Requirements for Contract Modifications/Amendments

Occasionally, there are changes in the operation of a community school that necessitate changes to the contract between a sponsor and the school it authorizes. Fully executed copies of all contract amendments must be submitted to the Department of Education and Workforce as described. Changes in school operations that require an amendment to sponsor-school contracts include:  

Change of School Name (Including Dba and Trade names) 

The sponsor must submit the following: 

  • The amendment to the contract relating to the name change fully executed by both parties into Epicenter;
  • A copy of the school’s governing authority resolution approving the name change to Epicenter;
  • A W-9 with the new name — sponsor submits to OhioPays and uploads a copy to Epicenter; 
  • A copy of Secretary of State’s Certification (Form 1702) or Articles of Incorporation with the name change to Epicenter;
  • The update must be made in OEDS. For assistance in making these changes, please contact OEDS.ContactUs@education.ohio.gov. 

Adding an Annex

Note that an annex is a location on the same property or attached to the school (e.g., adding a modular unit or additional building). Those requesting to add an additional location must submit a Multiple Facilities Request, per ORC 3314.05 and a Sponsor Assurance form.
The sponsor must submit the following: 

  • The amendment or modification to the contract relating to the addition of an annex executed by both parties. Please ensure that the amendment or modification describes the property. For example, describe the location of the annex in the contract amendment (e.g., on the southeast corner of the school property); 
  • A copy of a signed and dated school governing authority resolution or board minutes verifying the addition of an annex to the school; 
  • A copy of a signed and dated sponsor resolution or board minutes indicating agreement with the change; 
  • A Sponsor Assurances form is needed if they are:
    • Adding an annex to the existing building (whether attached or unattached)that was not originally included in the existing sponsor assurance, or
    • Opening another location of the building that was not originally included in the occupancy permit or identified in the original assurance form, or
    • Adding an annex or modular to the school property.
    • In those cases, the sponsor will need to submit a new completed sponsor assurance form
  • A new safety/threat assessment plan for the additional space submitted within 10 days to Ohio School Safety Center;
  • If necessary, updates must be made to school directory information in OEDS. For assistance, please contact OEDS.ContactUs@education.ohio.gov. 

Change of Location 

If a school changes location, the sponsor must submit the following: 

  • The amendment or modification to the contract relating to the new location for the school executed by both parties. Please ensure that the agreement complies with ORC 3314.03(A)(9) and includes an addendum for the new facility; 
  • A copy of the school’s governing authority resolution approving the change of location and include the new address; 
  • A copy of the sponsor governing authority resolution or board minutes acknowledging the move;
  • Sponsor Opening Assurances for the new facility at least 10 business days prior to the school’s opening , if the facility change coincides with a new school year.  For mid year location changes, a new sponsor assurance form is required prior to receiving students into the facility; 
  • Updates made to OhioPays 
  • Update request submitted in Ohio Educational Directory System (OEDS). Requests will be approved until all required documentation has been submitted to Epicenter.  For assistance, please contact OEDS.ContactUs@education.ohio.gov. 

Multiple Facilities Request (additional locations ORC 3314.05) 

Operation of a community school in multiple locations under the same contract must adhere to requirements outlined in ORC 3314.05. Sponsors must indicate which provision(s) in ORC 3314.05 are applicable in the school contract. Additional guidance is available here. in the Multiple Community School Facility guidance document on the Department’s website. 

Academic Calendar/Hours 

If a community school changes the number of hours of operation or the school calendar, the sponsor must submit an amendment to the school contract addressing the following: 

  • The amendment to the contract relating to the changes based upon the agreement between the sponsor and the school. The amendment must include the revised education plan and revised financial plan if changes impact either the delivery or content of the education plan and/or funding; 
  • A copy of the sponsor approval and the school’s governing authority resolution approving the change in hours and all other impacted changes; 
  • Updates must be made in ODDEX. For assistance, please contact  emis@education.ohio.gov. 

Adding Grade(s) 

If changes are made by the school to add grade levels not included in the existing school contract the sponsor must submit the following: 

  • The amendment or modification to the contract relating to the changes based upon the agreement between the sponsor and the school. It must include a revised education plan and revised financial plan; 
  • A copy of the sponsor approval or resolution and the school’s governing authority resolution approving the change; and 
  • Updates must be made in OEDS. For assistance, please contact  OEDS.ContactUs@education.ohio.gov. 

Enrollment Area 

The sponsor must submit the following: 

  • If necessary, an amendment or modification to the current contract if the change is not noted in the current executed contract;
  • A revised educational plan with modifications to the attendance area, as well as a revised financial plan if the projected enrollment increases due to the change;
  • A copy of the sponsor approval and the school’s governing authority resolution to the change of the enrollment area. 

Instructions for Submitting Contract Updates Through Epicenter 

For each contract amendment, the sponsor must submit the following documents to the Department using Epicenter.

  1. The executed modification or amendment (using the Contract – Modification or Amendment submission type), which will be available to the public via the Department’s website after the assigned consultant has marked the submission as received.
  2. To submit the modification or amendment in Epicenter:​
    1. Access Document Center.
    2. Click on the Upload Submission button.
    3. Select School from the Entity Type drop-down list.
    4. Select Contract – Modification or Amendment from the Submission Type drop-down list. It is in the School Contract and Agreements section.
    5. Click on the Select Entity…button.
    6. Locate and select the appropriate school’s name. Click on the OK button.
    7. Select Contract from the Revision of drop-down list. A second drop-down list will be displayed.
    8. In the second Revision of drop-down list, select the most recent event date.
    9. In the Submission tab, enter the modification or amendment date. This is the effective date of the modification or amendment.
    10. Enter the Expiration Date of the contract. This date should match the date entered for the most recent contract.
    11. Upload the appropriate document.
    12. Click on the Submit button to submit the modification or amendment to the Department.
  3. Resolutions, W-9 forms, and any other required documentation associated with the modification or amendment should be uploaded as supporting documents using the Contract – Modification Supporting Documents submission type. The minimum required documentation for each contract modification reason is located above. The document(s) submitted under the Contract – Modification Supporting Documents submission type will NOT be posted on the Department’s website.
  4. To submit the supporting documents in Epicenter:
    1. Access Document Center.
    2. Click on the Upload Submission button.
    3. Select School from the Entity Type drop-down list.
    4. Select Contract – Modification Supporting Documents from the Submission Type drop-down list. It is in the School Contract and Agreements section.
    5. Click on the Select Entity… button.
    6. Locate and select the appropriate school’s name. Click on the OK button.
    7. Select Contract from the Revision of drop-down list. A second drop-down list will be displayed.
    8. In the second Revision of drop-down list, select the most recent event date.
    9. Upload the appropriate document(s).
    10. Click on the Submit button to submit the supporting documentation to the Department.

A sponsor should contact their consultant in the Office of Community Schools for assistance.
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The Ohio Department of Education and Workforce recommends that sponsors and schools consult their respective legal counsels prior to amending contracts. Sponsors must submit all documentation, via Epicenter, as a request for the Department to review and process.  Upon completion of the review of the contract amendment, the Department will notify the sponsor and the school if there are any areas of concern that should be addressed.

Please remember, all contracts and amendments submitted via Epicenter will be visible on the Department’s website.  
 

Last Modified: 3/24/2025 9:21:45 AM