JCPS Comprehensive School Improvement Planning - Budget

2009-10 Projected Budget Allocations:

After reviewing your school's budget allocations, please complete the required budget worksheets for each program listed below.

Budget Worksheets for the Flexible Focus Funds:

In order to give you maximum flexibility with your funds, the District is again providing schools the opportunity to decide how to distribute their combined Extended School Services (ESS), Professional Development (PD), and Textbooks (Elementary and Middle only) allocations.

Since the actual FY10 actual allocations are not yet known. . . Please be aware that these preliminary allocations are subject to change.

Prior to deciding how much funding to allocate to each program, please look at all of your funding sources (general fund, state and federal) and determine the best funding source for a given expense.

Instructions:

1. Complete the Flexible Focus Funds Summary Worksheet
2. Complete the ESS Worksheets
3. Complete the Textbooks Worksheets
4. Complete the PD Worksheet
5. Fax the completed worksheets to John Freeman at 3628 by March 13, 2009

IMPORTANT NOTES

Please use whole dollars only when allocating the funds.  If you use cents, the allocation will be rounded to the nearest whole dollar.

NOTE: The Kentucky Department of Education has proposed to eliminate textbook funding for the 2009-2010 fiscal year as a part of budget reduction.  Although there currently is not a textbook allocation for schools, schools may wish to use available Flexible Focus Funds for textbook purchases.

If you wait until close to the deadline (March 13, 2009) to fax the forms to John Freeman. . .  Please expect delays in the fax going through since many schools will be attempting to fax the forms at the same time.

FY10 Flexible Focus Fund (FFF) Summary Worksheet:

This worksheet is the summary of how your total FFF allocation is divided between the individual grants.

IMPORTANT NOTE

The allocation listed on the Summary Worksheet must match the allocation listed on the grant worksheets.  If they do not match, the grant worksheets will be changed to match the Summary Worksheet.

Extended School Services Worksheets:

All schools are allocated Extended School Service (ESS) funds based on a specific formula involving academic need, student population and the number of students qualifying for free and reduced lunch. Every school must have an ESS program for academically at-risk students needing additional instructional time to meet their academic goals (K-12). To qualify for services, a student must be performing below grade level in reading or math or endanger of failing.

ESS funds can be used to directly support the ESS program in the areas of teaching, instructional materials, student transportation, snacks, parent involvement and professional development related to the program. No funds may be used for the purposes of capital outlay or computer hardware.

Funds may be used for before school, after school, intersession, or Saturday programs. With the prior approval of KDE, funds may also be used for a daytime program. Every school's Comprehensive Plan must reference ESS and tell when the program will take place and how the program will be structured.

Below is the file containing the ESS Allocation Worksheet and Program Report. These two items are used to compile budget and program information required by KDE. These forms may be helpful to you as you plan for your ESS services. You may want to include the completed forms in your Comprehensive Plan (ESS should be embedded in your plan).

If you have Microsoft Excel, please use the Excel file. Using this file will make entering the budget very easy due to Excel calculating the totals and verifying that the allocation for incentives is correct.

If you do not have Microsoft Excel, please use the PDF version.  If you need any assistance with the files, please call the ESS office.

ESS School Allocation and Program Worksheets:

Please be aware that the total budget amount on the ESS Worksheet MUST MATCH the amount on the Flexible Focus Fund Summary Worksheet.  If it does not match, then amount on the ESS Worksheet WILL BE CHANGED to match the amount listed on the Flexible Focus Fund Summary Worksheet.

If you have questions regarding how to complete the worksheets or the proper use of the funding, please contact Lori Holland at 3371.

Textbook Worksheets:

The following links provide forms to be used in the development of a school's purchasing plan. Every school's purchasing plan must be submitted to the district office for approval by the local school board and then kept on file. It is recommended that a school's purchasing plan be a part of its School Comprehensive Improvement Plan. A school's purchasing plan must:

1.      Provide opportunities for cooperation among teachers during the selection process

2.      Indicate the persons involved in the development of the plan on the "Cover Page"

3.      Stay within the funding allocation

4.      Include a completed "Budget Summary"

5.      Include a complete "Statement of Accountability"

Forms to facilitate the transfer of textbooks between schools, document lost and paid textbooks and the sale of obsolete textbooks to vendors follow:

NOTE: The Kentucky Department of Education has proposed to eliminate textbook funding for the 2009-2010 fiscal year as a part of budget reduction.  Although there currently is not a textbook allocation for schools, schools may wish to use available Flexible Focus Funds for textbook purchases.

The total budget amount on the Textbooks Budget Summary Worksheet MUST MATCH the amount on the Flexible Focus Fund Summary Worksheet.  If it does not match, then amount on the Textbooks Budget Summary Worksheet WILL BE CHANGED to match the amount listed on the Flexible Focus Fund Summary Worksheet.

Even though textbook funding may not be available, the Purchasing Plan Forms (A, B or B-1, and C) must be completed and returned by Friday, March 13, 2009 to John Freeman at the Gheens Academy or faxed to 3628. If you have questions regarding how to complete the forms, contact Paul Lanata at 3090.

PD Worksheet:

Professional Development funds must be used to provide “high quality professional development”, which is defined as “Those experiences that systematically, over a sustained period of time, enable educators to facilitate the learning of students by acquiring and applying knowledge, understanding, skills, and abilities that address the instructional improvement goals of the school district, the individual school, or the individual professional growth needs of the educator.” 

Below is the worksheet for the KERA-PD grant:

By using the Excel worksheet:

  • All fringe benefits will be calculated for you
  • The budget line items will be correctly added
  • You can see at a glance if you need to increase or decrease your budget line items in order to make the budget balance.

There is one worksheet in the Excel file:

  • Allocation Worksheet   
    • Enter your school location number.
    • Enter your school name.
    • Enter your budget allocation for KERA-PD
    • Enter the line item amounts (in the bold boxes) you would like to budget for certified & classified stipends, substitutes, consultants, supplies, etc.
    • The fringe benefits will automatically be calculated for you.
    • When you are done, the “Budget Check’ at the top, right corner of the worksheet should be zero.  If it is not, please make the necessary corrections to the budget.

If you need assistance with completing the Excel worksheet, please call the KERA-PD budget office at 3690.

If you are unable to use Excel, please use the PDF version of the worksheet.  The KERA-PD budget office will calculate the fringes and adjust the budget accordingly.

Please be aware that the total budget amount on the KERA-PD Worksheet MUST MATCH the amount on the Flexible Focus Fund Summary Worksheet.  If it does not match, then amount on the KERA-PD Worksheet WILL BE CHANGED to match the amount listed on the Flexible Focus Fund Summary Worksheet.

Please fax the completed worksheet by Friday, March 13th to John Freeman at 3628. If you have any questions regarding the proper use of the funding, please call Tish Wilson at 3850.

Title I

The Title I budget worksheets have been updated for FY10!

Please refer to the Title I School-wide Program Requirements to assist in completing the Title I School Allocations Worksheet and the Title I Budget Narrative Worksheet.

By using the Excel worksheet:

  • All fringe benefits will be calculated for you
  • The budget line items will be correctly added
  • You can see at a glance if you need to increase or decrease your budget line items in order to make the budget balance.

New!  This year we will be offering Title I Budget Preparation Work Sessions on three separate dates – February 26, March 5 and March 12. On these dates from 7:30 – 3:30 a “lab” will be available at Gheens where Title I Office staff will be available to assist you in accessing the worksheets and preparing your Title I Budget for FY10. Principals are encouraged to participate in one of these sessions as they are designed with you in mind. However, you may send your bookkeeper, secretary or SAM to this work session if you cannot attend.  Space is limited so please call 485-3004 to reserve a timeslot for someone from your school to attend as soon as possible.

There are 6 worksheets in the Excel file:

  • Instructions
    • Please read these instructions.
  • Staff Worksheet   
    • Enter your school location number. Note: This year the term “instructional coach” cannot be used as this is not an official JCPS job title with a job description.
    • Enter the staff information.  Please call the Title I Office (3005) to obtain the projected FY00 salary amount for any Title I paid staff.
  • Allocation Worksheet 
    • The staff salaries and the total budget amount will be automatically transferred to this worksheet.
    • The fringe benefit information will be automatically calculated. 
    • Enter the allocations for the remaining line items (in the bold boxes) as necessary.  When you are done, the “Budget Check’ at the top, right corner of the worksheet should be zero.  If it is not, please make the necessary corrections to the budget.
  • Budget Narrative 
    • Exactly as you have done in years past, enter the “Explanation of Expenditures” for each of the categories. Please remember that narrative information should correspond to staff positions. For example, if a resource teacher is listed on the staffing worksheet, explanation of the expenditure for this position should be addressed in the budget narrative. Also, please identify the NCLB goals that your 2009-2010 CSIP will address. Note: This year the term “instructional coach” cannot be used as this is not an official JCPS job title with a job description. Please use the term “teacher” or “resource teacher” who will be assigned instructional coaching responsibilities. Resource teachers should not have a regularly assigned full student load. This will help to prevent individuals from being placed in the wrong position number. Please note that resource teachers must have the appropriate certification on file. For additional information on the certification required for resource teachers please contact Harriet Dawson at ext. 7458.
  • Fringe Worksheet 
    • You should not need to use this worksheet as fringe benefits are calculated for you.  However, if you would like to see how much a particular staff person actually costs (including both salary and fringes), this worksheet may be used.  Please call the Title I office (3006) for instructions as to how to use this worksheet.
  • Budget Information 
    • This worksheet contains the budget allocations for each Title I school.

If you need assistance with completing the Excel worksheet, please call the Title I office at 3004.  If you are unable to use Excel, please use the PDF versions of the worksheets.  After filling out the staff and operational budget information, please fax the worksheets to the Title I office so that the fringes can be calculated.  After the fringes have been calculated, the worksheets will be faxed back to you for your approval and signature.

Please fax the completed worksheet by Friday, March 13th to John Freeman at 3987.

Carl Perkins Vocational/Technical Worksheets:

Below are files containing the Carl Perkins Budget Worksheet, the School Assurance of Required Activities, the School and District Assurances, and Vocational/Technical Course Offerings. These items are used to compile budget and program information required by KDE. The Carl Perkins Career and Technical strategies/activities to which you allocate dollars on the Budget Worksheet must be embedded in your Comprehensive Plan.

CP Budget Worksheet:

Note: Perkins funds provided for Career Planners and Assistants may not be used for any other strategy/activity. You may allocate "flexible spending" dollars in any "Strategy/Activity" on the Budget Worksheet.

  • Individualized, program-specific budget worksheets will be sent to schools electronically.

CP School Assurance of Required Activities:

Note: Funds for "permissive uses" are allowed only after "required uses" are met. A school may meet "required uses" by spending Perkins funds or using any other fund sources available to the school. The source of the funds for each requirement (such as school PD funds, general fund, Perkins) must be stated on the form. Both the principal's and the SBDM Chairperson's signatures are necessary.

CP School and District Assurances:

Note: The Superindendent must sign this same form for the District; therefore, the principal of each school receiving Perkins funds must sign to assure compliance as a District

CP Vocational/Technical Course Offerings:

Note: A separate form must be completed for each career major in each vocational/technical program. Refer to your KDE Career and Technical Education Program of Studies Implementation Manual (Revised December 2001).

  • Individualized, program-specific sequence of courses forms will be sent to schools electronically.

Please sign a copy of the Budget Worksheet, the School Assurance of Required Activities and the School and District Assurances. Send these signed reports and Career and Technical Course Offerings to Sharis Lattimore, School to Career Office, VanHoose Education Center.

All forms/worksheets for Carl Perkins Career and Technical Education are due by March 27, 2008.

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Last Update: 2/6/2009

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