Transcript Document

New Mexico Public Education
Department
Instructional Material Bureau
Spring Budget Workshop
Thursday, April 9, 2015
Albuquerque, New Mexico
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Hanna Skandera
Secretary of Education
AGENDA
•IMB Staff
•Instructional Material Allocations
•Annual Report for 14/15
•IM Statutory Requirements
•2015 Adoption
•Archway Depository presentation
•Annual Report Samples
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Hanna Skandera
Secretary of Education
IMB STAFF
• Bureau Chief: Anthony Burns
 [email protected]
 505.827.6415
• Educational Administrator: Anne Zimbler
 [email protected]
 505.827.3869
• Business Operations Specialist
 Currently hiring to fill position.
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Hanna Skandera
Secretary of Education
ALLOCATIONS
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Hanna Skandera
Secretary of Education
Allocation Tables on IMB Website
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Hanna Skandera
Secretary of Education
Instructional Materials – Initial
Allocation Calculation
The Initial Allocation is 90% of total annual allocation and it is
determined using the previous year’s 40 day enrollment.
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Hanna Skandera
Secretary of Education
Instructional Materials – Final
Allocation Calculation
The 14/15 final allocation was calculated by re-computing each entitlement
using the forty-day membership for that year, and allocating the balance of
the annual appropriation adjusting for any over- or under-estimation made in
the initial allocation.
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Hanna Skandera
Secretary of Education
2014/2015 FINAL ALLOCATION
• 2014/2015 Final Allocation
– Distribution complete by mid April
– Allocations are currently available on IMB
website
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Hanna Skandera
Secretary of Education
14/15 Special $5million Appropriation
Appropriated during the 51st Legislature 2014 in Senate Bill 313 page 206 to
the instructional material fund $5million.
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Hanna Skandera
Secretary of Education
2015/2016 INITIAL ALLOCATION
• 2015/2016 Initial Allocation
– Will be posted to IMB website end of April
– Distribution end of August
– May place orders; delivery on or after 7/1/15
• Legislature funded $25million (before ABE)
• Will be allocated on a per-pupil basis
• Per capita calculated at estimated $71.05
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Hanna Skandera
Secretary of Education
Initial 2015-2016
Instructional Material Allocation
• School districts and charter schools may
upload budget based on the initial 15/16
allocation table on or about June 1, 2015
• School districts must budget to adopted and
not adopted categories
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Hanna Skandera
Secretary of Education
2014/2015 ANNUAL REPORT
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Hanna Skandera
Secretary of Education
2014/2015 ANNUAL REPORT
• Due August 1, 2015
• Use format to be posted to the IMB website
• One version each for either school districts
and state supported schools
• Different version for state and district charters
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Hanna Skandera
Secretary of Education
Annual Report Format
School Districts and State Supported Schools
SEE handout booklet for a full-sized copy of the Annual Report
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Hanna Skandera
Secretary of Education
Annual Report Format
Charter Schools: State & District
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Hanna Skandera
Secretary of Education
Annual Report Format
Page 2 – All Reporters
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Hanna Skandera
Secretary of Education
Revenue Codes
• 43207 ADOPTED instructional material: Minimum of 50%
• 43211 NOT ADOPTED instructional material: Maximum of 50%
• 41953 INSURANCE RECOVERIES: Insurance recoveries for the replacement
of personal, real property, and/or equipment.
• 41980 REFUNDS/REIMBURSEMENTS PRIOR YEAR:
Refunds/reimbursements from prior year expenditures.
• 41500 INTEREST: Earnings from all deposits and investments. Such
earnings/receipts shall be credited to the revenue account that provided
the cash for investment.
• Note: Any additional revenue must be reported to PED via a Budget
Adjustment Request (BAR) for budget approval in order to be expended.
• 11111 UNRESTRICTED CASH Budget carry-over monies from previous
year.
• 11112 RESTRICTED CASH IM Budget fund balance based on financial audit
from previous year.
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Hanna Skandera
Secretary of Education
Cash Balances
Public Schools & Charter Schools
● Maintain current budget expenditures and IM balance
● Submit BAR  OBMS
● Attach Supporting Documentation
● Fiscal Year End Audit Balance Sheet
● Remittance Check - Copy Submitted to PED
● 30 Days to Approval
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Hanna Skandera
Secretary of Education
Expenditure Codes
• 56107 ADOPTED MATERIAL - Minimum of 50% purchased from the State
adopted multiple list
• 56111 NOT ADOPTED MATERIAL – Maximum of 50% purchased on items
not on the multiple list (not adopted)
• 56108 OTHER CLASSROOM MATERIALS – Maximum 25% of the 50% not
adopted (object code 56111)
• 56109 ONLINE COURSE SUBSCRIPTIONS – Report as adopted or not
adopted, consistent with revenue used for purchase (43207, 43211,
11111 carry over)
• 56113 PURCHASED INSTRUCTIONAL MATERIAL SOFTWARE – Report as
adopted or not adopted, consistent with revenue used for purchase
(43207, 43211, 11111 carry over)
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Hanna Skandera
Secretary of Education
Annual Report Rows A - E
•
•
Enter Amounts for rows A, B, C, and D in column 11 (district report) or column 5
(charter report)
Total A + B + C + D = E and enter in column 11 (district report) or column 5 (charter
report)
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Hanna Skandera
Secretary of Education
Annual Report
Rows A - E
• Row A – use the
allocation amount from
the Final 2014/2015
Allocation Table
• Row B – enter from the
2014 Annual Report
• Row C & D – enter from
your accounting records
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Hanna Skandera
Secretary of Education
Annual Report
Rows F-I (Districts/State Supported)
• Enter expenditures by category ADOPTED / NOT ADOPTED
• And then by expenditure code as shown for adopted (56107, 56109,
56113) and not adopted (56111, 56108, 56109, 56113)
• Adopted total in column 5
• Not adopted total in column 10
• Total of adopted and not adopted, by row, in column 11
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Hanna Skandera
Secretary of Education
Annual Report
Rows F-I (Charter Schools)
• Column 2 – expenditures from allocated amount; all
expenditures for items that do not fall under expenditure
codes 56109 or 56113
• Column 3 – expenditures for 56109 online course
subscriptions
• Column 4 – expenditures for 56113 IM software
• Column 5 – total of each row
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Hanna Skandera
Secretary of Education
Annual Report
Average Cost Per Student
• Table 2 – Calculate the Average Cost Per Student
• Enter total expenditures
• Districts/State Supported: Table 1 – row I, column 11
• Charters: Table 1 – row I, column 5
• Enter the final adjusted 40-day membership for SY 14/15 (from
2014/2015 final allocation table)
• Divide total expenditures by 40 day count = average cost per student
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Hanna Skandera
Secretary of Education
Annual Report
Itemized List of IM Purchased
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Hanna Skandera
Secretary of Education
Annual Report
Itemized List of IM Purchased
• Submit an itemized list of instructional material purchased
with the annual report
• The itemized list of instructional material purchased may be
print or digital(CD ROM; thumb drive)
• Generate the itemized list through iSTAR, or in a comparable
format that shows all items purchased with IM funds, by
vendor and cost
• If you use iSTAR to generate your itemized list, you must
ensure that you have added all IM purchases that were not
made through the depository
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Hanna Skandera
Secretary of Education
Instructional Material Statutory
Requirements and Other
Information
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Hanna Skandera
Secretary of Education
Statute: Definitions of IM
• 22-15-2(C). "instructional material" means
school textbooks and other educational media
that are used as the basis for instruction,
including combinations of textbooks, learning
kits, supplementary material and electronic
media;
• 22-15-2(H). "other classroom materials"
means materials other than textbooks that are
used to support direct instruction to students.
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Hanna Skandera
Secretary of Education
Use of IM Funds
• Entities receiving IM funding may use such
funding for the purchase of “instructional
material” or “other instructional material” as
defined by state statute
• This includes charter schools
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Hanna Skandera
Secretary of Education
Use of IM Funds
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Hanna Skandera
Secretary of Education
IM Expenditure Percentages
Applicability
• School Districts and State-Supported Schools
must comply with NMSA 22-15-9(C) regarding
the IM allocation:
– No more than 50% to be used for the purchase of
material not included on the multiple list (not
adopted)
– Up to 25% of the 50% maximum for not adopted
material can be used for “other classroom
materials”
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Hanna Skandera
Secretary of Education
The 50/50 Model
50% Non
Adopted
25%
“Other”
Core/Basal
or
Supplemental
50%
Total
Adopted
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Allocation
Hanna Skandera
Secretary of Education
Historical Instructional Material
Legislative Appropriations (millions)
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Hanna Skandera
Secretary of Education
IM Expenditure Percentages
Waiver Request
• NMSA 22-15-9(C) – The local superintendent may
apply to the department for a waiver of the use
of funds allocated for the purchase of
instructional material either included or not
included on the multiple list
• Your school may request a waiver form by
contacting IMB
• Waiver requests must be submitted and
approved PRIOR to the district making the
requested purchases
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Hanna Skandera
Secretary of Education
IM Expenditure Percentages
Applicability – CHARTER SCHOOLS
• State Charter schools and District Charter
schools are exempt from the 50%
adopted/50% not adopted statutory
requirement and may use IM funds to
purchase items that meet the statutory
definitions of “instructional material” or
“other instructional material.”
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Hanna Skandera
Secretary of Education
IM Carry Over
NMSA 22-15-5 Instructional Material Fund
• Is a non-reverting fund.
NMSA 22-15-9(F) Distribution of Funds for IM
• A school district or state institution that has
funds remaining for the purchase of
instructional material at the end of the fiscal
year shall retain those funds for expenditure
in subsequent years.
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Hanna Skandera
Secretary of Education
2015 Instructional Material Summer
Review Institute
Dates:
May 31 – June 5, 2015
Grades: K-8
Subjects: English Language Arts/Reading
Core Reading Intervention
Modern, Classical, and Native
Languages
Adoption: Purchase for school year 16/17
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Hanna Skandera
Secretary of Education
IMB Reasons for Reviewing
Instructional Materials
• It provides accurate information about the alignment
of content to New Mexico core standards and
objectives.
• It helps educators by providing a multiple list of vetted
materials for specific subject areas.
• It provides tools and resources that can be used at the
community or state level.
• It secures economical pricing through the Favored
Nation Clause, which guarantees the lowest price as
contracted by any state.
• It provides recommendations to help educators select
the very best materials for instruction.
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Hanna Skandera
Secretary of Education
Adoption Cycle
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Hanna Skandera
Secretary of Education
Ordering Materials Online
Entering Inventory Online
Instructional Material Depository - Desa Rogers
Instructional Material Ordering
Listing of Instructional Material
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Hanna Skandera
Secretary of Education
Welcome
www.istaronline.com
Hanna Skandera
Secretary of Education
•
•
•
•
•
•
Capabilities:
Search – Look up Publisher titles
Budget – Add or Edit Budgets
Shop – Place new or edit existing order
Order Inquiry – Check Status Get POD
Inventory – Update Inventory for non iSTAR
purchases
Hanna Skandera
Secretary of Education
Hanna Skandera
Secretary of Education
• SEARCH
– Download the current year
adoption list
– Search a title using
•
•
•
•
Publisher
Category and Subcategory
Grade level
Expiration date
• Title not on iSTAR?
Hanna Skandera
Secretary of Education
Hanna Skandera
Secretary of Education
• DON’T HAVE AN ACCOUNT?
– Ask your district to give you your registration key
(under campus access tab)
– Have your district office set you up (under the
Manage user accounts tab)
– Leave your information with ARCHWAY
– Email:
• [email protected]
Hanna Skandera
Secretary of Education
Hanna Skandera
Secretary of Education
• Only authorized users or administrators can
create or change the IM BUDGET.
• District offices can set-up secondary IM budgets
for campus locations or campuses may use the
District Budget
• District and campuses can also set up additional
budgets for non-State allocated monies.
Hanna Skandera
Secretary of Education
Creating a New Budget
• Give your budget a unique label.
• Enter the amount . Click the SAVE button.
• Enter adopted and non adopted on the same order
Hanna Skandera
Secretary of Education
Adjusting a Budget
• You may adjust any iSTAR budget by changing the Total Budget
or the Current Charges .
– EX: You receive additional money from a
fundraising event, you might increase the Total
Budget column.
– All budget adjustments are permanently logged.
Hanna Skandera
Secretary of Education
Hanna Skandera
Secretary of Education
•Pick New Estimate of Needs if creating an estimate or New Regular Order
to place an actual order
•Create a Unique Label
•Select a Budget if keying a regular order
•Select your campus if necessary
Hanna Skandera
Secretary of Education
Begin entering your titles.
 You can invoke the search function from your order or enter your isbn # directly.
 Make sure if an item is free, that you check the Free Material box.
Hanna Skandera
Secretary of Education
If you go over your budget you will need to remove items from your cart
Hanna Skandera
Secretary of Education
• Editing Your Carts
– Choose cart to view details.
Hanna Skandera
Secretary of Education
• Checking out EON and Regular Order
Verify and Click Continue
Hanna Skandera
Secretary of Education
• Click on Queued tab
• Pick order to be completed
Hanna Skandera
Secretary of Education
Enter PO
Hanna Skandera
Secretary of Education
• Ship or Pick up?
– Here you can Print your order & choose
either to have your books Shipped or
Picked up. Shipping is 5% of total order for
Archway. A 1% handling fee is required
for pick up orders.
Hanna Skandera
Secretary of Education
• Submitting an EON
• An EON is not an order. To convert the
estimate
Hanna Skandera
Secretary of Education
Hanna Skandera
Secretary of Education
• Once ARCHWAY has “picked up” your
order, it can be viewed under the
Confirmed Tab.
• Once in Confirmed Tab, you can also
view each order individually and see
what has been shipped.
CONFIRMED ORDERS
Hanna Skandera
Secretary of Education
•
• Check date of when
books shipped.
• Click on tracking #’s
to go to tracking
information to see
who signed for
packages and when
were packages
delivered.
Hanna Skandera
Secretary of Education
Hanna Skandera
Secretary of Education
Enter Inventory
• Fill in order date, PO, Vendor, Stock#, Description, Quantity, Price and
Budget fields:
Hanna Skandera
Secretary of Education
• Batch Template
– Click Download Batch Upload Template link.
• Save as Excel file.
Hanna Skandera
Secretary of Education
Hanna Skandera
Secretary of Education
• Download Inventory Report
– Select run report.
• Save as Excel file to send to PED with your annual report.
Hanna Skandera
Secretary of Education
Any Questions?
This completes your iSTAR training if you have additional
questions, please contact Archway at 505.766.9721 or toll free at
888.223.2665 ext 3119
Hanna
HannaSkandera
Skandera
Secretary
SecretaryofofEducation
Education