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Financial

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Saved by Lindsey
on February 1, 2011 at 2:56:01 pm
 

 

Financial

 

 


 

Frederick County

  

On July 1 each year, every school librarian's budget is available to him or her. The number of projected students in each school determines each library's budget amount. This type of budget distribution is called a per pupil allotment. For example, if a school is projected to enroll 600 students, the per pupil allotment is calculated using that number and then a dollar amount for elementary, middle, or high school. For 2011, elementary schools receive $14.43 per pupil, middle schools receive $14.91 per pupil, and high schools receive $15.53 per pupil. 

 

In addition to this budget, certain schools around the county are allocated additional funds because these schools fall below state standards for collection size. Most of the older schools in Frederick County that have not had a renovation have undersized collections. These libraries receive extra money through these Enhancement Grants. About 10 - 12 years ago, the state started giving school districts money for elementary library collections as long as the county matched the funds. The state did away with the program, but Frederick County continued with it and expanded it into the secondary schools as well.

 

Media Allocations

FY11 Media Allocations.pdf

Enhancement Grants

 

By end of November, school librarians are expected to have spent 80% if their budget. In the spring of each year, every school librarians receives a packet of information from the school library supervisor outlining the procurement process for periodicals. Periodical subscriptions will be charged against the school media center's budget for the following fiscal year. Also in the spring, school librarians collaborate to decide upon the online database subscriptions for the following year. The school library supervisor pays for the collective subscriptions, but individual school librarians may purchase additional databases with their school-based funds.

 

Most purchases on the school level happen through a purchase order. School librarians in Frederick County use PeopleSoft software to submit, maintain, and update each purchase order. Training on PeopleSoft is ongoing because the software is frequently updated. Frederick County librarians are 100% digital in their ordering. The purchase orders must be approved by the school principal and the school library supervisor. Once a school librarian has submitted an order through a particular jobber, he or she must create a pdf of the order, input the encumbered amount into PeopleSoft, attach the order to the purchase order and send it through for approval. Once the order is delivered, the librarian must align the packing slip with the original order and then enter the actual amount paid into Peoplesoft. School librarians may also maintain open purchase orders throughout the school year with companies such as Border's, Staples, or Radio Shack. Open purchase orders are convenient because they allow for flexibility and immediacy.

 

Most school librarians have access to a library materials account (i.e. books, dvds, cds, e-books, etc.) and a supplies account. Most school librarians also use a fundraiser account. The money that comes out of this account goes towards the student activity funds. The school library budget is used for books, magazine subscriptions, newspapers, online subscriptions, library supplies, audiovisual materials, media center computer software, and materials of instruction (MOI). The school library budget will not buy equipment, textbooks, or computer hardware. If a school librarian wishes to purchase any equipment, the money must come out of the fundraiser account/student activity fund.

 

Library Media Handbook

 


 

Howard County

 

Howard County schools work on a per pupil allocation deposited in July in the Operating Budget.  For the 2010-2011 school year that allocation was $8.80 per pupil.  That included the budget for periodicals.  The money is to be spent on materials that will be used that year for students.  It is encouraged that the money be spent before Winter Break.   A separate amount is given to each school to be used for supplies including items such as book binding materials and toner for all school printers.  In addition to the per pupil allocation, librarians can qualify for equity funds.  In order to qualify for equity funds in 2010-2011, school librarians must do all of the following: 

 

  • All 2010-2011 Book and AV budget funds encumbered by 2/1/11. Approximately $300 may be retained after this date for incidental purchases.
  • 5% of total collection weeded in 10/11 school year (weeding figures obtained from Molly Kelley)
  • Periodical order for 2011/2012 less than 10% of Book & AV budget.
  • All required reports (Annual MSDE Library Media Report, Annual MSDE Technology Inventory, and HCPSS Annual Library Media Report) submitted on or before the deadline.

 

Library Media Handbook

 


 

Carroll County

 

Budgets of materials and supplies for  CCPS is based on student enrollment.  When ordering in the spring, librarians can estimate their spending budget based on last year’s amount. Adjustments to the budget can be made, based on enrollment, in the Fall. The following budget is allotted to each category:

 

  •    Materials and Supplies:
    •  40-60% of total weeded materials
    •  Less than $1,000 on instructional supplies and materials used by staff
  •  Equipment and Furniture:
    •  Less than $1,000 on Audiovisual equipment
    • $1,000+ on equipment and/or furniture

 

New orders for the next school year must be submitted by July.  All library funds will be hindered by December 15.

 

Library Media Handbook, Section V-1

 

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