board budget workshop

Board Budget Workshop

Office of Accountability

September 20, 2011

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Responsibilities

Coordinate the administration and processing of all district, state, and federally mandated assessments

Provide training and support for site test coordinators and principals;

Maintain test security ensuring appropriate test administration and test preparation procedures are followed at all school sites

Conduct investigations of reported testing problems

Staffing (FTE = 10; all classified) Director, 3 Administrative Assistants, 2 Administrative

Aides, 2 Clerk Typists, and 2 Stock Clerks

Office of Accountability:Assessment Services Department

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Responsibilities

Train and support sites with SPSAs (SBB), SSCs, WASC Support the District Advisory Council (DAC) for

Compensatory Education Monitor federal and state compliance for compensatory

education programs Complete the Consolidated Application

Staffing (FTE = 7; 4 certificated and 3 classified) Program Manager, 3 Resource Teachers, 1 Planning

Analyst, 1 Administrative Aide, 1 Clerk Typist

Office of Accountability:Monitoring and Accountability

Reporting Department

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Responsibilities

Conduct program and policy evaluation; Perform mandated parent notification for Program

Improvement; Facilitate/write school PI restructuring plans; Provide training, support, and oversight for DataDirector; Provide survey/scanning services for other departments Provide support to QEIA schools

Staffing (FTE = 5; 1 certificated and 4 classified) Director, 1 Resource Teacher, 1 Educational Research

Specialist, 1 Research Analyst, 1 Microcomputer Applications Training Specialist

Office of Accountability:Performance Management and

Evaluation Department

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Responsibilities

Process student, school, and district achievement, assessment, demographic, and other data;

Analyze data and prepare reports (e.g., CST, CAHSEE, dropouts and graduates, AP, SAT, ACT, etc.)

Collect, transform, and submit data for mandated reporting (e.g., CALPADS, CBEDS, OCR, SARC, etc.)

Maintain an extensive website to make data accessible to staff and public Coordinate and monitor research within the district Maintain the Course of Study and UC a-g course lists Support the Board, district leadership, and staff with customized data and

analyses for their reporting, planning, decision-making, fundraising, and other needs

Staffing (FTE = 11; all classified) Director, 3 Educational Research Specialists, 3 Senior Systems

Analysts/Programmers, 1 Research Systems Analyst, 1 Editor, 1 Planning Analyst, 1 Administrative Assistant

Office of Accountability:Research and Reporting Department

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Responsibilities

Oversee work of branch departments Oversee updates to the Local Education Agency Plan Prepare briefings and communicate with the Board, staff,

and the public Contribute to district initiatives (e.g. CRCP, Strategic

Process, School Closure, AAAE workgroups) Maintain relevant district procedures

Staffing Executive Director, Supervising Administrative Assistant

Total FTEs = 35

Office of Accountability

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1. Mandates and compliance2. Serving sites (teachers and principals) and

departments3. Agreements/Contracts (e.g. grants)4. District/Board priorities5. Ad hoc requests

Office of AccountabilityPriorities

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Office of Accountability

Budget Challenges

Budget Item 2009-10 2011-12 Change Change %

Overall Budget $6,400,083

$4,507,026

$1,893,057

-30%

FTEs 45 35 -10 -22%FTE % of Budget 70% 78% +8 +11%

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1. Elimination of district screening and diagnostic

assessments2. No expansion of district benchmark and formative

assessments3. Lack of data to effectively implement RTI2 and other

interventions4. Assignment of work to diminishing numbers of staff5. Limited ability to conduct program evaluations6. Reduced ability to respond to new initiatives7. Reduced ability for others to collaborate/meet

deadlines8. Quality of data can be compromised

Office of AccountabilityBudget Challenges

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1. Use district resources where possible for

services2. Use lowest bidders on outside contracts3. Complete or bring projects in-house (e.g.,

SARC FITNESSGRAM, PBIS surveys, PI restructuring plans)

4. Automate processes where able (internally and across district, e.g., GATE, Special Ed.)

Office of AccountabilityCost Efficiencies

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1. Maximize apportionment reimbursement

(~$475K for state assessments)2. Cost avoidance (re-scoring of tests)3. Avoiding categorical fund repayments4. Building capacity for staff to be self-sufficient

in data access and analysis5. Provide services and supports to increase

efficiency in other departments (e.g., Special Ed., GATE).

6. Assuring accuracy of data

Office of AccountabilityCost Effectiveness

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1. Reduced staffing results in less timely support

to schools and delays in responding to staff and public data requests

2. Increased CALPADS work (more cycles) and less staff time

3. Increased number of schools in PI; more schools in Year 4 to write restructuring plans

4. District PI Year 3 — Corrective Action5. Fewer/different staff members at sites to enter

data; therefore, quality of data (accuracy and cleanliness) could be compromised; district achievement indicators may be affected

Office of AccountabilityProgrammatic Differences in

2011-12

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1. Increased time to respond to staff and public information/data

requests2. Quality of data (accuracy and cleanliness) could be compromised;

district achievement indicators may be affected3. Cuts in other departments and at schools affect our ability to gather

complete and accurate data4. Reduced support/training for DataDirector5. Increase in testing irregularities; could affect accountability results6. Potential loss of state reimbursement for state testing7. Further lack of data to effectively implement RTI2 and other

interventions8. Lack of support to other programs/initiatives (e.g., GATE, PBIS, Sp. Ed.,

grants)9. Reduction in site training/support with SPSAs and SSC mandates10.Increased risk of non-compliant use of categorical funds11.Inability to conduct program/policy evaluations

Office of Accountability:Impact of Further Cuts