School budget refers to the portion of the board budget that is distributed to the
school for the purchase of classroom and office supplies and services.
The degree to which the budget is allocated to the school or controlled centrally is
up to each board.
In one extreme, it could include staff salaries and maintenance of the building, which
would be a complete cost centre model. More common is the distribution of a
budget allocation for ‘discretionary’ items such as:
- equipment rental (excursions)
- furniture and equipment
- photocopying
- professional development
- office supplies
- textbooks.
This budget is based on student enrolment and supplements for special programs,
while salary and building maintenance are budgeted centrally.
The principal’s budget responsibilities are:
- Allocate amounts to the budget template.
- Assign budget responsibilities to staff members (remember that training is
essential).
- Determine and notify staff of the process for spending, reimbursing, approving
budget, transferring of funds and all other matters of a fiscal nature.
- Develop an in-school tracking procedure for all expenditures (manual or
electronic).
- Develop and maintain inventory process and storage of resources.
- Develop and monitor a tracking system for orders placed by the school (i.e.
texts, non-consumables, books, etc.).
- Monitor monthly expenses (board printouts) and watch the BOTTOM LINE!
- Move money between budget lines, as appropriate.
- Print budget balance reports to notify staff of spending each month.
- Share budget information with staff and school council.
- Sign invoices and cheques, approve purchase orders and contract release
orders.
Most boards provide their schools with monthly financial reports to help them
monitor their spending. Some boards offer daily access online. Depending on the
system in the board, some schools keep a supplementary file of expenses to balance
the board’s ‘books.’ This practice of keeping ‘two sets of books’ can create
redundancies and duplication. Whatever system is used, it is the principal’s
responsibility to monitor school spending within the guidelines of the board.
Approaches to setting a school budget:
- Autocratic method: principal and vice-principal decide on where the money
will be allocated.
- Inclusive/emancipatory leadership: a committee of staff allocates the money to
budget lines.
- Involvement of staff and school council members included in allocating funds
to budget lines.
Consideration for setting school budget lines:
- Develop places to provide “big ticket” items.
- If you are new to a school, look at past practices and don’t
make big changes too quickly, unless board policy is being violated.
- Look at one year and multi-year planning.
- Remember to focus on transparency and accountability.
- What are the priorities for your school?
- What is the impact on student learning?
- Which money is “enveloped”?
Your number one criterion for decision-making when allocating funds and
resources is the impact on student learning
Is this decision in the best interest of the students?
Is this decision aligned with our current school and board priorities?