THE STATE EDUCATION DEPARTMENT / THE UNIVERSITY OF THE STATE OF NEW YORK / ALBANY, NY 12234

Office of Elementary, Middle, Secondary and Continuing Education

Shelia Evans-Tranumn, Associate Commissioner

Office of School Improvement and Community Services (NYC)
55 Hanson Place, Room 400
Brooklyn, New York 11217
Tel. (718) 722-2796 / Fax: (718) 722-4559
November 5, 2009

Ms. Azura Mason, Board Chair

East New York Preparatory Charter School
210 Chester Street
Brooklyn, NY 11212

Dear Ms. Mason:

Enclosed is the New York State Education Department (NYSED) Third Year Comprehensive
Monitoring Report for the East New York Preparatory Charter School (ENYPCS or “the School”). The
report is based on findings from desk audit materials submitted to NYSED and a site visit to the School
which took place on April 6, 2009. The purpose of this visit was to ascertain the extent of the School’s
compliance with §2852(2)(a)(b)(c) and §2853(2) of the Education Law. These regulations call for
oversight, thereby enabling the Board of Regents (BOR) to ensure that each charter school is in
compliance with applicable laws, regulations, and charter provisions.

The report notes areas of strength, compliance, non-compliance and concerns. Where applicable,
the report also includes required and recommended actions. Failure to comply fully with all charter
provisions as well as all applicable statutes and regulations may result in action being taken pursuant to
§2855 of the Education Law.

During the course of the visit, staff observed various aspects of the school program. Some of the
notable strengths include the following:
! The School’s facility is clean and well-maintained, in the hallways and classrooms.
! NYSED staff observed a well-developed literacy instructional program.
! Teachers have strong classroom management practices.
! Teachers have clear classroom expectations posted with incentives to guide behavior.
! Students were well-engaged in the classrooms.
! The parents interviewed stated they feel like partners with the teachers within the School.
! The School currently has a strong fiscal position.
! Teachers were observed conducting a transition plan from their science to literacy classes that
maintained order and consistency.
! Teachers interviewed stated that Interim Principal Patrice Morgan’s initiative to improve
instruction was a welcomed addition to the School.

Points of concern noted as a “Recommended Action” are observations made during the visit that
do not require formal follow-up, but are noted for your consideration. The issues indicated as “Required
Action” are amplified for corrective actions to be taken promptly by the School. These necessitate
written responses and accompanying documentation to demonstrate that the appropriate corrective actions
East New York Preparatory Charter School
November 5, 2009

were taken and/or are underway. A response to these issues must be received no later than
December 1, 2009.
Areas of Non-Compliance that require corrective actions include the following:
! The Board of Trustees’ (BOT) minutes presented did not provide evidence of oversight of the
academic, fiscal or operational components of the School. (Reference Initial Charter – P. 78 -83
and 777)
! The BOT only had six members although the charter dictates that it must have between seven and
13 members. (Reference Initial Charter – P. 78)
! Four of the six BOT members (67%) are “interested persons” as defined by the by-laws because
there are overlapping personal relationships. (Reference Initial Charter By-laws - P. 634)
! The School does not have up-to-date conditional fingerprint clearances for Alburn Montague.
(Reference Education Law §2854(3)(a-2))
! The School had out-dated IEP reviews, and missing or unknown review dates for two (2) students
(C. Eze – grade K and E. Hinckson – grade 2). (Reference Education Law §2853(4)(a))
! The School had one incomplete home language survey for M. Adewumi, which is missing the
parent’s signature and one incomplete immunization record for A. Barrett. (Reference Initial
Charter – P. 57-59, Commissioner’s Regulation Part 154 and Public Health Law §2164(7)(a))
! The School documented out-of-school suspensions as unexcused absences and did not provide
alternative instruction. (Reference Initial Charter – P. 71 and Education Law §3214(3)(e))
! The School had a projected enrollment of 247 students but only enrolled 178 students.
(Reference Initial Charter – P. 61)
! The School did not provide evidence of staff members trained and certified in the use of the
external defibrillator. (Reference Education Law §2801-a)
! The School does not have an approved Safe Schools Against Violence in Education (SAVE) Plan
on file with NYSED. (Reference Education Law §2801-a)
! The School changed several key components of its charter without prior approval from its board
or authorizer, or the BOR (Reference Initial Charter Agreement – P. 5-7, 11, 20-21 and 636),
which included:
o Changed the by-laws after the entire previous board resigned to a have a minimum of
three members (voted on by the Head of School (HOS) and the two newly appointed
board members) (Reference Initial Charter By-laws – P. 636);
o Changed mission statement on all distributed documents and website – removed: “To
ensure students achieve or exceed grade-level mastery of academic content, knowledge
and skills” (Reference Initial Charter – P. 31);
o Offered only 178 days of instruction rather than the approved 190 instructional days
(Reference Initial Charter – P. 64-65);
o Eliminated the dual teacher instructional program and the after-school program
(Reference Initial Charter – P. 56);
o Added a Saturday program funded with Title I funds (Reference Initial Charter – P. 63-
64);

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East New York Preparatory Charter School
November 5, 2009

o Added one hour to the instructional time on Friday (Reference Initial Charter – P. 63 -
64);
o Changed expulsion policy to expel students based on eight days of absence (Reference
Initial Charter – P. 66 and 70);
o Changed the complaint procedure, which had all grievances go to the HOS (Reference
Initial Charter – P. 80;
o Added an attendance and uniform policy to the Student Discipline Code, which includes
that students are barred from class for these infractions (Reference Initial Charter – P. 66-
73); and,
o No longer has a Student Support Coordinator and/or Dean of Students on staff (Reference
Initial Charter – P. 78 and 84-85 and the cover letter for earmarked funds from Edwin L.
Cummings Memorial Fund dated July 25, 2008).
! The Parent Involvement Committee (PIC) was disbanded in spring 2008 by the HOS and the
parent coordinator resigned. There is no evidence of any reorganization efforts. The School had
no evidence of parental involvement in school governance. (Reference Initial Charter – P. 74 and
Education Law §2851(2)(c))
! The School’s complaint procedures presented did not provide any contact information in
accordance with Education Law §2855(4).
! The School had not maintained disaggregated data for the two previous years, reportedly due to a
computer server complication. Additionally, it was missing discipline and special education
student records for the two previous years. (Reference Initial Charter – P. 99-101)
! The School did not provide evidence of good-faith efforts to attract and retain English language
learners (ELL). (Reference Education Law §2854(2)(a))

Areas of Concern and/or Need Improvement include the following:

! The School has been placed on probation by its authorizer for lack of school governance and not
providing special education services in accordance with the respective individualized education
plans (IEP). (Reference Probation Order Issued February 4, 2009)
! The HOS does not have a separation of control within the Board and/or her professional duties as
the HOS.
! The HOS changed her title to Superintendent of School, after the authorizer’s probation order was
issued, without a request for change or approval from the BOT and/or the authorizer. (Reference
e-mails dated March 13-16, 2009)
! The Board and the HOS provided no evidence or basis for the decision to increase the
compensation for the HOS from $120,000 to $180,000 with a $20,000 bonus for performance
without similar raises for other staff. (Note: The average salary for an ENYPCS teacher is
$50,000.)
! The School had 48 students who were discharged as of April 6, 2009. Seven of the students on
the discharge list were third grade students identified with academic difficulties.

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East New York Preparatory Charter School
November 5, 2009

! The School provided no evidence of the BOT response to the concerns from the School’s counsel,
Rafael Vasquez, regarding the Board’s structure, personal relationships and possible conflicts,
noted in e-mails. (Reference e-mails dated March 9-10, 2009)
! The HOS gave limited disclosure of information regarding her personal relationship with a then
prospective board member.
! The Board members interviewed were not aware of the published reports regarding the School
(e.g. Monitoring Reports and Learning Environment Survey).
! The School’s questionable expenditures that could not be verified (e.g. $5,500.00 payment made
to a new board member, Mercer Givhan, for Leadership Development).
! The School relied on New York City Department of Education (NYC DOE) to provide on-going
facility space without an alternative plan resulting in possible future displacement.
! The complaint procedure that includes an e-mail address to the BOT has been received and
handled primarily by the HOS.
! The School had 17 staff (teachers and administrators) that were either terminated or resigned
within the first half of the 2008-09 school year.
! The School has had a significant culture change within the last school year.
! According to parents and staff, the School has sent several students home for uniform violations.
! The School does not maintain call logs for issues and/or complaints, which was done in the
previous two years.

Please provide the School’s response directly to the NYSED, Office of School Improvement and
Community Services (NYC), Charter Schools Unit, 55 Hanson Place, 4th Floor, Brooklyn, New York
11217, (one hard copy to the attention of Crystal Cumberbatch as well as one electronic copy to
ccumberb@mail.nysed.gov and llong@mail.nysed.gov). Failure to comply fully with all charter
provisions as well as all applicable statutes and regulations may result in action being taken pursuant to
§2855 of the Education Law. Also, the Title I NCLB Monitoring Report, which is a summary of the
School’s compliance with the requirements that govern Title I funding, had been mailed under separate
cover.

In addition, the Office of Vocational and Educational Services for Individuals with Disabilities
(VESID) Corrective Action Status Report has not been completed since the School has not submitted the
Special Education Quality Assurance Charter School Focused Review. The School must submit the
Special Education Quality Assurance Charter School Focused Review no later than December 1, 2009.
Please note that the School’s required response must follow the guidelines below. Any portion of
the response that does not follow these guidelines will not be reviewed and will be deemed incomplete:
! All pertinent comments, assurances and documents must be contained in one response packet.
Additional follow-up letters associated with the required response will not be reviewed.
! The response must be in paper format mailed to the address in the letterhead above, and in
electronic format.
! Do not send papers that are not absolutely necessary for our review of the response.

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East New York Preparatory Charter School
November 5, 2009

! All required documents must be submitted in a well-organized manner. Attach a label to

each section with a clear reference to the associated item. Indicate on the template the title of
the section that holds each document. It is recommended that a binder be used as a means of
providing a user-friendly submission.
! A response to NYSED’s “Observations/Comments” is not requested. If the School chooses
to respond, the response should be in the appropriate section on the template with a reference
to the Comment number that is being addressed.

If you have any questions or concerns about the Comprehensive Monitoring Report or have any
additional information that would alter its findings, please do not hesitate to contact
Crystal Cumberbatch at the Office of School Improvement and Community Services (NYC) at
(718) 722-4553.

Sincerely,

Lisa Long, Ed.D.

Supervisor
LL/cc

2 Enclosures:
East New York Preparatory Charter School Monitoring Matrix Feedback Report
East New York Preparatory Charter School Document Checklist

cc: ENYPCS Board of Trustees

Michael Duffy
Aamir Raza
Shelia Evans-Tranumn
Barbara Moscinski
Crystal Cumberbatch
Kathryn Ahern
Kalimah Geter
Jamal Young

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 THE UNIVERSITY OF THE STATE OF NEW YORK/ NEW YORK STATE EDUCATION DEPARTMENT
OFFICE OF SCHOOL IMPROVEMENT AND COMMUNITY SERVICES
COMPREHENSIVE MONITORING FEEDBACK MATRIX 2008-2009

East New York Preparatory Charter School

210 Chester Street, Brooklyn, NY 11212
Community School District #19
Head of School: Sheila Joseph
Visit Date: Monday, April 6, 2009
Report Date: Thursday, November 5, 2009
Mission: To ensure students achieve or exceed grade-level mastery of academic content, knowledge and skills. We provide a rigorous and
NYS Standards aligned curriculum, disciplined environment, and supportive community, where our students are academically and socially
prepared to excel in demanding college preparatory high schools.
Team that attended the Monitoring Visit: Crystal Cumberbatch-Greene, Kathryn Ahearn, Kalimah Geter and Jamal L. Young

Monitoring Items Y N REQUIRED ACTION for Items with “N” Status

Yes No
CHARTER ESSENTIALS
Observations/Comments:
! The School has been placed on probation for not adhering to specific areas of its charter (governance, special education services,
and
! The School changed its mission by deleting “to ensure students achieve or exceed grade-level mastery of academic content,
knowledge and skills,” which is a key element in the philosophy of its approved educational program.
! The HOS reported that authorization for the numerous changes was not received from the School’s board or its authorizer.
! The records reviewed indicated that the School’s instructional approach to students with disabilities (SWD), students that are
performing below level and suspended students are not aligned with the policies of the charter. The School did not provide services
in accordance with the charter or students’ IEPs.
Implementation of provisions as written in approved charter
School is implementing its philosophy as written in its approved REQUIRED ACTION
charter. The School must adhere to and use in
publications the approved mission statement.
Please submit the School’s plan to comply with
the approved provisions in the charter.
(Reference Initial Charter Agreement P. 5)
School is using its instructional methodologies as written in its REQUIRED ACTION
approved charter The School must adhere to the approved
provisions in its charter for SWD, low performing
and suspended students. Please submit the
School’s plan to ensure compliance with the
approved provisions in the charter. (Reference
 Monitoring Items Y N REQUIRED ACTION for Items with “N” Status
Yes No

Education Law §2853(4)(a) and §3214(3)(e))

The School must adhere to the dual teacher

instructional program approved in its charter.
Please submit the School’s plan to ensure
compliance with the approved provisions in the
charter. (Reference Initial Charter – P. 56)
Student Achievement Goals (or the goals within the Charter School Accountability Plan if applicable)
School is monitoring performance goals and is collecting student
assessment data.
School is making AYP and is in Good Standing.
Revisions to charter (if applicable) Documentation (e.g. memoranda from School and Authorizer) to demonstrate the Board of Trustees
(BOT) and the chartering entity have approved all changes made to charter (if applicable).
Copies of BOT minutes showing approval of the recommended REQUIRED ACTION
changes are provided, as well as copies of letters from the authorizer The HOS must obtain its board and authorizer’s
and Board of Regents (BOR) showing approval for all changes. approval prior to making any changes to the
School’s educational program and/or fiscal
operations. Please submit evidence that a request
was made and approved by the BOT and the
authorizer. (Reference Initial Charter Agreement
– P. 5-7, 11 and 20-21 and the By-laws P. 636)
CURRICULUM, INSTRUCTION, AND ASSESSMENT
Observations/Comments:
! The School was unable to provide assessment data for the 2006-07. Assessment data from 2007-08 was provided, but not
disaggregated. Without data from more than one year, staff was unable to compare student performance from year to year.
! Assessment data from 2006-07 was not provided. Literacy and mathematics data for 2007-08 were combined in graph form to
indicate student performance (students scoring at or above the 75th percentile).
! Learning objectives were observed and present in classrooms.
Description of Instructional Program
Objectives posted
Up to date student work displayed
Teachable moments recognized
Teacher strength in content knowledge displayed

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East New York Preparatory Charter School
Visit Date: Monday, April 6, 2009
Comprehensive Monitoring Feedback Matrix
 Monitoring Items Y N REQUIRED ACTION for Items with “N” Status
Yes No

Transitions smooth and efficient

Positive teacher feedback observed
Rules and Behavior plan observed and/or displayed
Student Work and Classroom Observations
Instructional strength was satisfactory at all grade levels and subject
areas.
Students were actively engaged in learning.
Time on task was well spent.
Differentiated instruction was observed.
Effective classroom management skills were practiced.
Assessments Administered to Students
School administers all assessments indicated in its charter.
School retains detailed, comprehensive records on student REQUIRED ACTION
achievement for all local, State, and national assessments. The School must maintain disaggregated data for
all interim and state assessments. Please submit
evidence that the School has implemented a
mechanism to maintain disaggregated data for all
interim and state assessments. (Reference Initial
Charter – P. 99-101)
School applies qualitative and quantitative assessment results to
inform decisions and planning.
Academic performance of the students demonstrates that the School
is educationally sound.
In the case where portfolios are used, the evaluation rubric is clear
and is applied consistently by all staff.
BOARD OF TRUSTEE MEETINGS
Observations/Comments:
! The BOT has expertise in education, law, finance and real estate. The trustees, however, lack experience in organizational
leadership and governance.
! Reference February 4, 2009 Probation Order for the following comments and the required actions below:
o The School has seen significant board turnover over the years. However, the entire remaining board members (six
individuals) resigned because of their inability to provide effective oversight of the School due to the HOS preventing the

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East New York Preparatory Charter School
Visit Date: Monday, April 6, 2009
Comprehensive Monitoring Feedback Matrix
 Monitoring Items Y N REQUIRED ACTION for Items with “N” Status
Yes No

Board from having the necessary information to make decisions.

o In addition, as a condition of the School’s probation order, the authorizer has required the removal of the HOS from the
Board. The HOS, unanimously, changed her title to Superintendent of School and assigned herself to each committee of the
Board.
o The probation order mandated the School have evidence of public notification. Evidence of such documentation may include
parent signatures, school newsletters, or other official methods of notification to be agreed upon by the School’s charter
entity.
! During the visit, NYSED staff found that the by-laws had been revised in December 2008 by the only three board members (Azura
Mason, Rose Day and Sheila Joseph) to have a minimum of three members to the Board. Furthermore, NYSED staff was informed
that none of the newly recruited BOT had been assigned to committees but assignments are forthcoming. Yet documentation
distributed at the March 18, 2009, meeting listed committee assignments, whereby the HOS was assigned to every committee. The
School is presently out of compliance with the charter with respect to the overall number of trustees.
! The School does not retain evidence of notification of board meetings. Trustees stated that a decision was made to change the day
of meetings based on conversations with only two parents. No informal surveys were issued and no effort was made to canvas a
larger percentage of the parent population for information on optimal meeting times. Meetings are slated for Sunday afternoon. The
School’s authorizer has ordered another day be scheduled for trustee meetings.
! In the prior two years, the board meeting minutes were very vague regarding any resolutions.
! Four of the six members (67%) have personal relationships. Documents provided by the School included an e-mail correspondence
from Rafael Vasquez, the School’s Counsel, where the Board was advised to pay close attention to its recruitment pool and the
possible conflicts of interest related to the personal relationships of some board members, noting Azura Mason (Board Chair) and her
brother, Rafael Mason. There were no corresponding documents to reflect how the board addressed the concerns.
! Board members interviewed reported they were not aware – because it was not disclosed – that the HOS has a shared-parental
relationship (11-year old child) with Mercer Givhan, a new board member.
! The Board should be aware that during the renewal application process the School must demonstrate that it has been and will
continue to operate in an educationally and fiscal sound manner, with appropriate board oversight.
Current list of members of Board of Trustees (BOT) with breakdown of committees
Azura Mason, Chair
Sheila Joseph, Head of School
Rose Day
Rafael Mason
Mark D. Clark
Mercer Givhan

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East New York Preparatory Charter School
Visit Date: Monday, April 6, 2009
Comprehensive Monitoring Feedback Matrix
 Monitoring Items Y N REQUIRED ACTION for Items with “N” Status
Yes No

The School's Board of Trustees asserts professional experience in REQUIRED ACTION:

the areas of education, law, finance, real estate and non-profit
governance.
Board members are assigned to a committee.
The School must complete the process of
recruiting and retaining board members to ensure
compliance with its charter and the terms of the
probation order. Please submit the status of the
School’s progress toward satisfying the conditions
of the probation order. (Reference Probation
Order Issued February 4, 2009)
SEE ABOVE

RECOMMENDED ACTION:
All members of the board should serve on the
Executive Committee until such time as adequate
representation can be found for all School
committees. In addition, the HOS should not be
assigned to every committee, which would ensure
a separation of control and duties.
Public Notifications
The School maintains records to demonstrate public notification of REQUIRED ACTION:
BOT meetings. As per the probation order, the Board must begin
providing clear, consistent notification of meetings
of the trustees. The School must maintain
documentation of that notification. Please submit
the status of the School’s progress toward
satisfying the conditions of the probation order.
(Reference Probation Order Issued February 4,
2009)
Minutes to Date
Board minutes indicate that the BOT meets regularly and attendance REQUIRED ACTION:
is consistent. As per the probation order, the Board must
conduct regular meetings, in which a quorum is
present. Please submit the status of the School’s
progress toward satisfying the conditions of the
probation order. (Reference Probation Order
Issued February 4, 2009)

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East New York Preparatory Charter School
Visit Date: Monday, April 6, 2009
Comprehensive Monitoring Feedback Matrix
 Monitoring Items Y N REQUIRED ACTION for Items with “N” Status
Yes No

Minutes indicate the BOT functions as governing structure that holds
final authority for policy and operational decisions of the School per
§2853(1)(f).
Minutes indicate all votes are taken with a quorum.
BOT meetings are held in a location convenient for parents/staff to
attend.
The BOT does not vote via telephonic means or via e-mail. All
members are either present or otherwise seen (e.g. via video
conferencing) when voting.
Data Provided at BOT meetings
BOT members are kept aware of school occurrences.
School leaders regularly inform the Board of Trustees of school
activities.
REQUIRED ACTION:
As per the probation order, the Board must
conduct and record votes on official business of
the charter school. Please submit the status of
the School’s progress toward satisfying the
conditions of the probation order. (Reference
Probation Order Issued February 4, 2009)
REQUIRED ACTION:
Since the previous meetings of the Board were
not a quorum, the Board must revisit critical votes
taken during the 2008-2009 school year to
ascertain whether a new vote must be taken.
Please submit evidence that these votes were
revisited and the decisions that were made.
(Reference Initial Charter – P. 636)
REQUIRED ACTION:
Trustees must establish a method for obtaining
comprehensive, accurate and timely information
on the academic, fiscal, operational and overall
functioning of the School. Please submit
evidence that the BOT has received the
aforementioned information regarding the School.
In addition, please describe how the BOT used
the information to inform their decisions.
(Reference Initial Charter – P. 78)
SEE ABOVE

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East New York Preparatory Charter School
Visit Date: Monday, April 6, 2009
Comprehensive Monitoring Feedback Matrix
 Monitoring Items Y N REQUIRED ACTION for Items with “N” Status
Yes No

Revision to by-laws (if applicable)

Three board members met in December 2008, revised the by-laws to reduce the number of board members to a minimum of three
members. Its authorizer did not approve such a revision. Note: The Board may need to revise its bylaws given its authorizer’s orders to
have the HOS not serve on the board of trustees.
By-laws are consistent with charter and consistent with NYS REQUIRED ACTION:
provisions, Education Law §226(2) and 2853; Not for Profit The by-laws must be consistent with the approved
Corporation Law, §712. charter. The Furthermore, the Board must take
into consideration that any additional revisions
must comply with its authorizer’s guidance in the
probation order issued on February 4, 2009.
Please submit the current by-laws that the BOT
are following. In addition, please submit the
status of the School’s progress toward satisfying
the conditions of the probation order. (Reference
Initial Charter – P. 633-640)
COMPLAINT PROCESS
Observations/Comments:
! The School did not have any record of complaints, other than the responses and/or inquiries made by its authorizer regarding
complaints it received.
! The School provided a binder with a label noted as “Complaints.” However, the binder only contained a few email correspondences
from its authorizer to the School. At both public meetings facilitated by the NYC DOE (March 4, 2009 and March 18, 2009), parents
stated that complaints they had made to the HOS were either ignored or they were told, “Take the child out of the School, if you’re
not happy.” Two parents also stated that they had spoken with the previous board regarding their concerns with the operations of the
School. None of these complaints were provided or documented. It is unclear how the School monitored complaints over the term of
the charter.
Complaints received by BOT to Date
The School maintains records pertaining to all formal complaints REQUIRED ACTION:
made to the BOT. The School’s complaint procedures do not meet
the requirements of Education Law §2855(4). The
School must submit complaint procedures which
outline the manner in which parents may submit
complaints to the board of trustees, and file
appeals to decisions of the board with the charter
entity and the New York State Board of Regents.
The School must adhere to its approved complaint
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East New York Preparatory Charter School
Visit Date: Monday, April 6, 2009
Comprehensive Monitoring Feedback Matrix
 Monitoring Items Y N REQUIRED ACTION for Items with “N” Status
Yes No

procedures. In addition, the School must maintain

a record that the BOT assigned a “responsible
party to review the complaint” and that “a
recommendation to the BOT for a decision” was
offered. Submit complaint procedures in
accordance with Education Law §2855(4).
(Reference Initial Charter – P. 80)
All complaints have been addressed in a timely fashion. SEE ABOVE
Evidence of Resolution of Complaints
The School maintains evidence of resolution of complaints. SEE ABOVE
FISCAL
Observations/Comments:
! Finance Committee Members:
o Rafael Mason, Sheila Joseph, Rose Day. The Committee members are not been formally assigned since the required board
membership has not been recruited.
! The Board hired a grant writer for a fee of $45,537.50. However, the individual was paid $5,500.00 per month, which is the
equivalent of the salary the School has paid full-time employees ($34.00+ per hour or $66,000.00 per year). (Note: The average
salary for an ENYPCS teacher is $50,000.)
! The School provided an award letter for $350,000.00 from the State stimulus grant for a facility. The Charter School Institute
submitted a letter that the School sent returning the funds since it still does not have a permanent facility.
! The School had invoices from Relocation Management Systems, where Rose Day – current board member – is employed. Invoice
0001 for $2,500.00, dated January 8, 2009, was for site surveys, site selection tour, lease negotiations, architect’s RFP for 20 hours
at $125.00 per hour. Invoice 0002 for $3,565.00, dated March 2, 2009, and was for E-rate 471, Safety Plan Review, site selection
tour, lease negotiations, architect/MEP meetings for 31 hours at $115.00 per hour.
! The School budgeted $60,000.00 for accounting fees in 2007-2008 but spent $414,698.75. It had professional fees of $110,000 in
the budget but spent $58,064.51.
! The School and the HOS received a Maybelline Grant of $15,000.00 (a personal award of $10,000.00 to be designated to a charity of
her choice and a $5000 award for the School “to expand the School's arts program.” According to the HOS, the funds were donated
to a charity. Based on the information provided at the visit the arts program had not been expanded.
! The School received a $35,000 check payable to the Friends of East New York Prep Charter School, Inc. from The Frances L. &
Edwin L. Cummings Memorial Fund. The cover letter, dated July 25, 2008, was earmarked as a charitable contribution “in support of
the new Dean of Students position.” This position was filled on August 5, 2008 and the individual was terminated or resigned on
September 12, 2008. The position has been vacant since.
! The School had several expenditures that were questionable. A $5,500.00 payment was made to a new board member, Mercer

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East New York Preparatory Charter School
Visit Date: Monday, April 6, 2009
Comprehensive Monitoring Feedback Matrix
 Monitoring Items Y N REQUIRED ACTION for Items with “N” Status
Yes No

Givhan, for Leadership Development. However, when records were requested the School was unable to provide evidence of the
services.
! In addition, a paid invoice for $7,000.00 to VJHA Executive Development for a Power Coaching Program was also seen. However, it
did not specify the services provided or the duration of the agreement but was signed off by the HOS.
! The School recently hired (March 9, 2009) a Chief Financial Officer that currently manages the fiscal controls of the School.
Budget in approved charter
The School budget ensures staffing and service delivery is aligned to
the charter.
Tax Exempt Status
The School has attained tax-exempt status within one year of being
chartered.
Dissolution Policies
School has a dissolution policy in the case it faces closure.
The School maintains an escrow account for dissolution per Section
8.5 of its charter agreement.
Financial Reports
The School maintains a system for financial reporting.
Fiscal Controls
The School demonstrates it has systems in place for fiscal controls.
Contract(s) for Provision of Services
Contracts between the School and its Institutional Partner/Charter N/A
Management Organization are current, signed and in accordance
with approved charter.
SCHOOL GOVERNANCE STRUCTURE, INCLUDING PARENTAL & STAFF INVOLVEMENT
Observations/Comments:
! The HOS changed her title to Superintendent of School without prior approval of the Board or its authorizer.
! The School had an Interim Principal, Patrice Morgan, on staff at the time of the visit. However, since that date, she is no longer
employed at the School. Moreover, the School does not have a Student Support Coordinator or Dean of Students on staff. The
School must hire a new Instructional Coach/Principal, Student Support Coordinator and Dean of Students.
! The School distributed its revised complaint procedures at the public meeting on March 18, 2009. However, parents and staff that
were interview throughout the visit noted concerns that the e-mail provided to contact the BOT does not appear to reach the BOT
because the messages are retrieved by the HOS.

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East New York Preparatory Charter School
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 Monitoring Items Y N REQUIRED ACTION for Items with “N” Status
Yes No

School Organizational Chart

School organizational structure aligns to the structure indicated in the
approved charter.
REQUIRED ACTION:
The School must adhere to the approved
organizational design in its charter. The School
must obtain prior approval from its authorizer for
any changes to its charter inclusive of staff titles
and/or responsibilities. Please submit evidence
that the title for the HOS has been reinstated to
the approved staff title in the charter.
Alternatively, the School can submit evidence that
a request for revision had been submitted and
approved by the BOT and the authorizer. In
addition, submit a justification for the School
considering the staff title of a Superintendent,
given there is only one school. (Reference Initial
Charter – P. 78-83)

Complaint Procedures
Complaint procedures have been distributed to parents.
The procedure clearly outlines the proper steps and provides
detailed contact information in accordance with §2855(4) of
Education Law.
RECOMMENDED ACTION:
The School should make every effort to recruit,
hire and retain its staff. The high turnover can be
disruptive to the overall sustainability of the
School.
REQUIRED ACTION:
The School must provide complaint procedures
with detailed contact information in accordance
with §2855(4) of Education Law. Moreover, any
complaints addressed to the BOT must be
forwarded to the BOT. Please submit complaint
procedures in accordance with Education Law
§2855(4). In addition, provide evidence that the
BOT will be the responsible parties to any
complaints that are formally submitted to them, in
accordance with the law, particularly when the

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East New York Preparatory Charter School
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Yes No

complaint references the HOS. (Reference Initial

Charter – P. 80)
ADMISSIONS POLICIES AND PROCEDURES
Observations/Comments:
! The School had 114 discharges from the first year of instruction. Forty-eight students were discharged from September 2008 through
April 6, 2009. Seven of the students on the discharge list were third grade students identified with academic difficulties. Each had their
classrooms changed between October and December 2008. Of this number, three transferred in December 2008 after scoring low on
the December interim assessment tests. In addition, during the public meeting on March 4, 2009, a parent spoke about the fact that a
third grader was going to be demoted to the second grade mid-December before transferring out of the School. NYSED staff has
determined that students were being encouraged to self-discharge (transfer) due to low performance on tests, which indicated they
would not pass the state exams. NYSED views such practices as involuntary transfers, which cannot be an option.
! The School is under-enrolled by 69 students. It was projected to enroll 247 students for the 2008-09 school term but only had 178
students enrolled at the time of the visit.
! The School was informed that it cannot hold a lottery for the 2009-10 school term as part of its probation order. Although the Board
disagreed with its authorizer’s position, NYSED did not see any evidence that a lottery was held or being scheduled.
! The School provided its application and open house flyers. The documents were in English only. The School did not have any evidence
that good faith efforts were made to attract and recruit limited English proficient students.
! The School was in a different facility in CSD 19 during its first year of instruction. Students residing in CSD 19 continue to receive
preference in the lottery procedures.
Class Registers
Enrollment data correlate with size and configuration as approved in REQUIRED ACTION:
the charter. The School must adhere to the enrollment
configuration in its approved charter. The School
must obtain prior approval from its authorizer for
any changes to its charter. Please submit
evidence that a request for revision has been
submitted and approved by the BOT and the
authorizer. (Reference Initial Charter – P. 61)
Student enrollment is within prescribed parameters described in SEE ABOVE
charter.
Record of Student Admissions
Student records are kept confidential.
Admissions data demonstrate strong retention of students from year
to year.

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East New York Preparatory Charter School
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Yes No

School records are only transferred with parent consent.

List of Discharges to Date with Reason(s) for discharge
The School maintains organized discharge data to indicate reason
for students’ departures.
Involuntary transfer is not offered as an option. REQUIRED ACTION:
The School must discontinue its practice of
involuntary transfers of students’ enrolled in the
School. The School must not discharge and/or
encourage student transfers based on the low
performance on interim and/or state exams. The
School must follow its approved admissions
policy. Please submit a plan to ensure that
involuntary discharges will not continue.
(Reference Initial Charter – P. 32)
Procedures used to verify student residency
Students in CSD are given preference (beginning with students
entering 2008).
Student Demographics
School maintains disaggregated data by reportable subgroups.
Materials pertaining to recruitment of students and conduct of admission lottery.
Parents/Guardians can easily access applications for the School.
The application requires only basic information.
The School provides assistance to families in need of help with the
application. (Including translation services when deemed
necessary.)
Admissions policy is implemented in accordance with §2854(2)(a)
and (b) of Education Law.
School is open to all students residing within its located community
school district; the School does not require students meet
admissions criteria.
No student is denied admission due to his/her disability, intellectual
ability, and measures of aptitude, athletic ability, disability, race,
creed, gender national origin, religion or ancestry.
School holds open houses and makes recruitment efforts in

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East New York Preparatory Charter School
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Yes No

accordance with charter. (Offering second language and/or

translation services as needed.)
The School holds an annual lottery and maintains preference in
accordance with §2854(2) of the Education Law.
The School maintains documentation to demonstrate evidence of REQUIRED ACTION:
good faith efforts to attract limited English proficient (LEP), ELL and The School must maintain evidence of how it
students with disabilities (SWD). attracts and recruits SWD and ELL students.
Please submit a recruitment plan to ensure
compliance with the law. (Reference Education
Law §2854(2)(a))
Waiting List by Grade
The School maintains a wait list of students seeking admission to the
School. The list is maintained in accordance to lottery or by date of
submission (if application was received following lottery) and divided
by grade level.
SCHOOL DAY SCHEDULES
Observations/Comments:
! The School added additional instructional time on Fridays and added a Saturday program. These changes were not approved by the
School’s authorizer. Moreover, there was no evidence provided that the authorizer was even informed.
! The documents provided indicated 177.5 instructional school days. The charter is approved for 190 instructional schools days. The
School is following a different calendar from its charter and is not providing instructional days comparable to other public schools
within NYC.
School Calendar
The School offers the number of days that are approved in the REQUIRED ACTION:
charter (a minimum of 180 days of instruction or its equivalent). The School must adhere to the number of
instructional days and schedule in its approved
charter. The School must obtain prior approval
from its authorizer for any changes to its charter.
Please submit evidence that a request for revision
has been submitted and approved by the BOT
and the authorizer. (Reference Initial Charter – P.
64-65)

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East New York Preparatory Charter School
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Yes No

Daily Schedule
The School offers a minimum of 5.5 hours of instruction to 7th-12th SEE ABOVE
graders and/or a minimum of 5 hours of instruction to students in
grade K-6 or its equivalent throughout the school year.
The daily calendar (and implementation of) demonstrates students
receive instruction in all tested areas, even if they are integrated into
other subject areas.
The daily calendar (and implementation of) demonstrates students
receive instruction in all the learning standards, even if they are
integrated into other subject areas.
After School, Saturday, or Sunday programs
After school, Saturday and/or summer programs are offered in REQUIRED ACTION:
accordance with charter. The School must adhere to the schedule in its
approved charter. Any revisions to the schedule
must be approved by the School’s authorizer and
submitted as a request for revision to the Board of
Regents. Please submit evidence that a request
for revision has been submitted and approved by
the BOT and the authorizer. (Reference Initial
Charter – P. 36 and 65)
The School uses non-public funds to provide optional after school,
summer school and/or Saturday programs.
The School offers additional support services to students. Services
include tutoring, academic enrichment, dance, music, physical
education, test prep, etc...
PARENT AND COMMUNITY INVOLVEMENT PROGRAMS/ACTIVITIES
Observations/Comments:
! None of the parents completed the 2007-08 NYC DOE Learning Environment Survey. The School did not provide evidence that an
in-house survey was conducted to determine parent satisfaction.
! Interviewed parents indicated satisfaction with the teachers and the curriculum.
! The School had two parents available for interviews, who expressed satisfaction with the School and their children’s progress since
being enrolled. But the parents were concerned with the number of staff changes. NYSED staff interviewed three parents informally
that stated, “The HOS does not respect parents, which impacts the culture, operations and support of the School.” One parent
stated, “I would have done anything for this School. I even traveled far when the School had to move but now I just want out. She is
mean and does not care about our children.”
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East New York Preparatory Charter School
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Comprehensive Monitoring Feedback Matrix
 Monitoring Items Y N REQUIRED ACTION for Items with “N” Status
Yes No

! The Parent Involvement Committee (PIC) was disbanded and has been inactive since the 2007-08 school year and the parent
coordinator resigned. There is no evidence of any reorganization efforts. The current board had not invited any parents to the Board
meetings, as per its charter.
! Copies of bylaws from the previously existing PIC were not on file at time of the visit.
Parent Survey
Results gathered from the School’s parent satisfaction survey REQUIRED ACTION:
indicate the parents are satisfied. The School must develop methods to survey and
gather results to measure parents’ satisfaction.
(Reference NYC DOE Learning Environment
Survey)
A majority of parents participated in the parent satisfaction survey. SEE ABOVE
Involvement of Parents in School Governance
A Parent Advisory Committee has been established in accordance REQUIRED ACTION:
with the approved charter. (As applicable.) The School must re-establish its PIC, in
accordance with its charter. Please submit
evidence of the re-establishment of the PIC. In
addition, please clarify how the School is adhering
to the law regarding parental involvement in
school governance. (Reference Initial Charter –
P. 74 and Education Law §2851(2)(c))
Other Evidence of Engagement with Parents and Community
Written communication to parents is clear. Material to parents is
provided in the parents’ dominant mode of communication as
needed.
Courses, programs and/or services offered to parents, family/community members.
GED preparation courses, technical certification courses or other N/A
similar programs/services are not offered with general school funds,
to students, parents or family members.
IDENTIFICATION OF LIMITED ENGLISH PROFICIENT STUDENTS
Observations/Comments:
! NYSED staff reviewed 10% (18) enrolled students’ files, and one student file had an incomplete home language survey.

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East New York Preparatory Charter School
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Comprehensive Monitoring Feedback Matrix
 Monitoring Items Y N REQUIRED ACTION for Items with “N” Status
Yes No

Evidence of Home Language Survey (HLS)

The School maintains HLS for every student enrolled. REQUIRED ACTION:
The School must submit a HLS for M. Adewumi
that has a parent signature. (Reference Initial
Charter – P. 57-59 and Commissioner’s
Regulation Part 154)
SCHOOL FACILITIES
Observations/Comments:
! The School reported that it cannot enroll the number of students approved in its charter due to space constraints.
! The School had a non-compliant SAVE plan for its 2008 submission. Therefore, the School does not have an approved plan on file.
The School can submit an alternate plan for approval to:
Darryl L. Daily
New York State Education Department
Student Support Services
89 Washington Avenue
Room 318M-EB
Albany, New York 12234
Map of the School
Facility permits School to accommodate the programs and services REQUIRED ACTION:
detailed in its charter. The School must adhere to its approved
enrollment, programs and services. Alternatively,
the School should find a facility that can
accommodate its approved enrollment, programs
and services. Please submit the status of the
School’s efforts to find a facility to accommodate
its approved service plan. (Reference Initial
Charter – P. 61)
Charter school does not house any grade at more than one site.
Condition of Physical Plant
Condition of Physical Plant was high: clean, well lit, safe, conducive
to subject (PE / lunch included).
Facility meets architectural access requirements for persons with
disabilities, as indicated in the ADA and local building codes.

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East New York Preparatory Charter School
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 Monitoring Items Y N REQUIRED ACTION for Items with “N” Status
Yes No

Emergency Plan and Procedures

An approved SAVE plan is in place. REQUIRED ACTION
The School must obtain approval for the SAVE
plan it has on file. Please submit evidence that
the School’s plan has been approved by NYSED.
(Reference Education Law §2801(a))
Emergency Plan is in place.
School conducts (and logs) twelve fire drills each year with eight of
them occurring before the month of December.
Certificate of Occupancy is current.
INSURANCE COVERAGE
Observations/Comments:
! The School has current insurance coverage as specified above.
! The School retains copies of the current policy and a statement of coverage highlighting all coverage retained by the School.

Copy of Policy
Insurance documents reviewed demonstrate the School holds
current coverage, including: liability, property loss, and personal
injury of students.
QUALIFICATIONS OF TEACHERS AND OTHER STAFF
Observations/Comments:
! The School had a turnover of 23 staff from 2007-2009. For the 2008-09 school term, 16 staff where either terminated or resigned.
According to its Annual Staff Report (Table G – Newly Hired and Terminated Employees), six of the staff hired in August 2008 did not
sustain employment for more than 35 days.
! Two positions that were tied to specific funding and services were left vacant. The position of Dean of Students had been vacant
since September 12, 2008. The position of Student Support Coordinator had been vacant since August 7, 2008.
! NYSED staff discussed the concerns of inconsistent staffing patterns with the HOS. The HOS explained that “some staff just did not
work out.” In questioning how the staff recruitment and retention was evaluated by the Board, the HOS’s response was that she is
responsible for it and the Board has never questioned it.
! At the time of the visit, the two most recently hired staff (Alburn Montague and Patrice Morgan) had expired conditional clearances.
Patrice Morgan is no longer employed at the School.
! The School provided a staff roster with corresponding documentation. One staff member (Tara Devito) had documentation but was
not on the staff roster provided.
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East New York Preparatory Charter School
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 Monitoring Items Y N REQUIRED ACTION for Items with “N” Status
Yes No

! The HOS had been delegated the responsibility of overseeing the recruitment, selection, evaluation, supervision, retention and
dismissal of all employees. (Reference P. 85) The Board is still responsible for overseeing the overall fiscal and educational
soundness of the School. The lack of oversight of such staff attrition (particularly teachers) has a significant impact on the
development and sustainability of the School.
Building Staff Roster
The School maintains an accurate, updated list of all school RECOMMENDED ACTION
personnel. The School should maintain an up-to-date list of
all staff currently and formerly employed that
clearly indicates the employment status.
Teacher Certifications
Teachers are certified in accordance with the requirements
applicable to other public schools; provided it may employ up to 30%
of its teaching staff, or 5 teachers (whichever is less) who meet the
criteria listed in §2854(3)(a-1) of Education Law.
Evidence that required background checks
The School maintains documents to demonstrate each staff member REQUIRED ACTION:
has been cleared for employment by NYS. (Emergency conditional Please provide our office with emergency
clearance has been attained for each staff member as necessary.) conditional clearances for Alburn Montague. The
Board must maintain the emergency conditional
clearances every 20 days and submit copies to
our office until full OSPRA clearance is obtained.
(Reference Education Law §2854(3)(a-2)(iii))
School Policies and Procedures for Staff Recruitment and Selection Process. Evidence BOT makes final decisions
Policies and procedures for staff recruitment and selection process
are clear.
BOT makes final employment and termination decisions.
PROFESSIONAL DEVELOPMENT
Observations/Comments:
! Teachers expressed great appreciation for the professional development offered at the School. Individualized feedback was noted
as supportive, helpful and encouraging in moving instructional practices forward.
Copy of Professional Development Plan or Board minutes indicating adoption of Professional Development Plan (Consolidated
Application and Technology Plan)
Professional development offered matches that were described in
the charter.
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East New York Preparatory Charter School
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Comprehensive Monitoring Feedback Matrix
 Monitoring Items Y N REQUIRED ACTION for Items with “N” Status
Yes No

School provided evidence of teachers’ participation.

Staff members interviewed express satisfaction with professional
development that is offered.
The principal conducts regular, on-going meetings/dialogue with
teachers to discuss student performance and instructional practice.
STUDENT DISCIPLINE PROCEDURES
Observations/Comments:
! The School has an attendance policy that a student with more than eight (8) days of unexcused absences will face expulsion.
Moreover, students were recorded with unexcused absences for issued out-of-school suspensions, and homework was not accepted
when they returned.
! Interviewed parents and staff reported that students who violate the uniform policy have been required to return home to change or
received an in-school suspension (provided with assignments). There is no attendance policy or uniform policy in the approved
charter.
! The School had no evidence that any of the discipline policy changes had been approved by the Board or its authorizer. It is the
position of NYSED that students should not lose instructional time for uniform violations. This is de facto suspension.
! The School must adhere to Education Law §3214(3)(e), which requires that suspended students be provided alternative instruction.
Student Code of Conduct
The School implements the student Code of Conduct in its approved REQUIRED ACTION
charter. The School must adhere to the discipline policy in
its approved charter. Any revisions to the policy
must be approved by the School’s authorizer and
submitted as a request for revision to the Board of
Regents. Please submit evidence that a request
for revision has been submitted and approved by
the BOT and the authorizer. (Reference Initial
Charter – P. 66-73)
Parents receive a copy of the Code of Conduct.
Students are not withheld from academics due to a uniform violation. SEE ABOVE
Family/Student behavioral contract is voluntary.
List of Student Suspensions with Parent Notifications
Suspensions are properly documented. Repeated suspensions are
supported by action plans to improve behavior.

24
East New York Preparatory Charter School
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Comprehensive Monitoring Feedback Matrix
 Monitoring Items Y N REQUIRED ACTION for Items with “N” Status
Yes No

School demonstrates that parents are notified of suspensions in a

timely fashion.
Suspended and/or expelled students are afforded due process
Evidence that Suspended Students Received Alternate Instruction, Not Just Assignments
School properly offers alternative instruction. REQUIRED ACTION:
The School must amend its suspension letter to
ensure that all parents are notified of the
procedures by which alternative instruction will be
provided. Please provide a copy of a template
letter that has been or will be used by the School
that notifies parents of the alternative instruction
offered. (Reference Initial Charter – P. 71 and
Education Law §3214(3)(e))
Evidence of Due Process
The School retains evidence that due process procedures are
followed for all disciplinary action.
COMPREHENSIVE HEALTH AND PUPIL SERVICES, FOOD SERVICES, AND TRANSPORTATION
Observations/Comments:
! NYSED staff reviewed 10% (18) enrolled students’ files, and one student (A. Barrett) had an incomplete immunization record on file.
! A defibrillator is on site and a staff attendance list was provided. However, the School did not provide evidence that the staff was
trained and received certification.
! The School provides food and transportation services through the NYC DOE.
School Health Services
Nursing services are provided in accordance with the charter.
Medication is kept in a secure, locked storage cabinet.
All student medication is provided in its original container with
specific dosage instructions.
Daily provision of medication is noted in a log.
An external defibrillator is on site, and staff has been trained in its REQUIRED ACTION:
use. The School must submit evidence of trained and
certified staff in the use of the external defibrillator
no later than December 1, 2009. (Reference
Education Law §2801-a)

25
East New York Preparatory Charter School
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Comprehensive Monitoring Feedback Matrix
 Monitoring Items Y N REQUIRED ACTION for Items with “N” Status
Yes No

Student Immunization
Immunization/ Health records are received for each student and are REQUIRED ACTION:
properly maintained and updated. The School must provide a copy of a complete
and up-to-date immunization record for A. Barrett.
The School must ensure that every student that is
enrolled in the School has an immunization record
on file and it is updated, in accordance with NYS
Public Health Law §2164(7)(a).
VADIR Data
School submitted Violent and Disruptive Incident Reporting (VADIR)
data in a timely fashion.
Transportation
Transportation services provided for all days of mandatory
attendance.
Food Services
Food services provided as described in the approved charter.
SPECIAL EDUCATION SERVICES
Observations/Comments:
! The School was placed on probation by its authorizer for not complying with student’s IEPs in accordance with the services and
timelines outlined.
! NYSED reviewed six files for students with IEPs. Of the files reviewed, two student files (C. Eze – grade K and E. Hinckson – grade
2) had missing or unknown IEP review dates.
Description of CSE referral procedures
The School immediately initiates CSE referrals on students enrolled REQUIRED ACTION:
in the program who are determined to require updated IEP goals and The School must update all records requiring
objectives, further evaluation, changes in program and/or related review, further evaluation and/or changes in
service recommendations, and/or have incomplete or incorrect IEPs. program services. Evidence of the efforts must be
submitted no later than December 1, 2009.
(Reference Education Law §2853(4)(a))
Communication of IEP Responsibilities
The School assures that each appropriate teacher, related service
provider, and other individuals with IEP implementation responsibility
are informed of their specific responsibility related to implementing
the IEP and specific accommodations, program modification, and
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East New York Preparatory Charter School
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Comprehensive Monitoring Feedback Matrix
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Yes No

supports that need to be provided to the student.

Implementation of Programs and Services
Programs and services for students with disabilities provided by the SEE ABOVE
School are implemented within required timelines and in accordance
with their IEPs. (FAPE/LRE)
Service/Program Providers
Special education programs and services are provided by
appropriately certified/licensed individuals. (FAPE/LRE)

27
East New York Preparatory Charter School
Visit Date: Monday, April 6, 2009
Comprehensive Monitoring Feedback Matrix
 REQUIRED DOCUMENTATION CHECKLIST

Were the required documentation for each section listed below Y N REQUIRED ACTION for Items with “N” Status
provided by the School (prior to or on the day of the monitoring visit)? Yes No

CHARTER ESSENTIALS
Most recent annual report
Monitoring and oversight reports from the charter entity or any other
evaluative agency; and all written responses from the charter school to such
reports.
CURRICULUM, INSTRUCTION, AND ASSESSMENT
Achievement data disaggregated by the categories of gender, free/reduced The School must maintain disaggregated data in paper
lunch, special education, LEP, and at-risk. and/or electronic format
Classroom objectives posted.
Samples of student work (up to date and displayed).

BOARD OF TRUSTEE MEETINGS

Samples of Public Notifications The Board must distribute public notices for each
meeting of the full board.
Template of the evaluation form that is used to assess the school leader(s) The Board must develop a formal method for
evaluating the position of the school leader (HOS).
Each Board meeting minutes The Board must maintain clear and consistent board
minutes for each board meeting. Minutes are to be
available as a public record.
Current list of members of BOT
Copies of revisions to by-laws (if applicable) The Board must inform its authorizer of any changes to
the by-laws that are not aligned to the approved school
governance plan.
BOT agenda and data to supplement for meetings The Board must have an agenda for each meeting.
Furthermore, it should maintain evidence of all data-
driven decisions.
COMPLAINT PROCESS
Complaints received by BOT The School and the Board must maintain evidence of
all complaints that are submitted.
FISCAL
BOT Fiscal Policy Procedures

East New York Preparatory Charter School

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28
 REQUIRED DOCUMENTATION CHECKLIST

Were the required documentation for each section listed below Y N REQUIRED ACTION for Items with “N” Status
provided by the School (prior to or on the day of the monitoring visit)? Yes No

List of People on the Finance Committee (minimum of 3)

Details pertaining to: petty cash; inventory management; accounts
receivable; and check signing.
Money received from School Districts – Timing of payments (six substantially
equal installments each year beginning on the first business day in July and
every two months thereafter.)
Money received from private sources/ status of fundraising (if applicable)

SCHOOL GOVERNANCE STRUCTURE, INCLUDING PARENTAL & STAFF INVOLVEMENT

School Organizational Chart (Title and brief description of duties) The School must adhere to its approved school
governance structure and staff organizational design.
School Leadership Team Roster (List of names and positions) SEE ABOVE
Copies of the Complaint Procedures The School must follow its approved complaint
procedures.
ADMISSIONS POLICIES AND PROCEDURES
A description of the procedures used to verify student residency
Materials pertaining to recruitment of students and conduct of admission
lottery. The following documents:
! Outreach materials ! Lottery procedures
! Admissions timeline ! Application form
! Enrollment form ! Evidence of good faith effort to
attract LEP, ELLs and SWDs
SCHOOL DAY SCHEDULES
School Calendar
Daily Schedule for each grade
Support Services received or provided

PARENT AND COMMUNITY INVOLVEMENT PROGRAMS/ACTIVITIES

Parent Survey Results The School must disseminate parent satisfaction
surveys and gather the data.
Parent Newsletters
Copies of Materials Related to the Parent Organization (PTA File & Bylaws) The School must reorganize its PIC and develop by-

East New York Preparatory Charter School

Visit Date: Monday, April 6, 2009
29
 REQUIRED DOCUMENTATION CHECKLIST

Were the required documentation for each section listed below Y N REQUIRED ACTION for Items with “N” Status
provided by the School (prior to or on the day of the monitoring visit)? Yes No

laws for guidance in accordance with its approved

charter.
Agenda from Parent Meetings/Workshops The School must support the PIC through meetings
and workshops in accordance with its approved
charter. Such meetings/workshops should be sent in
the form of a notice, flyer and/or agenda.
Flyers for Parent Events SEE ABOVE

IDENTIFICATION OF LIMITED ENGLISH PROFICIENT STUDENTS

Copy of the HLS and results

SCHOOL FACILITIES
Map of the School
School Safety/Emergency Response Plan (SAVE)
Copy of Certificate of Occupancy
Copy of Fire Drill log

INSURANCE COVERAGE
Copy of Insurance Policy

QUALIFICATIONS OF TEACHERS AND OTHER STAFF

Building Staff Roster
Copies of Teacher Certifications, list of Non-Certified Teachers and
documents to support qualification + Highly Qualified documents.
Evidence that required background checks have been completed for all The Board must submit evidence that the two staff
employees. noted have up-to-date conditional clearances that are
maintained every 20 days until each receive full
OSPRA clearances.
PROFESSIONAL DEVELOPMENT
Copy of Professional Development Plan
Evidence of how staff uses the charter on regular basis.
Evidence of teachers’ participation in professional development activities
(e.g., calendar of events)
East New York Preparatory Charter School
Visit Date: Monday, April 6, 2009
30
 REQUIRED DOCUMENTATION CHECKLIST

Were the required documentation for each section listed below Y N REQUIRED ACTION for Items with “N” Status
provided by the School (prior to or on the day of the monitoring visit)? Yes No

List of Activities

STUDENT DISCIPLINE PROCEDURES

Attendance Records
A copy of the Student Code of Conduct. The School must adhere to the approved discipline
policy in its charter.
Copy of student/family/school contract (if any).
List of Student Suspensions with Parent Notifications
Disciplinary Procedures (Due Process)

COMPREHENSIVE HEALTH AND PUPIL SERVICES, FOOD SERVICES, AND TRANSPORTATION

Evidence of VADIR submission
Medication log
List of staff trained on External defibrillator The School must submit evidence of its staff that have
been trained and certified in the use of the external
defibrillator.
SPECIAL EDUCATION SERVICES
List of students with an IEP
List of students receiving accommodations under Section 504 and copies of
plans
Accommodations provided under Section 504 and all other appropriate
programs and services
Disciplinary Procedures (Due Process)

East New York Preparatory Charter School

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31