Renewal Site Visit

Charter Renewal/Replication Process and Timeline

Renewal Application and Resources-https://scsc.georgia.gov/https%3A/scsc.georgia.gov/office-charter-school-compliance/local-charter-renewal

Renewal Petition Evaluation Rubric-RenewalEvaluationRubric.pdf

CCPS renewal process aligns with the Office of Charter School Compliance (OCSC) renewal process. Locally-approved charter schools whose charter terms expire on June 30, 2027, must submit a charter renewal petition during the 2026-2027 school year.

Charter Renewal Petition Process

Existing charter schools who elect to petition for renewal of their charter will go through a process with the following components:

Initial meeting with the CCPS Charter Department to discuss the renewal process and timelines and to review highlights of annual performance monitoring from current charter term.
Submission of charter renewal petition application to CCPS Charter Department including any proposed changes for next charter term.
Panel interview about current performance relative to the CCPS charter school performance framework and elements of the school’s renewal petition application

At the conclusion of that process, the CCPS Charter Department will consult with the CCPS superintendent who will make a recommendation to the Clayton Board of Education to approve or deny the renewal of the school’s charter. If approved, the State Board of Education will then make its own determination as to whether to approve or deny the school’s charter.

Questions about the process can be directed by email to Dr. Chantara Rumph-Carter at chantara.rumph-carter@clayton.k12.ga.us.

Step 1: Submit a Letter of Intent

At least six months prior to petition deadline.

Submit a Charter Renewal Petition

To both the OCSC and your local authorizer(s).

Local Authorizer Reviews Renewal Petition

The local authorizer(s) will review the renewal petition and conduct panel interviews.

Local Authorizer Takes Action on Renewal Petition

The local authorizer(s) will decide on the renewal petition after you complete the renewal process.

OCSC Reviews Renewal Petition

If approved locally, submit any additional renewal petition materials to the OCSC, highlighting changes made to the petition based on local district feedback. The OCSC will conduct a review and panel interviews.

OCSC Takes Action on Renewal Petition

The OCSC will make a recommendation to the State Board of Education.

Step 7: State Board Votes on OCSC Recommendation

The State Board of Education will vote on the recommendation submitted by the OCSC.

Letter of Intent

The Letter of Intent (LOI) is the first step in the renewal process, notifying the local board(s) of education and the OCSC of your intent to renew the school’s charter contract. The LOI must follow the OCSC template and be submitted six months before the petition deadline.

Sample Letter of Intent-https://scsc.georgia.gov/https%3A/scsc.georgia.gov/office-charter-school-compliance/local-charter-renewal

2026-27 Local Renewal Petition

The renewal petition is for locally-approved charter schools seeking renewal from both the local board(s) of education and the State Board of Education. It outlines the requirements for demonstrating the school's performance and continued eligibility for charter renewal.

Local Renewal Petition-https://scsc.georgia.gov/https%3A/scsc.georgia.gov/office-charter-school-compliance/local-charter-renewal

Local Renewal Petition Resources-

Documents and resources to support the renewal of a locally-approved charter contract. Local Renewal Petition Resources-https://scsc.georgia.gov/https%3A/scsc.georgia.gov/office-charter-school-compliance/local-charter-renewal

Budget Template (XLS, 67.54 KB)
Budget Template Instructions (PDF, 254.03 KB)
Charter School Roles & Responsibilities Chart (XLS, 25.54 KB)
Locally-Approved Charter School Accountability Template (XLS, 49.97 KB)

CCPS Board Policy Renewal, Non-Renewal, and Probationary Term-https://simbli.eboardsolutions.com/Policy/ViewPolicy.aspx?S=4038&revid=uICdslshhvU8G6TuBeKDUp77g==&ptid=amIgTZiB9plushNjl6WXhfiOQ==&secid=&PG=6&IRP=0&isPndg=false

Replication Charter Petition Process

Steps to Replicate a Charter School

Step 1: Submit a Letter of Intent Application

The Letter of Intent (LOI) application is the first step in the replication application process, notifying CCPS of your intent to submit a petition for a replication charter school. Eligibility to submit a petition is contingent on submission of an LOI by the posted deadline. Information provided in the LOI is non-binding.

Step 2: Eligibility Assessment

CCPS staff will assess an existing local charter school or existing state charter school’s eligibility to submit a replication petition based on the three most recent years of complete academic, financial, and operational performance data.

For more information about replication eligibility criteria, see the https://scsc.georgia.gov/https%3A/scsc.georgia.gov/office-charter-school-compliance/local-charter-renewal.

Step 3: Submit a Petition to the CCPS

Petition applications are submitted through the SCSC’s online application portal. SCSC staff will make the application accessible to applicants after the eligibility assessment. Petitions must be submitted by the posted deadline to be eligible for consideration.

The petition serves to describe and summarize the charter school's mission and proposed operations, as well as explain the school’s history of performance and plans for replication. Following a review of the petition for legal compliance, SCSC staff conduct an in-depth substantive evaluation for quality and consistency with state education goals.

Step 4: Complete Concurrent Submission Requirements

Concurrent submission requirements mandate to which local board(s) of education a petitioner must submit a petition in addition to the SCSC. Petitioners must adhere to the concurrent submission requirements in O.C.G.A. § 20-2-2084(c), which are based on the selected attendance zone, and upload documentation of compliance within the SCSC charter petition.

Step 5: Participate in a Capacity Interview

If the substantive petition review does not reveal any significant deficiencies, CCPS staff will invite the charter school’s representatives to participate in a capacity interview. Capacity interviews take place in person at the CCPS office.

The CCPS convenes an interview panel for each capacity interview, which may include CCPS staff, CCPS Board of Education, education experts, and any other individuals whose knowledge and expertise would assist the CCPS in its decision to authorize the charter school. The interview focuses on the governing board and school leadership’s capacity to operate a fiscally and operationally viable charter school consistent with state education goals.

Step 6: Staff Recommendation

CCPS staff recommendations are based on all available information regarding a charter school petition, including the petition, associated capacity interview, input from the local board of education (if applicable), publicly available information, supplemental information received from the petitioner in response to CCPS staff request, and/or relevant information submitted by other interested parties that may affect the school’s viability and operation.

At the conclusion of the review process, CCPS staff issues a recommendation to the CCPS Board of Education to either approve or deny the petition.

Step 7: CCPS Board of Education Board Vote

The SCSC Board of Commissioners votes to approve or deny the petition at a public board meeting. All official actions of the SCSC when considering charter school petitions are decided by a majority vote.

Step 8: State Board of Education Vote

The State Board of Education votes to affirm or overrule charter school approvals by the CCPS Board of Education.

Step 9: Execute Charter Contract

If approved by the State Board of Education, the CCPS and charter petitioner will execute a charter contract. The provisions of the charter may depart from provisions in the charter petition. The charter, rather than the petition, is the performance-based contract by which the locally approved charter school and CCPS are bound.

Initial charter contracts approved by CCPS are five years. For a sample CCPS charter contract, see this resource: https://www.clayton.k12.ga.us/departments/charter-school-petition-guidelines/charter-school-contracts.

Replication Letter of Intent

The Letter of Intent (LOI) application is the first step in the charter replication process, notifying the CCPS of your intent to submit a petition for charter replication. All Letters of Intent must be submitted through our EpiCenter portal, no later than 11:59 p.m. (EST) on .

Replication LOI

Renewal Site Visit

CCPS_Renewal_Site_Visit_.docx

Overview

The charter school renewal site visit is a critical component of the charter renewal process. Beginning SY26-27, a team of impartial reviewers will conduct a one-day site visit after the school submits its renewal application along with required documentation and artifacts. The purpose of the visit is to observe school programs, policies, practices, and procedures to assess their effectiveness and alignment with the school’s charter and operating systems. Evidence collected through observations, interviews, and focus groups will inform the renewal report submitted to the Clayton County Board of Education.

Site Visit Review Team

The review team will consist of impartial reviewers with the expertise necessary to evaluate all aspects of school operations and performance. The team will include at least four members and may include:

Charter Office representative
Chief Academic Officer
Finance and operations expert
Special Education/Gifted/ESOL expert
School leadership
Federal Programs representative
External expert

Components

The site visit is designed to collect data to confirm and supplement the review of the school’s renewal application, performance data, and supporting documents. The review team will engage diverse stakeholders including school leaders, board members, teachers, and families.

School Tour: Guided tour to observe operations, procedures, maintenance, routines, and health and safety.
Classroom Observations: Informal and random visits across grade levels and content areas.
Governance Board Meeting: Interview regarding governance, performance, operations, and sustainability.
Director/Principal Meeting: Interview on school performance, programming, operations, enrollment, and staffing.
Finance/Operations Meeting: Review of financial procedures, status, operations, and facilities.
Faculty Focus Groups: Discussions on performance, programming, operations, and staff development.
Parent/Community Focus Groups: Feedback on climate, performance, programming, and enrollment.
Special Education Review: Review of special education files and procedures.

Sample Schedule

The Charter School Office collaborates with school leadership to develop the visit schedule. School leaders are responsible for reserving space and coordinating participants for interviews and focus groups.

9:15 - 10:00 AM: School Tour

10:00 - 10:45 AM: Faculty Focus Group

11:00 - 11:45 AM: Classroom Observations / Meeting with Director

11:45 AM - 12:15 PM: Lunch Break

12:15 PM - 1:15 PM: Board of Directors Meeting

1:15 PM - 2:00 PM: Classroom Observations / Finance & Operations Meeting

2:00 PM - 3:00 PM: Classroom Observations / Special Education Review

3:00 PM - 3:45 PM: Parent and Community Focus Group

Renewal Report

At the conclusion of the renewal process, the CCPS Charter Department prepares a renewal report synthesizing school performance data, the renewal application, supporting documents, and findings from the site visit. Schools receive ratings of 'Meets/Exceeds', 'Approaches', or 'Falls Below' for each indicator area in the CCPS Charter School Performance Framework. Each rating includes supporting notes and evidence used to determine performance levels.

Questions

Dr. Chantara Rumph-Carter,

Director of External Affairs

chantara.rumph-carter@clayton.k12.ga.us