Budget Planning
Process for FY2014-15
Theresa Wilde, Budget Director
512-414-9917
twilde@austinisd.org
Sara Kohn, Senior Budget Analyst
512-414-9910
sara.kohn@austinisd.org
Important FY2015 Budget Dates
• Sept. 2013 Board discusses and approves
Budget Parameters and Budget Development
Calendar to guide the development of the
preliminary budget.
• Nov. 2013
– Board discusses and takes action on Budget
Assumptions and Staffing Formulas.
– Board approves Strategic Priorities
Important FY2015 Budget Dates
• Dec 2013 Student projections are established
and used to develop campus allocations.
• Jan 2014 Staff conduct campus budget
workshops, receive budget submissions,
compile and prepare the preliminary budget.
• Feb 2014 Superintendent presents the
preliminary budget to the board
• Apr/May 2014 Community meetings are held
to vet preliminary proposal.
Important FY2015 Budget Dates
• May 2014 Travis Central Appraisal District provides
preliminary appraisal values to District
• Jun 2014 Superintendent presents the FY2014-15
Revised Budget to the Board based on preliminary
appraisal value.
• July 2014 Travis Central Appraisal District certifies
appraisal values
• Aug 2014 Superintendent present the Recommended
budget to the Board; Board conducts legally required
public hearing on the Recommended Budget and wills
and adopt the budget and tax rates.
BTO Budget Allocation Sheet
• Staffing allocation
• Non-Staffing allocation
• Both the Staffing and Non-Staffing allocations
are driven by the projected number of students
• The projected number of students and the
staffing and non-staffing allocations have a direct
relationship with each other; if enrollment
increases, allocations increase and conversely, if
enrollment decreases, allocations decrease.
Staffing Formulas for a
Regular High School
• Regular Classes: Staff for 6 out of 8 classes
daily. Class size target of 29 students.
• CATE: Included in the regular HS teacher
allocation, with some separate additional
allocations, according to need.
• Special Ed: Caseload of 24 to 1 for resource &
inclusion. Caseload of 12 to 1 for life skills,
PPCD, SBS, SCORES. Additional considerations
as required by ARD.
Staffing Formulas for a
Regular Middle School
• Regular Classes: Staff for 6 out of 8 classes
daily. Class size target of 29 students.
• CATE: Allocated separately, according to need.
• Special Ed: Caseload of 21 to 1 for resource &
inclusion. Caseload of 12 to 1 for life skills,
PPCD, SBS, SCORES. Additional considerations
as required by ARD.
Regular Teacher Staffing Calculation
• No. of Student Projection x No. of Classes for
Students : 2,560 x 8 = 20,480 Student Contacts
• No. of Classes Taught x No. of Students Per
Class: 6 x 29 = 174 Student Load
• Total Teacher Allocation = Student Contacts /
Student Load (20,480 / 174 = 118 Teachers)
Professional FTEs Staffing for
a Sample High School
2010-11
2011-12
2012-13
2013-14
Principal
1.00
1.00
1.00
1.00
Asst Principal
5.00
5.00
5.00
5.00
Director
2.00
2.00
2.00
2.00
Librarian
2.00
1.00
1.00
1.00
Counselor
6.00
6.00
6.00
6.00
Athletic Trainer
2.00
2.00
2.00
2.00
Regular Teacher
127.00
115.00
120.00
116.00
23.00
24.00
23.00
22.00
CATE Teacher
1.00
1.00
3.00
3.00
Bilingual Teacher
3.00
2.50
2.50
2.50
Delta Teacher
2.00
2.00
2.00
2.00
Art Teacher
0.00
0.00
0.00
0.00
Band Teacher
3.00
3.00
3.00
3.00
Orchestra Teacher
1.00
1.00
1.00
1.00
Choir Teacher
1.00
1.00
1.00
1.00
Dance Teacher
0.00
0.00
0.00
0.00
Theater Arts Teacher
0.00
0.00
0.40
0.40
ROTC Teacher
2.00
2.00
2.00
2.00
181.00
168.50
174.90
Special Ed Teacher
Total
169.90
Professional FTEs Staffing for
a Sample Middle School
2010-11
2011-12
2012-13
2013-14
Principal
1.00
1.00
1.00
1.00
Asst Principal
2.00
2.00
2.00
2.00
Librarian
1.00
1.00
1.00
1.00
Counselor
3.00
3.00
3.00
3.00
47.00
45.00
45.00
44.00
5.00
10.00
10.00
10.00
10.00
5.00
5.00
5.00
Bilingual Teacher
2.00
2.00
2.00
2.00
Band Teacher
3.00
3.00
3.00
3.00
Orchestra Teacher
1.00
1.50
2.00
2.00
Choir Teacher
2.00
2.00
2.00
2.00
77.00
75.50
76.00
Regular Teacher
Special Ed Teacher
CATE Teacher
Total
75.00
Staffing Formulas for a
Regular Elementary School
•
•
•
•
Pre-K: 19 Max (Full-Day)
Grades K - 4: 22 Cap
Grades 5 & 6: 30 Max
Special Area: Art/Music/PE: 1 special area
teacher for each 7.5 regular K-6 teachers
(rounded up to nearest half teacher).
• Special Ed : Caseload of 15 to 1 for resource &
inclusion. Caseload of 8 to 1 for life skills, PPCD,
SBS, SCORES. Additional considerations as
required by ARD.
Regular Teacher Staffing Calculation
• Allocated by Grade Levels
– Pre-K (19 CAP): 19 students, 1 teacher
– K (22 CAP):147 students, 7 teachers
– 1st (22 CAP): 156 students, 8 teachers
– 2nd (22 CAP): 166 students, 8 teachers
– 3rd (22 CAP): 155 students, 8 teachers
– 4th (22 CAP) : 161 students, 8 teachers
– 5th & 6th (30 Max) : 157 students, 6 teachers
Professional FTEs Staffing for
a Sample Elementary School
2010-11
2011-12
2012-13
2013-14
Principal
1.00
1.00
1.00
1.00
Asst Principal
1.50
1.50
1.50
1.50
Librarian
1.00
1.00
1.00
1.00
Counselor
1.00
1.00
1.00
1.00
Literacy Teacher - RR
0.50
0.50
0.50
0.50
Bilingual Teacher - BL
0.00
1.00
0.34
0.50
Special Ed Teacher
7.00
6.00
6.00
6.00
Teacher - PreK
1.00
1.00
1.00
1.00
Teacher - Kinder
8.00
6.00
8.00
7.00
Teacher - First Grade
8.00
7.00
7.00
8.00
Teacher - Second Grade
8.00
8.00
8.00
8.00
Teacher - Third Grade
8.00
7.00
8.00
8.00
Teacher - Fourth Grade
8.00
7.00
8.00
8.00
Teacher - Fifth Grade
5.00
6.00
6.00
6.00
Teacher - Sixth Grade
0.00
0.00
0.00
0.00
Teacher - PE
2.00
1.83
2.00
2.00
Teacher - Art
2.00
1.83
2.00
2.00
Teacher - Music
2.00
1.84
2.00
2.00
64.00
59.50
63.34
Total
63.50
Non Staffing Allocation
• Per Pupil Allocation: $71 /$64/$59 x Weighted
Students
Weighted Students = Enrollment + (Enrollment *
Free/Reduced % * 20%)
For example: 560 students + (560 x 70.55% * 20%) =
560 + 79 = 639 weighted students
• Staff Development: $500 + ($131 x # of professional
Staff). It is recommended that 90% of the staff
development be allotted for teacher subs.
Non Staffing Allocation
• Classified Overtime: $500 per clerical staff
Example: For 12 FTEs for Secretary and Clerical Staff,
Classified Overtime will be 12 x $500 or $6,000
• ROTC allotment: $3,500 (Secondary)
• School Lunch Monitoring (Elementary)
Planning for the Coming Year Budget
• Non staff allocations are provided in one lump sum
amount. Principals can spread the money to various
accounts (supplies, copier rental, refreshments for
school functions, or additional professional dev, etc.)
• Detail general reports are available for current and
prior years to provide historical spending trend
Planning for the Coming Year Budget
• Principals have discretion to purchase
additional FTEs using the non staff allocation
• Principals may exchange positions within their
BTO. Guidelines for position exchange must be
followed to warrant the existence of certain
positions that are critical for the campus
operations. Please refer to the guidelines of
Position Exchange for reference.
Planning for the Coming Year Budget
• The planning process can start as early as
September each year
• Unless there is a change in staffing formulas,
regular teacher FTEs will only fluctuate when
the number of student projection increases or
decreases at your campus
• Special Ed teacher allocations are driven by the
types of Special Ed students who will enroll at your
campus. Individual student needs are driven by
the IEP/ARD process
Planning for the Coming Year Budget
• The timeline for the budget process is to guide staff to
finish the budget in a timely manner, yet to allow time
to present the budget to the Board, community and
meet other legally mandated rules and regulations.
• Though the Preliminary Budget is submitted in
February, the Recommended Budget is not finalized
until July 20 when the TCAD provides the District
certified value, principals, therefore, can still submit
changes up to July 10.
Additional Budget Office Contacts
Melissa Gidley - Departments
512-414-9916
melissa.gidley@austinisd.org
Beverly Salazar - Special Campuses
512-414-9913
bsalazar@austinisd.org
Teresa Marie Rodriguez - Area 1 & 3 Campuses
512-414-9915
terrodi@austinisd.org
Travis Houston – Area 2 Campuses
512-414-5032
travis.houston@ausinisd.org
Susie Thompson – Budget Transfers, General Help
512-414-2322
lothomps@austinisd.org
State & Federal Accountability
Federal Grants
State & Federal Accountability Staff
Dr. Nancy Phillips, Director
nancy.phillips@austinisd.org
414-3280
Dr. Mary Thomas, Project Director, District Shepherd
mathomas@austinisd.org
414-3997
Nichelle Williams, Administrative Assistant
nrwillia@austinisd.org
414-9963
Annette Ruback, Accounting Tech Central
aruback@austinisd.org
414-2091
Area I
Coordinator:
Peggy Mays
414-9519
Area II
Coordinator:
Alan Towler
414-9965
Area III
Coordinator:
Hellen Bedgood
414-0012
Accounting Tech
Christy Davis
414-3472
Accounting Tech
Lisa Barrett
414-9972
Accounting Tech
Dedrick Epps
414-4567
Federal Funding
• All Title Funds are supplemental
• These funds cannot replace district support to
campuses
• All federal guidance must be followed or the district
could be required to return funds
• These funds are designed to support the most in need
and assist students in meeting state and federal
standards
Campus Title I
• Title I funds are given to campuses based on the number of
students residing in an attendance area that are on free/reduced
lunch.
– The campuses are then ranked from the highest percentage of those identified
students to the lowest
– The district formula provides an allocation until all funds are distributed.
• Allocation Process
– Preliminary planning amounts are given to the campus in January
– Adjusted planning amounts are give to campuses in late May/June based on
TEA opening Title I application for the coming year.
– Allocations are revised after TEA designates Roll Forward in Nov/Dec.
Title I Campus Plan Process
•
The campus needs assessment determines the grant expenditures.
•
CAC begins the planning process
•
Parents are involved, in an organized, ongoing, and timely way, in the
planning, review, and improvement of programs, including the planning,
review, and improvement of the school parental involvement policy and the
joint development of the schoolwide program plan
•
The campus plan describes the services, activities, and expenditures related to
Title I
•
The plan also describes how the services, activities, and expenditures will be
evaluated as to their effectiveness
Explanation of Expenditures
Campus
Revision #
Date
Date
This table provides an executive summary of Title I, Part A expenditures, and ties them directly to improving student
performance, as identified in the Needs Assessment and corresponding strategies of the Action Plan..
As appropriate to ensure clarity, please provide a brief description for line items). Please insert additional rows in the table as
needed.
Type of Expenditure
How will Expenditure Improve Student
Performance?
Needs Assessment
Action Plan Strategy
Amount of
Expenditure
Summative
Assessment of Impact
Personnel
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Explains how the campus will spend it’s Title
I funds. If it is not in the EOE the campus has
submitted the campus has to amend.
Instructional Supplies,
Materials, and Equipment
$0.00
$0.00
$0.00
$0.00
$0.00
Staff Training
Reservation of Funds
•
The district must reserve funds for”
– Parental Involvement
– Homeless student support
– Children in local institutions for neglected and delinquent students
– Highly Qualified recruitment/retention
– Professional Development
– Participating Private School
– Evaluation, Accountability
•
District Initiatives
– Childcare at identified Title I HS
– Summer school – Title I students, ELL students
– Prekindergarten
– Learning Support Services
Title II and Title III Funds
• Title II Funds are used for:
–
–
–
–
–
–
Recruitment and Retention of Highly Qualified Staff
Professional Development
SEL
Educator Quality
CTE
Evaluation/Accountability
• Title III Funds are used for:
– Additional teaching positions assigned to campuses based on the number
of ELL students
– Professional Development
– Supplemental supplies/materials for ELL students
General Guidelines
• Expenditures must support student achievement – student services,
activities, teacher quality
• Services are research based
• Expenditures are documented
• Expenditures are reasonable and necessary
• Expenditures are supplemental
• State & Federal Accountability provides technical assistance and support