1. Board Member Management System (BMMS) October, 2015

2. Board Member Management System (BMMS)  Why was the system developed?  What does the system do?  Who logs into the system?  How will board members interact with the system?  Who to contact?

3. Why was the system developed?  The Commissioner appoints all trustees to charter school boards of trustees.  As the appointing authority, the Department has an obligation under charter school law, open meeting law, and conflict of interest law to distribute, collect, and keep records of one-time, annual, and biennial requirements.  The Department did not have a system to perform the steps required.  The Department has published guidance for schools to comply with requirements and maintain records of materials.published guidance

4. What does the system do?  Collects requests for approval of new board members  Automates communications regarding incomplete or rejected requests  Distributes required one-time, annual, and biennial requirements to board members for completion via email  Financial Disclosures  COI Summary  COI Training Acknowledgment  OML Statement  Collects electronically signed documents (Docusign) from board members for record-keeping

5. Who logs in to the system? Each school will have a designated “system user”  System users will log into the system to enter the contact information of proposed trustees, submit requests for approval with necessary documents, and monitor completion of requirements by board members  System users receive emails from the system with updates on the approval process, as needed

6. New Board Member Approval Process

7. How will board members interact with the system? Board members will receive emails from the system that permit digital signatures  Email with link to electronic version of financial disclosure to complete, sign, and submit  WHEN: upon submission of request for board member approval; annually due on Sep 1  Email containing conflict of interest summary  WHEN: upon approval of new board member; annually on anniversary date  Email containing link to conflict of interest training acknowledgement form  WHEN: upon approval of new board member; biennial on anniversary date  IMPORANT NOTE: The training is separate from the acknowledgement form. Form must be signed after training is completed.  Email containing open meeting law, regulation, and guide  WHEN: upon approval of new board member

8. Docusign Example – Financial Disclosure Board member receives Financial Disclosure email and follows link Board member is brought to Docusign to fill out and sign

9. Frequently Asked Questions  I did the COI Training; why am I getting an email about the COI Training Acknowledgement form? Because they are two separate things. While you may have taken the training on the website, you still need to sign the COI Training Acknowledgment form, which certifies that you've in fact taken the training. The training system and the BMMS do not communicate; therefore this is how we ensure compliance.  I'm a board member, where do I log into the BMMS? Board members do not log into the system. Board members simply follow links in system-generated emails to digital documents in which they need to sign. The only person that should log into the BMMS is the designated system user. While a board member can be a system user, this is typically not the case.  Where do I upload my Financial Disclosure, OML and COI documents? You do not upload any of these documents. Board members follow links in system-generated emails to digital documents in which they need to sign. Our system is updated automatically and a PDF version of these documents is saved for school access. The only documents that are ever uploaded to the system are resumes and request letters when the system user is proposing a new board member.  Why do I have to sign the OML Statement again? While board members were required to sign the certificate of receipt of Open Meeting Law materials within 30 days of approval, the Department identified a need to redistribute the required educational materials due to the release of a new Open Meeting Law Guide in March 2015 by the Attorney General’s Office.  I resigned from the board last year, why am I being asked to sign a Financial Disclosure form? Financial Disclosures are for the previous calendar year; therefore, if you sat on the board in 2014, you need to sign the current financial disclosure (for calendar year 2014).  Can you please update term dates, resignations and emails for my school’s board members? These updates should be done by the system user.

10. Who to contact with questions?  BMMST@doe.mass.edu  James DiMaio, Management Analyst 781-338-3228, JDiMaio@doe.mass.edu  Alyssa Hopkins, New Schools Development & Governance Coordinator 781-338-3219, Ahopkins@doe.mass.edu