Requirements for Contract Modifications

If you need to change your community school name, address, grades, assignment of contract, etc., below is a list of rationales that would require a modification to a community school’s original contract and the necessary documents to process the requested modification.

A Governing Authority Resolution is needed for all contract modification requests.

Assignment of Contract - under review - 3/18/2014

Change of Name

  • Sponsor approval i.e., email, letter, etc.
  • Copy of School’s Governing Authority Resolution approving name change
  • W-9 with new name - sponsor submits to Shared Services and sends copy to OCS
  • Letter on letterhead with explanation of name change - sponsor submits to Shared Services and sends copy to OCS
  • Copy of Secretary of State’s Certification (form 1702) or Articles of Incorporation with name change
  • Vendor Information Form - sponsor submits to Shared Services and sends copy to OCS

Adding an Annex

  • Copy of a signed and dated school Governing Authority Resolution or Board Minutes verifying the change of location
  • Copy of a signed and dated communication on the sponsor's letterhead or Sponsor Resolution or Board Minutes indicating agreement with the change
  • Sponsor Assurances for the new facility (at least ten business days prior to the school's opening; if the facility change coincides with a new school year; or prior to instructing students in the new facility; if the change happens after the school has begun)
  • Update OEDS

Change of Location

  • Copy of School’s Governing Authority Resolution verifying the change of location including the new address
  • Sponsor Assurances for the new facility (at least ten business days prior to the school’s opening, if the facility change coincides with a new school year, or prior to instructing students in the new facility if the change happens after the school year has begun)
  • Vendor Information Form - sponsor submits to Shared Services and sends copy to OCS
  • Authorization Agreement for Direct Deposit of EFT - sponsor submits to Shared Services if banking information has changed
  • Letter of explanation on letterhead for change of address - sponsor submits to Shared Services and sends copy to OCS

Academic Calendar/Hours

  • Copy of the School’s Governing Authority Resolution verifying calendar/hours change
  • Revised Education Plan - Calendar/Schedule/Hours Section
  • Revised Financial Plan and Financial Summary Plan (FSP), if the change impacts funding
  • Updated SOES Profile

Adding Grade(s)

  • Copy of School’s Governing Authority Resolution
  • Revised Education Plan, Curriculum, Instructional Delivery, Characteristic of Students Section, Projected Student Enrollment Chart
  • Pupil performance and exit goals
  • Updated state mandated tests (e.g., proficiency, achievement, OGT)
  • Revised Financial Plan and Financial Summary Plan (FSP)
  • Accountability Plan

Enrollment Area

  • Copy of School’s Governing Authority Resolution
  • Revised Educational Plan-Attendance Area Section
  • Revised Financial Plan if enrollment increased as a result of the change in enrollment area
  • Revised Governance Plan-Admission Standards, including Lottery Language for admission

Governing Authority - Composition Change

  • Copy of School’s Governing Authority Resolution to revise Governance Plan
  • Names of added or deleted members, if applicable

Last Modified: 3/18/2014 10:42:05 AM