMO /CMO AgreementReview the management agreement and take steps needed to terminate the agreement at the end of the school year or when the charter contract expires.
a) Request from the management company a final invoice and accounting, including an accounting of any retained school funds and the status of grant funds.
b) Agree with the management company on how it will continue to provide educational services until the last day of instruction.
c) Agree when other services, including business services, will end.

Timing: Typically by the end of January.

List in the Narrative when the EMO/CMO agreement will be terminated and any other relevant details. If your school does not have an EMO/CMO, type “N/A” in the Narrative.		CSI Closure Consultant OR School Leader/Designee
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Asset Inventory Conduct a full inventory of all school assets, noting items loaned from other entities; encumbered by contingent gifts, grants, donations, or security interests; owned by an EMO/CMO or contractors; or purchased with federal grants, SPED/GT funds, or Public Charter School Program startup funds.

Timing: Complete asset inventory typically by January/February of the closure school year.

Upload the asset inventory. 		CSI Closure Consultant OR School Leader/Designee
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Confirm Student Enrollment PlansConfirm that each student has registered to attend a new school, note the new school, and indicate where/when copies of student records were sent to the receiving school. Provide parents with copies of student cumulative files. Ensure parents of students with disabilities have a current copy of their student’s IEP or 504 plan and understand the new school’s obligation to meet their student’s needs. Retain all original records to be scanned and maintained at CSI for future records requests.

Timing: Begin shortly after the closure decision has been made. Ideally, upload the spreadsheet with student enrollments for the upcoming year by June or July.

Upload a student roster with details of where each student plans to attend.		CSI Closure Consultant OR School Leader/Designee
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Asset Disposition PlanUsing the inventory of all school assets previously created, develop an asset disposition plan. Transfer such assets as required by funding or ownership rules. Return assets not owned by the school where documentation exists, and maintain records of all returns. Protect all assets against theft, misappropriation, or deterioration by maintaining insurance (facility, vehicles, D&O if applicable) until disposal. If another entity will take possession of the facility, negotiate insurance coverage accordingly, and secure storage for assets as needed after closure. Develop a board-approved asset/property disposition plan consistent with applicable laws, and obtain legal counsel on statutory requirements. The plan should address any remaining assets at year’s end.

Timing: Plan developed typically by spring of the closure school year. Final plan submiited at end of school year/contract.

Upload the asset/property disposition plan.		CSI Closure Consultant OR School Leader/Designee
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Termination Notice to Employees and Benefit ProvidersFormally notify all employees of termination of employment at least 60 days before closure. The notice should include the date of termination, the termination of all benefits in accordance with applicable laws and regulations (i.e., COBRA), and information about eligibility for Colorado Unemployment Insurance pursuant to any regulations of the Colorado Department of Labor. Notify benefit providers of the pending termination of all employees, including:
a) Medical, dental, and vision plans
b) Life insurance
c) Cafeteria plans
d) 403(b) and other retirement plans
e) PERA (contact PERA to determine remaining liabilities for the employee retirement program)

Consult legal counsel as specific rules and regulations may apply to these programs.

Timing: Typically 60 days prior to contract termination.

Upload a copy of the termination notification that was sent to staff.		CSI Closure Consultant OR School Leader/Designee
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State and Federal Grant CloseoutNotify all state, federal, and other grant providers of the school’s closure. This includes:
a) Filing any required expenditure reports or receipts and any required program reports, including disposition of grant assets
b) Contacting the state department of education regarding procedures for the disposition of property purchased with federal grants (consult the CDE School of Choice Unit initially)
c) Reviewing the terms of all grants to ensure compliance with all requirements during closure
d) Report any anticipated remaining funds and instructions for recapturing
e) File Federal form 269 or 269a if the School was receiving funds directly from the United States Department of Education. See 34 CFR 80.41.

Timing: Complete these steps in alignment with each grant’s closeout requirements and timelines.

Upload a list of the grants and date that each grantor was notified of the school's closure. 		School Finance Contact OR CSI Closure Consultant
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Distribute Final Student Records to FamiliesProvide parents/guardians with copies of final report cards or transcripts, confirmation of whether copies of student records were sent to the receiving school, and notice of how and when they can request records after the school’s dissolution.
For schools part of a CMO/network that is continuing operations, list the email/website for requesting records.
For all other schools, reference CSI’s online records request process: https://www.csi.state.co.us/parents/records-requests/.

Timing: Typically within 2 weeks of the end of the school year.

Identify the date when CSI (or the CMO/network) will take on the records request process and how families have been made aware of this process in the Narrative Box below.		CSI Closure Consultant OR School Leader/Designee
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Records Transfer to CSIExtract required records from relevant data management systems (e.g., SIS, plan management system, HR system) and digitize any paper cumulative file materials that are part of the student’s permanent record.
Upon receipt of all records, CSI will take responsibility for subsequent records requests. Reference the “Colorado Record Retention Resource” for details on required student records to be transferred to CSI.

For schools part of a CMO/network that is continuing operations, the CMO/network will be responsible for retaining records.
For all other closing schools, all applicable records should be transferred to CSI.

Timing: Typically after the last day or school but prior to June 30.


In the Narrative below, identify the date when CSI will receive all student and staff records and when CSI will take on the records request process. For schools part of a CMO or network, identify the website/email address to direct families to for future records requets.		CSI Closure Consultant OR School Leader/Designee
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School Contacts Post-ClosureIdentify contact(s) for CSI to communicate with after June 30 regarding:

-Completion of each end-of-year data collection for Data Submissions (Data Submissions calendar: https://resources.csi.state.co.us/data-submissions/)
-Completion of the Finance data pipeline and draft/final audits for Finance
-Student records requests (until responsibility transitions to CSI)
-Competitive grant reporting submissions

Timing: Typically by June in the year of closure.

In the Narrative below, identify the school contact (name, email) for Finance reporting, Data Submissions, Grant Closure, and Student Records Requests.		CSI Closure Consultant OR School Leader/Designee
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Closure BudgetPrepare a closure budget to demonstrate the extent to which the school has sufficient funds to cover closure costs, and to document how much funding the school could have left on hand after all outstanding expenses are paid. Specifically, the closure budget should:
-Show beginning cash balance as of July 1 following year of closure
-Show beginning fund balance as of July 1 following year of closure
-Outline all estimated school payments remaining for the school as result of the closure (i.e. final salary for staff still on hand, final financial audit, final vendor payments, debt settlements, building sale(s), final year pupil couunt funding adjustments, student records scanning)

TABOR funds may be eligible for use in covering these activities. Please consult with CSI staff to explore this possibility and reach a determination with the Attorney General’s office.

If there is cash still on hand, the budget shall assume final transfer of this amount to CSI to allow for cash and fund balance totals to be zero out.

Timing: June of the closure year to account for finances in the school year post-closure.

Upload a copy of the school's closure budget that fulfills the requirements outlined above.		School Finance Contact OR CSI Closure Consultant
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Draft Audit: Post Closure Year 1Update existing instructions to include:

Note for Closed Schools: Closed schools are required to upload their draft audit for their final year of school operations. A draft audit of the year following closure will also be needed if there are unresolved building issues after June 30 of the closure year.		School Finance Contact OR CSI Closure Consultant
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Final Audit: Post Closure Year 1Update existing instructions to include:

Note for Closed Schools: Closed schools are required to upload their final audit for their final year of school operations. An audit of the year following closure will also be needed if there are unresolved building issues after June 30 of the closure year		School Finance Contact OR CSI Closure Consultant
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Data Pipeline: Post Closure Year 1Update existing instructions to include:

Note for Closed Schools: Finance staff will need to be retained to complete final data pipeline files for year of closure and if an audit will be needed for year after closure, staff will need to coordinate the completion of this work as well. 		School Finance Contact OR CSI Closure Consultant
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Draft Audit: Post Closure Year 2Update existing instructions to include:

Note for Closed Schools: Closed schools are required to upload their draft audit for their final year of school operations. A draft audit of the year following closure will also be needed if there are unresolved building issues after June 30 of the closure year.		School Finance Contact OR CSI Closure Consultant
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Final Audit: Post Closure Year 2Update existing instructions to include:

Note for Closed Schools: Closed schools are required to upload their final audit for their final year of school operations. An audit of the year following closure will also be needed if there are unresolved building issues after June 30 of the closure year		School Finance Contact OR CSI Closure Consultant
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Data Pipeline: Post Closure Year 2Update existing instructions to include:

Note for Closed Schools: Finance staff will need to be retained to complete final data pipeline files for year of closure and if an audit will be needed for year after closure, staff will need to coordinate the completion of this work as well. 		School Finance Contact OR CSI Closure Consultant
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Monthly Financial SubmissionsAs part of monthly financial monitoring, schools are expected to provide the following as Excel files: year-to-date balance sheet, profit and loss statement, monthly bank statements, and an updated 18-month cash flow forecast with actuals that tie to the bank statements.

Upload the items listed above as Excel files.		School Finance Contact OR CSI Closure Consultant
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Dissolution Filings & NotificationsAfter board authorization to dissolve, file Articles of Dissolution with the Colorado Secretary of State. Include corporate name, principal office address, date of authorization, method of authorization (directors and/or members, with vote count), and any other required details. Upon filing, the corporation may only take actions necessary to wind up affairs, including collecting and transferring assets, paying debts, and completing all required legal and contractual steps (C.R.S. 7-134-105).
Provide written notice of dissolution to all known claimants, stating the claim submission process and deadlines.
Notify the IRS of the dissolution of the education corporation and its 501(c)(3) status, provide a copy to CSI, and confirm with legal counsel which final tax returns and reports must be submitted. Retain proof of all filings, notices, and submissions for your records.

Typically completed as soon as possible after board approval to dissolve.

Check the box below to certify that filings with the Secretary of State and IRS have been completed, and that all known claimants have been notified.		CSI Closure Consultant OR School Leader/Designee
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Board Dissolution ResolutionAdopt a formal resolution to dissolve the nonprofit corporation in compliance with the bylaws, Colorado law, and the charter contract. The resolution should document the board vote and authorize all necessary actions to complete dissolution, including required state filings, public notices, final settlements of debts and obligations, and lawful distribution of remaining assets.

Timing: Adopt after all known financial obligations are satisfied or as otherwise directed by legal counsel.

Upload the adopted board dissolution resolution.		School Leader/Designee OR Board Chair/Representative OR CSI Closure Consultant
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Closure AARWork with CSI to complete the After-Action Review summarizing successes, challenges, and recommendations for improvement.

Timing: Typically within 60 days following closure.

Upload the completed review form and meeting notes in Epicenter. 		CSI Closure Consultant
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