Children First

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Children First
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Welcome to theSchool-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

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Todays format will be interactive

• The webcast will include
• Key Information
• Review
• Polls
• Q A

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Agenda

• 2008-09 School Budget Allocation
  30 min
• Fair Student Funding Refresher Whats New?
• Contract for Excellence (C4E)
• Allocation Release Timetable
• Building Your Table of Organization (T/O)
  10 min
• School Organization/Instructional Program
• Alignment of Resources
• Galaxy - Budgeting Tool
  25
  min
• Budget Rollover, FY 08 to FY 09
• Whats New?
• Galaxy Checklist
• Human Resources - Staffing 15 min
• Timeline 10 min
• Resources
  
  
• ISC Support
• 
  

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Budgets Should Be Driven By Data And
Instructional Goals
Align Resources
Develop Action Plan
Set Educational Goals
Complete Needs Assessment
A budget that works for your school and your
students 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.
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2008-09 School Budget Allocation

• Fair Student Funding (FSF)
• Budget Reduction
• Refresher Whats New?
• Contract for Excellence (C4E)
• Allocation Release Timetable

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NYC DOEs 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 weve 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.

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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 wont 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.

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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 schools 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.

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Fair Student Funding (FSF)
Key Goals

• Increase equity without sacrificing stability
• Encourage better use of resources to strengthen
  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

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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

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200809 Weights
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FSF Formula Overview

Student Need weights


NOTE Weight per capita amounts are purely
illustrative
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Grade Weights
FSF Grade Weights
K5
1.00
68
1.08
912
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 K8 school will receive K5 weight
  for grades K5 and 68 weight for grades 68.
• A 6th grader carries the same weight at a 68,
  K8, or 612 school.

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Academic Intervention Weight

• Significant weight for students in schools
  beginning before 4th grade 0.24.
• No weight for 68 or 912 gradersthose students
  receive the Achievement weight.
• Eligibility is based on the same factors as Title
  I.

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Academic Intervention Weight

• Based on students academic standing when they
  enter a school remains if they improve not
  punishing a schools 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

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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 years 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.
  

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English Language Learner Weight

• 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

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Special Education Weights

• 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 (K8),
  0.73 (912)
• Greater than 60 (integrated) 2.28 (K8), 2.52
  (912)
• 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.

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

• 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)
  0.050.26
• Specialized Audition (6 schools) 0.35
• Selective Academic (12 schools) 0.25
• Transfer (37 schools) 0.4

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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.

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Teacher Salaries

• In FY 09, all teachers are charged in the budget
  at the schoolwide average teacher salary based on
  the schools 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 years 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.

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FSF Review
Test Your Knowledge
Responses to Your Questions
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Fair Student Funding
Whats New?

• Small Changes to the Formula
• Teacher Legacy Supplement
• Transition to FSF, FY 08 to FY 09
• Special Education

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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 .

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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 FY0708
  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.

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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
  Principals 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.

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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 200809.
• 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.

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Transitioning from FY08 to FY09 FSF Budgets

• A schools 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 years hiring decisions taking effect this
  year

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A Linked Web Tool Will Give Formula Back-up for
All Adjustments
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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.

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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

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Special Education 1211 Funding

• The funding for greater than 60 self-contained
  is for the average of a 121 class and a 1211
  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.

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Special EducationMid-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.

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Special EducationMid-Year Adjustment Process
(12-31-08)

• Increases (Continued)
• Special Education weights will be given for
  students not initially funded in a schools
  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.

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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
• 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.

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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 students
  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.

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Whats New? -Review
Test Your Knowledge
Responses to Your Questions
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Contract for Excellence (C4E)

• Review of Program
• Eligible Uses
• Students Targeted
• Supplemental Funds
• Year One, 2007-08
• Year Two, 2008-09
• 2008-09 Process

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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)

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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

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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 schools overall
  educational goals as outlined in the CEP

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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)

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Year One C4ECross-walking Example
Allocation categories that include 07-08 C4E funds
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Crosswalk from Galaxy to C4E Program Spending
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07-08 C4E Program Strategies Reported to SED
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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.
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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

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June Week of
May Week of
July Week of
12
5
19
26
2
9
16
23
7
14
19
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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 - to include SLT
consultation, as well as collaboration with SSOs
and ISCs Preliminary C4E Plan Reviewed by DOE
June 27 School Preliminary C4E Plans Due
(electronic submission)
July 15 C4E Plan Submitted to SED
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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 schools 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.

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C4E Review
Test Your Knowledge
Responses to Your Questions
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Allocation Release Timetable
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Allocations Scheduled To Be Released In May

• Fair Student Funding
• Children First Supplemental Allocation
• Legacy Teacher Supplement
• FY09 Budget Reduction
• Surplus Roll (first half)
• FY09 Contract for Excellence (C4E)
• Citywide Special Education MIS VI, VII, VIII
• Summer Instructional Program
• Title I School Allocations
• Parent Coordinator
• OTPS for New Schools

• NYS Textbook Law (NYSTL), Library, Computer
  Software and Hardware Allocation.
• School Success Grant
• Special Education IEP Teacher
• IEP Paraprofessional
• Adaptive Physical Education (APE)
• Autism Spectrum Disorder (ASD)
• Non-FSF Allocations (ASL Schools 15K418)
• YABC Program
• Pre-Kindergarten Program

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Pending Allocations Expected To Be Released
After Initial Allocations
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Pending Allocations To Be Determined
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Building Your Table of Organization

• School Organization/Instructional Program
• Alignment of Resources

The instructional program drives budgeting.
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School Organization/Instructional Program
Program Pyramid
Analyze data to assess needs Determine your
goals Develop your instructional programTable
of Organization
Engage your School Support Organization (SSO) in
this process.
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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
• Council Member items
• Gifts to school

Align Allocation Categories with items in Table
of Organization Level by level 1-2-3-4
TARGETED (TL reimbursable) Contract for
Excellence PK, EGCSR, Title I, Title III, AIDP TL
FSF
TL IDEA-Mandated Services TL FSF
TL FSF
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Budget Development Paradigm
Funding Ladder
Program Pyramid

• Competitive grants
• Legislative grants
• Council Member items
• Gifts to school

TARGETED (TL reimbursable) Contract for
Excellence PK, EGCSR, Title I, Title III, AIDP TL
FSF
TL IDEA-Mandated Services TL FSF
TL FSF
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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/PrincipalSuppor
ts/default.htm
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Building your T/O Review
Test Your Knowledge
Responses to Your Questions
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Galaxy - Budgeting Tool

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

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Staffing Rollover
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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.

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Staff funded in the FY08 ACs below have been
moved to the default AC for FY09
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Allocation Category ConversionsStaff in FY08
were rolled into AC noted for FY09
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ASA Additional Spending Authority

• 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)

FY 08
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ASA Additional Spending Authority

• 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.

FY 09
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Galaxy Budgeting Tool
Whats New?

• T/O Report

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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.

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Galaxy Budgeting Tool - Review
Test Your Knowledge
Responses to Your Questions
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Galaxy Checklist
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Galaxy Checklist
Highlights

• 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.

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• 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?

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• 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?

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• 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?

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• 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.

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Galaxy ChecklistReview
Test Your Knowledge
Responses to Your Questions
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Human Resources Staffing

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

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• 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

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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

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LTS Support

• If an employee is having trouble accessing the
  LTS, they can call HR Connect for assistance at
  [phone]
• Payroll Secretaries should email
  LRSSupport_at_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

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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 candidates probation status,
  seniority, salary, rating info (past 3 yrs.),
  service history, license cert info, etc.
• Opened April 10th closes August 7th COB.

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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
  candidates name and SSN into your schools 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 candidates performance!

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NEW HIRES There are many ways DHRs 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 [phone].

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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.teacherssu
  pportnetwork.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.

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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.

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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 schools FY09 T/O must be evaluated
  again against funding, seniority and
• program needs and, if appropriate, placed in
  Excess again.

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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.

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HR - StaffingReview
Test Your Knowledge
Responses to Your Questions
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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.
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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

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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/Budge
tsFairStudentFunding/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
  schools 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.

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DOE Web Resources
Several views of your schools budget on line.

• The School Budget Overview
  http//schools.nyc.gov/AboutUs/BudgetsFairStuden
  tFunding/YourSchoolBudget/default.htm.
• Detail on each schools 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
  schools budget in 2008-09. From this page, you
  can also find your FSF Formula Overview, which
  gives detail on each schools 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 schools 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 schools staffing changes.
• FY 08 and FY09 Funding Stream Comparison
  http//schools.nyc.gov/AboutUs/BudgetsFairStuden
  tFunding/YourSchoolBudget/Allocation Comparison.ht
  m. This Web site will give each schools total
  amount allocated by funding stream for FY08 and
  FY09 so that you can see the year to year
  changes.

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DOE Web Resources

• Division of Budget Operations Review (DBOR)
• http//schools.nyc.gov/offices/d_chanc_oper/budge
  t/dbor/
• DBOR Intra-net website
• http//www.nycboe.net/AdminOrg/Finance/budget/dbo
  r/dbor_intranet/
• Division of Financial Operations Payroll
  Memoranda
• http//schools.nyc.gov/Offices/DFO/PayrollAdminis
  tration/MostPopularClicks/PayrollMemoranda.htm
• Division of Human Resources Salary Schedules
• http//schools.nyc.gov/Offices/DHR/Employees/

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

• Primary Contact Your ISC Officer
• 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

ISC
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Updated 5-28-08
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