Renewal of School Sponsorship

Renewal of School Sponsorship Timeline

Contract Expires June 30, 2027

Sponsorship Renewal Overview

This information and guidance is for schools sponsored by Bowling Green State University. 

Purpose of a Renewal Application and Process

Charter schools play a critical role in offering families quality school choice. In order to ensure that the choices are indeed quality, charter schools must be held accountable for performance by their sponsors. A strong charter renewal process is critical to protect charter school autonomy, student rights, public interest, and ensures that schools are held to high standards of academic, financial, and organizational performance. It provides schools an opportunity to present clear and compelling evidence demonstrating how they are serving their students and meeting contractual expectations, to determine whether the school has earned renewal based on its performance record. While a school’s past and current record of performance will be the primary focus of BGSU’s renewal decision, the renewal process also provides an opportunity for the school to outline its future plans, priorities, and potential modifications to its charter if renewed.

Sponsoring Priorities

Sponsorship encompasses a great deal of legal responsibility, and the College of Education & Human Development at Bowling Green State University takes our responsibilities seriously. At the core, it upholds its mission of providing the resources necessary to promote and sponsor an exceptional charter school environment throughout the state of Ohio.

Adhering to the Principles and Standards for Quality Charter School Authorizing as established by the National Association of Charter School Authorizers (NACSA), BGSU utilizes the principles and standards as the foundation of its strategic plan for quality school sponsoring.

Alignment with State and National Standards

BGSU’s renewal process is aligned with state and national standards for quality charter school sponsorship or authorizing. The process is designed to meet the Department of Education and Workforce's “Exemplary” standards for Sponsor Quality Practices concerning the renewal process and renewal decision making, including:

• BGSU requires all schools seeking renewal to apply through a renewal application.
• The criteria for renewal are transparent and specific.
• BGSU has a documented renewal process and a written renewal application with a defined timeline posted on the website.
• The criteria for renewal include multiple sources of evidence (e.g. multiple years of student achievement; multiple measures of student achievement; financial audits; site visit reports and/or other compliance reports; and if applicable, status reports on corrective action plans or other required interventions).
• BGSU has specific protocols for evaluating renewal applications that include a rubric with renewal criteria.
• BGSU utilizes a scoring rubric to evaluate the application including an evaluation of the high-stakes review results that align to the performance framework in the contract.
• The results of the high-stakes review are evaluated and account for at least 67 percent of the renewal application scoring.
• The rubric identifies the lowest possible points that an applicant can earn to have its contract renewed.
• The protocols require each reviewer to score and document the rating for each selection criteria.
• All reviewers receive training on the protocols and rubrics annually, which includes reviewer calibration.
• BGSU grants renewal only to schools that are fiscally and operationally viable, have achieved their contractual academic targets and are faithful to the non-academic terms of the contract.
• BGSU grants renewal to only schools that earn at least 75% of possible points on the renewal rubric.
• BGSU provides evidence-based recommendations to Deans and Provost regarding renewal decisions.[1]

Likewise, BGSU’s renewal process is designed to meet national professional standards for the renewal process and renewal decision making set forth in the National Association of Charter Schools Authorizers’ (NACSA) Principles & Standards for Quality Charter School Authorizing, including:

Renewal Decisions Based on Merit and Inclusive Evidence

A Quality Authorizer...

• Bases the renewal process and renewal decisions on thorough analyses of a comprehensive body of objective evidence defined by the performance framework in the charter contract.
• Grants renewal only to schools that have achieved the standards and targets stated in the charter contract, are organizationally and fiscally viable, and have been faithful to the terms of the contract and applicable law.
• Does not make renewal decisions, including granting probationary or short-term renewals, on the basis of political or other external pressure or solely on promises of future improvement.

Cumulative Report and Renewal Application

A Quality Authorizer...

• Provides to each school, in advance of the renewal decision, a cumulative performance report that summarizes the school's performance record over the contract term; and states the authorizer's summative findings concerning the school's performance and its prospects for renewal. 
• Requires any school seeking renewal to apply for it through a renewal application, which provides the school a meaningful opportunity and reasonable time to respond the the cumulative report; to correct the record, if needed; and to present additional evidence regarding its performance.

Fair, Transparent Process

A Quality Authorizer...

• Clearly communicates to schools the criteria for charter revocation, renewal, and non-renrewal decisions that are consistent with the charter contract.
• Promptly notifies each school of its renewal (or, if applicable, revocation) decision, including written expression of the reasons for the decision.
• Promptly communicates renewal or revocation decisions to the school community and public within a time frame that allows parents and students to exercise choice for the coming school year.
• Explains in writing any available rights of legal or administrative appeal through which a school may challenge the authorizer's decision.
• Regularly updates and publishes the process for renewal decision making, including guidance regarding required content and format for renewal applications.

[1] Ohio Department of Education Sponsor Quality Practices Rubric, pp. 27-33

[2] NACSA Principles & Standards for Quality Charter School Authorizing, https://qualitycharters.org/wp-content/uploads/2023/02/Principles-and-Standards.pdf, at 12-13.

Renewal Process

Step One: Application for Sponsorship/Application Submission Requirements

To begin the process of renewing the community school sponsorship contract, follow the timeline and application instructions. Resources are also available on the BGSU website and from state and local organizations dedicated to community (charter) school development.  Contact April Samberg, Assistant Director of Community School Sponsorship, at 419-372-5318 to indicate interest and discuss any initial questions.

All essay portion questions must be answered within the provided template.  Any supplementary materials must be clearly labeled as separate attachments.  Should a certain criterion not apply, a response stating why it is not applicable is required.  No question should be left unanswered.  The essay portion accounts for 33% of the final evaluation rubric score.  The application must be submitted into Epicenter no later than September 30, 2026.

Step Two: Review Period and Decision-Making

As part of the renewal application process, BGSU utilizes a structured evaluation rubric that guides decision-making. The rubric includes two primary components: the high-stakes review, which accounts for 67% of the total score, and the essay component, which accounts for 33%. Together, these components form the basis for renewal determinations. Schools are expected to present a comprehensive, evidence-based case that demonstrates performance and readiness for continued sponsorship.

The high-stakes review is a rigorous and comprehensive evaluation of the school’s academic, financial, organizational, operational, and compliance performance over the entire contract term. This review is aligned with the performance framework outlined in the contract (Attachment 11.6) and ensures that renewal decisions are grounded in documented performance outcomes and contractual expectations.

The BGSU Application Review Team is composed of a core group of professionals from the College of Education and Human Development, along with external reviewers who bring expertise in areas such as school leadership, finance, compliance, and community school sponsorship. This blend of internal and external perspectives ensures informed, balanced, and objective decision-making.

Annually, and prior to reviewing applications, the Application Review Team is trained in the application process and materials; reviewer protocols; and the vision, mission, and strategic goals of community school sponsorship at BGSU. During this training, reviewers engage in rubric calibration activities to promote scoring consistency and shared expectations. Sample application components are reviewed and discussed to ensure alignment in interpretation of scoring criteria. This process is designed to reduce bias and promote fairness across all applications. All reviewers sign a Conflict-of-Interest Disclosure form.  Any reviewer found to have a real or perceived conflict of interest will be excused to ensure impartiality in the review.

Following a thorough review and discussion of all submitted materials and performance data, each reviewer individually completes an evaluation rubric. Scores and consolidated feedback are then shared with the school in the final evaluation document. If additional information is needed to reach a determination, the school is contacted during the review period.

Step Three: Preliminary Agreement and Contract Term Length

In order to guarantee that the most comprehensive and appropriate decisions are rendered, BGSU only provides evidence-based recommendations to its Dean and Provost regarding applications for renewal of sponsorship.  BGSU may choose not to renew a school’s contract at its expiration date for failure to meet student performance requirements stated in its contract; failure to meet generally accepted standards of fiscal management; violation of any provision of its contract or applicable state or federal law; or other good cause.

Should BGSU choose not to renew the contract, it will notify the school of the proposed non-renewal no later than January 15, 2027.  The notice will include detailed reasons for the proposed action, the effective date of non-renewal, and a statement which the school may, within fourteen (14) days of receiving the notice, request in writing an informal hearing before the sponsor.  The informal hearing shall be held within fourteen (14) days of receipt of the request for the hearing.  Within fourteen (14) days after the informal hearing, BGSU will issue a written decision either affirming or rescinding the determination to not renew the school’s sponsorship contract.

Should BGSU choose to renew the contract, it will notify the school of the decision and the approved maximum contract term length no later than January 15, 2027.  BGSU currently offers sponsorship contracts for a maximum of five (5) years.  The following table outlines the final evaluation rubric score and corresponding contract term length recommendations.

Step Four: Contract Negotiations and Attachments

BGSU will send the school a contract packet no later than February 28, 2027.  This packet includes the restated contract template, attachment cover pages, and an explanation of 5hanges made, typically statutory and best practices updates.

The school’s governing authority, leader, management company (if applicable), and attorney should review the contract to ensure accuracy of all terms.  Should the school find any errors or wish to negotiate any contract term, it should discuss the proposed changes with BGSU as soon as possible.

All contract attachments must be received by BGSU no later than April 30, 2027.  The attachments will be reviewed for accuracy, completeness, and appropriateness.  Should any adjustments be required, the BGSU will notify the school in a timely manner and convey specific instructions for the adjustments.

Step Five:  Contract Approval and Execution

After all contract terms are finalized, the contract must be approved by the school’s governing authority.  The school should prepare a resolution for the governing authority president to sign once the contract is approved.  This signed resolution must be included in the contract, so it is best to have a separate resolution signed that day rather than having approval reflected in the unapproved, draft minutes.

Once the school’s governing authority has approved the contract resolution, the governing authority president must sign and date the contract.  Then, the original, signed contract must be delivered in person or sent via postal mail and received by BGSU no later than May 31, 2027.

All negotiations must be complete, and the contract must be signed by both parties prior to the expiration of the current contract.  The BGSU Provost will only sign the contract once all requirements have been met.  BGSU will send a copy of the fully executed contract to the school and the Ohio Department of Education.  The contract will also be available for reference in Epicenter.  The contract will go into effect on July 1, 2027.