FY 2014 Principal Budget Webcast

May 24, 2013


Agenda and Presenters
1. Chancellor’s Remarks Dennis Walcott, Chancellor
2. The Executive Budget, School Budgets, and Key Budget Dates Michael Tragale, Chief Financial Officer 3. Staffing Policies Larry Becker, Chief Executive Officer of Human Resources and Talent Dave Weiner, Deputy Chancellor for Talent, Labor and Innovation


Chancellor’s Remarks


A Decade of Progress
• Principals today have greater ownership over their own school budgets and staffing than ever before.
 You have final say on hiring pedagogical staff.  Your school budgets are determined by the students you serve, and the resources required to serve them effectively.

• Maximizing allocation of resources directly to school budgets has been a consistent priority for the City.
 The City’s investment in schools has more than doubled over the course of this administration, while state share of education funding has decreased.
 In FY13, despite a historic $500M loss of funding, school budgets were entirely shielded from across-the-board cuts.


Investing in Schools in Fiscal Year 2014
• The top fiscal priority for FY14 is to put as many resources as possible directly into school budgets.
 $37M allocated across all schools to support implementation of Common Core standards and a new teacher evaluation and development system.  $10M across schools serving grades 3-8 to support academic intervention services (per capita will be determined and allocated in August 2013).  $13M to increase funding equity across schools – 316 schools will receive additional FSF allocations, “raising the floor” citywide to 81% of the formula.

• Despite a decline in federal support for PK-12 education, the impact will not be felt in school budgets.
 The NYCDOE’s FY14 budget backfills significant funding losses, ensuring that schools will NOT feel the loss of $79M from federal grant programs:
• Cuts resulting from the federal sequestration totaling $63M, impacting grant programs including Title I, Title IIA, Title III, and IDEA. • $16M reduction to Title I and Title IIA due to population changes measured in the 2010 Census.


Investing in Educator Development
To ensure that teachers and school leaders are prepared to successfully implement Common Core-aligned curricula and a new system of teacher evaluation and development in the 2013-14 school year, the DOE is more than doubling our investment in educator professional development in FY14. The FY14 budget includes over $100M to fund: • PD and coaching for teachers and school leaders to support implementation of Common Core-aligned curriculum. • PD and coaching for teachers and school leaders to support use of Danielson’s Framework for Teaching and implementation of a new teacher evaluation and development system. • Direct-to-school funding allocations for per session or per diem activities, or to partially fund a teacher’s salary to support the implementation of the CIE. • Additional supports for teacher development and leadership, including through the Teacher Incentive Fund grant program, the Teacher Leadership Program, and the Middle School Quality Initiative.

Executive Budget, School Budgets, and Key Budget Dates


FY 2013 Executive vs. FY 2014 Executive Budget

DOE Total Funds DOE Operating Budget Pensions Debt Service Total

FY 13 Executive FY 14 Executive Budget Budget 19,205,325 2,829,899 1,775,687 23,810,911
All figures reported in 1,000s.

Change 625,570 147,919 178,084 951,573

19,830,895 2,977,818 1,953,771 24,762,484


Scheduling School Budgets
• Schools must first schedule resources to fill all pupil mandates with appropriately-licensed personnel, in the following order:
1. IEP mandates 2. ESL/bilingual mandates 3. General education contractual class size mandates

Schools with rollover deficits from FY13 will need to establish rollover deficit payback plans, and will be prioritized by their CFNs for budget completion and review so that they can enter payback plans by the budget due date. Additional resources should be scheduled to meet CEP and citywide goals. Schools without sufficient budget resources to meet contractual and mandated needs should work with their CFNs to ensure:  Maximum utilization of existing resources.  Submission of an excess or appeal request where resources are insufficient to meet
mandated operations.

• •

Register Change Relative to Projection
To reduce the budget and staffing impact of uncertainty associated with student register projections, the following register reserve policies are in place for FY14.
• Register Gain Reserve: Funding for projected register growth will be held in reserve on school budgets.  New schools are excluded.  Further information about the register adjustment process will be issued before school starts
in September. Final adjustments based on audited data will take place in February 2014.

Reserve for Register Loss: Schools with register loss in either of the last two years will have a “Register Loss Reserve Set Aside” automatically scheduled in their Galaxy TOs.  For schools that had register loss in FY13, 30% of the amount of their FY13 mid-year
adjustment will be set aside.

 For schools that had register loss in FY12, 15% of the amount of their FY12 mid-year
adjustment will be set aside.

Schools will work with their CFNs to release reserved register gain and loss funds when actual register growth is evident in ATS.

Funding for Services for Students with Disabilities (SWDs)
• • • We are instituting data system improvements to more accurately capture alignment of actual versus recommended services for students with IEPs. In FY14, while these system improvements are new, the policy will be to fund the recommended level of service. Starting in FY15, schools will receive the lower of actual or recommended level of service – this is consistent with past practice, and provides an incentive to ensure that each pupil with an IEP receives all recommended services.  Delaying funding methodology based on a comparison of actual and recommended
services will give stakeholders (schools, CFNs, and central staff) time to:
– – Learn the new requirements to ensure served data is captured correctly via STARS, Investigate and develop implementation plans for schools not using STARS,

Establish and put into place a standard path of action when there are discrepancies.


FSF Funding for Transfer Schools and Over-Age and Under-Credited Pupils
• • Last year, we initiated the phase-in of changes to FSF weights for over-age and under-credited students. In FY14, we will fully implement these changes. Formula change is designed to better align resources to the DOE’s career and college-readiness benchmarks.
 Over-age and under-credited students
enrolled in traditional high schools will be funded with the same weights used for similar students attending transfer schools.

 To fund this, a portion of transfer
school funding for students who are not over-age and under-credited will shift to over-age-under-credited pupils at traditional high schools.


FY14 Budget Resources for Principals
Web Link: http://www.nycboe.net/AdminOrg/Finance/budget/dbor/dbor_in tranet/DFPM_Budget_Resources/FY14/BUDGET_RESOURCES.html
Resources available on this page include:
• • • • • • Chancellor’s Principal Budget Webcast – broadcast recording and PowerPoint Initial Allocation Highlights Galaxy Checklist Fair Student Funding School Overview and Detail Pages SAMs FSF Guide


Key FY14 Budget Dates
May 24, 2013

• Allocations Issued  Work with CFN commences. • Deadline for Excess Letters to be Given to Affected Staff  All staff placed in excess post-May 24 should be issued excess letters by the principal.

June 15, 2013

 Central funding of excess actions is subject to review and approval by the CFN and
clusters. Exceptional cases will also require central approval. June 21, 2013 • Budget Completion Due Date – Schools with a Rollover Deficit from FY13  Completed budget must cover all items in the Galaxy Checklist, and be approved in Galaxy by your CFN. Budget Completion Due Date – Schools with No Rollover Deficit  Completed budget must cover all items in the Galaxy Checklist, and be approved in Galaxy by your CFN. Rollover Deficit Payback Plan Due Date – Schools with a Rollover Deficit from FY13

June 28, 2013


Staffing Policies
Excessing Guidelines and Hiring Exceptions for School-Based Titles


• With stable budgets this year, excessing should be very limited.
 No excessing is permitted of Assistant Principals or Parent Coordinators, except in
closing/phase-out schools.

 Excessing of all other titles will be subject to a strict review, and is only permitted
under the following circumstances:
o Significant enrollment changes
o IEP/student need changes o Grant funded/mandated program ending o Other exceptional/unique circumstances (e.g., as part of a financial hardship budget appeal)

• By contracts, excessing letters must be given to CSA employees by June 15, and to UFT employees by June 15 or as soon as is practicable thereafter.
 Earlier notification enables excessed employees to begin their job searches before the
school year ends.

 Excessing letters can be generated in Galaxy, and may be given before final approval
of budget/excessing.

Excess/ATR Placement
• After the close of Open Market (August 7), teachers and other UFT pedagogues in excess may be hired for the 2013-14 school year on a provisional basis with the agreement of the employee.
• As in 2012-13, excessed pedagogical staff are to be utilized to cover long-term absences/leaves that arise after the start of the school year. • Schools with vacancies should also consider/try-out excesses. • Starting in the fall, most employees in excess will have their school assignments changed weekly, as in the 2012-13 school year.
 In general, excessed pedagogues (teachers, APs, Guidance Counselors) will be
notified over the summer of their initial assignment for September.

 Unless they are contacted or informed otherwise, support staff in excess (e.g.,
paraprofessionals and school aides) will report back to their current location next September and will be reassigned from there in the early fall.

 Any excessed pedagogue who has been in one location in 2012-13 will not be
assigned to that same school next year.

Hiring Restrictions
As in recent years, it is necessary to have hiring restrictions in place to limit the system-wide liability of excess employees.
• Hiring restrictions are in place with the following initial exceptions: This list will also be posted to the Principals’ Portal Hiring Page  High-need subject areas: special education, speech, bilingual (all licenses), ESL, sciences, math,
Chinese, Latin, middle school content areas (math, science, English, social studies and Spanish)

 High-need geographic areas: HS content areas in Bronx schools, common branch in Districts 4-12  New schools (still phasing in, years 1-3): may hire up to 40% of vacancies from a pool of external

 Tenure denial and probationary discontinuance backfill  Assistant Principals

• Vacancy-specific exceptions to these restrictions can be made by only cluster staff, and
only for documented extraordinary circumstances, depending on the number of excess staff available, efforts to staff internally, and applicable collective bargaining requirements.

• F-Status and substitutes may be hired and utilized for true part-time and occasional
purposes. As a reminder, F-Status and substitutes may not fill full-time vacancies.

DHRT will monitor the excess and vacancy condition, and will adjust the exceptions and restrictions as necessary.


Staffing Supports for Schools
There are many hiring resources available to assist schools in screening and selection of strong candidates: • Open Market Transfer System (OMTS) - Open through August 7, OMTS connects principals
with teachers in excess and on leave, as well as UFT school-based staff seeking transfers.  Use OTMS to view applicant resumes, cover letters, writing statements, and service histories.  Use Galaxy to add “details” to your vacancies, which will appear to prospective candidates in
OTMS and inform their decisions on whether or not to apply.

• New Teacher Finder (NTF) – This online system can help you identify prospective external
hires with a passion for and commitment to working in our schools. NTF offers…  Over 6,500 screened candidates, many in shortage/exception areas.  Features to help screen, search, review, track, and connect with quality external applicants.

• Teacher Hiring Toolkit – Available on the “Hiring” page on the Principals’ Portal, this
resource includes tools to support marketing vacancies, selecting high-quality candidates, and utilizing OTMS and NTF. More information about all of these resources, as well as contact information for your Recruitment Manager, can be found on the Principals’ Portal Hiring Page.


Other Staffing Resources for Schools
• Teacher Recruitment Events – Scheduled throughout the summer, these
events provide an opportunity to meet high-quality internal and external candidates in-person.  You will be notified of these events via Principals’ Weekly, New Teacher Finder
postings, and other channels including direct notification to schools with vacancies.

• Smart Retention Reports – these school-specific reports, now available on the
Principals’ Portal HR Reports and Systems page, are designed to help principals be more strategic in keeping and growing their best teachers  Each school’s interactive report offers data to support you in reflecting on your
school’s teacher retention patterns,

 A toolkit of smart retention strategies is embedded in the report, and includes
proactive strategies and resources for retaining high-performing teachers and improving or removing low performers.


Any questions after the webcast should be directed to your CFN or sent by e-mail to Budget@schools.nyc.gov.
FAQs will be posted on the Principals’ Portal and Budget Resources page by June 3, 2013.

Presented by Chancellor Walcott Division of Finance Division of Human Resources May 2013

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