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									                 FY 09
                 School-based
                 Budget
                 Development




                 Hosted by:
                 Integrated Service Center




                                May 2008

Children First
Welcome to the…
School-based Budget Development Webcast


           A Collaborative Presentation….ISC – DBOR – DHR


           Presenters:

           • ISC
              > Rosemary Tafaro, Deputy Director for Business Services
              > Karen Moser, Lead Customer Service Manager
              > Ricardo Duran, Lead Customer Service Manager

           • DBOR
              > Annie Finn, Assistant Budget Director – Galaxy

           • DHR
              > Lawrence Becker, CEO, Division of Human Resources




                                                                         2
Today’s format will be interactive…


                The webcast will include –

                 Key Information
                 Review
                 Polls
                 Q&A




                                             3
Agenda
1.   2008-09 School Budget Allocation                    30 min
       • Fair Student Funding: Refresher & What’s New?
       • Contract for Excellence (C4E)
       • Allocation Release Timetable

2.   Building Your Table of Organization (T/O)           10 min
       • School Organization/Instructional Program
       • Alignment of Resources

3.   Galaxy - Budgeting Tool                             25 min
       • Budget Rollover, FY 08 to FY 09
       • What’s New?
       • Galaxy Checklist
4.   Human Resources - Staffing                          15 min
5.   Timeline                                            10 min
6.   Resources
7.   ISC Support




                                                                  4
Budgets Should Be Driven By Data And
Instructional Goals
                                                           Align
                                                         Resources

                                    Develop
                                   Action Plan

              Set Educational
                   Goals

 Complete
   Needs
                   A budget that works for your school and your students
 Assessment        begins with an annual planning process using data to
                   create clear goals and plans. With that groundwork in
                   place, you will be able to most strategically align your
                   resources to realize your goals.



                                                                              5
2008-09 School Budget Allocation

 • Fair Student Funding (FSF)
     • Budget Reduction
     • Refresher & What’s New?

 • Contract for Excellence (C4E)

 • Allocation Release Timetable




                                   6
NYC DOE’s FY09 Budget Situation
•   We face an economic downturn. Our non-discretionary new costs
    are greater than our new State and City funds.
•   Even though times are tough, the overall impact on school
    budgets is modest ($99M).
•   This is true largely because we’ve made it our first priority to
    minimize the impact of our budget shortfall on schools.
•   We are honoring the principles and commitments of FSF.
•   As of now, all schools will take at least a 1.4% reduction. Because
    of State restrictions, however, some schools will experience
    reductions in spending power of up to 6%. If we could distribute
    the new State funds equitably, all schools would experience a
    1.4% reduction in spending power.
•   We are appealing to Albany to reduce restrictions on $63M in
    Contract for Excellence (C4E) dollars to make this more equitable
    for our schools and our schoolchildren.



                                                                          7
What Schools See in Galaxy
Preliminary budgets appeared in Galaxy on Thursday evening, May 22nd.
Please note:
•   This budget has much of your 2008-09 resources. You might actually
    see more dollars, in absolute terms, than you see in your 2007-08
    school year budget. But, with costs up, this might mean you have
    less spending power.
•   Because not all funding streams are allocated at this point in time,
    you won’t see the total impact on the budget.
•   The amount shown as the FY 09 Budget Adjustment is just one step
    in creating the school budget. It does not represent the net
    reductions.
•   ISC staff contacted every school on Friday, May 23rd to advise each
    principal of the net percentage change to the total budget each school
    will see.


                                                                             8
What Schools See in Galaxy (continued)
•   The percentage reduction to the budget, that your ISC Officer
    communicated on May 23rd, pertains to the net change to what your
    school’s FY 09 budget would have been without the reduction in the
    tax levy dollars and addition of Contract for Excellence (C4E) money
    and the Legacy Teacher Supplement. The net change is taken as a
    percentage of the total budget, excluding federal dollars like Title I.
•   Based upon what we know currently, we do not believe any school
    will be at a lower level of dollars than what is seen in Galaxy.
    Depending upon the outcome of the appeal to the State concerning
    the $63M, some schools may see an increase in C4E dollars.
•   The C4E funds are subject to a public engagement process and
    approval by the SED. This means that there could be changes in that
    budget line, so be cautious with the use of these funds.
•   ISC Officers are available to answer any other questions.




                                                                              9
Fair Student Funding (FSF)

Key         > Increase equity without sacrificing stability

            > Encourage better use of resources to strengthen
Goals         achievement by giving principals:
                More discretion over dollars
                Greater responsibility for costs of new teachers’
                 salaries
                Incentives to enroll high-need students and
                 enable them to succeed

            > Maintain transparency

            > Create a sound process for improving budgeting
              over time



                                                                     10
FSF Formula: Four Basic Components


•   Grade weights: based on student grade levels: K-5, 6-8, 9-12

•   Needs weights: based on student needs

•   Enhanced weights: for students in ―portfolio‖ high schools

•   Foundation: a fixed, $225,000 sum for all schools




                                                                   11
 2008–09 Weights
Grade Weights                           K–5              6–8             9–12
                                    1.00 / $3,946   1.08 / $4,262    1.03 / $4,064
Need Weights
Academic Intervention
Poverty                             0.24 / $947          —                —
Achievement—well below standards                    0.50 / $1,974    0.40 / $1,578
                                         —
Achievement—below standards                         0.35 / $1,381     0.25 / $986
ELL                                 0.40 / $1,578   0.50 / $1,974    0.50 / $1,974
Special Education
Less than 20%                       0.56 / $2,210   0.56 / $2,210    0.56 / $2,210
20–60%                              0.68 / $2,684   0.68 / $ 2,684   0.68 / $2,684
Greater than 60% (self-contained)   1.23 / $4,853   1.23 / $ 4,853   0.73 / $2,881
Greater than 60% (integrated)       2.28 / $8,997   2.28 / $8,997    2.52 / $9,944
Portfolio Weights
Specialized Audition schools             —               —           0.35 / $1,381
Specialized Selective schools            —               —           0.25 / $986
                                                                      0.05–0.25/
CTE schools                              —               —
                                                                     $197–$1,026
Transfer schools                         —               —           0.40 / $1,578




                                                                                     12
FSF Formula Overview
  Enrollment
       2007-08 Audited Enrollment                                         250
       2008-09 Projected Enrollment                                       266

  SAMPLE Weighted Student Component*
                                                   2008-09 Per                         FY09
                                                     Student       # Students         Formula
    Grade Weights                       Weight       Amount        (Projected)       Entitlement
      K-5                                   1.00        $3,941   x        266 =       $1,048,306
      6-8                                   1.08        $4,256   x          0 =                $0
      9-12                                  1.03        $4,060   x          0 =
                                                                 Student Total
                                                                                               $0
                                                                                      $1,048,306
                                                                                                            Grade
    Need Weights:
      Academic Intervention
         Poverty                            0.24         $946    x        217    =      $205,220
                                                                                                            weights
         Achievement 4-5
           Well Below                       0.40       $1,576    x          0    =            $0
           Below Standards                  0.25         $985    x          0    =            $0
         6-8
           Well Below
           Below Standards
                                            0.50
                                            0.35
                                                       $1,971
                                                       $1,380
                                                                 x
                                                                 x
                                                                            0
                                                                            0
                                                                                 =
                                                                                 =
                                                                                              $0
                                                                                              $0    +
         9-12
           Well Below                       0.40       $1,576    x          0    =            $0
           Below Standards                  0.25         $985    x          0    =            $0
      ELL
         K-5                                0.40       $1,576    x         52    =       $81,962
         6-8                                0.50       $1,971    x          0    =            $0
         9-12
      Special Ed Classes**
                                            0.50       $1,971    x          0    =            $0
                                                                                                               Student
         Less than 20%                      0.56       $2,207    x         10    =       $22,067
         Between 20% and 60%
         Greater than 60%: Contained
                                            0.68       $2,680    x          4    =       $10,720                Need
           K-8 Filled Seats
           K-8 Unfilled Seats
                                            1.23
                                            1.23
                                                       $4,847
                                                       $4,847
                                                                 x
                                                                 x
                                                                           11
                                                                            1
                                                                                 =
                                                                                 =
                                                                                         $53,319
                                                                                          $4,847               weights
           9-12                             0.73       $2,877    x          0    =            $0
         Greater than 60%: Integrated
           K-8 Filled Seats                 2.28       $8,986    x         18    =      $161,745
           K-8 Unfilled Seats               2.28       $8,986    x         12    =      $107,830
           9-12                             2.52       $9,932    x          0    =            $0
                                                                                                        +
       Portfolio
          Career and Technical Ed
             Nursing                        0.26       $1,006    x          0    =            $0
             Health/Trade/Technical         0.17         $654    x          0    =            $0
             Business                       0.12         $469    x          0    =            $0
             Home Economics/Arts            0.05         $201    x          0    =            $0
          Speicalized Academic              0.25         $985    x          0    =            $0
          Specialized Audition              0.35       $1,380    x          0    =            $0
          Transfer                          0.40       $1,576    x          0    =            $0
                                                       Need Formula Total =
                                                   Foundation Allocation
                                                                                        $647,711
                                                                                       $225,000
                                                                                                              Foundation
                                                   IOTAL SCHOOL ALLOCATION $1,000,000
                                                                                                        =
                                                                                                            Total FSF Formula

                             NOTE: Weight per capita amounts are purely illustrative                                        13
Grade Weights
                                                    FSF Grade
                                                     Weights

                  K–5                                  1.00


                  6–8                                 1.08


                  9–12                                 1.03


> Each student has a base level of funding depending on grade level.
> Schools with non-traditional grade configurations will receive base weight in more
  than one category.
    For example, a K–8 school will receive K–5 weight for grades K–5 and 6–8 weight
     for grades 6–8.
    A 6th grader carries the same weight at a 6–8, K–8, or 6–12 school.




                                                                                       14
Academic Intervention Weight

                                Poverty



   > Significant weight for students in schools beginning before
     4th grade: 0.24.
   > No weight for 6–8 or 9–12 graders—those students receive the
     Achievement weight.
   > Eligibility is based on the same factors as Title I.




                                                                    15
Academic Intervention Weight

                                           Achievement




      Far Below Standards                                      Below Standards
 Students scored 0/1, 1/1, 1/2 on State tests       Students scored 1/3, 1/4, 2/2, 0/2 on State tests


 > Based on students’ academic standing when they enter a school; remains if
   they improve— not punishing a school’s success
 > Weight split into two tiers: Category 1 for lowest achievers and Category 2 for
   students closer to proficiency
        Far Below Standards weights: 0.50 (6-8) and 0.40 (9-12)
        Below Standards weights: 0.35 (6-8) and 0.25 (9-12)
 > Not available in schools beginning before 4th grade



                                                                                                        16
Achievement Weight:
Change in Eligibility

   > Students who enter a school with no scores will now be
     allocated weights in proportion with the rest of the school.
   > This is a change from last year’s formula when students with missing
     scores did not receive any weight.
   > Example: A school has 10% of students who are ―well below
     standards‖ and 20% ―below standards.‖ The school has 10 students
     missing scores when they enter. The school will receive a well below
     standards weight for one of those students and a below standards
     weight for two of those students.




                                                                            17
English Language Learner Weight

                   English Language Learner



 > Eligibility is based on NYSESLAT exam
 > Weight increases as students age, from 0.40 in K-5 to 0.50 in 6-12
 > Dollars also flow to low-achieving ELLs with no ELA scores in
   Academic Intervention weight




                                                                        18
Special Education Weights

                                   Special Education


                                                       Greater than
                               Between 20%                               Greater than
       Less than 20%                                    60% self-
                                 and 60%                                60% integrated
                                                        contained


  > Per capita funding for special education classroom services will foster development of
    instructional models tailored to student needs, not funding patterns.
  > Schools receive per-student funding based on the number of periods a day that a student
    requires special education services.
          Less than 20%: 0.56
          Between 20% and 60%: 0.68
          Greater than 60% (self-contained): 1.23 (K–8), 0.73 (9–12)
          Greater than 60% (integrated): 2.28 (K–8), 2.52 (9–12)
  > Special education students also carry academic and ELL weights if they are eligible.
  > Other IEP-mandated services, including Related Services, IEP teachers, IEP
    paraprofessionals, Assistive Technology, APE teachers and District 75 programs are
    funded separately.

                                                                                              19
Special Education Categories
This table provides a summary of the types of services that map to each
category of special education funding.

          FSF Category                  Previous Classification

                                        • Special Education Teacher
          Less than 20%
                                          Support Services (SETSS)
                                        • Multiple SETSS
          Between 20% and 60%           • Part-time Collaborative Team
                                          Teaching (CTT)

          Greater than 60% self-        • Self-contained students including
          contained                       12:1, 12:1:1, and 15:1


          Greater than 60% integrated   • CTT




                                                                              20
High School Portfolio Weights


                                 Portfolio



  > Designated portfolio schools will receive a weight to support their
    specialized instructional models.
  > Portfolio categories for FY 09 are:
        Career and Technical Education (26 schools): 0.05–0.26
        Specialized Audition (6 schools): 0.35
        Selective Academic (12 schools): 0.25
        Transfer (37 schools): 0.4




                                                                          21
Foundation


                               Foundation


All schools, regardless of size or type, will receive a lump-sum
Foundation of $225,000.


    > These funds can be spent flexibly.
    > This base level of funding ensures that the smallest school in New
      York City is able to operate under FSF.
    > The foundation was increased this year to cover the collective
      bargaining increases from the UFT and CSA contracts.




                                                                           22
Teacher Salaries
  • In FY 09, all teachers are charged in the budget at the
    schoolwide average teacher salary based on the school’s March
    2008 payroll.
  • When vacancies occur or new hires are made, schools can
    choose whether to invest in more or less senior teachers, with
    impact on the schoolwide average salary showing in the
    following year’s budget.
  • Schools must plan for the costs of their teachers each year.
  • A One-Year Lag for Decisions to Take Effect: ―Buy Now, Save or
    Pay Later‖.
  • Teachers on school payrolls prior to the start of FSF, April 2007,
    will receive the Legacy Teacher Supplement to cover increases
    in salary due to longevity, steps and differentials – in proportion
    to the number of remaining base teachers.


                                                                          23
    FSF –
    Review

   Test Your Knowledge

Responses to Your Questions




                              24
Fair Student Funding

What’s
New?        • Small Changes to the Formula
            • Teacher Legacy Supplement
            • Transition to FSF, FY 08 to FY 09
            • Special Education




                                                  25
Small Changes to the Formula…
to improve its fairness and reflect increasing costs
       THERE ARE NO CHANGES TO THE WEIGHTS
   > Collective bargaining increase:
       The weights will not change, but the amounts associated with them
        will change to reflect salary increases resulting from recent UFT and
        CSA contract settlements.

   > Missing scores now counted:
       Students who enter a school with no scores will now be
        allocated the achievement weight in proportion with the rest of
        the school.

   > Special Education – ―Unfilled‖ seats expected to be filled:
       Non-new elementary and middle schools are initially allocated
        money to fund full special education CTT and self-contained classes.
        If schools do not fill the class, there will be a midyear SPED
        adjustment as of December 31st .

                                                                                26
Collective Bargaining (CB) Increases
Recent contract settlements (collective bargaining) increased CSA and UFT salaries.
The FSF weights will not change, but the per capita amounts associated with them
will increase to cover collective bargaining raises.
CSA:
    > Allocation methodology:
         All schools receive an increase to the FSF foundation of $25,000.
         The remainder will be distributed through the weights, increasing the per-capita
          amounts associated with all weights.
    > Notes:
         In 2007, as a result of the timing of the CSA contract settlement, the DOE distributed
          FY07–08 funds on a positional basis.
         In 2007-08, a fixed amount was given to cover the principals’ increase and a variable
          portion to cover APs, with the remainder self-funded.
         Schools were told that the allocation would be made via FSF in FY09.
UFT:
    > Allocation methodology: All money is distributed through the weights,
      increasing the per capita amounts associated with all weights.




                                                                                                   27
Teacher Legacy Supplement
 Schools will receive a Teacher Legacy Supplement
 allocation.
 ---------------------------------------------------------------------------
 A ―Legacy Teacher‖ is defined as a teacher on payroll
 before April 2007 (pre-FSF).
    > A list of teachers, who are considered in the Legacy
      category, will be provided via the Principal’s Portal.
    > These additional funds are provided to offset Legacy
      increases (longevity, step and differentials) in a
      discrete allocation category.
    > The formula applied will be shown as part of the
      budget documents for your school on the web.


                                                                               28
Transition Rules
In 2007-08, to balance stability and equity, we:
   > Gave schools hold harmless (HH) allocations if their historical funding
     levels were higher than the FSF formula allocated to them (over-formula).
     We committed to allocate HH for at least two years, through 2008–09.
   > Directed new resources (incremental funds) toward schools that had
     historically been under-funded (under-formula) – 55% of the gap.

In 2008-09, we remain committed to both stability and equity, but are faced with a
more difficult fiscal environment. We will:
   > Give over-formula schools their FY 08 HH allocations and their FSF
     formula amount according to their FY09 registers.
   > Give under-formula schools their FY 08 Incremental allocations and
     adjust for changes in register or student needs in the following ways:
         Net increase in register or student needs: fully fund the increases.
         Net decrease in register or student needs: reduce by the factor that a
          school is under-formula.



                                                                                     29
Transitioning from FY08 to FY09 FSF Budgets
  A school’s FSF allocation does not stay the same from year to year.

  •   Schools may see reductions in funding due to:
       > Student enrollment or needs decreases affecting their FSF formula
         level
  •   Schools may see increases in funding due to:
       > Student enrollment or needs increases affecting their FSF formula
         level
       > Legacy teacher supplement given to help cover increasing costs of
         teachers hired prior to FSF
       > Additional money added to FSF ―pot‖ to cover increased salary costs
         from recent collective bargaining
  •   Schools may see changes in purchasing power due to:
       > Teacher attrition
       > Last year’s hiring decisions taking effect this year


                                                                               30
A Linked Web Tool Will Give Formula
Back-up for All Adjustments
                   2008-09 FSF Formula Calculation                                                       TRANSITION TO 2008-09 FUNDING
   Enrollment
       2007-08 Audited Enrollment                                       250
       2008-09 Projected Enrollment                                     266                                                                         FY08 FSF Allocation =                  $1,607,532



                                                 2008-09 Per                                               2007-08             FY09         FY08 Actual    Change in                Register Change
                                                   Student       # Students             FY09 Formula     Per Student         Projected         Base        Students                 Amount Based on
     Grade Weights                     Weight      Amount        (Projected)             Entitlement      Amount            Enrollment      Enrollment   from 2008-09               FY08 Per Capitas
       K-5                                1.00        $3,946   x          266       =      $1,048,306          $3,788               266   -        250 =           16                         $60,608
       6-8                                1.08        $4,262   x             0      =              $0          $4,091                 0   -          0 =            0                              $0
       9-12                               1.03        $4,064   x             0      =              $0          $3,902                 0   -          0 =            0                              $0
                                                                   Student Total =          $1,048,306                                                        Student Total =                 $60,608
     Need Weights:
       Academic Intervention
          Poverty                         0.24         $947    x              217   =        $205,499            $909              217    -         204   =               13                  $11,817
          Achievement 4-5
            Well Below                    0.40       $1,578    x               0    =              $0          $1,515                0    -           0   =               0                        $0
            Below Standards               0.25         $986    x               0    =              $0            $947                0    -           0   =               0                        $0
          6-8
            Well Below                    0.50       $1,974    x               0    =              $0          $1,894                0    -           0   =               0                        $0
            Below Standards               0.35       $1,381    x               0    =              $0          $1,326                0    -           0   =               0                        $0
          9-12
            Well Below                    0.40       $1,578    x               0    =              $0          $1,515                0    -           0   =               0                        $0
            Below Standards               0.25         $986    x               0    =              $0            $947                0    -           0   =               0                        $0
       ELL
          K-5                             0.40       $1,578    x              52    =          $82,056         $1,515               52    -          42   =               10                  $15,150
          6-8                             0.50       $1,974    x               0    =               $0         $1,894                0    -           0   =                0                       $0
          9-12                            0.50       $1,974    x               0    =               $0         $1,894                0    -           0   =                0                       $0
       Special Ed Classes**
          Less than 20%                   0.56       $2,210    x              10    =          $22,100         $2,121               10    -           5   =               5                   $10,605
          Between 20% and 60%             0.68       $2,684    x               4    =          $10,736         $2,576                4    -           2   =               2                    $5,152
          Greater than 60%: Contained
            K-8 Filled Seats              1.23       $4,853    x              11    =          $53,383         $4,659               11    -
            K-8 Unfilled Seats            1.23       $4,853    x               1    =           $4,853         $4,659                1    -          12   =               1                    $4,659
            9-12                          0.73       $2,881    x               0    =               $0         $2,765                0    -           0   =               0                        $0
          Greater than 60%: Integrated
            K-8 Filled Seats              2.28       $8,997    x              18    =        $161,946          $8,637               18    -
            K-8 Unfilled Seats            2.28       $8,997    x              12    =        $107,964          $8,637               12    -          20   =               12                 $103,644
            9-12                          2.52       $9,944    x               0    =              $0          $9,546                0
                                                                                                                                     0    -           0   =                0                       $0
                                                          Need weights Total =               $648,537                                0                  Portfolio Total
                                                                                                                                                     Need Weights Total =                    $151,027

       Portfolio
          Career and Technical Ed
            Nursing                       0.26       $1,026    x               0    =              $0            $957   x            0    -           0   =               0                        $0
            Health/Trade/Technical        0.17         $671    x               0    =              $0            $629   x            0    -           0   =               0                        $0
            Business                      0.12         $473    x               0    =              $0            $451   x            0    -           0   =               0                        $0
            Home Economics/Arts           0.05         $197    x               0    =              $0            $193   x            0    -           0   =               0                        $0
          Speicalized Academic            0.25         $986    x               0    =              $0            $947   x            0    -           0   =               0                        $0
          Specialized Audition            0.35       $1,381    x               0    =              $0          $1,326   x            0    -           0   =               0                        $0
          Transfer                        0.40       $1,578    x               0    =              $0          $1,515   x            0    -           0   =               0                        $0
                                                                   Portfolio Total =               $0                                                         Portfolio Total                      $0
                                                                                                                                    Total FSF Register Change Amount =                      $211,635
                                                                                                                  Percentage (%) Applied FSF Register Chance Amount x                        100.00%
                                                                                                                                    Final FSF Register Change Amount =                      $211,635
                                                                                                                                                FSF Adjustment Subtotal =                  $1,819,167
                                                                                                                    ADJUSTMENT FOR COLLECTIVE BARGAINING:
                                                                                                         FY09 Weighted                               CB
                                                                                                                                430.35        PERCAPITA         $158.00         =            $67,995
                                      FSF FORMULA ENTITLEMENT                       =   $   1,696,843          Register                   x
                                      + 2008-09 FOUNDATION AMOUNT                   +   $     225,000                                               Foundation Increase =                    $25,000
                                      TOTAL FY09 ENTITLEMENT                        =   $   1,921,843                                TOTAL FY09 FSF ALLOCATION =                          $1,912,162




                                                                                                                                                                                                        31
Special Education:
Filled and Unfilled Seats
In Greater than 60% categories, elementary & middle schools, funding is given as ―filled‖ and ―unfilled‖ seats:
   > Purpose:
        Fund schools upfront for CTT or self-contained classes through the SPED weights, although the
          SPED class register may not yet have reached the maximum number. (Additional dollars come
          when unfilled seats are filled through the grade weight.)
        Allow schools to hire teachers when doing the rest of their budget planning

  > Schools may receive an upward or downward modification to their special education weight
    allocations on June 15, 2008.
        Student Enrollment (OSEPO) will work with schools before June 15th to determine whether class
         configurations initially funded are most appropriate given the needs of students at school and
         overall needs of district.
        Schools expected to open classes projected at the June 15, 2008 adjustment to assure funding.

  > Funding will be removed at mid-year for unfilled seats.
       Unfilled seats should fill as SPED placements happen during year.
       CTT classes are held to same contractual class size for general education classes, with no more
        than 40% of class or a maximum of 12 students with IEPs.
       Schools must organize CTT classes with requisite number of GE students to allow placement of
        SPED students up to maximum allowable.
       At mid-year – December 31st – SPED funding for all but two unfilled seats in ―greater than
        60%‖ categories will be removed if school has the option of taking students to fill classes
        and declines those students.
                                                                                                             32
SPED Weight Adjustment Detail
New elementary and middle schools and high schools:


   > New elementary and middle schools, as well as high schools, are
     funded on a per-student basis for special education
   > As of October 31, 2008
   > Did not receive unfilled seats funding
   > Net register change multiplied by associated per capita




                                                                       33
Special Education: 12:1:1 Funding
The funding for greater than 60% self-contained is for the average of a
12:1 class and a 12:1:1 class.


The additional para will not be funded discretely:


    >   Special education students are also eligible for poverty, ELL and
        academic intervention weights. Funds generated from these weights
        should be used in addition to the SPED weights to support the needs
        of SPED students.




                                                                              34
Special Education:
Mid-Year Adjustment Process
For SPED weights only, adjustments will be made based on
December 31st register data.
Increases:
> ASA-Register Growth funding may be requested by schools as follows:
    Grade Weight
      • For an increase in overall registers (general & special education)
    Special Education Weights
      • SETSS, Multiple SETSS, and Part-Time CTT
      • Special Education allocations for only those schools receiving per capita
         allocations (no unfilled seats funding)
> Opening of additional self-contained & CTT classes is subject to approval by
  Student Enrollment (OSEPO) Chief Financial Officer (CFO).
    Once funding has been approved, schools will receive funding at the maximum
     class size: 10 CTT and 12 self-contained (includes unfilled seats).
    Mid-year, adjustments will be made for filled and unfilled seats based on the
     number of approved classes, using December 31st register data.


                                                                                     35
Special Education:
Mid-Year Adjustment Process (12-31-08)
 Increases (Continued)
 >   Special Education weights will be given for students not initially funded in
     a school’s projections that are at a school as of December 31st. Additional
     grade weights will also be given after October 31st registers close if there
     is an increase in total enrollment between October and December
     stemming from an increase in special education registers.

 Decreases:
 >   SPED funding for all but two unfilled seats in ―greater than 60%‖
     categories will be removed, if a school has the option of taking students
     in order to fill its classes and declines those students.




                                                                                    36
Mid-Year Adjustment Overview
It is cost prohibitive to provide for upward, but not downward, adjustments, and principals continue to indicate a
strong preference for stability and lead time when planning resources with school budgets. Therefore:

 >   Only weights allocated using projected registers are adjusted at the mid-year:
       Grade weights, special education weights, and portfolio weights

 >   No adjustments are made to weights allocated based on audited data:
       ELL and academic achievement weights

                                                Grade                                          Achiev-
                              Basis                         SPED         ELL       Poverty
                                               Weights                                         ement

                          Projected FY09          X           X

                           Audited FY08                                   X           X           X

                        Mid-Year Adjustment       X           X


 >   Adjustments based upon audited registers, will happen:
       For grade and portfolio weights based on October 31, 2008
       For special education weights for existing elementary and middle schools, based on December
         31, 2008
       For special education weights for new schools and high schools, based on October 31, 2008
       Transfer schools decide individually between October 31 or later adjustment.




                                                                                                                     37
Transfer Incentives:
NCLB PSC and/or PRT
• Eligible schools that receive students through the 2008-09 NCLB
  PSC (Public School Choice) and/or PRT (Progress Report Transfer)
  transfer process will receive a one-time funding allocation for each
  transferring student.
    > Student eligibility: according to the student’s proficiency levels on NYS
      math and ELA exams (for students enrolled as of 10-31-08).
    > School eligibility: All non-SINI/SURR schools with Progress Report
      grades ―A‖ and ―B‖ and non-SINI/SURR ―C‖ schools that also received
      Quality Review score of ―proficient‖ or better will be eligible for funding
      allocation.

• Schools that received the FSF NCLB weight in the 2007-08 school
  year will receive the second-year weight for the same set of NCLB
  students who are enrolled as of 10-31-08. Moving forward, schools
  will receive funding according to the FY09 eligibility transfer incentive
  criteria and the incentive will not be a part of the FSF allocation.


                                                                                    38
     What’s New? -
     Review

   Test Your Knowledge

Responses to Your Questions




                              39
Contract for Excellence (C4E)
   • Review of Program
       Eligible Uses
       Students Targeted
       Supplemental Funds
   • Year One, 2007-08
   • Year Two, 2008-09
   • 2008-09 Process




                                40
Intent of C4E Funds – Eligible Uses
      > To be spent across six program areas:
           Class Size Reduction
           Time on Task
           Teacher & Principal Quality
           Middle & High School Restructuring
           Full-Day Pre-K
           Model Programs for English Language Learners
            (new in 2008-09)




                                                           41
Intent of C4E Funds – Students Targeted
  To be focused on improving performance of students
  with the greatest educational need:
       English Language Learners
       Students in Poverty
       Students with Disabilities
       Students with Low Academic Achievement




                                                       42
Supplement, not Supplant

  > Contract for Excellence funds are to be used for
    new or expanded programs only
  > Not to be used to cover programs or personnel
    previously funded with tax levy dollars!
  > Should be used towards meeting school’s overall
    educational goals as outlined in the CEP




                                                       43
Year One C4E: 2007-08
 • Schools that received C4E funds in FY 08 will receive C4E in the
   same fund sources in FY 09.
 • Training and Galaxy cross-walking documentation were provided
   in conjunction with C4E and SURR monitoring visits, Spring 2008.
 • In May and June 08, cross-walking materials for all other schools
   that received C4E funds in 2007-08 will be provided.


 What will be provided for each school?
  •   List of allocation categories (A/C) that include 07-08 C4E funds
  •   Crosswalk from A/Cs to 07-08 C4E program spending
  •   07-08 C4E program strategies as reported to the SED
  •   Any other relevant C4E information (e.g., targeted class size
      school)



                                                                         44
Year One C4E
Cross-walking Example
    Allocation categories that include 07-08 C4E funds

     In the school’s budget:
     TL Fair Student Funding Incremental   $100,000
     TL Children First Funding HS          $50,000
     TL Fair Student Funding HS            $75,000
     TL Children First Inquiry Teams       $10,000


     Outside school’s budget (Central):
     Fringe                                $84,600
     Multiple Pathways                     $25,000


     Total                                 $344,600


                                                         45
   Crosswalk from Galaxy to C4E Program
   Spending
                                     Class Size   Time On    Teacher /     MS/HS          Full-Day   In Galaxy   Fringe or
                                     Reduction      Task     Principal   Restructuring   Pre-K & K                Central
In the school’s budget:                                       Quality
TL Fair Student Funding                           $136,000                                           $100,000    $36,000
Incremental
TL Children First Funding HS          $68,000                                                        $50,000     $18,000

TL Fair Student Funding HS           $102,000                                                        $75,000     $27,000

TL Children First Inquiry Teams                              $13,600                                 $10,000      $3,600




Outside school’s budget (Central):
Fringe on TL FSF, TL CF and TL                                                                          $0       see above
FSF
Multiple Pathways                                                          $25,000                      $0       $25,000




Total                                  $170,000   $136,000   $13,600       $25,000          $-       $235,000    $109,600




                                                                                                                           46
07-08 C4E Program Strategies
Reported to SED
   Class Size Reduction          Additional Classroom                          $136,000
                                 Additional Teacher in Classroom               $102,000
   Time on Task                  Longer Day
                                 Longer Year
                                 Additional Instructional Blocks               $68,000
                                 Tutoring
   Teacher & Principal Quality   Retain & Recruit HQT
                                 Mentors
                                 Teacher Coaching
                                 Principal Coaching
                                 District-Wide Initiative: Inquiry Teams       $13,600
   MS & HS Restructuring         Instructional Changes
                                 Structural Changes
                                 District-Wide Initiative: Multiple Pathways   $25,000
   Full Day Pre-K & K            Full Day Pre-K & Kindergarten
                                 Total                                         $344,600




                                                                                          47
Year Two C4E: 2008-09
             > 2008-09 C4E school allocations will be released in a
               new, ―Contract for Excellence FY09‖ allocation
               category
             > Funds will be allocated according to SED indexing
               methodology
             > C4E funds will be classified as reimbursable –
               Schools will be responsible for funding fringe
               benefits.
             > Funds may only be used for new and expanded
               programs that meet the C4E eligibility requirements.

C4E dollars are preliminary. These funds are subject to a public
engagement process and approval by the SED. This means there could
be changes in that budget line.


                                                                      48
2008 - 09 C4E Process
•   C4E will be included in the CEP planning process
      • Schools will be explicitly asked to include C4E funds in the
        Action Plan
      • CEP Template will include C4E Appendix
      • SLTs will be given professional development around C4E

•   Intent is for C4E planning to be data-driven and tied into
    overall school goals
      • DOE will issue guidance on aligning C4E spending with
        student and educational needs at the same time that the
        CEP Template is released




                                                                       49
                               May                    June                        July
                               Week of                Week of                     Week of

                           5   12   19   26   2   9    16       23    30      7      14        19

Preliminary FY09 School
Budgets Released

2008-09 CEP Template
Finalized & Sent Out for
Translation

CEP Template Released
to Schools and SLTs

CEP Training for SLTs

CEP Planning Process

C4E Planning Process -                                               June 27
to include SLT                                                       School Preliminary
consultation, as well as                                             C4E Plans Due
collaboration with SSOs                                              (electronic submission)
and ISCs

Preliminary C4E Plan                                                                  July 15
                                                                                      C4E Plan
Reviewed by DOE
                                                                                      Submitted
                                                                                      to SED




                                                                                                    50
FSF in the Context of School Funding
                  Fair Student Funding
                    > Foundation
                    > Grade Weights
                    > Student Needs Weights
                    > Portfolio Weights
                    > Hold Harmless & Incremental Funds
                    > Teacher Legacy Supplement

                  Children First Funds
                    > Funds given on a per-school ($85K) and per-
                        student basis ($117) to pay for School Support
                        Organization, plus additional flexible dollars to
                        be spent at the school’s discretion.

                  Programmatic Allocations
                    > Tax-levy programs that remain discretely funded,
                       such as Parent Coordinators and YABCs.

                  Categorical Funds
                    > Restricted and made up of several different
                       streams: Federal and State funds such as Title I,
                       Title III, etc.


                                                                            51
     C4E –
     Review

   Test Your Knowledge

Responses to Your Questions




                              52
Allocation Release Timetable




                               53
Allocations Scheduled
To Be Released In May
 Fair Student Funding                           NYS Textbook Law (NYSTL), Library,
                                                  Computer Software and Hardware
 Children First Supplemental Allocation           Allocation.
 Legacy Teacher Supplement                      School Success Grant
 FY09 Budget Reduction                          Special Education IEP Teacher
 Surplus Roll (first half)                      IEP Paraprofessional
 FY09 Contract for Excellence (C4E)             Adaptive Physical Education (APE)
 Citywide Special Education MIS VI, VII, VIII   Autism Spectrum Disorder (ASD)
 Summer Instructional Program                   Non-FSF Allocations (ASL Schools &
 Title I School Allocations                       15K418)

 Parent Coordinator                             YABC Program

 OTPS for New Schools                           Pre-Kindergarten Program




                                                                                     54
Pending Allocations Expected To Be
Released After Initial Allocations
     Early Grade Class Size Reduction              May
     Robin Hood Libraries                          May
     Specialized High School Admissions Testing    May
     Summer School 2009- Title III                 May
     Lead Teacher Allocation                       June
     Special Education Lead Teacher                June
     AIDP Attendance Teachers                      June
     Attendance Improvement/ Dropout Prevention
     (AIDP) Allocation                             June
     Limited English Proficient (LEP)- Title III   June
     School Based Assessment Staff Allocation      July
     TL SLIP                                       July
     FY'09 Member Items                            July
     Section 504 Paraprofessional Allocation       July
     AIDP Shelter (STH): Site and School Based     July
     Title I Neglected and Delinquent              July
     New York State Textbook Allocation, Part II   July


                                                          55
  Pending Allocations To Be Determined
◦ Reading First (Year 6)                                              ◦ Targeted Middle School Intervention
◦ Success Via Apprenticeship (SVA) Program                            ◦ Junior Reserve Officers Training Corps (JROTC)
◦ New School Implementation Grants                                    ◦ Safe Schools Initiative
                                                                      ◦ Dual Language/Global Technology Community of Learners
◦ Children First Inquiry Teams                                        Grants
◦ Data Specialist Allocation                                          ◦ Law Enforcement Academy
◦ English Language Learner (ELL) Capacity Grants                      ◦ FSF NCLB Transfer Weight
◦ UFT Union Officers, District Representatives & Functional Chapter
Leaders                                                               ◦ Special Education Planning Grant
◦ Design Your Own (DYO) Assessment                                    ◦ School Bonuses
◦ Periodic Assessment Initiative                                      ◦ Summer Instructional Program -12 Month Assist Principal (AP)
◦ Substance Abuse Prevention                                          ◦ English Language Arts (ELA) Scoring OTPS Allocation
◦ Title III Immigrant Program                                         ◦ Gifted and Talented Allocation
◦ Achieve Now Academy Allocation                                      ◦ English Language Arts (ELA) Scoring Allocation- Per Session
◦ Vocational and Technical Education Act (VATEA) Allocation           ◦ Mid Year Allocation Adjustment
◦ Psychologist-In-Training (PIT) Allocation                           ◦ Reading First Per Session Allocation
◦ Golden Apple Awards                                                 ◦ English Language Learner (ELL) Reserve
◦ Students With Interrupted Formal Education (SIFE)                   ◦ Dual Language Grants for Planning and Implementation
◦ Translation and Interpretation Services                             ◦ Math Scoring Allocation-Per Session
◦ After School Funding Allocation                                     ◦ Reducing Violent and Disruptive Incidents
◦ OTPS Allocation for PSAL Program                                    ◦ City Year New York




                                                                                                                                       56
 Building Your Table of Organization


• School Organization/Instructional Program

• Alignment of Resources




The instructional program drives budgeting.



                                              57
School Organization/Instructional Program
               Program Pyramid

                                 4.
                         Enhancements                             Analyze data to
                                                                  assess needs…
                      3. Supplemental
                    EGCSR, Extended Day,
                                                                  Determine your
                    Additional AIS, PD etc.
                                                                  goals…
                    2. Mandated Services                          Develop your
                Special Education Classes, Related
             Services, APE, ELL, Guidance, Librarians,            instructional
                               etc.
                                                                  program…Table
        1. Core – Required to Serve All Students                  of Organization
     Administrators, Teachers, Parent Coordinator, Secretaries,
                 School Aides, Crucial OTPS, etc.




       Engage your School Support Organization (SSO) in this process.

                                                                                    58
Alignment of Resources
ISC Officers and SSO Network Teams will assist principals in deploying available
resources -- budget, staffing, training and scheduling – to deliver on their goals.

                                                               Funding Ladder
                                                                 •   Competitive grants
                                                                 •   Legislative grants
         Align Allocation                                        •
                                                                 •
                                                                     Council Member items
                                                                     Gifts to school

         Categories with                                         TARGETED $$$
         items in Table of                                       (TL + reimbursable)
                                                                 Contract for Excellence

         Organization …
                                                                 PK, EGCSR, Title I, Title
                                                                 III, AIDP
                                                                 TL FSF

         Level by level…                                         TL & IDEA-
                                                                 Mandated
                                                                 Services
         1-2-3-4
                                                                 TL FSF

                                                                 TL FSF



                                                                                             59
Budget Development Paradigm

                 Program Pyramid                                     Funding Ladder

                                                                      •   Competitive grants
                                                                      •   Legislative grants
                                    4.                                •   Council Member items
                                                                      •   Gifts to school
                            Enhancements
                                                                      TARGETED $$$
                                                                      (TL + reimbursable)
                                                                      Contract for Excellence
                         3. Supplemental                              PK, EGCSR, Title I, Title
                                                                      III, AIDP
                       EGCSR, Extended Day,
                       Additional AIS, PD etc.
                                                                      TL FSF

                                                                      TL & IDEA-
                                                                      Mandated
                       2. Mandated Services                           Services
                   Special Education Classes, Related
                Services, APE, ELL, Guidance, Librarians,
                                  etc.
                                                                      TL FSF

                                                                      TL FSF
           1. Core – Required to Serve All Students
        Administrators, Teachers, Parent Coordinator, Secretaries,
                    School Aides, Crucial OTPS, etc.




                                                                                                  60
CRAFT (self-study tool)
 Context:   What are the overall strengths and weaknesses of my school
            (based on Quality Review, Progress Report and other data)?
            What goals do I have for the coming year?
 Required: What do I need to serve my students at a basic level? What
           commitments has my school already made?
 Account:   How much money do I have left after meeting initial
            requirements?
 Focus:     What needs and priorities remain? What people, services and
            materials would I ideally purchase for my school?
 Trade-offs: What are the different ways I can meet my needs and priorities
             given the resources I have left to spend?

      REFER TO CRAFT on the web……
      http://schools.nyc.gov/AboutUs/BudgetsFairStudentFunding/Princi
      palSupports/default.htm



                                                                              61
     Building your T/O
     Review

   Test Your Knowledge

Responses to Your Questions




                              62
Galaxy - Budgeting Tool

• Budget Rollover, FY 08 to FY 09
• What’s New?
• Galaxy Checklist
 (policies and requirements for scheduling funds)




                                                    63
Staffing Rollover
ROLLED-OVER                                           NOT ROLLED-OVER
These services need to be reviewed on These services must be rescheduled
the FY09 TO, and updated to ensure    on the FY09 as necessary.
proper attributes and funding.
• All Annual Positions will be rolled over with a     • F status positions
  valid Allocation Category and in an approved
  condition.
• People in Itinerant Tables of Organization will     • Bulk jobs
  be rolled over in the Itinerant TO in their sub          • Per Session
  schools in their funding, as long as it is valid.        • Per Diem
• FY09 Forecast Vacancies created for OMTS            • OTPS
• Vacancies with intended are created for staff       • Set Asides
  expected to return from sabbatical on 8/1/08
• Vacancies with intended are created for staff       • B Segments (Jobs with an end date before
  with reserved jobs in EIS                             6/30/08)
                                                      • FY08 Vacancies



                                                                                                   64
Attributes
During initial schedule development:
• Attributes indicating ―REQD‖ [required] must be updated
  with the attribute that best describes the service.
• Additionally, be sure all other attributes are correct.
• Attributes are utilized in the School Based Expenditure
  Reports (SBER) and numerous ad hoc report requests
  received by DBOR, so it is important that this data be
  correct.




                                                            65
 Staff funded in the FY08 ACs below have been moved
 to the default AC for FY09
      FY 08 Allocation Category      Defaulted to FY 09 Allocation Category                     Status of Allocation
Title III Immigrant               TL Fair Student Funding/HS                  To be allocated
TL Data Specialist                TL Fair Student Funding/HS                  To be determined
TL Host School MS                 TL Fair Student Funding/HS                  Transcription funds only will be allocated
TL HOST SCHOOL HS                 TL Fair Student Funding/HS                  Transcription funds only will be allocated
TL IEP PARA FOR NON PUBS          TL Fair Student Funding/HS                  Upon Request
TL MEMBER ITEMS                   TL Fair Student Funding/HS                  To be allocated as per City Council
TL MS Task Force                  TL Fair Student Funding/HS                  To be allocated
TL One-Time Allocations           TL Fair Student Funding/HS                  To be allocated
TL One-Time Allocations HS        TL Fair Student Funding/HS                  To be allocated
TL PRE-K PROGRAM SUPPORT          TL Fair Student Funding/HS                  To be determined
TL ROTC                           TL Fair Student Funding/HS                  To be determined
TL School Operational Support     TL Fair Student Funding/HS                  Upon Request
TL SECTION 504                    TL Fair Student Funding/HS                  Upon Request
TL Special Ed Non Public          TL Fair Student Funding/HS                  Upon Request
TL SUMMER                         TL Fair Student Funding/HS                  To be allocated; accrual policy to be determined
TITLE I N AND D CW                TL Instructional Programs CW                To be allocated
AIDP STH SCHOOL BASED D79         TL Instructional Programs HS D79            To be allocated
TITLE I N AND D D79               TL Instructional Programs HS D79            To be allocated
TL CEO RIKERS FUNDS               TL Instructional Programs HS D79            To be determined




                                                                                                                                 66
Allocation Category Conversions:
Staff in FY08 were rolled into AC noted for FY09

      Staff charged to                            Were rolled into
  FY08 Allocation Category                    FY09 Allocation Category

TARGETED PREK PLUS                      PREK PLUS

TARGETED PREK TITLE I                   PREK TITLE I

TARGETED PREK STATE                     Universal Pre K
                                        Depends on school allocation and Title I status
                                        as of 4/18/08:
Title I Coach Transitional Allocation   1) Title I SWP or Title I Targeted Assistance; or
NOTE: This funding has been             2) TL Fair Student Funding or TL Fair Student
discontinued.                           Funding HS

TL 1st Year Subsidy                     TL 2nd Year Subsidy




                                                                                            67
ASA: Additional Spending Authority
FY 08   Staff Funded with ASA in FY 08

        • Staff funded with ASA, including those in the Removals
          section (Hold Harmless funding), will be moved back onto
          the T/O, in the default funding.

           •   ―Prior Year HH‖ will appear in the program field where applicable.

        • Only staff with the reason “Reassigned Pending
          Investigation” will be rolled over in the Removals
          section (ASA-Hold Harmless funding)




                                                                                    68
ASA: Additional Spending Authority
FY 09   ASA in FY 09
        •   ASA-Register Growth: If the school expects a higher register
            than projected, the principal may request ASA - a loan,
            to be repaid at the time of the midyear adjustment.

        •   ASA – Anticipated Allocations and Competitive Grants:
            (for grants, based on grant award letters from the fund source)
            Pending receipt of the funds, the school may request ASA – a loan,
            to be repaid at the time the funds are available in Galaxy.

        •   ASA – Hold Harmless/Removals – Pending actual removal of
            individuals from payroll, due to certain types of personnel actions, the
            school may request ASA-HH funding by moving the person into the
            Removals section, coded appropriately. This should only be done
            after proper documentation has been submitted to HR-Connect
            (leaves of absence) or ISC; e.g., pending transfer, leave of absence,
            retirement, termination.



                                                                                       69
Galaxy – Budgeting Tool

What’s
New?
               •   T/O Report




                                70
TO Report
A new report is available on the myGalaxy Print menu,
which enables a download of the Galaxy T/O into an
Excel spreadsheet.




                                                        71
     Galaxy Budgeting
     Tool - Review

   Test Your Knowledge

Responses to Your Questions




                              72
Galaxy Checklist




                   73
Galaxy Checklist

A. School Organization/Payroll
   •   Rollover T/O: Have you selected an appropriate A/C for all persons on the
       rollover T/O who will remain in your school?

   •   Returning Staff: Leaves of Absence (LWOP) --- Have you created
       positions for staff returning from leaves of absence? Have you entered the
       SSNs of the persons returning in their designated vacancies?

   •   IEP-driven Services: Have you identified the position entitlements for IEP-
       driven services (IEP paras, guidance counselors, speech, etc.)? Have you
       entered, for each IEP para position, the OSIS number of the student
       assigned to the para?

   •   Removals: Have you placed personnel listed on the rollover T/O,
       who will not be in your school in the ―Removals‖ section? You
       must indicate a reason and effective date.




                                                                                     74
B. Requirements Applicable to Specific A/C
   •   TL FSF --- OTPS/School Leadership Team: Are funds scheduled in Non-
       Contractual Services to cover SLT stipends ($300/SLT member)?

   •   TL FSF/Special Education: Have you scheduled all positions and OTPS
       required for special education classes (self-contained, collaborative team
       teaching? SETSS?

   •   Title I Category:
              > 1% --- Parent Involvement: Have you scheduled the funds in
                either non-contractual services and/or per session?
              > 10% --- Professional Development: Is the required amount
                scheduled?
              > 5% --- Highly Qualified (HQ): Is the required amount scheduled?

       Pre-formatted program descriptions are now required and have
       been added to the program field. Free-form entries are no longer
       permitted.

   •   TL FSF/ELL: Have you scheduled all positions and OTPS required for
       delivery of mandated ELL services to eligible students?




                                                                                    75
C. Operational Requirements
  • Per Diem Activities: Are sufficient funds scheduled to cover absence -- per diem
    teacher & prep period coverage (recommended: 8 days per classroom +
    cluster/quota teacher); per diem paraprofessional --- recommended: 8 days/para.

  • Principal Per Session: Are sufficient funds scheduled for per session service
    anticipated specifically for the principal (distinct line & title code)?
        • CAP = 400 hours

  • Rolled Open Encumbrances: After reviewing open items, have you cancelled
    orders that will not be received by June 30th? For orders received, have you
    certified delivery on-line?

  • School Support Organization (SSO): Have you set aside the appropriate
    amount to pay for your selected SSO – Use the Set-aside for SSO title.

  • Hourly Staff Schedule Confirmation: Have you reviewed all hourly staff,
    including school aides, family workers, school health service aides and/or hourly
    clerical staff, to ensure the correct schedule (# hours/week) is reflected in the
    Personnel Details window?



                                                                                        76
D. Completeness
  • Attributes:    Have you selected the appropriate attributes (organization
    category, assignment, program, etc.) for all of the personnel on the rollover
    T/O and entered information for all blank and ‖REQD‖ attributes?


  • All $$$ Scheduled:        Have you checked the A/C Totals to ensure that
    all funds are scheduled and you do not have any negative balances?


  • Comments:       For reimbursable line items, have you entered information
    in the Comments field to support generation of the FS-10 and ensure that
    expenditures conform to legislation and established fund source guidelines?




                                                                                    77
E. Review Process
   • School Leadership Team (SLT): Have you reviewed, with
     your School Leadership Team, the alignment of budget with
     the CEP?
   • The ISC will use the Galaxy Checklist as a tool to facilitate
     collaborative review of school budgets with principals.
   • The ISC will generate copies of the final school budgets from
     Galaxy for review/sign-off by the Community and HS
     Superintendents, in accordance with State Law.




                                                                     78
     Galaxy – Checklist
     Review

   Test Your Knowledge

Responses to Your Questions




                              79
Human Resources – Staffing


• Leave Tracking System
• Filling Vacancies
• Excessing Staff
• Absence Teacher Reserve




                             80
LEAVE TRACKING SYSTEM
 • New Leaves of Absence/HR Connect




Filling Vacancies
 • Returns from Leave
 • Transfers In: Open Market Transfer System (OMTS)
 • New Hires: New Candidate Finder Tool




                                                      81
Filling Vacancies: Returns from Leave

What is the Leaves Tracking System (LTS)?


                        Tracks employees’ intentions upon
                        expiration of their leave
                        Helps schools, in consultation with
                        ISCs, to make budgeting and hiring
                        decisions for the coming school
                        year




                                                              82
LTS Support
 If an employee is having trouble accessing
 the LTS, they can call HR Connect for
 assistance at (718) 935-4000


 Payroll Secretaries should email
 LRSSupport@schools.nyc.gov if they need a
 user account to access LTS.
 Include:
 a. First and last name
 b. School location
 c. File number
 d. Request for access to LTS




                                              83
Open Market Transfer System: Overview
• Open Market is a tool to help you identify current persons with UFT
  titles interested in transferring to your school.
    • Includes those in excess and on leave.
• Candidates may apply to specific vacancies or to particular
  schools.
• Vacancies are created in Galaxy --- automatically feed to OMTS.
    • Schools should enter additional information in OMTS, further
      describing positions to candidates.
• OMTS displays a candidate’s probation status, seniority, salary,
  rating info (past 3 yrs.), service history, license & cert info, etc.
• Opened April 10th; closes August 7th COB.


                                                                          84
OMTS Process
• OMTS helps you identify candidates you would like to
  interview and hire.
• If you decide to extend an offer to candidate, you must
  finalize the transfer through Galaxy.
   • Be sure you and the candidate sign the contract generated by
     Galaxy.
   • Once you have the contract signed, enter the candidate’s
     name and SSN into your school’s Table of Organization.
   • An e-mail will be generated to the current principal informing
     that the particular teacher has transferred from their school.
   • Be sure to get feedback from the current principal on the
     candidate’s performance!




                                                                      85
NEW HIRES: There are many ways DHR’s Teacher Recruitment
& Quality Office (TRQ) can support principals in identifying new
teachers to fill vacancies at their school.
TRQ hiring support services include:

• Newly Restructured Networking and Career Fairs
     June 3rd- Bronx Fair (all subject, all grades)
     June 12th- Citywide (secondary subjects)
     June 19th- Citywide (elementary subjects)
     July and August fairs to be scheduled soon.

• Direct Referrals of New Teacher Candidates
     Through TRQ and HR Partners

• Professional Development Sessions and Resources
     Webcasts, customized assistance, and resources on Principals’ Portal

• The New Teacher Finder
     For more information: Contact TRQ Hiring Support at (718) 935-4080.


                                                                             86
 What Is the New Teacher Finder?
 Easy to use on-line system developed to help principals easily identify
  pre-screened, prospective teachers* who have expressed serious interest
  in and commitment to working in a NYC public school.
 Accessible by Principals, Human Resource Partners and School Support
  Organizations.

Functions of the New Teacher Finder-
 Use advanced search criteria to find candidates
 Sell your school
 Create ―Requests for Applications‖
 View interested candidates and potential matches
The New Teacher Finder link can be found at on the Principals’ Portal or at
  http://nyc.teacherssupportnetwork.com/Home.do
       Initial username and password are LAN ID (eg, jsmith99). You will be asked to change your password the first time
       you log on.

* Speech Therapists, Guidance Counselors, School Social Workers, School Psychologists, School Secretaries, Attendance Teachers,
   and Lab Specialists can also be recruited through the New Teacher Finder.




                                                                                                                                  87
Excessing Staff
 When excessing staff, select the least senior within license and place in
 the EXCESS SECTION properly coded as to reason.

 EXCESS REASONS
 • Grade loss or reconfiguration (must be confirmed centrally)
 • Grant or Program ending or reduction (only if not foreseeable; must be confirmed by
   ISC)
 • Register loss (must be at least 5 percent to be considered for central funding)
 • Mandated position no longer required (must be confirmed by ISC)
 Schools should not use any excess reason prefaced by the letters ―ISC‖. Those are for
 ISC use only.
 Excess staff will remain on and be funded from the school's budget until
 placed. Guidelines have been established to govern the granting of ASA-
 CFES (Centrally Funded Excess Staff) only under strict conditions related to the
 reasons listed above. Pursuant to these guidelines, a school may request that
 an excess position (coded in one of the first four reasons above) be considered
 for ASA-CFES and a decision will be rendered.
 Excess staff in the Excess Section for whom the first four reasons do not
 apply must be coded as ―Self-Funded Excess‖.



                                                                                         88
Absence Teacher Reserve (ATR)
CFE-funded excess staff in the ATR locations (ATRs) were reviewed by
ISC/HR staff and a determination was made for each person as follows:


    • Remain in ATR location
    • Revert back to school (if still open)
    • Move to another location due to:
        Person being hired
        Correction of data error


Those CFE- funded excessed staff reverted back onto the school’s
FY09 T/O must be evaluated again against funding, seniority and
program needs and, if appropriate, placed in Excess again.




                                                                        89
Role of the ISC
Your ISC can help you:

• Create vacancies in Galaxy (ISC Officer).
• Navigate OMTS system & resolve any issues you may have
  (HR Partner).
• Identify & screen qualified candidates who have applied to your
  school (HR Partner).
• Understand the excessing rules (HR Partner).
• Answer any additional questions.




                                                                    90
     HR - Staffing
     Review

   Test Your Knowledge

Responses to Your Questions




                              91
            Timeline
April 10:       Open Market Transfer System (OMTS) opens.
May 22nd        DBOR releases FY 09 initial school budget allocations.
May:            Schedule Budget/Staffing consultations through ISC Officer. The
                ISC team will participate – ISC Rep, HR Partner, Payroll Support.
Continuously:   Transmit to ISC Payroll Support- forms for all planned
                removals (resignations, retirements, terminations, etc.)
                promptly after entry of removals in Galaxy.
May - June:     Budget Entry/Finalization: ISC Teams continuously review
                & consult with the Principal to assist in finalizing the budget in
                Galaxy in according with scheduling guidelines. The ISC teams with
                work with the Senior Grants Officer (SGO) to verify that all
                reimbursably funded items are consistent with the associated
                services described in the CEP and the underlying guidelines of the
                reimbursable fund source.
May 12-19:      CEP template is released to schools and SLTs.




                                                                                     92
           Timeline (Continued)

May 19 – June 9:   CEP training for SLTs
May 19 – July 19: CEP planning process
May 19 – June 27: C4E Planning Process - to include SLT consultation, as well as
                  collaboration with SSOs and ISCs
June 27:           School Preliminary C4E plans are due --- electronic submission
Late June:         FY 09 School Budgets are finalized - All Allocation Categories
                   are scheduled fully; and the Galaxy Checklist is complete. Be sure
                   removals, excesses, and vacancies are up to date.
June 30th:         Community and HS Superintendents review and sign off on school
                   budgets.
August 7:          Open Market Transfer System (OMTS) closes.
August 8:          Open Excess Staff Selection System




                                                                                        93
       DOE Web Resources
       Materials and tools to help you understand your budget and
       make the most of your available resources.
       http://schools.nyc.gov/AboutUs/BudgetsFairStudentFunding/PrincipalSupports/default.htm].



• The Resource Guide To School Budgets: This guide is a
  comprehensive overview of the DOE budget and schools’ budgets, with a
  focus on how FSF and C4E dollars are allocated and can be spent.

• CRAFT Budgeting Tool: This is a method of budgeting designed to help
  you align your school’s instructional goals and action plan with your budget
  development process. This tool first gives a framework for how best to
  prepare for your budgeting process and then gives a framework for how to
  budget within the constraints or funding categories and still make sure your
  budgeting choices further your goals and underscore your action plan.




                                                                                                  94
        DOE Web Resources
           Several views of your school’s budget on line.

•    The School Budget Overview
    [http://schools.nyc.gov/AboutUs/BudgetsFairStudentFunding/YourSchoolBudget/default.htm].
    Detail on each school’s 2007-08 funding streams, FSF formula entitlement level for 2008-
    09 and preliminary actual 2008-09 budget, including how the different reduction scenarios
    affect each school’s budget in 2008-09. From this page, you can also find your FSF
    Formula Overview, which gives detail on each school’s 2008-09 FSF formula entitlement
    and how a school is moving from its 2007-08 FSF allocation to its 2008-09 allocation,
    including information on the change in number and need level of students and the change
    in weight amounts due to collective bargaining salary increases.
•    Teacher Salary Calculation Information: This database will be available on
    the Principals’ Portal soon. It will show your school’s FY08 and FY09 school-wide average
    salary calculations so that you can better understand what is driving your teacher costs.
    You will also be able to see which teachers are receiving the Legacy Teacher Supplement
    and how your purchasing power is changing with your school’s staffing changes .
•    FY 08 and FY09 Funding Stream Comparison
    [http://schools.nyc.gov/AboutUs/BudgetsFairStudentFunding/YourSchoolBudget/Allocation
    Comparison.htm]. This Web site will give each school’s total amount allocated by
    funding stream for FY08 and FY09 so that you can see the year to year changes.

•
                                                                                                95
      DOE Web Resources

• Division of Budget Operations & Review (DBOR):
  http://schools.nyc.gov/offices/d_chanc_oper/budget/dbor/

• DBOR Intra-net website:
  http://www.nycboe.net/AdminOrg/Finance/budget/dbor/dbor_intranet/

• Division of Financial Operations – Payroll Memoranda:
  http://schools.nyc.gov/Offices/DFO/PayrollAdministration/MostPopularClicks
  /PayrollMemoranda.htm

• Division of Human Resources – Salary Schedules:
  http://schools.nyc.gov/Offices/DHR/Employees/




                                                                               96
      Support
      Your SSO and ISC teams are ready to support you.

      Primary Contact: Your ISC Officer

ISC   • Your ISC Officer will provide ongoing guidance &
        support in the Budget Development Process.
      • Budget/Staffing consultations with the ISC officer and
        HR Partner will be scheduled at your convenience:
         • At the ISC
         • At your school --- upon request, subject to availability


        Bring:   FY 08 Table of Organization
                 FY 09 Organization/Staffing Plan
                 Educational Goals/Instructional Plan

                                                                      97
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