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Grievance Website and Supply Cabinet Policy - Texas Only

Flipping Triggers for Departmental Action on School Changes

Assigned To: Sarah Dungan, Dan Tietz, Karen Morgan, Jessica Myers

Category: School Life Cycle

Department: Academic Advisor, Admissions, Business Development, Campus Manager, Compliance, Finance, Marketing, People and Culture, Procurement, Program Manager, Technology, Workforce Development

SOP Rule: Trigger

Status: Approved by CEO and Implemented

Purpose

This SOP defines how departments are triggered and coordinated when school-related changes occur, ensuring all teams complete required actions on time.

Scope

Applies to all departments involved in implementing changes such as new schools, location changes, tuition updates, program changes, and regulatory approvals.

Definitions

  • State Approval: Authorization from regulators confirming readiness to implement changes
  • Flip Date: The official execution date when departmental tasks must be completed, triggered via Smartsheet automation

Responsibilities

  • Leadership: Determine flip date and class start date
  • Compliance: Send approval notifications and trigger workflows via Smartsheet
  • Campus Managers: Update operations, facilities, and documentation
  • Supplies: Coordinate shipment of materials
  • Academic Advisors, Admissions, Accounting, People & Culture: Update internal processes and documentation
  • Marketing & Tech: Execute system, website, and catalog updates on flip date

Procedure

1. State Approval Trigger

  • Compliance receives approval from state regulators
  • Approval email is sent to all relevant departments

2. Flip Date Setup

  • Compliance enters flip date in Smartsheet
  • Automated notifications are scheduled for that date

3. Pre-Flip Coordination

  • Departments prepare based on approval and upcoming flip date
  • Business Development and Leadership align on timelines during NSP meetings

4. Flip Date Execution

  • All departments complete assigned tasks
  • Systems, documentation, and communications are updated

5. Post-Implementation

  • Confirm all updates are completed
  • Ensure alignment across departments
  • Address any issues or missed steps

Completion Criteria

  • State approval communicated to all teams
  • Flip date correctly set and triggered
  • All departments complete required actions on time
  • Systems and processes updated successfully

Tools and Resources

  • Smartsheet (School Info, New School Pipeline)
  • Internal SOP Documentation
  • Compliance Tracking Systems

Revision History

  • 1st Version: 03/28/25
  • 2nd Version: TBD
  • 3rd Version: TBD