Module 300 General School Operations

TCSA Model Board Policy Series
Module 300: General School Operations 2010
Texas Charter Schools Association, 2010. All rights reserved.
INTRODUCTION
The TCSA Model Board Policy Series is a series of publications by the Texas Charter Schools
Association (TCSA). These publications are an educational tool for charter school leaders to aid
in the operation and management of open-enrollment charter schools in Texas.
Overall Policy Framework
Each module in the Board Policy Series provides a summary of federal and state statutes,
regulations, and related materials applicable to open-enrollment charter schools. Citations
to these materials are provided throughout the module and many contain a hyperlink so
the actual statutory or regulatory provision can be accessed on the Internet. The summary is
designated by the LEGAL AUTHORITY tab on the right edge of each page.
After each summary is a suggested model policy designed to comply with current statutory
and regulatory requirements described in the summaries. These policies are designated by the
red CHARTER BOARD POLICY tab on the right edge of each page.
These are suggested policies to address the requirements set forth in this Module. Prior to
adoption of model policies by the Board of a charter school, each policy should be customized
by including the schools name and by tailoring the language, if appropriate, to fit the specific
needs, culture and requirements of the school. TCSA recommends that the Board of a charter
school consult with and obtain the advice of the schools legal counsel in connection with
adopting policies to comply with laws governing charter schools.
TCSA plans to update the Board Policy Series on an annual basis to reflect changes in applicable
laws and regulations.
Scope of Service & Copyright Notice

This policy module prepared by the TCSA is designed and intended as a resource of information
for charter schools and is not to be construed as legal advice. It should be used in connection
with consulting and obtaining the advice of the schools legal counsel to ensure compliance with
applicable legal requirements.
This policy module and all updates are copyrighted publications of the TCSA. All rights are
reserved and will be enforced to the fullest extent of the law. The policy modules are for the sole
use of the purchaser. Duplication and distribution in whole or in part are prohibited unless
otherwise specifically authorized in writing by TCSA. Inquires should be directed to TCSA, 700
Lavaca, Suite 930, Austin, TX 78701.
For questions concerning the TCSA Model Board Policy Series contact:
Veronica L. Garcia, Texas Charter Schools Association
vgarcia@txcharterschools.org
512.584.8272
Module 300: General School Operations 2010

The General School Operations, Module 300, is the third module of the Model Board Policies.
The material included in this module provides a comprehensive summary of statutes and
regulations that apply to the general operations of charter schools, as well as specific model
board policies designed to comply with these legal requirements. Other policy modules are
expected to be released by TCSA in accordance with the following schedule:
Expected Release
Financial Operations
Charter School Governance & Organization
Available Now
Available Now
Students
Nov
Open Government
(formerly Records Maintenance & Retention +
Open Meeting & Open Records)
Dec
Human Resources
Dec

Legal Abbreviations Used In the TCSA Model Board Policy Series

Atty. Gen. Op.
Attorney General Opinion
C.F.R
Code of Federal Regulations
Tex. Admin. Code
Texas Administrative Code
Tex. Educ. Code
Texas Education Code
Texas Govt Code
Texas Government Code
Tex. Labor Code
Texas Labor Code
Texas Local Govt Code
Texas Local Government Code
U.S.C.A
United States Code Annotated
MODULE 300: GENERAL SCHOOL OPERATIONS 2010

TABLE OF CONTENTS
300.020. SCHOOL YEAR AND ELIGIBILITY STATUS (LEGAL AUTHORITY)
A. School Year
B. Eligible Status
300.020. SCHOOL YEAR AND ELIGIBILITY STATUS (CHARTER BOARD POLICY)
300.040. INSTRUCTIONAL FACILITIES
A. Right to Occupy Facilities
B. Occupancy Certificate
C. Use of Public Property
page(s) 67
89
300.060. CHARTER AMENDMENTS

A. Non-Substantive Amendments
B. Substantive Amendments
1012
300.080. INTERNET USE

A. Childrens Internet Protection Act & Universal Service Discounts
B. Elementary and Secondary Education Act
1316
300.100. INSTRUCTIONAL MATERIALS

A. Free Textbooks
B. Board Action
C. Sample Copies
D. Selection Procedures
E. Certification of Provision of Materials & Reports to TEA
F. Choosing Higher Cost Materials
G. Choosing Non-SBOE Adopted Materials
H. Distribution
I. Textbook Requisitions
J. Reporting Enrollments for Orders
K. Physical Inventory
L. Distribution and Handling
M. Surplus
N. Accepting Rebates on Textbooks
1722
300.120. GRIEVANCE PROCESS

A. Federal Law
B. Authority of Charter Holder to Hear Complaints
C. Exception to Open-Meeting Requirement: Personnel Matter
D. Exception to Open Meeting Requirement: Personally Identifiable
Information About Public School Student
2326
300.140. MEDIA RELATIONS (LEGAL AUTHORITY)

300.140. MEDIA RELATIONS (CHARTER BOARD POLICY)
page(s) 2728
300.160. ASBESTOS HAZARD EMERGENCY RESPONSE ACT

A. Identification
B. Open-enrollment Charter Holder Obligations
C. Asbestos Management Plan
D. Warning Labels
2931
300.180. MUNICIPAL ORDINANCES

A. General Rule
B. Exception for Small Municipalities
3233
300.200. MANAGEMENT COMPANIES

A. Definitions
B. Maintenance of Records
C. Cooperation with Audits
D. Prohibited Management Services Contracts
E. Prohibition on Loans
F. Filing with the Texas Education Agency
3438
300.020. SCHOOL YEAR AND ELIGIBILITY STATUS

A. School Year
1. A charter holder shall adopt a school year for the charter school, with fixed beginning
and ending dates.
19 Tex. Admin. Code 100.1211(e).
2. The charter holder must operate the program described in the open-enrollment charter
for the full school year each year that the open-enrollment charter is in effect.
LEGAL AUTHORITY
3. A charter holder may not suspend operation for longer than 21 days without an
amendment to its charter, adopted by the commissioner of education, stating that
the charter school is dormant. The amendment shall set the date on which operations
shall resume and state any applicable conditions for resuming operation that may be
imposed by the commissioner.
4. A charter school may not suspend operation of a charter school for more than
three days without mailing a written notice to the parent or guardian of each student.
Such notice must be filed with TEA at least 14 days before the suspension of
operations. In an emergency situation the charter holder shall notify TEA by telephone
or other means within 24 hours of suspending operations.
5. Suspension of operations in violation of this section constitutes abandonment of
the open-enrollment charter.
19 Tex. Admin. Code 100.1213.
B. Eligible Status to Hold a Charter
A charter holder shall take and refrain from all acts necessary to maintain its status as an
eligible entity to hold a charter within the meaning of Texas Education Code 12.101(a), and
shall immediately notify the commissioner of education in writing of any change in such status.
The governing body (Board) of

Austin Discovery School
adopts the following policy which shall be effective on the date that the policy is adopted by
the Board.
SECTION 1. School Year
The Board adopts the following dates as
Austin Discovery School's
school year: Sept 1- Aug 31
SECTION 2. Eligibility Status
shall maintain its status as an organization that is exempt from taxation under Section 501(c)(3),
Internal Revenue Code of 1986 (26 U.S.C. Section 501(c)(3)). Any change in status shall cause
the Executive Director (ED)
to immediately notify the commissioner of education.
Document adopted by the Board: Dec 13, 2010
CHARTER BOARD POLICY
300.020. SCHOOL YEAR AND ELIGIBILITY STATUS

A. Right to Occupy Facilities
1. Throughout the term of the open-enrollment charter a charter holder shall have
and maintain legally enforceable lease agreements, titles, or other legal instruments
conferring on it the right to occupy and use one or more facilities suitable for classroom
use as well as other instructional facilities described in the open-enrollment charter.
The legal instrument must confer the right to occupy and use the facilities for the entire
school year adopted by the charter school.
B. Occupancy Certificate
1. A charter holder shall comply with all state and local laws and ordinances applicable
to the occupation and use of the facilities it occupies.
LEGAL AUTHORITY
2. A charter holder shall not change the site of its instructional facilities or administrative
offices from those listed in the charter without prior approval from the commissioner
of education through an amendment to the open-enrollment charter.
3. When approved for a new site under (2), the charter holder shall, before commencing
any operations at that site, file with the Texas Education Agency, Division of Charter
Schools, a certificate of occupancy or an equivalent certificate appropriate for the
proposed use of the facility at the new site.
Tex. Admin. Code 100.1215.
C. Use of Public Property
TCSA NOTE: Please reference TCSAs Module 100: Financial Operations 2010, Section
100.280 Property, for the legal authority and charter board policy applicable to the use
of public property.

the Board.
SECTION 1. Right to Occupy Facilities
The Executive Director (ED)
shall maintain in school records a copy of the legally enforceable instrument conferring on the school
the right to occupy and use facilities suitable for classroom use.
SECTION 2. Occupancy Certificate
If Austin Discovery School
is approved for a new facility site by the commissioner of education, before commencing operations,
the Executive Director (ED)
shall file a certificate of
occupancy or its equivalent with the Texas Education Agency, Division of Charter Schools.

Charter amendments must be in writing and approved by the commissioner of education
in writing.
A. Non-Substantive Amendments
1. Definition: Any change in the terms of the open-enrollment charter that is not a
substantive amendment described under the Substantive Amendment subsection
below.
2. A charter holder must first file with the charter division at TEA a notice clearly labeled
notice of non-substantive amendment. This notice should include either the text and
page reference, or an actual copy, of the current charter language to be changed. It
must also include the proposed new text for the charter language.
B. Substantive Amendments
1. Definition: Any changes to the terms of an open-enrollment charter that relate to:
a. Grade levels;
b. Maximum enrollment;
c. Geographic boundaries;
d. Approved sites;
e. School name;
f. Charter holder name;
g. Charter holder governance;
h. Articles of incorporation;
i. Corporate bylaws;
j. Management company;
k. Admission policy; or
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LEGAL AUTHORITY
3. Within 15 business days of receiving the notice, the commissioner of education

may determine that the amendment will be processed under the processing methods
for a substantive amendment. Without such action by the commissioner, the notice is
effective after the 15th business day following the receipt of the notice by the TEA
charter school division.
l. Educational program of the school (e.g. educational philosophy, mission,

curriculum models, whole-school designs that are inconsistent with those
specified in the schools charter.)
2. All substantive amendments must be approved by the commissioner of education.
3. A charter holder must first file with the charter division at TEA a request clearly labeled
charter amendment request. This notice should include either the text and page
reference, or, an actual copy of the current charter language to be changed. It must
also include the proposed new text for the charter language. The request must be
made in or attached to a written resolution adopted by the charter holders governing
body and signed by the members voting in favor of the amendment request.
5. Expansion Amendment
a. An expansion amendment is a substantive amendment that allows a charter school
to extend the grade levels it serves, add the site of an instructional facility, change
its geographic boundaries, or increase its maximum allowable enrollment.
b. Expansion amendments must be filed with TEA by February 1st to be considered for
the preceding school year.
6. New School Amendment
a. A new school amendment is an expansion amendment that permits a charter
holder to establish an additional charter school under an existing open-enrollment
charter pursuant to federal non-regulatory guidance in the Elementary and Secondary Education Act, Section 5202(d)(1).
11
LEGAL AUTHORITY
4. If an amendment receives conditional approval it is only effective once a

written resolution, accepting all conditions and/or requirements, is adopted by
the charter holders governing body, signed by the board members voting in favor
of the resolution, and filed with TEAs charter schools division.

the Board.
Before amending the terms of its charter, the
Executive Director (ED)
shall ensure that
shall comply with all applicable regulations in regards to filing an amendment request with the
Texas Education Agency.
300.060 CHARTER AMENDMENTS

A. Childrens Internet Protection Act & Universal Service Discounts
1. Charter holders/schools that receive universal discount rates for Internet
services must:
a. Adopt an Internet Safety Policy; and
b. Submit to the Federal Communications Commission (FCC) a certification that the
charter school is enforcing an Internet safety policy for minors and adults.
2. Certification to the FCC
a. Charter holder/schools that receive universal discount rates for Internet services
must submit certifications to the FCC stating that:
LEGAL AUTHORITY
i. The charter holder has adopted and is enforcing an Internet safety policy for
minors that includes and addresses:
(1) Monitoring the online activities of minors;
(2) Access by minors to inappropriate matter on the Internet and World Wide
Web;
(3) The operation of a technology protection measure with respect to any computer with Internet access that protects against computer access to material that is:
(a) Obscene
(b) Child pornography; or
(c) Harmful to minors
(4) Safety and security of minors when using electronic mail, chat rooms, and
other forms of direct electronic communications;
(5) Educating minors about appropriate online behavior, including interacting
with other individuals on social networking websites, chat rooms, and cyberbullying awareness and response;
(6) Unauthorized access, including hacking, and other unlawful activities by
minors online; and
(7) Unauthorized disclosure, use, and dissemination of personal information
regarding minors.
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ii. The charter holder has adopted and is enforcing an Internet safety policy
that includes the operation of a technology protection measure with respect
to computers with Internet access that protects against computer access
to material that is:
(1) Obscene; or
(2) Child pornography.
3. Certification Compliance
a. Charter holders/schools that receive universal discount rates must make the
certification to the FCC during each year that funding is received.
LEGAL AUTHORITY
b. Any school that knowingly fails to comply with the application guidelines requiring
the annual certification submission to the FCC shall not be eligible for Internet
services at discounted rates.
c. Any school that knowingly fails to ensure the use of its computers in accordance
with the certification shall reimburse any funds and discounts received under the
federal universal service support mechanism for the period of noncompliance.
47 U.S.C.A. 254; 47 C.F.R. 54.520.
B. Elementary and Secondary Education Act (ESEA)
1. Federal funds made available under Title II, Part D of the ESEA may only be used to
purchase computers used to access the Internet, or to pay for direct costs associated
with accessing the Internet if the charter holder:
a. Has adopted and enforces an Internet safety policy that includes the operation of
a technology protection measure, with respect to all computers that have Internet
access, that protects against access to material that is:
i. Obscene;
ii. Child pornography; or
iii. Harmful to minors.
2. For each program year for which funds are received the charter holder must certify its
compliance with this section to the Department of Education.
20 U.S.C.A 6777.
14

the Board.
SECTION 1. Computer System Access
Access to all of
computers, computer networks, electronic mail, and the Internet is for educational and
administrative purposes. The
Executive Director ("ED"), or designee,
shall require all users to agree in writing to comply with
policies and procedures in regards to such access. Failure to comply may result in
disciplinary action.
SECTION 2. Protection Measure
The
ED, or designee,
shall ensure that
utilizes a filtering device or software that prevents any
computer, and prevents
Internet service, from accessing material that is obscene, child pornography, or harmful
to minors.
SECTION 3. Internet Safety
The
The Executive Director
shall implement a safety plan that ensures:
a. Online activities of minors are monitored at the discretion of the
Executive Director, or designee
b. Students Internet access to inappropriate material is controlled;
c. Students safety is ensured when using electronic communication, including,
but not limited to electronic mail, social networking sites, and chat rooms;
d. The prevention of unauthorized access, including hacking, and other
unlawful activities;
f. Students are educated about cyber-bullying awareness and response and about
appropriate online behavior.
SECTION 4. Monitored Computer Use
The use of
computers and/or Internet system is not confidential and may be monitored by designated
personnel to ensure appropriate use.
e. The prevention of the unauthorized disclosure, use, and dissemination of personal

information regarding minors; and

A. Free Textbooks
Textbooks selected for use in the open-enrollment charter school shall be furnished without cost
to the students attending those schools. Each textbook purchased according to the Education
Code, Chapter 31, is the property of the state and the governing body of the open-enrollment
charter school is the legal custodian.
Tex. Educ. Code 31.001; Tex. Educ. Code 31.102.
B. Board Action
1. Adoption of Policy
The board shall adopt a policy for selecting instructional materials. Final selections
must be recorded in the minutes of the governing body.
19 Tex. Admin. Code 66.104(a).
LEGAL AUTHORITY
2. Ratification
Only instructional materials ratified by the governing body shall be furnished by the
state for use in the school.
19 Tex. Admin. Code 66.104(h).
C. Sample Copies
Upon request by the textbook coordinator of the school, a publisher is required to provide
one complete sample of adopted instructional materials. No state funds may be expended to
purchase, distribute, or ship sample materials.
Tex. Educ. Code 31.027; 19 Tex. Admin. Code 66.101.
D. Selection Procedures
Each year, during a period established by the SBOE, the governing body shall select textbooks for
subjects in the foundation and enrichment curricula.
Tex. Educ. Code 31.101(a).
E. Certification of Provision of Materials & Report to TEA
1. Prior to the beginning of each school year, each open-enrollment charter school shall
annually certify to the State Board of Education (SBOE) and the commissioner of
education that, for each subject in the foundation curriculum, and each grade level,
the open-enrollment charter school provides each student with textbooks, electronic
textbooks, or instructional materials that cover all elements of the essential knowledge
and skills adopted by the SBOE for that subject and grade level.
2. A report listing instructional materials selected for use in an open-enrollment
charter school shall be transmitted to the Texas Education Agency (TEA) by April 1
of each year.
17
Tex. Educ. Code 31.004; 19 Tex. Admin. Code 66.105; 19 Tex. Admin. Code 66.104(g).
F. Choosing Higher Cost Materials
If the open-enrollment charter school chooses instructional materials that are priced above the
established maximum cost to the state, the charter school is responsible for paying the publisher
the portion of the cost above the state maximum.
19 Tex. Admin. Code 66.104(b).
19 Tex. Admin. Code 66.104(d).

H. Distribution
The governing body shall distribute textbooks to students in a manner that the governing body
determines is the most effective and economical.
Tex. Educ. Code 31.102.
I. Textbook Requisitions
1. By the seventh day after the first class day in April, each principal shall report
the maximum attendance for the school to the superintendent. By April 25th, the
superintendent or chief operating officer of an open-enrollment charter school shall
report the schools maximum attendance to the commissioner of education.
2. By June 1st of each year an open-enrollment charter school shall make a textbook
requisition for the following school year. The requisition shall be based on the maximum
attendance reports plus an additional 10 percent, except as otherwise provided.
Tex. Educ. Code 31.103(a)-(b).
J. Reporting Enrollments for Orders
1. When placing orders for instructional materials, open-enrollment charter schools shall
report enrollments as follows:
a. Annual orders for instructional materials
18
LEGAL AUTHORITY
G. Choosing Non-SBOE Adopted Materials

An open-enrollment charter school that chooses non-SBOE adopted instructional materials for
enrichment subjects is responsible for the portion of the cost of the materials not eligible for
payment by the state. The board meeting minutes at the meeting at which such a selection is
ratified shall reflect the agreement of the open-enrollment charter school to pay for the portion
of the cost not eligible for payment by the state. An open-enrollment charter school that chooses
non-SBOE adopted instructional materials for enrichment subjects is also responsible for
providing Braille and/or large type versions of the materials.
i. Enrollments shall be reported based on the maximum number of students

enrolled in the open-enrollment charter school during the previous school year
and/or registered to attend the charter school during the next school year; and
b. Supplemental orders for instructional materials
i. Enrollments shall be reported based on the actual number of students
enrolled in the charter school when the order is submitted, adjusted for
students reported as working above or below grade level.
K. Physical Inventory
1. Each open-enrollment charter school shall conduct an annual physical inventory of all
currently adopted instructional materials. The results of the inventory shall be recorded
in the charter schools files.
L. Distribution and Handling

1. Textbook Coordinator
The governing body may delegate to an employee the authority to requisition, distribute,
and manage the inventory of textbooks in a manner consistent with Chapter 31 of the
Education Code and rules adopted by the commissioner of education.
2. Textbook Replacements
The school may order replacements for textbooks that have been lost or damaged
directly from:
a. The textbook depository; or
b. The textbook publisher or manufacturer if the textbook publisher does not have a
designated textbook depository in Texas.
3. Covering and Labeling
Each textbook must state that the textbook is the property of or is licensed to Texas, as
appropriate. Also, each textbook, except for an electronic textbook, must be covered by
the student under the direction of the teacher.
4. Responsibility for Textbooks
A student must return all textbooks at the end of the school year or when the
student withdraws from school. Each student, or students parent or guardian, is
responsible for textbooks not returned by the student. A student who does not return
all textbooks in an acceptable condition forfeits the right to free textbooks until each
textbook not returned is paid for by the student, parent, or guardian. As provided
by the policy of the governing body of an open-enrollment charter school, the school
may waive or reduce the payment required if the student is from a low-income
19
LEGAL AUTHORITY
19 Tex. Admin. Code 66.107(a).
family. During each school day the school shall allow the student to use textbooks at
school during each school day. If a textbook is not returned or paid for the school may
withhold the students records. However, the school may not prevent a student from
graduating, participating in a graduation ceremony, or receiving a diploma for failure to
return textbooks.
Tex. Educ. Code 31.104; Tex. Admin. Code 66.107(b),(h).
19 Tex. Admin. Code 66.107(c).

N. Accepting Rebates on Textbooks
1. A board member, administrator, or teacher commits a Class B misdemeanor offense
if that person receives any commission or rebate on any textbook used in the schools
with which the person is associated as a board member, administrator, or teacher.
2. A board member, administrator, or teacher commits a Class B misdemeanor offense if
the person accepts a gift, favor, or serve that:
a. Is given to the person or the persons school;
b. Might reasonably tend to influence a board member, administrator, or teacher in the
selection of a textbook; and
c. Could not be lawfully purchased with funds from the state textbook fund.
20
LEGAL AUTHORITY
M. Surplus
After the beginning of each school year, each open-enrollment charter school shall determine
if it has surplus instructional materials. Overages that exceed the definition of surplus in the
Texas Administrative Code, Title 19, 66.107(c), should be entered into the Educational Materials
and Textbooks online ordering system, except that instructional materials that are needed for
the following school year are not considered surplus and should not be entered into the Adjust
Surplus Screen. Instructional materials determined by the open-enrollment charter school to be
surplus-to-quota shall be reported to TEA by October 1st of each year in accordance with
TEAs instructions.

adopts the following policy which shall be effective on the date that the policy is adopted
by the Board. The instructional material adoption process shall comport with relevant laws
and regulations.
SECTION 1. Selection of Instructional Materials
Section 1.1. Instructional Materials Selection Committee
.
a. Appointment.
shall appoint an
Instructional Materials Selection Committee
to review and consider textbooks, as well as other instructional materials,
for adoption by
b. Recommendation to the Board. The committee shall review instructional
materials and make a recommendation to the Board as to which instructional
materials should be adopted by
Section 1.2. Board Adoption and Recording. The Board will consider the committee's
recommendation for adoption at a scheduled Board meeting. If the Board chooses not to
adopt any or part of the committee's recommendation, the committee shall reconvene to
determine an alternate textbook(s), or instructional material, for adoption. This process shall
continue until the Board chooses to adopt all of the instructional materials recommended by
the committee.
Final selections of instructional materials adopted by the Board shall be recorded in the
Board minutes.
Section 1.3 . Non-SBOE Adopted Materials. If the Board chooses to adopt instructional
materials that have not been adopted by the State Board of Education ("SBOE"), the Board
meeting minutes shall reflect that
agrees to pay for the portion of the cost not eligible for payment by the state.
shall also be responsible for providing Braille and/or large type versions on those materials.
Section 1.4 . Certification of Provision of Materials. Before the beginning of each school
year,
ED, or designee,
shall certify to the SBOE and the commissioner of education that
for each subject in the foundation curriculum and each grade level, provides each student
Section 1.5. TEA Report. Before April 1st of each year,

the ED, or designee
shall transmit to the TEA a report listing the instructional materials selected for use at
SECTION 2. Handling and Requisition
Section 2.1. Textbook Coordinator. The Board delegates to
ED or designee
the authority to requisition, distribute, and manage the inventory of textbooks in a manner
consistent with all laws and regulations.
Section 2.2. Inventory. Annually, the Textbook Coordinator shall conduct a physical inventory
of all currently adopted instructional materials. The results of the inventory shall be recorded
in the charter schools files.
Section 2.3. Requisitions.
a. By the seventh day after the first class day in April, the principal shall report the
maximum attendance for the school to the
The Executive Director (ED).
By April 25th, the
ED, or designee,
shall report the maximum attendance number to the commissioner
of education.
b. Each year, by June 1st, the
Executive Director
shall make a textbook requisition for the following school year.
SECTION 3. Lost or Damaged Textbooks
shall require a student, parent, or guardian to remit payment for a textbook which is lost or
damaged. At the discretion of the
ED, or designee,
may waive or reduce the required payment for a student who is from a low-income family.
with textbooks, electronic textbooks, or instructional materials that cover all elements of the
essential knowledge and skills adopted by the SBOE for that subject and grade level.

A. Federal Law
1. Section 504 of the Rehabilitation Act of 1973 (Section 504)
A charter holder that receives federal financial assistance, and that employs 15 or more
persons, shall adopt grievance procedures that incorporate appropriate due process
standards and that provide for the prompt and equitable resolution of complaints
alleging conduct prohibited by Section 504. The charter holder shall designate one
person to coordinate compliance with this requirement.
34 C.F.R. 104.7.
LEGAL AUTHORITY
2. American with Disabilities Act (ADA)

A charter holder that employs 50 or more persons shall adopt and publish grievance
procedures providing for the prompt and equitable resolution of complaints alleging
conduct prohibited by the ADA. The charter holder shall designate an employee to
coordinate compliance with this requirement.
28 C.F.R. 35.107.
3. Title IX of the Education Amendments of 1972 (Title IX)
Title IX requires that each charter holder receiving federal financial assistance
designate at least one employee that will coordinate investigations of complaints
alleging violations of Title IX. The charter holder must notify all of its students and
employees of the name, office address, and telephone number of the designated
employee. Charter holders must also adopt and publish grievance procedures
providing for prompt and equitable resolution of student and employee complaints
alleging violations of Title IX.
34 C.F.R. 106.8.
4. Title VI of the Civil Rights Act of 1964 (Title VI)
Title VI requires all recipients to prominently display posters which state that the
recipient is subject to Title VI and briefly explain the procedures for filing complaints
alleging violations of Title VI.
28 C.F.R 42.405
B. Authority of Charter Holder to Hear Complaints
Absent a specific written waiver from the commissioner of education, the board of a
charter holder shall not delegate final authority to hear or decide employee grievances,
citizen complaints, or parental concerns.
Tex. Admin. Code 100.1033(c)(6)(C).
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C. Exception to Open Meeting Requirement: Personnel Matters

The governing body of a charter holder or charter school may conduct a closed meeting to hear
a complaint or charge against an officer or employee of the charter holder or charter school.
However, the governing body shall conduct an open meeting if the officer or employee who is the
subject of the deliberation or hearing requests a public hearing.
Tex. Govt Code 551.074.
The closed meeting exception for personnel matters does not apply when a board discusses an
independent contractor who is not a school employee or when a board discusses a class or group
of employees, not a particular employee.
Atty. Gen. Op. MW-129 (1980); Atty. Gen. Op. H-496 (1975).
LEGAL AUTHORITY
D. Exception to Open Meeting Requirement: Personally Identifiable Information About

Public School Student
The governing body of a charter holder or charter school may conduct a closed meeting to
deliberate a matter regarding a student if personally identifiable information about the student
will be revealed by the deliberation.
Tex. Govt Code 551.0821(a).
The closed meeting exception for personally identifiable student information does not apply if an
open meeting about the matter is requested in writing by a parent or guardian of the student or
by the student if the student has attained 18 years of age.
Tex. Govt Code 551.0821(c).
24

by the Board. This policy governs student and parent complaints, employee grievances, and
citizen complaints.
For purposes of this policy, days means school calendar days.
With the exception of a complaint against a
Executive Director
each complaint must initially be brought at the lowest level of review, at the Campus Principal
Review level.
The Board encourages all complaints to be resolved at the lowest level possible.
SECTION 1. Campus Principal Review of Complaint
Where a(n)
employee, student, guardian of a student, or a member of the public has a complaint or concern
regarding
the individual shall first bring their complaint or concern in writing to the appropriate campus
principal. The complaint must be brought within 15 school days of the date that the complainant
knew or should have known of the alleged harm. The complaint must be specific, and where
possible suggest a resolution. The principal must hear the compliant, attempt to remedy the
complaint in the best interest of the affected parties, and document the outcome. The principal
must respond to the complainant and issue a final decision in writing within 10 days of the
principals receipt of the complaint.
SECTION 2. Executive Director

Review of Complaint
If the individual bringing the complaint is not satisfied with the campus principals final decision,
then the individual may file a written appeal to the
Executive Director
of Austin Discovery School
This written appeal shall be filed with the
Executive Director's
office within 10 days of the individuals receipt of the campus principals final decision. The
complaint shall include a copy of the written complaint to the campus principal along with a copy
of the campus principals final decision. A copy of the appeal shall also be delivered to
the campus principal.
The appeal must be specific, and where possible suggest a resolution. The complaint shall not
include any new issues or complaints unrelated in the original complaint expressed to the
campus principal.
The
designee, shall respond to the complaint and issue a final decision in writing within 15 days
of receipt of the written appeal.
SECTION 3. Board of Directors Review of Complaint
If the individual bringing the complaint is not satisfied with the
final decision, then the individual may appeal their complaint in writing to
Board of Directors within 10 days of receiving the
final decision. The complaint shall be directed to the President of the Board, and shall include a
copy of the written complaint to the
Executive Director
along with a copy of the
Executive Directors's
final decision. A copy of this appeal shall also be delivered to the
Executive Director.
The Board Chair, at the next regular meeting of the Board, shall provide a copy of the complaint
record to all board members. The Boards decision shall be decided on a review of the record
developed at the Executive Directors level. Any action of the Board of Directors regarding the
complaint shall be taken in compliance with the Texas Open Meeting Act.
[OR]
Individuals who are dissatisfied with the response of the SUPERINTENDENT may present their
complaint to the Board of Directors during the time of CITIZENS PRESENTATIONS at the next
regular meeting of the board of directors. The board shall stop, look, and listen to the
complaint, but may not deliberate or act on the complaint except in compliance with the Texas
Open Meetings Act.
A complaint against a
Executive Director
shall begin at this level of review and shall follow the complaint process in accordance with this
policy section and the Texas Open Meetings Act.
The failure of the Board to act on a complaint has the effect of upholding the
decision.
Executive Director
or the
300.140. MEDIA RELATIONS

A. Notice of Board Meetings to Media
1. A charter holder and charter school must give notice of the meetings of its governing
body, including emergency meetings, by telephone, facsimile transmission, or electronic
mail to any news media that have requested such notice and have agreed to reimburse
the charter holder for the cost of providing the notice.
Tex. Govt Code 551.052;
LEGAL AUTHORITY
27

adopts the following policy which shall be effective on the date that the policy is adopted by the
Board.
SECTION 1. COMPLIANCE
shall comply with all laws and rules governing media relations.
SECTION 2. Designation of Spokespersons for
The
Executive Director (ED) or the ED's designee,
will serve as the primary spokesperson with the media for
on all matters of school interest, except that the
Chair, or the Chair's designee
of the Board shall serve as the spokesperson for matters specifically involving the Board of
SECTION 3. Procedures Governing Media Access
Requests to interview, film, videotape, and/or photograph students and/or school personnel on
school grounds shall go through the
ED, or the ED's designee
Whenever possible,
ED, or the ED's designee,
shall contact the
Academic Director
before a media visit.
300.140. MEDIA RELATIONS

A. Identification
1. Local education agencies are required to identify asbestos-containing material in
elementary and secondary schools.
40 C.F.R. 763.80; 25 Tex. Admin. Code 295.31, 295.33
B. Charter Holder Obligations:
The Charter holder must:
1. Ensure that the activities of persons who perform inspections, re-inspections, periodic
surveillance, develop and update management plans, and develop and implement
response actions are carried out in accordance with federal laws and rules regarding
asbestos management;
3. Ensure that employees and students (or their parents/legal guardians) are annually
informed about inspections, response actions, and post-response activities;
4. Ensure that short-term workers that may come in contact with asbestos are provided
information regarding the locations of the asbestos as well as suspected asbestos;
5. Ensure that warning labels are posted in compliance with laws and regulations;
6. Ensure management plans are available for inspection and notice of their availability
has been provided;
7. Designate an adequately trained individual to ensure compliance with federal and state
laws and regulations; and
8. Consider any potential conflict of interest that may arise from the relationship with the
accredited personnel, and whether that should influence the selection of accredited
personnel.
40 C.F.R. 763.84.
C. Asbestos Management Plan
1. The charter holder shall develop an asbestos management plan for each school,
including all buildings that it leases, owns, or otherwise uses as a school building.
The plan shall be submitted to the Texas Department of Health. The plan shall be
developed by an accredited management planner.
40 C.F.R. 763.93.
29
LEGAL AUTHORITY
2. Ensure that all custodial and maintenance employees are properly trained as required
by federal and state regulations;
D. Warning Labels
1. The charter holder shall prominently display a warning label immediately adjacent
to any asbestos or suspected asbestos area. It shall remain posted until the asbestos
is removed. The notice shall read, in large size or bright colored print, CAUTION:
ASBESTOS. HAZARDOUS. DO NOT DISTURB WITHOUT PROPER TRAINING AND
EQUIPMENT.
40 C.F.R. 763.95.
LEGAL AUTHORITY
30

adopts the following policy which shall be effective on the date that the policy is adopted by the
Board.
SECTION 1. Compliance
shall comply with all federal and state laws and regulations in regards to the Asbestos Hazard
Emergency Response Act (AHERA).
designates the
Executive Director ("ED"), or ED's designee,
as the individual who will ensure such compliance.
shall receive appropriate and relevant training on the AHERA.

A. General Rule
1. An open-enrollment charter school is subject to municipal zoning ordinances
governing public schools and to all other municipal ordinances governing public schools.
Tex. Educ. Code 12.103(a); Tex. Admin. Code 100.1209(a).
a. A municipality may not enforce its zoning ordinances to exclude a facility operated
by an open-enrollment charter school.
Austin Indep. Sch. Dist. v. City of Sunset Valley, 502 S.W.2d 670 (Tex. 1973).
City of Sunset Valley; Port Arthur Indep. Sch. Dist. v. City of Groves, 376 S.W.2d 330 (Tex. 1964)
c. A home rule city may enforce its reasonable land development regulations
and ordinances against an open-enrollment charter school for the purposes of
aesthetics and the maintenance of property values.
Atty. Gen. Op. GA-0697 (2009).
d. An open-enrollment charter school is not required to pay impact fees unless
the governing body of the charter holder consents to the payments of the fees
by entering a contract with the political subdivision that imposes the fees. The
contract may contain terms the governing body considers advisable to provide for
the payment of the fees.
Tex. Loc. Govt Code 395.022(b).
B. Exception for Small Municipalities
1. A campus of an open-enrollment charter school located in whole or in part in a
municipality with a population of 20,000 or less is not subject to municipal zoning
ordinances governing public schools.
Tex. Educ. Code 12. 103(c); Tex. Admin. Code 100.1209(b).
32
LEGAL AUTHORITY
b. A municipality may enforce other ordinances against an open-enrollment charter

school that arise from the municipalities police power to enforce necessary health
and safety regulations.

the Board.
SECTION 1. Compliance
shall comply with all applicable municipal ordinances.
designates the
The Executive Director ("ED") or the ED's designee,
as the individual who will ensure such compliance.

A. Definitions
1. Management Company
a. A management company is a person or legal entity that provides any management
services to a charter holder or charter school, except that:
i. A charter holder and its employees may provide management services
to a charter school that is under the charter schools supervision and control
pursuant to the open-enrollment charter, and such charter holder is not
thereby a management company.
iii. A regional education service center providing services to a charter school under
Chapter 8 of the Texas Education Code is not a management company.
Tex. Admin. Code 100.1011(14).
2. Management Services
a. Management services are services related to the management or operation of a
charter school. They include the following:
i. Planning, operating, supervising or evaluating a charter schools education
programs, services, or facilities;
ii. Making recommendations to the governing body of a charter holder or
charter school relating to the selection of school personnel;
iii. Managing a charter schools day-to-day operations as its
administrative manager;
iv. Preparing a proposed budget or submitting it to the governing body of a charter
holder or charter school;
v. Recommending policies to be adopted by the governing body of a charter holder
or charter school or developing procedures or practices to implement policies
adopted by such governing body;
(1) Legal services provided by a Texas licensed attorney and public accountancy
services provided by a Texas licensed certified public accountant, are not
34
LEGAL AUTHORITY
ii. A nonprofit corporation, under 28 U.S.C 501(c)(3), may donate management

services to a charter holder, and the donor corporation is not thereby a management company if the donee charter holder is a subsidiary corporation controlled
by the donor corporation under the articles of incorporation and bylaws of the
donee charter holder; and
management services, even though such services may include

recommending policies or developing procedures or practices to
implement adopted policies.
vi. Overseeing the implementation of policies adopted by the governing body of a
charter holder or charter school; or
vii. Providing leadership for the attainment of student performance at a charter
school based on indicators adopted under Chapter 39.051 of the Education
Code, or adopted by the governing body of a charter holder or charter school.
Tex. Admin. Code 100.1011(13).

3. Management Company Breach
19 Tex. Admin. Code 100.1011(23).

B. Maintenance of Records
1. A management company that provides, or did provide, any management services shall
maintain all records related to its management services separately from any other
records of the management company.
2. Any contract, including a contract renewal, between an open-enrollment charter school
and a management company to provide management services to the school must
include a provision in writing stating that the management company will comply with
maintaining all records related to its management services separately from another
other records of the management company.
Tex. Educ. Code 12.125; 19 Tex. Admin. Code 100.1159; 19 Tex. Admin. Code 100.1203.
C. Cooperation with Audits
1. A management company, its employees, and agents shall fully cooperate with an
audit by the commissioner of education. Failure to timely comply with a request for
access to records or other cooperation from the management company constitutes a
management company breach.
Tex. Admin. Code 100.1051(d).
D. Prohibited Management Services Contracts
35
LEGAL AUTHORITY
a. A management company breach is an action or failure to act by a management

company that is contrary to a duty owed under a management contract, a rule
adopted under Chapter 12, subchapter D of the Education Code, or any other legal
obligation, and constitutes sufficient grounds for action against the management
company under the Chapter 12.127 of the Education Code and/or 19 Texas
Administrative Code 100.1155.
1. The commissioner of education may suspend, prohibit, deny the renewal of, or revoke
a contract between an open-enrollment charter school and a management company
providing management services to the school if the commissioner determines that the
management company has:
a. Failed to comply with its contractual or legal obligations to any open-enrollment
charter school in Texas or any other similar school in another state:
b. Failed to protect the health, safety, or welfare of the student enrolled at an openenrollment charter school served by the company; or
c. Violated the laws and regulations governing open-enrollment charter schools listed
under Subchapter D of Chapter 12 of the Education Code or a rule adopted under
Subchapter D.
E. Prohibition on Loans
1. A charter holder or charter school that accepts a loan or credit from, or incurs a debt to,
a management company, may not enter into a contract with that management company
to provide management services to the school.
2. Neither a charter holder nor a charter school may accept any loan or credit from, or
incur any debt to, a management company that has a contract to provide management
services to
a. That charter school; or
b. Another charter school that operates under a charter granted to the charter holder.
3. A charter holder shall separately disclose, in its annual audit report, all loans or
credit received or indebtedness incurred by the charter holder or the charter school
to any person or entity providing management services to the charter school or another
charter school that operates under the charter holder.
Tex. Educ. Code 12.124(a); 19 Tex. Admin. Code 100.1157.
F. Approval by the Texas Education Agency
1. At least 30 calendar days before any performance or payments under a management
services contract, a charter holder must file a copy of each contract for management
services, and each amendment, renewal or extension, with the Texas Education Agency
(TEA) division responsible for legal services for review.
2. The contract for management services is unenforceable until the expiration of 30
calendar days following the date on which it is filed with TEA. Performance under the
contract before the expiration of the 30 days is a material charter violation.
36
LEGAL AUTHORITY
Tex. Educ. Code 12.126; Tex. Educ. Code 12.124(b); 19 Tex. Admin. Code 100.1155; 19 Tex.
Admin. Code 100.1157(b).
3. After the expiration of 30 days, if the commissioner of education does not take any
action within 30 days under the Title 19 of the Texas Administrative Code, Chapter 97,
Subchapter DD (relating to Investigative Reports, Sanctions, and Record Reviews),
the parties may begin performance under the contract. The absence of action by
the commissioner within this timeframe does not preclude the commissioner from
acting at a later time under this section.
Tex. Admin. Code 100.1155.
G. Liability of a Management Company
A management company that provides management services to an open- enrollment charter
school is liable for damages incurred by the state as a result of the companys failure to comply
with its contractual or other legal obligations to provide services to the school.
LEGAL AUTHORITY
37
TCSA NOTE: Section 300.240 Management Companies, Charter Board Policy, is applicable
only to those charter holders that contract with a management company.

by the Board.
SECTION 1. Delegation
Pursuant to a delegation amendment approved by TEA,
has entered into a management services contract with
Name of Management Company
to provide
not applicable...
services for
The
The Executive Director ("ED") or the ED's designee,
shall manage
management services contracts to ensure compliance with applicable state law and the terms of
the respective management contract.
Document adopted by the Board: NA

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TCSA Model Board Policy Series

Module 300: General School Operations 2010

Texas Charter Schools Association, 2010. All rights reserved.

Scope of Service & Copyright Notice

Module 300: General School Operations 2010

Legal Abbreviations Used In the TCSA Model Board Policy Series

Attorney General Opinion

Code of Federal Regulations

Tex. Admin. Code

Texas Administrative Code

Tex. Educ. Code

Texas Education Code

Texas Govt Code

Texas Government Code

Tex. Labor Code

Texas Labor Code

Texas Local Govt Code

Texas Local Government Code

United States Code Annotated

MODULE 300: GENERAL SCHOOL OPERATIONS 2010

300.060. CHARTER AMENDMENTS

300.080. INTERNET USE

300.100. INSTRUCTIONAL MATERIALS

300.120. GRIEVANCE PROCESS

300.140. MEDIA RELATIONS (LEGAL AUTHORITY)

300.160. ASBESTOS HAZARD EMERGENCY RESPONSE ACT

300.180. MUNICIPAL ORDINANCES

300.200. MANAGEMENT COMPANIES

300.020. SCHOOL YEAR AND ELIGIBILITY STATUS

Texas Charter Schools Association, 2010. All rights reserved.

The governing body (Board) of

Texas Charter Schools Association, 2010. All rights reserved.

Document adopted by the Board: Dec 13, 2010

CHARTER BOARD POLICY

300.020. SCHOOL YEAR AND ELIGIBILITY STATUS

300.040. INSTRUCTIONAL FACILITIES

Texas Charter Schools Association, 2010. All rights reserved.

The governing body (Board) of

Texas Charter Schools Association, 2010. All rights reserved.

Document adopted by the Board: Dec 13, 2010

CHARTER BOARD POLICY

300.040. INSTRUCTIONAL FACILITIES

300.060. CHARTER AMENDMENTS

Texas Charter Schools Association, 2010. All rights reserved.

3. Within 15 business days of receiving the notice, the commissioner of education

l. Educational program of the school (e.g. educational philosophy, mission,

Texas Charter Schools Association, 2010. All rights reserved.

4. If an amendment receives conditional approval it is only effective once a

The governing body (Board) of

Texas Charter Schools Association, 2010. All rights reserved.

Document adopted by the Board: Dec 13, 2010

CHARTER BOARD POLICY

300.060 CHARTER AMENDMENTS

300.080. INTERNET USE

Texas Charter Schools Association, 2010. All rights reserved.

Texas Charter Schools Association, 2010. All rights reserved.

The governing body (Board) of

Texas Charter Schools Association, 2010. All rights reserved.

Document adopted by the Board: Dec 13, 2010

CHARTER BOARD POLICY

300.080. INTERNET USE

Texas Charter Schools Association, 2010. All rights reserved.