SBDM 101 for Everyone

Prepared by the Hardin County Education Association in collaboration with Hardin County Schools  

How does an SBDM council determine the amount of money in the school budget? 

Kentucky Administrative Regulation 702 KAR 3:246 requires all local school districts to provide to school councils an allocation of funds for the next budget year by March 1. 

On what is the March 1 funding allocation based?   

The March 1 allocation depends on the projected enrollment and is calculated on a formula that has been approved by the local board of education.  

Does the March 1 funding allocation include staff? 

Yes, the local board staffing policy and guidelines must provide enough certified staff to stay within the statutory limits of KRS 157.360 for grades K-12 and the 150 pupil-hours per day for grades 7-12.  Each school must have an instructional leader and at least some part of a media specialist (KRS 158.102).  The allocation must also provide one kindergarten aide for every 24 entry-level students. All other certified and classified staff are supplemental and not a requirement of statute or regulation. 

What else is included in the March 1 funding allocation? 

In addition to certified and classified staffing, the March 1 allocation includes funding for instructional materials and supplies--equal to 3.5% of the per-pupil *SEEK allotment multiplied by the school’s average daily attendance--and funding for professional development. 

 How does a council prepare for the March 1 funding allocation? 

A council should review the school budget monthly by examining the **MUNIS report.  This report will show funds expended, encumbered and available for the following school accounts:  Activity Funds, Section 6 (Instruction), Extended School Services (ESS), Professional Development, Textbooks, Title I, and Commonwealth School Improvement Fund (if applicable).  In February, the council should make certain that funds are encumbered so that all resources are in the hands of teachers and students in time to impact student achievement for the current school year. (The council should always know how much money there is and be constantly aware of fund balances in the different areas so that the budget can be monitored and adjusted as needed to help this year’s students.)  February is also a good time for the council to facilitate a school-wide needs assessment for the next school year.  

What do SBDM councils do after receiving the March 1 funding allocation? 

After receiving the March 1 allocation, the council should adopt a budget based on the prioritized needs of the school.  In addition, the council should approve staffing levels and request additional funds (if available) from the Board for needs not covered in the March 1 allocation.   

*SEEK (Support Educational Excellence in Kentucky)

**MUNIS (The statewide accounting system used in all school districts except Jefferson County)

Sources for the information in this article are the Kentucky Department of Education www.education.ky.gov , Kentucky Association of School Councils www.kasc.net , and Kentucky Revised Statutes.

For more on School Based Decision Making, go to www.hardin.kyschools.us and click on SBDM.