THE TRAINING AND CERTIFICATION
OF SCHOOL BUSINESS ADMINISTRATORS
A HANDBOOK FOR RESIDENTS AND MENTORS
Christopher Cerf
Acting Commissioner
New Jersey State Department of Education
P. O. Box 500
Trenton, NJ 08625-0500
Revised April 2011
Original Printing
August, 1991
STATE BOARD OF EDUCATION
Arcelio Aponte
President
Middlesex County
Ronald Butcher
Vice President
Gloucester County
ClaireChamberlain Eckert
Somerset County
Jack Fornaro
Warren County
Edith Fulton
Ocean County
Robert Haney
Monmouth County
Ernest LePore
Hudson County
Andrew Mulvihill
Sussex County
Ilan Plawker
Bergen County
J. Peter Simon
Morris County
Dorothy Strickland
Essex County
Christopher Cerf, Acting Commissioner of Education
Secretary, State Board of Examiners
TABLE OF CONTENTS
I. OVERVIEW__________________________________________________
A. Background and Certification Requirements_________________
1. Academic Preparation________________________________
II. RESIDENCY_________________________________________________
A. Cooperating Parties and Their Responsibilities_______________
1. New Jersey Department of Education____________________
2. Each Mentor______________________________________
3. School Business Administrator Candidates________________
4. Local District Superintendent/Local Boards of Education______
5. State Board of Examiners_______________________________
B. Developing an Individualized Training Program_____________
1. Standard Residency Agreement__________________________
2. Individualized Training Program_________________________
3
4
4-5
6
6-7
6
6
6-7
7
7
7
7
7-8
C. Directions and Commentary: Residency_____________________
8
D. Training Components____________________________________
8
E. Required Experiences____________________________________
1. Financial Budget Planning and Administration_____________
2. Insurance/Risk Administration_________________________
89-10
10
3.
4.
5.
6.
7.
8.
9.
10.
Purchasing___________________________________________
Financial Accounting and Reporting_______________________
School Plant Planning, Construction and Maintenance_________
Personnel Administration/Labor Relations__________________
Pupil Transportation____________________________________
Food Services_________________________________________
Technology___________________________________________
School Law and Related Regulations_______________________
10
11
12
12-13
13-14
14
14-15
15-16
F. Evaluation Processes and Forms____________________________
16
1. Recommendation for certification_________________________
2. Appeal Process________________________________________
16
16
G. Training Fees/Compensation__________________________________
17
III. APPENDICES_________________________________________________
A.
B.
C.
D.
Appendix II
Appendix III
Appendix IV
Appendix V
Standard Residency Agreement_________________
Training Program____________________________
Formative Evaluation Form____________________
Summative Evaluation Form___________________
18
19-20
21-24
25-27
28-31
I.
OVERVIEW
A. Background and Certification Requirements
The certification process for School Business Administrators in New Jersey was extensively reviewed as
part of the recent evaluation of all school administrator certification. Subsequent to the review, and
following public hearings, new standards for training and licensure of these professionals were adopted
by the New Jersey State Board of Education as N.J.A.C. 6A:9-12.7.
The certification requirements are reflected below and include additional provisions necessary for
certification:
1. Academic Preparation
a. To be eligible for the School Business Administrator Certificate of Eligibility, the candidate
shall:
(1)
Hold a Master’s Degree from a regionally accredited college or university or be in
possession of a Certified Public Accountant license; and
(2)
Complete at least 18 credits of graduate or undergraduate study in the following areas:
o
o
o
o
o
o
Economics;
Law;
Accounting;
Organizational Theory;
Management or Administration; and
Finance
b. To be eligible for a Provisional School Business Administrator Certificate, the candidate
shall:
(1)
Hold a School Business Administrator Certificate of Eligibility; and
(2)
Obtain and accept an offer of employment in a position that requires the School
Business Administrator endorsement in a public school district that has agreed to
formal sponsor the residency.
c. To be eligible for the Standard School business Administrator Certificate, the candidate shall:
(1)
Hold a Provisional School Business Administrator Certificate; and;
(2)
Complete a one to two-year New Jersey Department of Education-approved residency
program while employed under a provisional certification. The residency shall:
o
Take place in a functioning public school district environment and will require the
candidate to develop a thorough understanding of the New Jersey Standards: the
Core Curriculum Content Standards; the Professional Standards for Teachers as
defined in N.J.A.C. 6A:9-3.3; and the Professional Standards for School Leaders as
defined in N.J.A.C. 6A:9.3-5. Candidates shall demonstrate that understanding by
providing support for the educational goals of the district.;
o
Be conducted in accordance with a standard residency agreement issued by the
Department of Education and entered into by the Department, the employing
school district, the candidate and the mentor. No residency program may be
undertaken without a valid residency agreement.
o
Be administered by a mentor who is approved by the New Jersey Department of
Licensure and Credentials; and who has completed a State-approved mentor
orientation program, and who shall supervise and verify completion of all required
experiences and training by the candidate. The mentor and the district
superintendent shall, at the start of the residency, submit to the Department of
Education, a written recommendation on State developed forms concerning any
areas of professional experience that should be waived and any additional teaching
or other special experiences, if applicable, that the individual candidate should
complete before achieving standard certification.
Department review and
subsequent approval shall consider the candidate’s past work experience and
recommended professional experiences during residency which shall be specified
in the standard written agreement; and;
o
Provide professional experiences, training and 145 clock hours of formal
instruction in the areas of Standards (6A:9-12.7(c)2i) listed above; : school plant
planning, construction and maintenance; school financial and legal practices
including budget planning and administration and double entry accounting
(GAAP); pupil transportation; labor relations and personnel; insurance/risk
administration; and food service administration.
Upon Successful completion of the foregoing requirements by the candidate, and with the recommendation of the
candidate’s mentor and approval by the State, the New Jersey Department of Education, and Office of
Certification will issue a standard School Business Administrator certificate to the candidate.
II.
RESIDENCY
A. COOPERATING PARTIES AND THEIR RESPONSIBILITIES
1. New Jersey Department of Education shall:
a. Administer the residency program.
2. Each Mentor shall:
a. Hold a mentor certificate based on an established training program for mentors;
b. Have 5 continuous years experience as a Business Administrator in the State of New Jersey;
c. No break in service for more than 6 months
d. Not employed in the same district of the School Business Administrator Candidate;
e. In conjunction with the sponsoring district, evaluate the needs and background of candidate’s
in order to propose an individual training program for the resident for submission to the State;
f.
Ensure that the School Business Administrator candidate receives appropriate training,
support and supervision in accordance with the residency plan;
g. Verify to the State Board of Examiners the required residency experiences, evaluate the
candidate, and recommend action toward eligibility for certification; and
3. School Business Administrator Candidates shall:
a. Hold a valid CPA license and/or master’s degree which includes the required areas of study
in administration;
b. Obtain a Certificate of Eligibility to seek employment in a position that requires School
Business Administrator certification;
c. Receive and accept an offer of employment;
d. Obtain provisional School Business Administrator certificate after State approval of the
individualized training program. The candidate must then complete his/her residency under
the guidance of a mentor who has been approved by NJDOE; and
e. Shall submit all required documentation and fees.
4. Local District Superintendent/Local Boards of Education shall:
a. Based upon a careful review of the specific job opening and the personal and professional
attributes of the candidate, determine appropriate professional experiences that compliment
the candidate’s training experience.
b. Require each candidate to document his/her eligibility;
c. Employ only those candidates judged to have the qualifications needed for a position
requiring School Business Administrator certification and shall agree to sponsor the candidate
during residency.
d. Submit a Statement of Assurance and Standard Residency Agreement for School Business
Administrator Position (see Appendix I) to the Department of Education, Office of
Certification and Licensure.
e. Together with the qualified mentor and the candidate, evaluate the candidate’s strengths and
weaknesses in order to recommend a residency plan. Submits the Training Program (See
Appendix III) for State approval to the Department of Education, Office of Licensure and
Credentials; and
f.
Be aware of the following facts regarding certification and continuation of employment:
(1) Certification is a professional decision made by the State Board of Examiners and local
boards must not act upon or influence the recommendation of the mentor relative to
certification of a candidate;
(2) A standard certificate could be awarded to a successful candidate but the local board may
decide not to continue the individual’s employment for budgetary or other reasons; and
(3) A candidate who receives a “disapproved” certification rating cannot be retained by a
school district in a School Business Administrator position. A candidate who receives a
rating of “insufficient” may be retained in the same position for one additional year under
provisional certification. In accord with due process, any decision may be appealed.
5. State Board of Examiners:
a. Has the statutory authority to issue certification. In accordance with due process,
unsuccessful candidates for a regular certificate may petition the board.
B. DEVELOPING AN INDIVIDUALIZED TRAINING PROGRAM
The following guide will assist the mentor in preparing an individual training program for a certification
candidate. Recommendations should be based on the quality and type of previous experiences as well as
strengths and weaknesses as indicated in job performance evaluation reports or other reliable sources of
information.
When the Standard Residency Agreement and the Training Program are successfully completed and
approved, a provisional School Business Administrator certificate will be issued to the candidate.
1. Standard Residency Agreement: This legally binding agreement, entered into by all
cooperating parties, sets the general terms and conditions for providing training and supervision
for the School Business Administrator candidate. Along with the Individualized Training
Program, spells out a plan of development for the candidate to achieve optimum success and,
subsequently, standard School business Administrator certification.
2. Individualized Training Program: At the start of the residency, the mentor and district
superintendent shall submit to the New Jersey Department of Education the Training Program for
School Business Administrator candidates (see Appendix III) concerning any areas of
professional experience that should be waived and additional teaching or other special
experiences, if any, that the individual candidate should complete before achieving standard
certification. Department of Education review and subsequent approval shall consider the
candidate’s past work experience and recommended professional experiences during residency,
which shall be specified in the standard written agreement.
C. DIRECTIONS AND COMMENTARY: RESIDENCY
Residency is a period of one year during which the candidate serves as a School Business Administrator
and completes his/her training through required exercises and formal instruction. The required exercises
have been carefully constructed to represent experiences inherent in school business administration and
reflect the true nature of the position. If variations or supplementary exercises are recommended, they
should coincide with the responsibilities of the candidate’s position.
NOTE: REQUIRED EXPERIENCES ON FORM CAN NOT BE WAIVED
D. TRAINING COMPONENTS
145 HOURS OF FORMAL INSTRUCTION: Provide professional experiences, training, and 145 hours
of formal instruction in the areas of Standards listed in N.J.A.C. 6A:9-12.7 (c)2i; school plant planning,
construction and maintenance; school financial and legal practices including budget planning and
administration and double-entry accounting (GAAP); pupil transportation; labor relations and personnel;
insurance/risk administration; and, food service administration.
Portions of the 145 hours of formal training may be waived if a candidate has completed sufficient
equivalent coursework or job experience. Formal instruction could have been attained through college
undergraduate or graduate courses, professional seminars or workshops, or other sources which the
mentor approves as being appropriate. A request for waiver of formal instruction must be verified by
proper documentation, i.e. a certificate of completion, a transcript of grades, etc., which shall be provided
to the mentor by the candidate. The mentor will include this documentation with the signed residency
agreement and first evaluation.
A waiver of formal instruction may also be considered for on-the-job experience when the level of the
candidate’s participation was one of primary responsibility and accountability for decisions. For
example, if a candidate had prior experience as the transportation coordinator of a school district a mentor
may recommend that this experience be accepted in lieu of formal instruction in pupil transportation. If
the job responsibility was extensive enough for the candidate to have gained sufficient knowledge, the
mentor may request a waiver and justify it in writing.
E. REQUIRED EXPERIENCES
Professional required experiences of candidates, which form the back bone of the
residency, will be used to measure a candidate’s progress. No waivers of required
experiences are possible. The candidate should in the course of the residency work in
each area listed.
Supplementary experiences may be recommended by the mentor. These may take the form of workshops,
seminars, conferences, self-instructional materials or an expansion of activities similar to the required
experiences.
The objectives and required experiences are designed to ensure a candidate’s active participation and
exposure to the breadth of responsibility of a practicing School Business Administrator. The
provisionally certified School Business Administrator will be guided by his or her mentor in the following
areas of responsibility:
 Financial Budget Planning and Administration
 Insurance/Risk Administration
 Purchasing
 Financial Accounting and Reporting
 School Plant Planning, Construction and Maintenance
 Personnel Administration/Labor Relations
 Pupil Transportation
 Food Services
 Technology
 School Law and Related Regulations
The objectives and required experiences for each are described below.
1. Financial Budget Planning and Administration
a. Objective: To gain practical experience in the preparation, presentation and administration of
school budgets and the statutory and code requirements which affect budget planning and
administration.
b. Required Experiences:
(1) Review current budget development and approval procedures that the local district uses
for staff, board and community involvement.
(2) Conduct research and collect data pertinent to establishing the annual budget. The data
gathered should include, but is not limited to, the following information:







District goals and objectives
District long-range curriculum, maintenance, and facility improvement plans
Staffing
Student enrollment
Revenue/expenditures
Facilities
Tax impact and rates
(3) Prepare instructional materials for district personnel to educate them on proper budget
procedures.
(4) Prepare a three to five year trend analysis, detailing budgetary appropriations and
expenditures, which can be used by district personnel for budgeting.
(5) Convert budget information into budget recommendations relative to cost.
(6) Match revenue to expenditures. Set budgeting priorities and make adjustments.
(7) Develop a written plan and public relations materials for interpreting and presenting a
finalized budget to the public.
(8) Develop a written internal monitoring plan to ensure that expenditures are made in
accordance with the approved budget and properly reported as required. Identify systems
and safeguards to ensure good fiscal management.
2. Insurance/Risk Administration
a. Objective: To demonstrate an understanding of insurance requirements of a school district
and exhibit skills in program administration.
b. Required Experiences:
(1) Acquire a fundamental knowledge of mandatory and optional school district insurance
coverage.
(2) Review the local district’s insurance package.
Report findings and make
recommendations for continuation or improvement. If appropriate, confer with district
advisors, i.e. attorneys, insurance brokers or consultants.
(3) Prepare a yearly cost analysis to compare insurance premiums for a three-year period
(health and property/casualty).
(4) Administer the district’s insurance programs. Evaluate district operation for efficiency
and effectiveness, and recommend enhancements.
3. Purchasing
a. Objective: To develop knowledge of legally required purchasing practices of school districts,
and display administrative skill in managing inventory control of district supplies and
instructional equipment.
b. Required Experiences:
(1) Acquire a fundamental knowledge of the Public Schools Contract Law.
(2) Review, discuss, evaluate, and modify district purchasing and reporting procedures to
ensure that all purchases are made in accordance with Public Schools Contract Law.
(3) Review, discuss, evaluate, and modify the districts inventory and supply control
procedures to ensure that accurate inventories are maintained and safeguards exist to
prevent loss/theft.
(4) Administer the State-mandated contractual order system.
(5) Review opportunities for shared services and prepare an analysis of the resources
available to the district.
4. Financial Accounting and Reporting
a. Objective: To develop an understanding of the principles and practices of financial
accounting for school districts and demonstrate responsible reporting procedures to duly
authorized agencies consistent with statutes, codes and GAAP requirements.
b. Required Experiences:
(1) Review and discuss the minimum legal requirements of school district accounting and
reporting as they exist in New Jersey Administrative Code, statutory law and GAAP
regulations.
(2) Demonstrate and understanding of the classification of accounts as defined in the “New
Jersey School Districts Chart of Accounts” by reviewing the district’s current
expenditures to ensure that they are properly charged.
(3) Review and discuss State and Federal Special Projects accounting and reporting
requirements.
(4) Review and discuss the local district’s financial operation of basic funds and account
groups. Demonstrate proficiency in using the State Chart of Accounts and GAAP doubleentry accounting systems.
(5) Evaluate the procedures used in handling Governmental, Enterprise, Fiduciary and other
funds. Give special attention to methods of cash receipts, cash controls and disbursement
procedures.
(6) Prepare and analyze interim and annual reports of district financial status as required by
local, State and federal mandate. These may include monthly statements, annual reports,
close-out reports, data collection plans and audit preparation.
(7) Review the district’s payroll and agency accounts. Ensure that proper procedures are
followed for deducting and remitting federal and state income tax, FICA, pensions, and
other employee deductions.
(8) Review, discuss, and evaluate procedures and plans for cash collection, disbursement and
forecasting. Based on the district’s scheduled cash receipts and projected disbursements,
prepare and present a cash flow analysis for the district.
(9) Review and evaluate services provided by the district’s main depository. Compare
available services with those offered by other local banks.
(10) Review and evaluate established investment program and make recommendations for
modifications based on district cash flow chart. Investigate alternative investment
options including certificate of deposit, repurchase agreements, NJASBO’s investment
pool and the New Jersey Cash Management Fund.
(11) Acquire a fundamental knowledge of budgeting and accounting for debt service
transactions. Review bond agreements and payment schedules. Become familiar with
arbitrage rebate requirements, when refunding debt is advised.
5. School Plant Planning, Construction and Maintenance
a. Objective: To develop an awareness of legal and environmental guidelines for school
facilities management and demonstrate administrative skills in administering these
responsibilities.
b. Required Experiences:
(1) Review and evaluate the district’s Five Year Long Range Facilities Plan and discuss its
impact on budget preparation.
(2) Review legal, environmental, financial, and administrative codes and procedures for
facilities planning and construction.
(3) Acquire and demonstrate a working knowledge of federal, state, and local legal
requirements relative to existing school facilities
(4) Review and evaluate the Three-Year Comprehensive Maintenance Plan. Update the plan
as needed and discuss its impact on budget preparation.
(5) Review and prepare/update the district’s M-1 form and compare to the district’s budget.
(6) Review the district’s custodial and maintenance staff to determine if sufficient staff
members are available to maintain the district’s facilities. Compare the current staffing
level to the district’s three-year maintenance plan.
(7) Develop strategies for financing school facilities projects.
(8) Attend training and demonstrate an understanding of the Hazardous Communication Act,
Integrated Pest Management (IPM), Public Occupational Safety Hazards Act (PEOSHA),
Right to Know (RTK), AHERA, Air Quality Standards and other regulatory requirements
that may be identified.
6. Personnel Administration/Labor Relations
a. Objective: To develop and demonstrate a broad understanding of key issues relative to
effective management of human resources.
b. Required Experiences:
(1) Staffing
 Review and discuss district staffing policies, procedures and relate laws.
 Actively participate in the employment planning, recruitment, selection, and
evaluation functions as related to staff.
(2) Staff Development
 Conduct an assessment to identify staff training and development needs.
 Develop a plan for upgrading individual and group skills.
(3) Labor Relations
 Review local board policies and State statutes regarding collective negotiations.
Review district employment contracts.
 Discuss with Superintendent the role of the School Business Administrator as it
pertains to negotiations and contract management.
 Demonstrate ability to determine contract costs such as salary increases and benefit
program costs.
 Participate in resolution of formal and informal conflicts, i.e., grievances, liaison
committee, staff disputes.
(4) Records and Benefits
 Review, analyze, and discuss the selection and operation of existing fringe benefit
programs for instructional and non-instructional staff. Prepare a cost-analysis of the
contracted fringe benefits of one employee group.
 Review the current record keeping procedures and analyze for efficiency, accuracy,
and effectiveness against GAAP requirements and in accordance with State records
retention requirements.
 Review and understand Open Public Records Act (OPRA) regulations and what is
expected of the School Business Administrator with respect to his/her role as records
custodian.
7. Pupil Transportation
a. Objective: To gain sufficient knowledge and experience to provide pupil transportation in a
safe, efficient, and cost-effective manner and in compliance with State statutes and codes.
b. Required Experiences:
(1) Develop an understanding of pertinent State statutes and regulations, I.C.C. rules and
local district policies as they apply to pupil transportation.
(2) Review and evaluate the local districts transportation operation. Become familiar with
various methods of service provision, i.e. district-owned vehicles, district-shared,
independently contracted.
(3) Become familiar with the district’s joint transportation agreements with County
Transportation Agencies including Educational Services Commissions, Special Services
School Districts and Jointure Commissions and the costs savings associated with these
types of agreements.
(4) Demonstrate knowledge of routing to include scheduling, and the types of routes
(hazardous, most direct and courtesy busing).
(5) Review and evaluate the policies and procedures for providing fleet management and
maintenance, transportation staff training and evaluation and safety training for drivers
and students.
(6) Prepare a list of district owned vehicles to include a maintenance schedule and bid
specifications for the replacement of out-dated vehicles.
8. Food Services
a. Objective: To gain sufficient knowledge and experience to provide food services in an
efficient and cost-effective manner and to manage food service contracts.
b. Required Experiences:
(1) Develop and understanding of State and Federal rules and regulations and reporting
requirements, and local district policies as they apply to the provision of food services in
local school districts.
(2) Review, evaluate (and modify, if appropriate), the local district’s food service operation
relative to its production, nutrition, service, cost, and consumption.
(3) Review and evaluate the local district’s food service operation by comparing it with other
methods of provisions, i.e., district-run operation, Food Service Management Company,
district as a non-provider.
(4) If the district food service runs at a deficit, develop an understanding of why this occurs
and what steps can be taken to correct this situation.
9. Technology
a. Objective: To demonstrate and understanding of systematic procedures for the collecting,
storing, maintaining, retrieving, and validating data.
b. Required Experiences:
(1) Review, evaluate, and modify the district’s procedures for data collection and utilization
as they apply to:







Budget preparation and presentation
Insurance programs
Purchasing and inventory control
Financial accounting and reporting
Facilities planning and maintenance
Human resources, including staffing, training, compensation, records and benefits
Transportation
 Food Services
(2) Compare the local district’s methods of data processing with at least one other
comparable district, i.e., total enrollment, budget size, grade span.
(3) Analyze the district’s internal controls to determine if only authorized personnel have
access to critical systems.
(4) Review the district technology plan to determine if back-up procedures are sufficient for
storage of district data.
(5) Review the district’s five-year technology plan to develop an awareness and
understanding of the plan and its implications upon annual school district budget.
10. School Law and Related Regulations
a. Objective: To identify and implement laws and regulations associated with the operation of a
school business office and the legal requirements for conducting meetings of a board of
education.
b. Required Experiences:
(1) Understand the legal environment in which the School Business Administrator must
function as it relates to the New Jersey Constitution, New Jersey statutes, New Jersey
Administrative Code and local school board policies and regulations.
(2) Understand the legal role of the New Jersey State Board of Education, the Commissioner
of Education, the Executive County Superintendent of Schools, and the County School
Business Administrator as each office relates to a local Board of Education.
(3) Identify the legal structures of local school districts in New Jersey, i.e., Type I school
districts, Type II school districts, sending-receiving relationships, State-operated school
districts, vocational school districts, educational services commissions, and other
educational entities and charter schools.
(4) Identify the legal powers and authority of a local board of education.
(5) Understand the requirements for conducting a legal meeting of a board of education.
(6) Understand the ability of a local board of education to acquire, purchase, lease, gift, or
condemn real property for school purposes.
(7) Understand and implement the requirements of Open Public Meetings Act (OPMA).
(8) Understand and implement the requirements of Open Public Records Act (OPRA).
(9) Understand the requirements of the board secretary in conducting annual and special
school elections for Type II school district
(10) Understand and implement the requirements of Public Schools Contract Law for the
acquisition of equipment and public works for school construction.
F. EVALUATION PROCESSES AND FORMS
The School Business Administrator candidate must be evaluated in accordance with standardized criteria
to determine whether he or she should receive a standard certificate at the end of the residency. The
criteria and forms used for this evaluation process are designed specifically for the State-wide
certification of School Business Administrators and may not be replaced by forms used by the local
school district for purposes of evaluation for tenured and non-tenured personnel.
Each candidate shall be evaluated formal on at least three occasions:
o After four months from the beginning of the residency.
o After eight months from the beginning of the residency.
o After twelve months from the beginning of the residency.
The first two evaluations are formative in nature (Appendix IV); the final evaluation is a summative (see
Appendix V). The mentor must prepare the written evaluations and conduct performance appraisal
discussions. Upon completion, each evaluation shall be forwarded to the New Jersey Department of
Education Office of Licensure and Credentials within ten days of each evaluation period.
1. Recommendation for certification: After the residency has completed twelve months of
employment under residency, and all observations and evaluations are completed, the mentor
must submit the summative form which includes a recommendation on certification, to the New
Jersey Department of Education’s Director of Licensure and Credentials.
The summative form allows the mentor to rate the candidate’s overall performance as:
a. Approved – This rating shall result in issuance of a standard certificate; however, the district
is under no obligation to retain the candidate.
b. Insufficient – This rating means that the candidate will not be issued a standard certificate,
but may be permitted to be employed as a resident for one additional year under provisional
certification. The district is under no obligation to retain a candidate with this rating.
c. Disapproved – This rating means that the candidate shall not be issued a standard certificate,
shall not be retained by the district, and shall be prevented from continuing or re-entering a
residency.
2. Appeal process: If the candidate disagrees with the mentor’s recommendation, he or she may
appeal the mentor’s recommendation to the New Jersey Department of Education Director of
Licensure and Credentials.
G. TRAINING FEES/COMPENSATION
The expense of training during residency is the responsibility of the candidate for School Business
Administrator certification. Fees are established on and annual basis. Regulations permit school districts
to collect these fees from candidates and then allocate them according to the following method of
distribution.
1. Mentors: A fee must be paid to the mentor of contract for each resident under his/her
supervision. This amount covers up to a 12-month period of training. This fee is payable directly
to the mentor and not to the State of New Jersey.
2. Formal Instruction: Each candidate must take up to 145 hours of formal instruction in schoolspecific topics during his/her residency. Theses 145 hours of formal instruction are offered
through NJASBO and taught by appropriately certified individuals. The fee for theses courses is
payable directly to NJASBO. Information on these courses may be found by contacting NJASBO
at 609-689-3870 or by visiting www.njasbo.com.
All fees must be paid in full before final certification will be issued.
III. APPENDICES
APPENDIX 1
JON S. CORZINE
LUCILLE E. DAVY
Governor
Commissioner
State Board of Examiners
STATEMENT OF ASSURANCE OF SCHOOL BUSINESS ADMINISTRATOR
POSITION
This is to certify that ______________________________ SS# ____________________, has been
assured of the following position which requires School Business Administrator certification:
______________________________________. CE# ____________________
This position is effective: _____________________________________________________.
Signed:
_____________________________________________________
Chief School Administrator
School District: _____________________________________
County: ____________________________________________
Date: ______________________________________________
(Revised
2008)
May
STANDARD RESIDENCY AGREEMENT
SCHOOL BUSINESS ADMINISTRATOR
The New Jersey Department of Education, _______________ the Mentor, and the
______________________ School District hereby agree to provide a program of training and supervision
required in N.J.A.C. 6A: 9-12.7 for ___________________________,
SS# ______________________, who has accepted employment in a position which requires school
business administrator certification, in accord with the following terms and conditions:
The New Jersey Department of Education agrees to:
1. Issue a provisional certificate to above named school business administrator candidate valid
for a two year period when all initial paperwork is received.
2. Provide the district and the mentor with guidelines for training of the school business
administrator resident and standardized evaluation forms;
3. Arrange a program of formal instruction for the School Business Administrator resident; and
4. Based upon the recommendation of the mentor, render a determination regarding the issuance
of a standard certificate to the above named candidate upon successful completion of the
residency.
The above named School Business Administrator Mentor agrees to:
1. Evaluate the school business administrator resident for school fiscal and other related
administrative competencies and propose an individualized training program in cooperation
with the sponsoring district;
2. Offer appropriate training, support, and supervision reflective of the training program to the
resident for a period of one year from the start of the residency
3. Verify primary residency experiences; formally evaluate the candidate after 4, 8, and 12
months and, after the 12th month evaluation, recommend action toward certification to the
New Jersey Department of Education.
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The above named School District agrees to:
1. Arrange for the school business administrator resident to work under the guidance of stateappointed mentor and cooperate with the mentor in evaluating the resident for fiscal and other
related administrative competencies and in proposing an individualized training program;
2. Provide the resident with the opportunity of fulfilling primary experience requirements of the
residency;
3. Provide the resident with the opportunity to receive formal instruction.
Signed,
_____________________________________________
District Board of Education
_________________
Date
_____________________________________________
Mentor
_________________
Date
_____________________________________________
Resident
_________________
Date
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TRAINING PROGRAM FOR SCHOOL BUSINESS ADMINISTRATOR CANDIDATES
Candidate _______________________________________________ Social Security #_____________________
Please complete the following by using the “Directions and Commentary” Section of THE TRAINING AND CERTIFICATION OF SCHOOL BUSINESS
ADMINISTRATORS: A HANDBOOK. Your recommendations for a training program for the above-named candidate should be solidly based on the candidate’s
previous job experience and reliable sources of performance evaluation.
Describe and justify any request for waiver or variation in training in the space provided. Each component must be addressed in one of three ways: 1) required as
described in the guidelines; 2) Request variation in the type of training or the length of time; 3) Waive for reasons indicated, i.e. equivalency previously attained.
PRE-RESIDENCY-PRE-ASSESSMENT
TRAINING COMPONENT
General understanding of the organizational structure, educational
objectives, operation of New Jersey public schools
Basic knowledge of accounting
Acceptable level of job-related computer skills
NEEDS TRAINING
REQUEST VARIATION OR WAIVER;
DESCRIBE AND JUSTIFY
Are other areas of study recommended? How will they be completed
RESIDENCY
TRAINING COMPONENT
AS DESCRIBED
VARIATION DESCRIBE
1. 145 HOURS OF FORMAL INSTRUCTION
 School finance Accounting/Reporting –
GAAP/Double Entry (52 hours)

Insurance/Risk Management (20 hours)

School Plant Planning, Construction and
Administration (20 hours)

Labor Relations/Personnel Management (20
hours)

Pupil Transportation (5 hours)

Food Services (3 hours)
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
Core Curriculum Content Standards (5 hours)
NO WAIVERS ALLOWED-REQUIRED EXPERIENCE
2. REQUIRED EXPERIENCES:
AS DESCRIBED
VARIATION DESCRIBE
Financial Budget Planning and Administration
Insurance/Risk Administration
Purchasing
Financial Accounting and Reporting
School Plant Planning,
Construction and Maintenance
Personnel Administration/Labor Relations
Pupil Transportation
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TRAINING COMPONENT
AS DESCRIBED
VARIATION DESCRIBE
Food Services
Technology
School Law and Related Regulations
FURTHER COMMENTS:
The training program particularly developed for _______________________________________, School Business Administrator certification candidate,
is approved and accepted by:
___________________________________, Candidate
____________________ Date
___________________________________, Mentor
____________________ Date
___________________________________, School District
____________________ Date
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SCHOOL BUSINESS ADMINISTRATOR RESIDENCY PROGRAM
FORMATIVE EVALUATION FORM
CANDIDATE: __________________________________________________________ SOCIAL SECURITY #: ________________________________
MENTOR: ___________________________________________________________________ DATE: ________________________________________
SCHOOL, DISTRICT AND COUNTY: ___________________________________________________________________________________________
Check One:
____ 3rd month FORMATIVE EVALUATION
____ 6th month FORMATIVE EVALUATION
************
REQUIRED EXPERIENCES: Please verify the following for completion. Number of experiences refers to total number of activities within each topical area (See
School Business Administrator Handbook).
REQUIRED EXPERIENCES
MENTOR
COMPLETE INCOMPLETE
RESIDENT
COMPLETE INCOMPLETE
COMMENTS
I. Financial Budget Planning and
Administration ( 8 )
II. Insurance/Risk Administration (4 )
III. Purchasing (5 )
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MENTOR
REQUIRED EXPERIENCES
COMPLETE
INCOMPLETE
RESIDENT
COMPLETE
COMMENTS
INCOMPLETE
IV. Financial Accounting and Reporting
(11)
V. School Plant Planning, construction &
Maintenance (8 )
VI. Personnel Administration/Labor
Relations (4 )
VII. Pupil Transportation (4)
VIII. Food Services (6 )
IX. Technology (5)
Additional Comments:
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OVERALL STRENGTHS/DEVELOPMENTAL NEEDS:
1. Based on your evaluation, indicate current strengths and needs.
2. Is there a need to request a change in the candidates training program? If so, please describe.
Mentor Comments:
___________________________________________
Signature
Date
Candidates Comments:
__________________________________________
Signature
Date
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SCHOOL BUSINESS ADMINISTRATOR RESIDENCY PROGRAM
SUMMATIVE EVALUATION FORM
CANDIDATE: ____________________________________________________ SOCIAL SECURITY #: __________________________
SCHOOL, DISTRICT AND COUNTY: ______________________________________________________________________________
MENTOR: ___________________________________________________ FEES PAID IN FULL: MENTOR ____ INSTRUCTION ____
************
I. PRE-RESIDENCY (PRE-ASSESSMENT)
COMPLETE.
INCOMPLETE
APPROVED WAIVER
1. General understanding of the organizational structure,
educational objectives, operation of New Jersey public
schools.
2. Basic knowledge of accounting
3. Acceptable level of job-related computer skills
4. Other recommended areas of study
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II.
FORMAL INSTRUCTION
COMPLETE
INCOMPLETE
APPROVED WAIVER
145 hours in the following areas:

School finance Accounting/Reporting – GAAP/Double
Entry (52 hours)

Insurance/Risk Administration (20 hours)

School Plant Planning, Construction and
Administration (20 hours)

Labor Relations/Personnel Management (20 hours)

Food Services (3 hours)

Core Curriculum Content (5 hours)


Pupil Transportation (5 hours)
Economic & Legal Ramifications – School Law (20
hours)
III. REQUIRED EXPERIENCES: Please verify the following for completion and evaluate performance of skills.
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REQUIRED EXPERIENCES
COMPLETE
INCOMPLETE
APPROVED
EVALUATION
INSUFFICIENT
DISAPPROVED
Financial Budget Planning and Administration (8 )
Insurance/Risk Administration (4 )
Purchasing (5 )
Financial Accounting and Reporting (11)
School Plant Planning, Construction & Maint.
(8 )
Personnel Administration/Labor Relations (4 )
Pupil Transportation (6)
Food Services (4 )
Technology (5)
School Law and Related Regulations (10)
OVERALL EVALUATION: This rating will be transmitted as a certification recommendation from the mentor to the State Board of Examiners. Please check
one of the following recommendations:
APPROVED ______
INSUFFICIENT ______
DISAPPROVED ______
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______________________________________________________________________________________
Mentor Signature
Date
Mentor Comments:
_____________________________________________________________________________________
Mentor Signature
Date
Candidate’s Comments:
_____________________________________________________________________________________
Candidate Signature
Date
32