Executive Operations Dashboard
A closure is judged on three things: control of the money in week one, a clean chain of custody for records, and lawful disposition of property. This page tracks all three against TEA's handbook, directives, and 116-item checklist.
What do you need to know?
Ask in plain English. Answers come from the handbook, directives, checklist, statutes, and contact list on this site, with the source cited.
Informal review, Commissioner decision, SOAH 90-day docket.
Placement conference, bank signatory resolution, card freeze, notices.
Engage AFR CPA within 10 days, capital asset inventory, contract terms.
Written consent before every transaction, monthly progress reports.
Report cards, AARs, TAMS codes, textbook lotting, device wipe.
Records boxed for local ESC, creditor 60-day affidavit, W-2s.
Records to ESC 13, remaining funds wired, AskTED status obsolete.
My Closure
Enter your key dates once. Every TEA deadline becomes a calendar date, with what's overdue and what's next.
Don't enter student or staff personal information here. Only these dates and the nickname are saved.
| Due | Status | Requirement | Owner | Met |
|---|
Comprehensive Closed Charter Checklist
116 mandatory closure actions mirrored from TEA's SmartSheet workbook. Track real-time progress, mark items completed, filter by phase or owner, and export your compliance report.
| Done | # | Status | Phase & Timeline | Action Description | Assigned Owner | Topic | Detail |
|---|
Statutory & Directive Deadlines Radar
Every dated requirement in Conservator Directives I and II, the expense instructions, property statutes, and federal regulations. Filter by urgency window or governing directive.
| Urgency & Window | Trigger Event | Mandatory Requirement | Owner | Authority & Source |
|---|
Official Forms & Exemplar Library
Direct download access to the 28 handbook forms (pp. 48–99) and 24 official package files issued by TEA to conservators upon placement.
| # | Form & Exemplar Name | Statutory / Practical Purpose | Handbook Page | Download Document |
|---|
Statutes, Texas Administrative Code & Federal Law
Comprehensive legal index governing charter interventions, board suspensions, asset disposition, records retention, and civil immunity.
| Citation (Official Text) | Title | Role in Closed Charter Operations | Legal Body | Cited By |
|---|
Property Disposition & Records Chain of Custody
Operational frameworks for federal property (2 CFR 200.1), state real property (TEC §12.1283), and student records handoff to ESC Region 13.
Contact: Nick Davis (nick.davis@tea.texas.gov). Target approval window: ≤ 45 calendar days.
Charter holder files Affidavit of Ownership with county clerk disclosing the State's trust interest in all real property (Gov't Code §553.002).
Place non-state funds equal to 110% of estimated state reimbursement in escrow with Texas Comptroller of Public Accounts prior to sale closing.
Within 2 weeks of final AFR approval, former charter holder wires final state reimbursement amount from escrow to TEA Charter Liquidation Fund.
Texas Education Agency issues formal Release of Interest, clearing title for former charter holder or subsequent property purchaser.
Hard copies of transcripts, IEPs, immunization records ready for family pickup to speed transfer enrollment.
Update AARs, print report cards, issue diplomas, hand out TAMS access codes, finalize attendance audit files.
Box all physical student/staff records, generate 2 flash drives, execute signed Transfer Confirmation Form.
Deliver TREx-formatted student directory XML extracts + scanned attachments on flash drive to TEA.
Written confirmation from ESC or licensed vendor that all school computer drives were wiped clean.
Local ESC ships boxed records to ESC 13 (Priscilla Diaz). Retain transfer confirmations for Official Closure Memo.
| Record Category | Mandatory Retention Period | Statutory Citation |
|---|---|---|
| Student Transcripts, AARs, Census & Accreditation | Permanent | 13 TAC §7.125(a)(6) • 19 TAC §100.1203(b) |
| Special Education (IDEA / Section 504) Records | 7 Years post-exit or age 27 | 34 CFR §300.624 • IDEA |
| Personnel Files, Payroll, Service Records | 7 Years post-separation | Texas Payday Law • IRC §6001 |
| Form I-9 (Employment Eligibility) | 3 Yrs post-hire or 1 yr post-separation | 8 CFR §274a.2 |
| Federal Grant Financial Records | Uniform Guidance period post-closeout | 2 CFR §200.334 • TEA Guidelines |
| Board Minutes, Official Actions, Tax Filings | Minutes Permanent • Financials 7 Yrs | Gov't Code Ch. 441 • Local Schedule |
AFR External CPA Auditor Directory
156 certified public accounting firms experienced in auditing Texas ISDs and open-enrollment charter schools. Contract must be executed within 10 days of conservator placement (Directives I §7).
| CPA Firm Name | ESC Regions Served | Texas Districts Audited |
|---|
Conservator Compensation & Expense Calculator
Real-time fee and reimbursement estimator configured to TEA Monitor/Conservator Expense Guidelines and the statutory $2,000/day cap.
• Paid on the 15th by district or TEA Accounts Payable.
• Attach Google Maps route PDF for mileage verification.
Conservator Best Practices Playbook
Field-tested directives and lessons learned from the Division of Governance Interventions across Texas charter closures.
1. Taking Control of Money (Day One)
- Written consent on every transaction: Deliver written directive to superintendent and CFO prohibiting any check, ACH, or purchase order without conservator pre-approval.
- Board resolution within 7 days: Board must adopt the signatory resolution adding the conservator and removing all former signatories from bank cards within 3 days after.
- Personal liability notice: Remind staff in writing that unauthorized disbursements are recovered from final paychecks and referred to SBEC for sanction.
- Cancel cards and stop ACH: Freeze all credit/debit cards immediately. Halt recurring automatic drafts that are not utilities or fiduciary obligations.
- System administrator access: Obtain primary admin credentials for accounting, SIS, and banking portals; do not accept read-only view access.
- UCC lien search: Conduct search for security interests filed against state property; verify collateral descriptions against capital inventory.
2. Running the Closure
- Directives calibration: Directives I & II may be issued with soft goals if leadership cooperates, but firm deadlines should be imposed immediately if resistance occurs.
- Superintendent final paycheck: Condition the superintendent's final compensation upon full delivery of Directives II tasks and signed creditor affidavits.
- Maintain insurance in force: Ensure comprehensive liability and property insurance remains active in charter's name until title passes or state release occurs.
- Early physical security: Re-key exterior doors, relocate technology and vehicles to secured central rooms, and notify local police department of closure.
- AskTED timing: Do not submit request to make charter obsolete in AskTED until final PEIMS summer submission is validated by TEA.
3. Students, Staff & Communications
- Mandatory letter contents: Notifications must state final day of instruction, on-site records pickup cutoff, how to request records from ESC 13, and nearby school options.
- Homepage and entrance posting: Prominently post closure notice on school homepage and every campus doorway; maintain notices until official Commissioner closure.
- Student attendance audit: Confirm attendance tracking method with TEA State Funding immediately; settle-up payment is Item 1 on Final Closure Graph.
- TWC mass claims: File mass unemployment claim profile with Texas Workforce Commission to facilitate rapid benefit processing for terminating teachers.
- Textbook stacking: Stack textbooks outside classrooms in hallways, alternating every 5 books, with title and lot counts affixed to top.
4. Monthly Reporting & Reimbursement
- Strict 5th of month deadline: Progress report and detailed expense invoice must be uploaded to SharePoint folder or emailed to Stacey Selman by 5th.
- Quarter-hour billing: Time must be recorded in quarter-hour increments (e.g., 1.25, 1.50). Emails may be aggregated (ten 6-minute emails = 1.0 hr).
- Printed Google Maps PDF: Every mileage line item must have a printed Google Maps route PDF proving distance; phone screenshots frequently get rejected.
- Zero tips allowed: Tips on meals, parking, or rideshares cannot be reimbursed under TexTravel rules. Incidentals require original itemized receipts.
- Board meeting attendance: Conservator must attend ≥ 80% of regular board meetings and public workshops unless granted written waiver by TEA.
Agency & Partner Directory
Direct contacts for TEA divisions, ESC Region 13 records custodians, and state partner agencies involved in charter wind-down operations.