THE TRAINING AND CERTIFICATION
THE TRAINING AND CERTIFICATION
OF SCHOOL BUSINESS ADMINISTRATORS
and
ASSISTANT SCHOOL BUSINESS ADMINISTRATORS
A HANDBOOK FOR RESIDENTS AND MENTORS
New Jersey Association of School Business Officials
4 AAA Drive, Ste. 101
Robbinsville, NJ 08691
609-689-3870
Original Printing
August, 1991
November 2020
TABLE OF CONTENTS
OVERVIEW__________________________________________________ 4
A. Background and Certification Requirements_________________ 4
1. Academic Preparation________________________________ 4-5
I. RESIDENCY_________________________________________________ 6-7
A. Cooperating Parties and Their Responsibilities_______________ 6
1. New Jersey Association of School Business Officials 6
2. Each Mentor______________________________________ 6
3. School Business Administrator Candidates________________ 7
4. Local District Superintendent/Local Boards of Education______ 7
5. State Board of Examiners________________________________ 8
B. Developing an Individualized Training Plan________________ 8
1. Standard Residency Agreement__________________________ 8
2. Individualized Training Plan _________________________ 8
C. Directions and Commentary: Residency_____________________ 8
D. Training Components____________________________________ 9
E. Required Experiences____________________________________ 9-17
1. Financial Budget Planning and Administration_____________ 10-11
2. Insurance/Risk Administration_________________________ 11
3. Purchasing___________________________________________ 11-12
4. Financial Accounting and Reporting_______________________ 12-13
5. School Plant Planning, Construction and Maintenance_________ 13
6. Personnel Administration/Labor Relations__________________ 14
7. Pupil Transportation____________________________________ 15
8. Food Services_________________________________________ 15
9. Technology___________________________________________ 16
10. School Law and Related Regulations_______________________ 16-17
F. Evaluation Processes and Forms____________________________ 17
1. Recommendation for certification_________________________ 18
2. Appeal Process________________________________________ 18
G. Training Fees/Compensation__________________________________ 18
I. APPENDICES 19
Appendix A______________________________________________ 20
Standard Residency Agreement_______________________ 21-22
Appendix B______________________________________________ 23
Training Plan______________________________________ 24-37
Appendix C____________________________________________ 38
Formative Evaluation Form________________________ 39-51
Appendix D____________________________________________ 52
Summative Evaluation Form_______________________ 53-65
III. SUPPLEMENTAL EXPERIENCES (samples)_____________________ 66-67
OVERVIEW
A. Background and Certification Requirements
The certification process for School Business Administrators and Assistant School Business Administrators in New Jersey was extensively reviewed as part of the recent evaluation of all school administrator certification. Subsequent to the review, and following public hearings, new standards for training and licensure of these professionals were adopted by the New Jersey State Board of Education as N.J.A.C. 6A:9B-12.7.
The certification requirements are reflected below and include additional provisions necessary for certification and is being administered and overseen by New Jersey Association of School Business Officials (NJASBO).
1. Academic Preparation
a. To be eligible for the School Business Administrator Certificate of Eligibility, the candidate shall:
1) Hold a Master’s Degree from a regionally accredited college or university or be in possession of a Certified Public Accountant license; and
2) Complete at least 18 credits of graduate or undergraduate study in the following areas:
o Economics;
o Law;
o Accounting;
o Organizational Theory;
o Management or Administration; and
o Finance
Application for the Certificate of Eligibility is made through and approved by the NJ Department of Education, Licensures and Credentials ()
b. To be eligible for a Provisional School Business Administrator Certificate, the candidate shall:
1) Hold a School Business Administrator Certificate of Eligibility; and
2) Obtain and accept an offer of employment in a position that requires the School Business Administrator endorsement in a public school district or an approved private school for students with disabilities that has agreed to sponsor the residency. The residency is suspended if the mentee is no longer employed by a sponsoring district. The mentorship period must start over if the employment gap is longer than six months.
c. To be eligible for the Standard School Business Administrator Certificate, the candidate shall:
1) Hold a Provisional School Business Administrator Certificate; and;
2) Complete a one to two-year NJASBO-approved residency program while employed under a provisional certification. The residency shall:
o Take place in a functioning public school district environment and will require the candidate to develop a thorough understanding of the New Jersey Standards as referenced in N.J.A.C. 6A:9B-12.7;
o Be conducted in accordance with a standard residency agreement issued by New Jersey Association of School Business Officials and entered into by the Department, the employing school district, the candidate and the mentor. No residency program may be undertaken without a valid residency agreement.
o Be administered by a mentor who is approved by the NJASBO; and who has completed an approved mentor orientation program, and who shall supervise and verify completion of all required experiences and training by the candidate. The mentor shall, at the start of the residency, submit to NJASBO, a written recommendation on NJASBO developed forms concerning any areas of professional experience that may be waived and any additional teaching or other special experiences, if applicable, that the individual candidate should complete before achieving standard certification. NJASBO’s review and subsequent approval shall consider the candidate’s past work experience and recommended professional experiences during residency which shall be specified in the standard written agreement; and;
o Provide professional experiences, training and 145 clock hours of formal instruction in the following areas of standards: School Plant Planning, Construction and Maintenance; School Finance, Budget Planning and GAAP/Double Entry; Pupil Transportation; Labor Relations and Personnel; Insurance/Risk Management; Food Service Administration; Core Curriculum; and School Law. All requested waivers require the approval of the Executive Director of NJASBO.
Upon successful completion of the foregoing requirements by the candidate, and with the recommendation of the candidate’s mentor and approval by the State of New Jersey Department of Education, Office of Certification and Induction will issue a standard School Business Administrator certificate to the candidate.
I. RESIDENCY
A. COOPERATING PARTIES AND THEIR RESPONSIBILITIES
1. New Jersey Association of School Business Officials (NJASBO) shall:
a. Administer the residency program.
b. Evaluate the mentor as to the Mentor’s effectiveness and continuing education training regarding continuing as a mentor. An unsatisfactory evaluation will result in a revocation of their eligibility to be a mentor. Appeals on the Executive Director’s decision may be filed with the Executive Committee of the Association whose decisions will be final and binding.
2. Each Mentor shall:
a. Must be an active School Business Administrator or active Interim (Provided that the Interim has not had a break in service of 6 or more months and has not been retired more than 10 years.)
b. Have been a School Business Administrator or Assistant School Business Administrator for 10 years with 4 consecutive years as the School Business Administrator in at least one district; Mentors as of January 1, 2021 are grandfathered.
c. Hold a mentor certificate based on an established training plan for mentors;
d. Meet with their mentee face to face either in person or virtually a minimum of once a month during the residency in addition to being reasonably accessible and responsive via other mediums at other times. At least some of these meetings shall be at the candidate’s district.
e. Provide evidence of attendance at a minimum of 15 clock hours of NJASBO professional development workshops/trainings or alternate relevant trainings (e.g. Rutgers Purchasing course) annually as approved by the NJASBO Executive Director.
f. Attend initial mentor certification training and a bi-annual mentor retraining course conducted by NJASBO.
g. Be evaluated by their mentee at the conclusion of a mentorship program on an evaluation form created, distributed and collected directly by NJASBO. The evaluation will be in accordance with the NJDOE program reapproval parameters.
h. Mentors shall submit all paperwork (i.e. Agreement, Training Plan and all evaluations) to NJASBO in a timely manner to avoid any delays in the residency program.
i. Be evaluated by NJASBO based on criteria established by NJASBO, as to their effectiveness and continuing education training regarding continuing as a mentor.
k. Mentors shall not mentor more than two candidates at one time.
l. In conjunction with the sponsoring district, evaluate the needs and background of candidate’s
in order to propose an individual training plan for the resident for submission to NJASBO.
m. Ensure that the School Business Administrator/Assistant School Business Administrator
candidate receives appropriate training, support and supervision in accordance with the
residency plan;
n. Verify to the NJASBO the required residency experiences, evaluate the candidate, and
recommend action toward eligibility for certification; and
o. Along with the candidate, mentor will evaluate the candidate’s strengths and weaknesses in
order to recommend a residency plan.
p. Submit a draft of the Training Plan (See Appendix B) to NJASBO for final approval prior to
commencing the mentorship.
3. School Business Administrator/Assistant School Business Administrator Candidates shall:
a. Hold a valid CPA license and/or master’s degree which includes the required areas of study in administration;
b. Obtain a Certificate of Eligibility to seek employment in a position that requires School Business Administrator certification;
c. Receive and accept an offer of employment;
d. Receive approval by NJASBO for their individualized Training Plan;
e. Shall submit all required documentation.
f. Submit a Standard Residency Agreement for School Business Administrator Position (see Appendix A) to NJASBO.
4. Local District Superintendent/Local Boards of Education shall:
a. Based upon a careful review of the specific job opening and the personal and professional attributes of the candidate, determine appropriate professional experiences that compliments the candidate’s training experience.
b. Require each candidate to document his/her eligibility;
c. Employ only those candidates judged to have the qualifications needed for a position requiring School Business Administrator certification and shall agree to sponsor the candidate during residency.
d. Complete necessary online registration for candidate’s provisional certificate;
e. Be aware of the following facts regarding certification and continuation of employment:
1) Certification is a professional decision made by the State Board of Examiners and local boards must not act upon or influence the recommendation of the mentor relative to certification of a candidate;
2) A standard certificate could be awarded to a successful candidate but the local board may decide not to continue the individual’s employment for budgetary or other reasons; and
3) A candidate who receives a “disapproved” certification rating cannot be retained by a school district in a School Business Administrator/Assistant School Business Administrator position. A candidate who receives a rating of “insufficient” may be retained in the same position for one additional year under provisional certification. In accord with due process, any decision may be appealed to the State Board of Examiners.
5. State Board of Examiners:
a. Have the statutory authority to issue certification. In accordance with due process, unsuccessful candidates for a regular certificate may petition the board.
B. DEVELOPING AN INDIVIDUALIZED TRAINING PLAN
The following guide will assist the mentor in preparing an individual training plan for a certification candidate. Recommendations should be based on the quality and type of previous experiences as well as strengths and weaknesses as indicated in job performance evaluation reports or other reliable sources of information.
1. Standard Residency Agreement: This legally binding agreement, entered into by all cooperating parties, sets the general terms and conditions for providing training and supervision for the School Business Administrator candidate. Individualized Training Plan, spells out a plan of development for the candidate to achieve optimum success and, subsequently, receipt of Standard School Business Administrator certification.
2. Individualized Training Plan: At the start of the residency, the mentor shall submit to the New Jersey Association of School Business Officials (NJASBO) the Training Plan for School Business Administrator Candidates (see Appendix B) concerning any areas of professional experience that may be waived and additional teaching or other special experiences, if any, that the individual candidate should complete before achieving standard certification. NJASBO review and subsequent approval shall consider the candidate’s past work experience and recommended professional experiences during residency, which shall be specified in the standard written agreement.
C. DIRECTIONS AND COMMENTARY: RESIDENCY
Residency is a period of one year during which the candidate serves as a School Business Administrator/Assistant School Business Administrator and completes his/her training through required exercises and formal instruction. The required exercises have been carefully constructed to represent experiences inherent in school business administration and reflect the true nature of the position. If variations or supplementary exercises are recommended, they should coincide with the responsibilities of the candidate’s position.
NOTE: REQUIRED EXPERIENCES ON FORM CAN NOT BE WAIVED
D. TRAINING COMPONENTS
145 HOURS OF FORMAL INSTRUCTION: Provide professional experiences, training, and 145 hours of formal instruction in the areas of Standards listed in N.J.A.C. 6A:9B-12.7 (c)2iv; School Plant Planning, Construction and Maintenance; School financial and legal practices, including, Budget Planning and administration and double entry accounting —GAAP; Pupil Transportation; Labor Relations and Personnel; Insurance/Risk Management and Food Service Administration. Additionally, the candidate must develop a thorough understanding of the NJSLS: the Professional Standards for Teachers in NJAC 6A:9-3.3 and the Professional Standards for School Leaders in NJAC 6A:9-3. All courses must have been completed within two years of attainment of their provisional certificate. Candidates who commenced a course within the five years preceding January 1, 2021 will have those specific courses grandfathered.
Portions of the 145 hours of formal training may be waived if a candidate has completed sufficient equivalent coursework and related work experience. Formal instruction could have been attained through college undergraduate or graduate courses, professional seminars or workshops, or other sources which the mentor may recommend and subsequently may be approved by the Executive Director of NJASBO, as being appropriate. A request for waiver of formal instruction must be verified by proper documentation, i.e. a certificate of completion, a transcript of grades, etc., which shall be provided to the mentor by the candidate. The mentor will include this documentation with the signed Standard Residency Agreement and Candidate Training Plan.
A waiver of formal instruction will be considered for on-the-job experience when the level of the candidate’s participation was one of primary responsibility and accountability for decisions. For example, if a candidate had prior experience as the transportation coordinator of a school district a mentor may recommend that this experience be accepted in lieu of formal instruction in pupil transportation. If the job responsibility was extensive enough for the candidate to have gained sufficient knowledge, the mentor may recommend a waiver and justify it in writing for approval by the Executive Director of NJASBO.
All formal instruction waiver decisions by the NJASBO Executive and Assistant Executive Directors will be final.
E. REQUIRED EXPERIENCES
Professional experiences required of candidates, which form the back bone of the residency, will be used to measure a candidate’s progress. No waivers of required experiences are possible. The candidate should, in the course of the residency work in each area listed.
Supplementary experiences will be recommended by the mentor. These may take the form of workshops, seminars, conferences, self-instructional materials or an expansion of activities similar to the required experiences.
The objectives and required experiences are designed to ensure a candidate’s active participation and exposure to the breadth of responsibility of a practicing School Business Administrator. The provisionally certified School Business Administrator/Assistant School Business Administrator will be guided by his or her mentor in the following areas of responsibility:
❖ Financial Budget Planning and Administration
❖ Insurance/Risk Administration
❖ Purchasing
❖ Financial Accounting and Reporting
❖ School Plant Planning, Construction and Maintenance
❖ Personnel Administration/Labor Relations
❖ Pupil Transportation
❖ Food Services
❖ Technology
❖ School Law and Related Regulations
The objectives and required experiences for each are described below.
1. Financial Budget Planning and Administration
a. Objective: To gain practical experience in the preparation, presentation and administration of school budgets and the statutory and code requirements which affect budget planning and administration.
b. Required Experiences:
1) Review current budget development and approval procedures that the local district uses for staff, board and community involvement.
2) Conduct research and collect data pertinent to establishing the annual budget. The data gathered should include, but is not limited to, the following information:
• District goals and objectives
• District long-range curriculum, maintenance, and facility improvement plans
• Staffing
• Student enrollment
• Revenue/expenditures
• Facilities
• Tax impact and rates
3) Prepare instructional materials for district personnel to educate them on proper budget procedures.
4) Prepare a three to five year trend analysis, detailing budgetary appropriations and expenditures, which can be used by district personnel for budgeting.
5) Convert budget information into budget recommendations relative to cost.
6) Match revenue to expenditures. Set budgeting priorities and make adjustments.
7) Develop a written plan and public relations materials for interpreting and presenting a finalized budget to the public.
8) Develop a written internal monitoring plan to ensure that expenditures are made in accordance with the approved budget and properly reported as required. Identify systems and safeguards to ensure good fiscal management.
2. Insurance/Risk Administration
a. Objective: To demonstrate an understanding of insurance requirements of a school district and exhibit skills in program administration.
b. Required Experiences:
1) Acquire a fundamental knowledge of mandatory and optional school district insurance coverage.
2) Review the local district’s insurance package. Report findings and make recommendations for continuation or improvement. If appropriate, confer with district advisors, i.e. attorneys, insurance brokers or consultants.
3) Prepare a yearly cost analysis to compare insurance premiums for a three-year period (health and property/casualty).
4) Administer the district’s insurance programs. Evaluate district operation for efficiency and effectiveness, and recommend enhancements.
3. Purchasing
a. Objective: To develop knowledge of legally required purchasing practices of school districts, and display administrative skill in managing inventory control of district supplies and instructional equipment.
b. Required Experiences:
1) Acquire a fundamental knowledge of the Public Schools Contract Law.
2) Review, discuss, evaluate, and modify district purchasing and reporting procedures to ensure that all purchases are made in accordance with Public Schools Contract Law.
3) Review, discuss, evaluate, and modify the districts inventory and supply control procedures to ensure that accurate inventories are maintained and safeguards exist to prevent loss/theft.
4) Administer the State-mandated contractual order system.
5) Review opportunities for shared services and prepare an analysis of the resources available to the district.
4. Financial Accounting and Reporting
a. Objective: To develop an understanding of the principles and practices of financial accounting for school districts and demonstrate responsible reporting procedures to duly authorized agencies consistent with statutes, codes and GAAP requirements.
b. Required Experiences:
1) Review and discuss the minimum legal requirements of school district accounting and reporting as they exist in New Jersey Administrative Code, statutory law and GAAP regulations.
2) Demonstrate and understanding of the classification of accounts as defined in the “New Jersey School Districts Chart of Accounts” by reviewing the district’s current expenditures to ensure that they are properly charged.
3) Review and discuss State and Federal Special Projects accounting and reporting requirements.
4) Review and discuss the local district’s financial operation of basic funds and account groups. Demonstrate proficiency in using the State Chart of Accounts and GAAP double-entry accounting systems.
5) Evaluate the procedures used in handling Governmental, Enterprise, Fiduciary and other funds. Give special attention to methods of cash receipts, cash controls and disbursement procedures.
6) Prepare and analyze interim and annual reports of district financial status as required by local, State and federal mandate. These may include monthly statements, annual reports, close-out reports, data collection plans and audit preparation.
7) Review the district’s payroll and agency accounts. Ensure that proper procedures are followed for deducting and remitting federal and state income tax, FICA, pensions, and other employee deductions.
8) Review, discuss, and evaluate procedures and plans for cash collection, disbursement and forecasting. Based on the district’s scheduled cash receipts and projected disbursements, prepare and present a cash flow analysis for the district.
9) Review and evaluate services provided by the district’s main depository. Compare available services with those offered by other local banks.
10) Review and evaluate established investment program and make recommendations for modifications based on district cash flow chart. Investigate alternative investment options including certificate of deposit, repurchase agreements, NJASBO’s investment pool and the New Jersey Cash Management Fund.
11) Acquire a fundamental knowledge of budgeting and accounting for debt service transactions. Review bond agreements and payment schedules. Become familiar with arbitrage rebate requirements, when refunding debt is advised.
5. School Plant Planning, Construction and Maintenance
a. Objective: To develop an awareness of legal and environmental guidelines for school facilities management and demonstrate administrative skills in administering these responsibilities.
b. Required Experiences:
1) Review and evaluate the district’s Five Year Long Range Facilities Plan and discuss its impact on budget preparation.
2) Review legal, environmental, financial, and administrative codes and procedures for facilities planning and construction.
3) Acquire and demonstrate a working knowledge of federal, state, and local legal requirements relative to existing school facilities
4) Review and evaluate the Three-Year Comprehensive Maintenance Plan. Update the plan as needed and discuss its impact on budget preparation.
5) Review and prepare/update the district’s M-1 form and compare to the district’s budget.
6) Review the district’s custodial and maintenance staff to determine if sufficient staff members are available to maintain the district’s facilities. Compare the current staffing level to the district’s three-year maintenance plan.
7) Develop strategies for financing school facilities projects.
8) Attend training and demonstrate an understanding of the Hazardous Communication Act, Integrated Pest Management (IPM), Public Occupational Safety Hazards Act (PEOSHA), Right to Know (RTK), AHERA, Air Quality Standards and other regulatory requirements that may be identified.
6. Personnel Administration/Labor Relations
a. Objective: To develop and demonstrate a broad understanding of key issues relative to effective management of human resources.
b. Required Experiences:
1) Staffing
• Review and discuss district staffing policies, procedures and relate laws.
• Actively participate in the employment planning, recruitment, selection, and evaluation functions as related to staff.
2) Staff Development
• Conduct an assessment to identify staff training and development needs.
• Develop a plan for upgrading individual and group skills.
3) Labor Relations
• Review local board policies and State statutes regarding collective negotiations. Review district employment contracts.
• Discuss with Superintendent the role of the School Business Administrator as it pertains to negotiations and contract management.
• Demonstrate ability to determine contract costs such as salary increases and benefit program costs.
• Participate in resolution of formal and informal conflicts, i.e., grievances, liaison committee, staff disputes.
4) Records and Benefits
• Review, analyze, and discuss the selection and operation of existing fringe benefit programs for instructional and non-instructional staff. Prepare a cost-analysis of the contracted fringe benefits of one employee group.
• Review the current record keeping procedures and analyze for efficiency, accuracy, and effectiveness against GAAP requirements and in accordance with State records retention requirements.
• Review and understand Open Public Records Act (OPRA) regulations and what is expected of the School Business Administrator with respect to his/her role as records custodian.
7. Pupil Transportation
a. Objective: To gain sufficient knowledge and experience to provide pupil transportation in a safe, efficient, and cost-effective manner and in compliance with State statutes and codes.
b. Required Experiences:
1) Develop an understanding of pertinent State statutes and regulations, I.C.C. rules and local district policies as they apply to pupil transportation.
2) Review and evaluate the local districts transportation operation. Become familiar with various methods of service provision, i.e. district-owned vehicles, district-shared, independently contracted.
3) Become familiar with the district’s joint transportation agreements with County Transportation Agencies including Educational Services Commissions, Special Services School Districts and Jointure Commissions and the costs savings associated with these types of agreements.
4) Demonstrate knowledge of routing to include scheduling, and the types of routes (hazardous, most direct and courtesy busing).
5) Review and evaluate the policies and procedures for providing fleet management and maintenance, transportation staff training and evaluation and safety training for drivers and students.
6) Prepare a list of district owned vehicles to include a maintenance schedule and bid specifications for the replacement of out-dated vehicles.
8. Food Services
a. Objective: To gain sufficient knowledge and experience to provide food services in an efficient and cost-effective manner and to manage food service contracts.
b. Required Experiences:
1) Develop and understanding of State and Federal rules and regulations and reporting requirements, and local district policies as they apply to the provision of food services in local school districts.
2) Review, evaluate (and modify, if appropriate), the local district’s food service operation relative to its production, nutrition, service, cost, and consumption.
3) Review and evaluate the local district’s food service operation by comparing it with other methods of provisions, i.e., district-run operation, Food Service Management Company, district as a non-provider.
4) If the district food service runs at a deficit, develop an understanding of why this occurs and what steps can be taken to correct this situation.
9. Technology
a. Objective: To demonstrate and understanding of systematic procedures for the collecting, storing, maintaining, retrieving, and validating data.
b. Required Experiences:
1) Review, evaluate, and modify the district’s procedures for data collection and utilization as they apply to:
• Budget preparation and presentation
• Insurance programs
• Purchasing and inventory control
• Financial accounting and reporting
• Facilities planning and maintenance
• Human resources, including staffing, training, compensation, records and benefits
• Transportation
• Food Services
2) Compare the local district’s methods of data processing with at least one other comparable district, i.e., total enrollment, budget size, grade span.
3) Analyze the district’s internal controls to determine if only authorized personnel have access to critical systems.
4) Review the district technology plan to determine if back-up procedures are sufficient for storage of district data.
5) Review the district’s five-year technology plan to develop an awareness and understanding of the plan and its implications upon annual school district budget.
10. School Law and Related Regulations
a. Objective: To identify and implement laws and regulations associated with the operation of a school business office and the legal requirements for conducting meetings of a board of education.
b. Required Experiences:
(1) Understand the legal environment in which the School Business Administrator must function as it relates to the New Jersey Constitution, New Jersey statutes, New Jersey Administrative Code and local school board policies and regulations.
(2) Understand the legal role of the New Jersey State Board of Education, the Commissioner of Education, the Executive County Superintendent of Schools, and the County School Business Administrator as each office relates to a local Board of Education.
(3) Identify the legal structures of local school districts in New Jersey, i.e., Type I school districts, Type II school districts, sending-receiving relationships, State-operated school districts, vocational school districts, educational services commissions, and other educational entities and charter schools.
• Identify the legal powers and authority of a local board of education.
• Understand the requirements for conducting a legal meeting of a board of education.
• Understand the ability of a local board of education to acquire, purchase, lease, gift, or condemn real property for school purposes.
• Understand and implement the requirements of Open Public Meetings Act (OPMA).
• Understand and implement the requirements of Open Public Records Act (OPRA).
• Understand the requirements of the board secretary in conducting annual and special school elections for Type II school district
• Understand and implement the requirements of Public Schools Contract Law for the acquisition of equipment and public works for school construction.
F. EVALUATION PROCESSES AND FORMS
The School Business Administrator/Assistant School Business Administrator candidate must be evaluated in accordance with standardized criteria to determine whether he or she should receive a standard certificate at the end of the residency. The criteria and forms used for this evaluation process are designed specifically for the State-wide certification of School Business Administrators/Assistant School Business Administrator and may not be replaced by forms used by the local school district for purposes of evaluation for tenured and non-tenured personnel.
Each candidate shall be evaluated formally on at least three occasions:
o After four months from the beginning of the residency.
o After eight months from the beginning of the residency.
o After twelve months from the beginning of the residency.
The first two evaluations are formative in nature (see pages 39-51); the final evaluation is a summative (see pages 53-55). The mentor must prepare the written evaluations and conduct performance appraisal discussions. Upon completion, each evaluation shall be forwarded to the New Jersey Association of School Business Officials (NJASBO) within ten days of each evaluation period.
1. Recommendation for certification: After the residency has completed twelve months of employment under residency, and all observations and evaluations are completed, the mentor must submit the summative form, which includes a recommendation on certification, to the NJASBO.
The summative form allows the mentor to rate the candidate’s overall performance as:
a. Approved – This rating shall result in issuance of a standard certificate; however, the district is under no obligation to retain the candidate.
b. Insufficient – This rating means that the candidate will not be issued a standard certificate, but may be permitted to be employed as a resident for one additional year under provisional certification. The district is under no obligation to retain a candidate with this rating.
c. Disapproved – This rating means that the candidate shall not be issued a standard certificate, shall not be retained by the district, and shall be prevented from continuing or re-entering a residency.
2. Appeal process: If the candidate disagrees with the mentor’s recommendation, he or she may appeal the mentor’s recommendation to the New Jersey State Board of Examiners.
G. TRAINING FEES/COMPENSATION
The expense of training during residency is the responsibility of the candidate for School Business Administrator certification. Fees are established on an annual basis upon recommendation of the Executive Director and approved by the Association Trustees. Regulations permit school districts to collect these fees from candidates and then allocate them according to the following method of distribution. Conversely candidates may pay the fees directly to the mentor.
1. Mentors: The fee must be paid to the mentor for each resident under his/her supervision. This amount is for the duration (1year up to 2 years) of training. For the school year 2020-2021 the fee is $2,000. This fee is payable directly to the mentor and not to the State of New Jersey. 50% of the fee must be paid to the mentor upon approval of the 4 month formative evaluation. The balance will be paid prior to the submission of the final summative evaluation. All fees must be paid in full before final certification will be issued.
2. Formal Instruction: Each candidate must take up to 145 hours of formal instruction in school-specific topics during his/her residency. These 145 hours of formal instruction are offered through NJASBO and taught by appropriately certified individuals. The fee for these courses is payable directly to NJASBO. Information on these courses may be found by contacting NJASBO at 609-689-3870 or by visiting .
All fees must be paid in full before final certification will be issued.
APPENDICES
APPENDIX - A
New Jersey Association of School Business Officials Susan F. Young
4 AAA Drive, Ste. 101, Robbinsville, NJ 08691 Executive Director
Loretta Hill
Asst. Executive Director
STANDARD RESIDENCY AGREEMENT
SCHOOL BUSINESS ADMINISTRATOR/ASSISTANT SCHOOL BUSINESS ADMINISTRATOR
The New Jersey Association of School Business Officials (NJASBO), _______________ the Mentor, and the ______________________ School District hereby agree to provide a program of training and supervision required in N.J.A.C. 6A: 9B-12.7 for who has accepted employment in a position which requires school business administrator certification, in accord with the following terms and conditions:
The New Jersey Department of Education agrees to:
1. Issue a provisional certificate to above named school business administrator candidate valid for a two year period when all initial paperwork is received.
The New Jersey Association of School Business Officials (NJASBO) agrees to:
1. Provide the district and the mentor with guidelines for training of the School Business
Administrator/Assistant School Business Administrator resident and standardized evaluation forms
2. Arrange a program of formal instruction for the School Business Administrator/Assistant School Business Administrator resident; and
3. Based upon the recommendation of the mentor, render a determination regarding the issuance of a standard certificate to the above named candidate upon successful completion of the residency to the New Jersey Department of Education.
The above named School Business Administrator Mentor agrees to:
1. Evaluate the School Business Administrator/Assistant School Business Administrator resident for school fiscal and other related administrative competencies and propose an individualized training program in cooperation with the sponsoring district;
2. Offer appropriate training, support, and supervision reflective of the training program to the resident for a period of one year from the start of the residency
3. Verify primary residency experiences; formally evaluate the candidate after 4, 8, and 12 months and, after the 12th month evaluation, recommend action toward certification to the New Jersey Department of Education.
The above named School District agrees to:
1. Arrange for the School Business Administrator/Assistant School Business Administrator resident to work under the guidance of a NJASBO appointed mentor and cooperate with the mentor in evaluating the resident for fiscal and other related administrative competencies and in proposing an individualized training program;
2. Provide the resident with the opportunity of fulfilling primary experience requirements of the residency;
3. Provide the resident with the opportunity to receive formal instruction.
Signed,
_____________________________________________ _________________
District Board of Education Date
_____________________________________________ _________________
Mentor Date
_____________________________________________ _________________
Resident Date
APPENDIX - B
New Jersey Association of School Business Officials Susan F. Young
4 AAA Drive, Ste. 101, Robbinsville, NJ 08691 Executive Director
Loretta Hill
Asst. Executive Director
TRAINING PLAN FOR SCHOOL BUSINESS ADMINISTRATOR/ASSISTANT SCHOOL BUSINESS ADMINISTRATOR CANDIDATES
Candidate:
Candidate’s Tracking #:___________________________________________________________
Email: _________________________________________________________________________
School District __________________________________________________________________
Mentor Name: __________________________________________________________________
Mentor Email: __________________________________________________________________
Mentor Phone Number:
Please complete the following by using the “Directions and Commentary” Section of THE TRAINING AND CERTIFICATION OF SCHOOL BUSINESS ADMINISTRATORS/ASSISTANT SCHOOL BUSINESS ADMINISTRATOR: A HANDBOOK. Your recommendations for a training program for the above-named candidate should be solidly based on the candidate’s previous job experience and reliable sources of performance evaluation. Please obtain approval from NJASBO before the resident and school district sign this plan.
I. RESIDENCY
|TRAINING COMPONENT |Indicate Completion Date |Waiver – |
|145 Hours of Formal Instruction | |Documented/Specific Reasons for waiver request(s) |
|School Finance, Budget Planning and GAAP/Double| | |
|Entry | | |
|Insurance/Risk Management | | |
|School Plant Planning, Construction & | | |
|Maintenance | | |
|Labor Relations and Personnel | | |
|Administration | | |
|Pupil Transportation | | |
|Food Services Administration | | |
|Core Curriculum | | |
|School Law | | |
II. TRAINING COMPONENT – REQUIRED EXPERIENCES (No waivers allowed)
REQUIRED EXPERIENCES
Professional experiences required of candidates, which form the back bone of the residency, will be used to measure a candidate’s progress. No waivers of required experiences are possible. The candidate should in the course of the residency work in each area listed.
Supplementary experiences may be recommended by the mentor. These may take the form of workshops, seminars, conferences, self-instructional materials or an expansion of activities similar to the required experiences.
The objectives and required experiences are designed to ensure a candidate’s active participation and exposure to the breadth of responsibility of a practicing School Business Administrator. The provisionally certified School Business Administrator will be guided by his or her mentor in the following areas of responsibility:
• Financial Budget Planning and Administration
• Insurance/Risk Administration
• Purchasing
• Financial Accounting and Reporting
• School Plant Planning, Construction and Maintenance
• Personnel Administration/Labor Relations
• Pupil Transportation
• Food Services
• Technology
• School Law and Related Regulations
The objectives and required experiences for each are described below.
Financial Budget Planning and Administration
• Objective: To gain practical experience in the preparation, presentation and administration of school budgets and the statutory and code requirements which affect budget planning and administration.
• Required Experiences:
• Review current budget development and approval procedures that the local district uses for staff, board and community involvement.
• Conduct research and collect data pertinent to establishing the annual budget. The data gathered should include, but is not limited to, the following information:
• District goals and objectives
• District long-range curriculum, maintenance, and facility improvement plans
• Staffing
• Student enrollment
• Revenue/expenditures
• Facilities
• Tax impact and rates
• Prepare instructional materials for district personnel to educate them on proper budget procedures.
• Prepare a three to five year trend analysis, detailing budgetary appropriations and expenditures, which can be used by district personnel for budgeting.
• Convert budget information into budget recommendations relative to cost.
• Match revenue to expenditures. Set budgeting priorities and make adjustments.
• Develop a written plan and public relations materials for interpreting and presenting a finalized budget to the public.
• Develop a written internal monitoring plan to ensure that expenditures are made in accordance with the approved budget and properly reported as required. Identify systems and safeguards to ensure good fiscal management.
Insurance/Risk Administration
• Objective: To demonstrate an understanding of insurance requirements of a school district and exhibit skills in program administration.
• Required Experiences:
• Acquire a fundamental knowledge of mandatory and optional school district insurance coverage.
• Review the local district’s insurance package. Report findings and make recommendations for continuation or improvement. If appropriate, confer with district advisors, i.e. attorneys, insurance brokers or consultants.
• Prepare a yearly cost analysis to compare insurance premiums for a three-year period (health and property/casualty).
• Administer the district’s insurance programs. Evaluate district operation for efficiency and effectiveness, and recommend enhancements.
Purchasing
• Objective: To develop knowledge of legally required purchasing practices of school districts, and display administrative skill in managing inventory control of district supplies and instructional equipment.
• Required Experiences:
• Acquire a fundamental knowledge of the Public Schools Contract Law.
• Review, discuss, evaluate, and modify district purchasing and reporting procedures to ensure that all purchases are made in accordance with Public Schools Contract Law.
• Review, discuss, evaluate, and modify the districts inventory and supply control procedures to ensure that accurate inventories are maintained and safeguards exist to prevent loss/theft.
• Administer the State-mandated contractual order system.
• Review opportunities for shared services and prepare an analysis of the resources available to the district.
Financial Accounting and Reporting
• Objective: To develop an understanding of the principles and practices of financial accounting for school districts and demonstrate responsible reporting procedures to duly authorized agencies consistent with statutes, codes and GAAP requirements.
• Required Experiences:
• Review and discuss the minimum legal requirements of school district accounting and reporting as they exist in New Jersey Administrative Code, statutory law and GAAP regulations.
• Demonstrate and understanding of the classification of accounts as defined in the “New Jersey School Districts Chart of Accounts” by reviewing the district’s current expenditures to ensure that they are properly charged.
• Review and discuss State and Federal Special Projects accounting and reporting requirements.
• Review and discuss the local district’s financial operation of basic funds and account groups. Demonstrate proficiency in using the State Chart of Accounts and GAAP double-entry accounting systems.
• Evaluate the procedures used in handling Governmental, Enterprise, Fiduciary and other funds. Give special attention to methods of cash receipts, cash controls and disbursement procedures.
• Prepare and analyze interim and annual reports of district financial status as required by local, State and federal mandate. These may include monthly statements, annual reports, close-out reports, data collection plans and audit preparation.
• Review the district’s payroll and agency accounts. Ensure that proper procedures are followed for deducting and remitting federal and state income tax, FICA, pensions, and other employee deductions.
• Review, discuss, and evaluate procedures and plans for cash collection, disbursement and forecasting. Based on the district’s scheduled cash receipts and projected disbursements, prepare and present a cash flow analysis for the district.
• Review and evaluate services provided by the district’s main depository. Compare available services with those offered by other local banks.
• Review and evaluate established investment program and make recommendations for modifications based on district cash flow chart. Investigate alternative investment options including certificate of deposit, repurchase agreements, NJASBO’s investment pool and the New Jersey Cash Management Fund.
• Acquire a fundamental knowledge of budgeting and accounting for debt service transactions. Review bond agreements and payment schedules. Become familiar with arbitrage rebate requirements, when refunding debt is advised.
School Plant Planning, Construction and Maintenance
• Objective: To develop an awareness of legal and environmental guidelines for school facilities management and demonstrate administrative skills in administering these responsibilities.
• Required Experiences:
• Review and evaluate the district’s Five Year Long Range Facilities Plan and discuss its impact on budget preparation.
• Review legal, environmental, financial, and administrative codes and procedures for facilities planning and construction.
• Acquire and demonstrate a working knowledge of federal, state, and local legal requirements relative to existing school facilities
• Review and evaluate the Three-Year Comprehensive Maintenance Plan. Update the plan as needed and discuss its impact on budget preparation.
• Review and prepare/update the district’s M-1 form and compare to the district’s budget.
• Review the district’s custodial and maintenance staff to determine if sufficient staff members are available to maintain the district’s facilities. Compare the current staffing level to the district’s three-year maintenance plan.
• Develop strategies for financing school facilities projects.
• Attend training and demonstrate an understanding of the Hazardous Communication Act, Integrated Pest Management (IPM), Public Occupational Safety Hazards Act (PEOSHA), Right to Know (RTK), AHERA, Air Quality Standards and other regulatory requirements that may be identified.
Personnel Administration/Labor Relations
• Objective: To develop and demonstrate a broad understanding of key issues relative to effective management of human resources.
• Required Experiences:
• Staffing
• Review and discuss district staffing policies, procedures and relate laws.
• Actively participate in the employment planning, recruitment, selection, and evaluation functions as related to staff.
• Staff Development
• Conduct an assessment to identify staff training and development needs.
• Develop a plan for upgrading individual and group skills.
• Labor Relations
• Review local board policies and State statutes regarding collective negotiations. Review district employment contracts.
• Discuss with Superintendent the role of the School Business Administrator as it pertains to negotiations and contract management.
• Demonstrate ability to determine contract costs such as salary increases and benefit program costs.
• Participate in resolution of formal and informal conflicts, i.e., grievances, liaison committee, staff disputes.
• Records and Benefits
• Review, analyze, and discuss the selection and operation of existing fringe benefit programs for instructional and non-instructional staff. Prepare a cost-analysis of the contracted fringe benefits of one employee group.
• Review the current record keeping procedures and analyze for efficiency, accuracy, and effectiveness against GAAP requirements and in accordance with State records retention requirements.
• Review and understand Open Public Records Act (OPRA) regulations and what is expected of the School Business Administrator with respect to his/her role as records custodian.
Pupil Transportation
• Objective: To gain sufficient knowledge and experience to provide pupil transportation in a safe, efficient, and cost-effective manner and in compliance with State statutes and codes.
• Required Experiences:
• Develop an understanding of pertinent State statutes and regulations, I.C.C. rules and local district policies as they apply to pupil transportation.
• Review and evaluate the local districts transportation operation. Become familiar with various methods of service provision, i.e. district-owned vehicles, district-shared, independently contracted.
• Become familiar with the district’s joint transportation agreements with County Transportation Agencies including Educational Services Commissions, Special Services School Districts and Jointure Commissions and the costs savings associated with these types of agreements.
• Demonstrate knowledge of routing to include scheduling, and the types of routes (hazardous, most direct and courtesy busing).
• Review and evaluate the policies and procedures for providing fleet management and maintenance, transportation staff training and evaluation and safety training for drivers and students.
• Prepare a list of district owned vehicles to include a maintenance schedule and bid specifications for the replacement of outdated vehicles.
Food Services
• Objective: To gain sufficient knowledge and experience to provide food services in an efficient and cost-effective manner and to manage food service contracts.
• Required Experiences:
• Develop and understanding of State and Federal rules and regulations and reporting requirements, and local district policies as they apply to the provision of food services in local school districts.
• Review, evaluate (and modify, if appropriate), the local district’s food service operation relative to its production, nutrition, service, cost, and consumption.
• Review and evaluate the local district’s food service operation by comparing it with other methods of provisions, i.e., district-run operation, Food Service Management Company, district as a non-provider.
• If the district food service runs at a deficit, develop an understanding of why this occurs and what steps can be taken to correct this situation.
Technology
• Objective: To demonstrate and understanding of systematic procedures for the collecting, storing, maintaining, retrieving, and validating data.
• Required Experiences:
• Review, evaluate, and modify the district’s procedures for data collection and utilization as they apply to:
• Budget preparation and presentation
• Insurance programs
• Purchasing and inventory control
• Financial accounting and reporting
• Facilities planning and maintenance
• Human resources, including staffing, training, compensation, records and benefits
• Transportation
• Food Services
• Compare the local district’s methods of data processing with at least one other comparable district, i.e., total enrollment, budget size, grade span.
• Analyze the district’s internal controls to determine if only authorized personnel have access to critical systems.
• Review the district technology plan to determine if back-up procedures are sufficient for storage of district data.
• Review the district’s five-year technology plan to develop an awareness and understanding of the plan and its implications upon annual school district budget.
School Law and Related Regulations
• Objective: To identify and implement laws and regulations associated with the operation of a school business office and the legal requirements for conducting meetings of a board of education.
• Required Experiences:
• Understand the legal environment in which the School Business Administrator must function as it relates to the New Jersey Constitution, New Jersey statutes, New Jersey Administrative Code and local school board policies and regulations.
• Understand the legal role of the New Jersey State Board of Education, the Commissioner of Education, the Executive County Superintendent of Schools, and the County School Business Administrator as each office relates to a local Board of Education.
• Identify the legal structures of local school districts in New Jersey, i.e., Type I school districts, Type II school districts, sending-receiving relationships, State-operated school districts, vocational school districts, educational services commissions, and other educational entities and charter schools.
• Identify the legal powers and authority of a local board of education.
• Understand the requirements for conducting a legal meeting of a board of education.
• Understand the ability of a local board of education to acquire, purchase, lease, gift, or condemn real property for school purposes.
• Understand and implement the requirements of Open Public Meetings Act (OPMA).
• Understand and implement the requirements of Open Public Records Act (OPRA).
• Understand the requirements of the board secretary in conducting annual and special school elections for Type II school district
• Understand and implement the requirements of Public Schools Contract Law for the acquisition of equipment and public works for school construction.
Supplemental Experiences – REQUIRED
Supplemental experiences are additional items you’d like to add to the training plan. It is required to include supplemental experiences on all training plans.
Please include supplemental experiences for each of the categories listed below. This form must be included in all upcoming evaluations, indicating which items have been completed with the date of completion.
A. Financial Budget Planning & Administration
|Task(s) |Date Completed |
| | |
| | |
B. Insurance & Risk Management (i.e. Property, Casualty, Liability, etc.)
|Task(s) |Date Completed |
| | |
| | |
C. Purchasing
|Task(s) |Date Completed |
| | |
D. Financial Accounting & Reporting
|Task(s) |Date Completed |
| | |
E. School Plant Planning, Construction & Maintenance
|Task(s) |Date Completed |
| | |
F. Personnel Administration / Labor Relations
|Task(s) |Date Completed |
| | |
G. Pupil Transportation
|Task(s) |Date Completed |
| | |
H. Food Service
|Task(s) |Date Completed |
| | |
I. Central Data Processing
|Task(s) |Date Completed |
| | |
J. School Law & Related Regulations
|Task(s) |Date Completed |
| | |
K. Other
|Task(s) |Date Completed |
| | |
FURTHER COMMENTS:
The training program particularly developed for ___________________, School Business Administrator/Assistant School Business Administrator Candidate, is approved and accepted by:
_________________________________ Candidate ______________ Date
_________________________________ Mentor _____________ Date
_________________________________ School District _____________ Date
APPENDIX - C
New Jersey Association of School Business Officials Susan F. Young
4 AAA Drive, Ste. 101, Robbinsville, NJ 08691 Executive Director
Loretta Hill
Asst. Executive Director
SCHOOL BUSINESS ADMINISTRATOR/ASSISTANT SCHOOL BUSINESS ADMINISTRATOR
RESIDENCY PROGRAM FORMATIVE EVALUATION FORM
CANDIDATE:
CANDIDATE’S TRACKING #:_______________
MENTOR:
DATE:
SCHOOL DISTRICT & COUNTY:
Check One: _____ 4th month FORMATIVE EVALUATION
__ 8th month FORMATIVE EVALUATION
REQUIRED EXPERIENCES: Please verify the following for completion. Number of experiences refers to total number of activities within each topical area (See School Business Administrator/Assistant School Business Administrator Handbook).
I. RESIDENCY
|TRAINING COMPONENT |Indicate Completion Date |Waiver – |
|145 Hours of Formal Instruction | |Documented/Specific Reasons for waiver request(s) |
|School Finance, Budget Planning and GAAP/Double| | |
|Entry | | |
|Insurance/Risk Management | | |
|School Plant Planning, Construction & | | |
|Maintenance | | |
|Labor Relations and Personnel | | |
|Administration | | |
|Pupil Transportation | | |
|Food Services Administration | | |
|Core Curriculum | | |
|School Law | | |
TRAINING COMPONENT – REQUIRED EXPERIENCES
1. Financial Budget Planning & Administration
Objective: To gain practical experience in the preparation, presentation and administration of school budgets and the statutory and code requirements which affect budget planning and administration.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Review current budget development and approval procedures that the local district uses |
| | |for staff, board and community involvement. |
| | |(2) Conduct research and collect data pertinent to establishing the annual budget. The data|
| | |gathered should include, but is not limited to, the following information: |
| | |* District goals and objectives |
| | |* District long-range curriculum, maintenance and facility improvement plans |
| | |* Staffing |
| | |* Student enrollment |
| | |* Revenue/expenditures |
| | |* Facilities |
| | |* Tax impact and rates |
| | |(3) Prepare instructional materials for district personnel to educate them on proper budget|
| | |procedures. |
| | |(4) Prepare a three to five year trend analysis, detailing budgetary appropriations and |
| | |expenditures, which can be used by district personnel for budgeting. |
| | |(5) Convert budget information into budget recommendations relative to cost. |
| | |(6) Match revenue to expenditures. Set budgeting priorities and make adjustments. |
| | |(7) Develop written plan and public relations materials for interpreting and presenting a |
| | |finalized budget to the public. |
| | |(8) Develop a written internal monitoring plan to ensure that expenditures are made in |
| | |accordance with the approved budget and properly reported as required. Identify systems and|
| | |safeguards to ensure good fiscal management. |
2. Insurance / Risk Administration
Objective: To demonstrate an understanding of insurance requirements of a school district and exhibits skills in program administration.
|COMPLETE |INCOMPLETE |REQUIRED EXPEREINCES: |
| | |(1) Acquire a fundamental knowledge of mandatory and optional school district insurance |
| | |coverage. |
| | |(2) Review the local district’s insurance package. Report findings and make |
| | |recommendations for continuation or improvement. If appropriate, confer with district |
| | |advisors, ie. attorneys, insurance brokers |
| | |(3) Prepare a yearly cost analysis to compare insurance premiums for a three-year period |
| | |(health and property/casualty). |
| | |(4) Administer the district’s insurance programs. Evaluate district operation for the |
| | |efficiency and effectiveness, and recommend enhancements. |
3. Purchasing
Objective: To develop knowledge of legally required purchasing practices of school districts and display administrative skill managing inventory control of district supplies and instrumental equipment.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Acquire a fundamental knowledge of the Public Schools Contract Law. |
| | |(2) Review, discuss, evaluate, and modify district purchasing and reporting procedures to |
| | |ensure that all purchases are made in accordance with Public Schools Contract Law. |
| | |(3) Review, discuss, evaluate, and modify the districts inventory and supply control |
| | |procedures to ensure that accurate inventories are maintained and safeguards exist to |
| | |prevent loss/theft. |
| | |(4) Administer the State-mandated contractual order system. |
| | |(5) Review opportunities for shared services and prepare an analysis of the resources |
| | |available to the district. |
4. Financial Accounting and Reporting
Objective: To develop an understanding of the principles and practices of financial accounting for school districts and demonstrate responsible reporting procedures to duly authorized agencies consistent with statutes, codes and GAAP requirements.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Review and discuss the minimum legal requirements of school district accounting and |
| | |reporting as they exist in New Jersey Administrative Code, statutory law and GAAP |
| | |regulations. |
| | |(2) Demonstrate and understanding of the classification of accounts as defined in the “New|
| | |Jersey School Districts Chart of Accounts” by reviewing the district’s current |
| | |expenditures to ensure that they are properly charged. |
| | |(3) Review and discuss State and Federal Special Projects accounting and reporting |
| | |requirements. |
| | |(4) Review and discuss the local district’s financial operation of basic funds and account|
| | |groups. Demonstrate proficiency in using the State Chart of Accounts and GAAP double-entry|
| | |accounting systems. |
| | |(5) Evaluate the procedures used in handling Governmental, Enterprise, Fiduciary and other|
| | |funds. Give special attention to methods of cash receipts, cash controls and disbursement |
| | |procedures. |
| | |(6) Prepare and analyze interim and annual reports of district financial status as |
| | |required by local, State and federal mandate. These may include monthly statements, annual|
| | |reports, close-out reports, data collection plans and audit preparation. |
| | |(7) Review the district’s payroll and agency accounts. Ensure that proper procedures are |
| | |followed for deducting and remitting federal and state income tax, FICA, pensions and |
| | |other employee deductions. |
| | |(8) Review, discuss and evaluate procedures and plans for cash collection, disbursement |
| | |and forecasting based on the district’s scheduled cash receipts and projected |
| | |disbursements, prepare and present a cash flow analysis for the district. |
| | |(9) Review and evaluate services provided by the district’s main depository. Compare |
| | |available services with those offered by other local banks. |
| | |(10) Review and evaluate established investment program and make recommendation for |
| | |modifications based on district cash flow chart. Investigate alternative investment |
| | |options including certificate of deposit, repurchase agreements, NJASBO’s investment pool |
| | |and the New Jersey Cash Management Fund. |
| | |(11) Acquire a fundamental knowledge of budgeting and accounting for debt service |
| | |transactions. Review bond agreements and payment schedules. Become familiar with arbitrage|
| | |rebate requirements, when refunding debt is advised. |
5. School Plant Planning, Construction and Maintenance
Objective: To develop an awareness of legal and environmental guidelines for school facilities management and demonstrate administrative skills in administering these responsibilities.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Review and evaluate the district’s Five Year Long Range Facilities Plan and discuss |
| | |its impact on budget preparation. |
| | |(2) Review legal, environmental, financial, and administrative codes and procedures for |
| | |facilities planning and construction. |
| | |(3) Acquire and demonstrate a working knowledge of federal, state and local legal |
| | |requirements relative to existing school facilities. |
| | |(4) Review and evaluate the Three-Year Comprehensive Maintenance Plan. Update the plan as|
| | |needed and discuss its impact on budget preparation. |
| | |(5) Review and prepare/update the district’s M-1 form and compare to the district’s |
| | |budget. |
| | |(6) Review the district’s custodial and maintenance staff to determine if sufficient |
| | |staff members are available to maintain the district’s facilities. Compare the current |
| | |staffing level to the district’s three-year maintenance plan. |
| | |(7) Develop strategies for financing school facilities projects. |
| | |(8) Attend training and demonstrate an understanding of the Hazardous Communication Act, |
| | |Integrated Pest Management (IPM), Public Occupational Safety Hazards Act (PEOSHA), Right |
| | |to Know (RTK), AHERA, Air Quality Standards and other regulatory requirements that may be|
| | |identified. |
6. Personnel Administration/Labor Relations
Objective: To develop and demonstrate a broad understanding of key issues relative to effective management of human resources.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Staffing |
| | |* Review and discuss district staffing policies, procedures and relate laws. |
| | |* Actively participate in the employment planning, recruitment, selection and evaluation |
| | |function as related to staff. |
| | |* Staff Development |
| | |* Conduct an assessment to identify staff training and development needs. |
| | |* Develop a plan for upgrading individual and group skills. |
| | |(2) Labor Relations |
| | |* Review local board policies and state statutes regarding collective negotiations. |
| | |Review district employment contracts. |
| | |* Discuss with Superintendent the role of the School Business Administrator as it |
| | |pertains to negotiation and contract management. |
| | |* Demonstrate ability to determine contract costs such as salary increases and benefit |
| | |program costs. |
| | |* Participate in resolution of formal and informal conflicts, i.e. grievances, liaison |
| | |committee, staff disputes. |
| | |(3) Records and Benefits |
| | |* Review, analyze and discuss the selection and operation of existing fringe benefit |
| | |programs for instructional and non-instructional staff. Prepare a cost-analysis of the |
| | |contracted fringe benefits of one employee group. |
| | |* Review the current record keeping procedure and analyze for efficiency, accuracy and |
| | |effectiveness against GAAP requirements and in accordance with State records retention |
| | |requirements. |
| | |* Review and understand Open Public Records Act (OPRA) regulations and what is expected |
| | |of the School Business Administrator with respect to his/her role as records custodian. |
7. Pupil Transportation
Objective: To gain sufficient knowledge and experience to provide pupil transportation in a safe, efficient, and cost-effective manner and in compliance with State statutes and codes.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Develop an understanding of pertinent State statutes and regulations, I.C.C. rules |
| | |and local district policies as they apply to pupil transportation. |
| | |(2) Review and evaluate the local districts transportation operation. Become familiar |
| | |with various methods of service provision, i.e. district-owned vehicles, district-shared,|
| | |independently contracted. |
| | |(3) Become familiar with the district’s joint transportation agreements with County |
| | |Transportation Agencies including Educational Services Commissions, Special Services |
| | |School Districts and Jointure Commissions and the costs savings associated with these |
| | |types of agreements. |
| | |(4) Demonstrate knowledge of routing to including scheduling and the types of route |
| | |(hazardous, most direct and courtesy busing). |
| | |(5) Review and evaluate the policies and procedures for providing fleet management and |
| | |maintenance, transportation staff training and evaluation and safety training for drivers|
| | |and students. |
| | |(6) Review a list of district owned vehicles to include a maintenance schedule and bid |
| | |specifications for the replacement of outdated vehicles. |
8. Food Services
Objective: To gain sufficient knowledge and experience to provide food services in an efficient and cost-effective manner and to manage food service contracts.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Develop an understanding of State and Federal rules and regulations and reporting |
| | |requirements, and local district policies as they apply to the provision of food |
| | |services in local school districts. |
| | |(2) Review, evaluate (and modify, if appropriate), the local district’s food service |
| | |operation relative to its production, nutrition, service, cost and consumption. |
| | |(3) Review and evaluate the local district’s food service operation by comparing it with|
| | |other methods of provisions, i.e. district-run operation, Food Service Management |
| | |Company, district as a non-provider. |
| | |(4) If the district food service runs at a deficit, develop an understanding of why this|
| | |occurs and what steps can be taken to correct this situation. |
9. Technology
Objective: To demonstrate an understanding of systematic procedures for the collecting, storing, maintaining, retrieving and validating data.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Review, evaluate, and modify the district’s procedures for data collection and |
| | |utilization as they apply to: |
| | |* Budget preparation and presentation |
| | |* Insurance programs |
| | |* Purchasing and inventory control |
| | |* Financial accounting and reporting |
| | |* Facilities planning and maintenance |
| | |* Human resources, including staffing, training, compensation, records and benefits |
| | |* Transportation |
| | |* Food Services |
| | |(2) Compare the local district’s methods of data processing with at least one other |
| | |comparable district, i.e. total enrollment, budget size, grade span. |
| | |(3) Analyze the district’s internal controls to determine if only authorized personnel |
| | |have access to critical systems. |
| | |(4) Review the district technology plan to determine if back-up procedures are |
| | |sufficient for storage of district data. |
| | |(5) Review the district’s five-year technology plan to develop an awareness and |
| | |understanding of the plan and its implications upon annual school district budget. |
10. School Law and Related Regulations
Objective: To identify and implement laws and regulations associated with the operation of a school business office and the legal requirements for conducting meetings of board of education.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Understand the legal environment in which the School Business Administrator must |
| | |function as it relates to the New Jersey Constitution, New Jersey statutes, New Jersey |
| | |Administrative Code and local school board policies and regulations. |
| | |(2) Understand the legal role of the New Jersey State Board of Education, the |
| | |Commissioner of Education, the Executive County Superintendent of Schools and the County|
| | |School Business Administrator as each office relates to the local Board of Education. |
| | |(3) Identify the legal structures of local school districts in New Jersey, i.e. Type I |
| | |school districts, Type II school districts, sending-receiving relationships, |
| | |State-operated school districts, vocational school districts, educational services |
| | |commissions and other educational entities and charter schools. |
| | |* Identify the legal powers and authority of a local board of education. |
| | |* Understand the requirements for conducting a legal meeting of a board of education. |
| | |* Understand the ability of a local board of education to acquire, purchase, lease, |
| | |gift, or condemn real property for school purposes. |
| | |* Understand and implement the requirements of Open Public Meetings Act (OPMA) |
| | |* Understand and implement the requirements of Open Public Records Act (OPRA) |
| | |* Understand the requirements of the board secretary in conducting annual and special |
| | |school elections for Type II school district. |
| | |* Understand and implement the requirements of Public Schools Contract Law for the |
| | |acquisition of equipment and public works for school construction. |
| | | |
III. SUPPLEMENTAL REQUIRED EXPERIENCES: (please attach supplemental experiences form from the approved training plan & indicate date of completion.)
ADDITIONAL COMMENTS:
OVERALL STRENGTHS/DEVELOPMENTAL NEEDS:
1. Based on your evaluation, indicate current strengths and needs.
2. Is there a need to request a change in the candidates training program? If so, please describe.
Mentor’s Comments:
Mentor’s Signature Date
Candidate’s Comments:
Candidate’s Signature Date
APPENDIX -D
New Jersey Association of School Business Officials Susan F. Young
4 AAA Drive, Ste. 101, Robbinsville, NJ 08691 Executive Director
Loretta Hill
Asst. Executive Director
SCHOOL BUSINESS ADMINISTRATOR/ASSISTANT SCHOOL BUSINESS ADMINISTRATOR
RESIDENCY PROGRAM SUMMATIVE EVALUATION FORM
CANDIDATE:
CANDIDATE’S TRACKING NUMBER:
SCHOOL DISTRICT & COUNTY:
MENTOR:
FEES PAID IN FULL: MENTOR INSTRUCTION
I. FORMAL INSTRUCTION
|145 hours in the following areas: | | | |
| |COMPLETE |INCOMPLETE |APPROVED WAIVER |
|School Finance, Budget Planning and| | | |
|GAAP/Double Entry | | | |
|Insurance/Risk Management | | | |
|School Plant Planning, Construction| | | |
|& Maintenance | | | |
|Labor Relations and Personnel | | | |
|Administration | | | |
|Pupil Transportation | | | |
|Food Services Administration | | | |
|Core Curriculum | | | |
|School Law | | | |
TRAINING COMPONENT – REQUIRED EXPERIENCES
1. Financial Budget Planning & Administration
Objective: To gain practical experience in the preparation, presentation and administration of school budgets and the statutory and code requirements which affect budget planning and administration.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Review current budget development and approval procedures that the local district uses |
| | |for staff, board and community involvement. |
| | |(2) Conduct research and collect data pertinent to establishing the annual budget. The data|
| | |gathered should include, but is not limited to, the following information: |
| | |* District goals and objectives |
| | |* District long-range curriculum, maintenance and facility improvement plans |
| | |* Staffing |
| | |* Student enrollment |
| | |* Revenue/expenditures |
| | |* Facilities |
| | |* Tax impact and rates |
| | |(3) Prepare instructional materials for district personnel to educate them on proper budget|
| | |procedures. |
| | |(4) Prepare a three to five year trend analysis, detailing budgetary appropriations and |
| | |expenditures, which can be used by district personnel for budgeting. |
| | |(5) Convert budget information into budget recommendations relative to cost. |
| | |(6) Match revenue to expenditures. Set budgeting priorities and make adjustments. |
| | |(7) Develop written plan and public relations materials for interpreting and presenting a |
| | |finalized budget to the public. |
| | |(8) Develop a written internal monitoring plan to ensure that expenditures are made in |
| | |accordance with the approved budget and properly reported as required. Identify systems and|
| | |safeguards to ensure good fiscal management. |
2. Insurance / Risk Administration
Objective: To demonstrate an understanding of insurance requirements of a school district and exhibits skills in program administration.
|COMPLETE |INCOMPLETE |REQUIRED EXPEREINCES: |
| | |(1) Acquire a fundamental knowledge of mandatory and optional school district insurance |
| | |coverage. |
| | |(2) Review the local district’s insurance package. Report findings and make |
| | |recommendations for continuation or improvement. If appropriate, confer with district |
| | |advisors, ie. attorneys, insurance brokers |
| | |(3) Prepare a yearly cost analysis to compare insurance premiums for a three-year period |
| | |(health and property/casualty). |
| | |(4) Administer the district’s insurance programs. Evaluate district operation for the |
| | |efficiency and effectiveness, and recommend enhancements. |
3. Purchasing
Objective: To develop knowledge of legally required purchasing practices of school districts and display administrative skill managing inventory control of district supplies and instrumental equipment.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Acquire a fundamental knowledge of the Public Schools Contract Law. |
| | |(2) Review, discuss, evaluate, and modify district purchasing and reporting procedures to |
| | |ensure that all purchases are made in accordance with Public Schools Contract Law. |
| | |(3) Review, discuss, evaluate, and modify the districts inventory and supply control |
| | |procedures to ensure that accurate inventories are maintained and safeguards exist to |
| | |prevent loss/theft. |
| | |(4) Administer the State-mandated contractual order system. |
| | |(5) Review opportunities for shared services and prepare an analysis of the resources |
| | |available to the district. |
4. Financial Accounting and Reporting
Objective: To develop an understanding of the principles and practices of financial accounting for school districts and demonstrate responsible reporting procedures to duly authorized agencies consistent with statutes, codes and GAAP requirements.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Review and discuss the minimum legal requirements of school district accounting and |
| | |reporting as they exist in New Jersey Administrative Code, statutory law and GAAP |
| | |regulations. |
| | |(2) Demonstrate and understanding of the classification of accounts as defined in the “New|
| | |Jersey School Districts Chart of Accounts” by reviewing the district’s current |
| | |expenditures to ensure that they are properly charged. |
| | |(3) Review and discuss State and Federal Special Projects accounting and reporting |
| | |requirements. |
| | |(4) Review and discuss the local district’s financial operation of basic funds and account|
| | |groups. Demonstrate proficiency in using the State Chart of Accounts and GAAP double-entry|
| | |accounting systems. |
| | |(5) Evaluate the procedures used in handling Governmental, Enterprise, Fiduciary and other|
| | |funds. Give special attention to methods of cash receipts, cash controls and disbursement |
| | |procedures. |
| | |(6) Prepare and analyze interim and annual reports of district financial status as |
| | |required by local, State and federal mandate. These may include monthly statements, annual|
| | |reports, close-out reports, data collection plans and audit preparation. |
| | |(7) Review the district’s payroll and agency accounts. Ensure that proper procedures are |
| | |followed for deducting and remitting federal and state income tax, FICA, pensions and |
| | |other employee deductions. |
| | |(8) Review, discuss and evaluate procedures and plans for cash collection, disbursement |
| | |and forecasting based on the district’s scheduled cash receipts and projected |
| | |disbursements, prepare and present a cash flow analysis for the district. |
| | |(9) Review and evaluate services provided by the district’s main depository. Compare |
| | |available services with those offered by other local banks. |
| | |(10) Review and evaluate established investment program and make recommendation for |
| | |modifications based on district cash flow chart. Investigate alternative investment |
| | |options including certificate of deposit, repurchase agreements, NJASBO’s investment pool |
| | |and the New Jersey Cash Management Fund. |
| | |(11) Acquire a fundamental knowledge of budgeting and accounting for debt service |
| | |transactions. Review bond agreements and payment schedules. Become familiar with arbitrage|
| | |rebate requirements, when refunding debt is advised. |
5. School Plant Planning, Construction and Maintenance
Objective: To develop an awareness of legal and environmental guidelines for school facilities management and demonstrate administrative skills in administering these responsibilities.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Review and evaluate the district’s Five Year Long Range Facilities Plan and discuss |
| | |its impact on budget preparation. |
| | |(2) Review legal, environmental, financial, and administrative codes and procedures for |
| | |facilities planning and construction. |
| | |(3) Acquire and demonstrate a working knowledge of federal, state and local legal |
| | |requirements relative to existing school facilities. |
| | |(4) Review and evaluate the Three-Year Comprehensive Maintenance Plan. Update the plan as|
| | |needed and discuss its impact on budget preparation. |
| | |(5) Review and prepare/update the district’s M-1 form and compare to the district’s |
| | |budget. |
| | |(6) Review the district’s custodial and maintenance staff to determine if sufficient |
| | |staff members are available to maintain the district’s facilities. Compare the current |
| | |staffing level to the district’s three-year maintenance plan. |
| | |(7) Develop strategies for financing school facilities projects. |
| | |(8) Attend training and demonstrate an understanding of the Hazardous Communication Act, |
| | |Integrated Pest Management (IPM), Public Occupational Safety Hazards Act (PEOSHA), Right |
| | |to Know (RTK), AHERA, Air Quality Standards and other regulatory requirements that may be|
| | |identified. |
6. Personnel Administration/Labor Relations
Objective: To develop and demonstrate a broad understanding of key issues relative to effective management of human resources.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Staffing |
| | |* Review and discuss district staffing policies, procedures and relate laws. |
| | |* Actively participate in the employment planning, recruitment, selection and evaluation |
| | |function as related to staff. |
| | |* Staff Development |
| | |* Conduct an assessment to identify staff training and development needs. |
| | |* Develop a plan for upgrading individual and group skills. |
| | |(2) Labor Relations |
| | |* Review local board policies and state statutes regarding collective negotiations. |
| | |Review district employment contracts. |
| | |* Discuss with Superintendent the role of the School Business Administrator as it |
| | |pertains to negotiation and contract management. |
| | |* Demonstrate ability to determine contract costs such as salary increases and benefit |
| | |program costs. |
| | |* Participate in resolution of formal and informal conflicts, i.e. grievances, liaison |
| | |committee, staff disputes. |
| | |(3) Records and Benefits |
| | |* Review, analyze and discuss the selection and operation of existing fringe benefit |
| | |programs for instructional and non-instructional staff. Prepare a cost-analysis of the |
| | |contracted fringe benefits of one employee group. |
| | |* Review the current record keeping procedure and analyze for efficiency, accuracy and |
| | |effectiveness against GAAP requirements and in accordance with State records retention |
| | |requirements. |
| | |* Review and understand Open Public Records Act (OPRA) regulations and what is expected |
| | |of the School Business Administrator with respect to his/her role as records custodian. |
7. Pupil Transportation
Objective: To gain sufficient knowledge and experience to provide pupil transportation in a safe, efficient, and cost-effective manner and in compliance with State statutes and codes.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Develop an understanding of pertinent State statutes and regulations, I.C.C. rules |
| | |and local district policies as they apply to pupil transportation. |
| | |(2) Review and evaluate the local districts transportation operation. Become familiar |
| | |with various methods of service provision, i.e. district-owned vehicles, district-shared,|
| | |independently contracted. |
| | |(3) Become familiar with the district’s joint transportation agreements with County |
| | |Transportation Agencies including Educational Services Commissions, Special Services |
| | |School Districts and Jointure Commissions and the costs savings associated with these |
| | |types of agreements. |
| | |(4) Demonstrate knowledge of routing to including scheduling and the types of route |
| | |(hazardous, most direct and courtesy busing). |
| | |(5) Review and evaluate the policies and procedures for providing fleet management and |
| | |maintenance, transportation staff training and evaluation and safety training for drivers|
| | |and students. |
| | |(6) Review a list of district owned vehicles to include a maintenance schedule and bid |
| | |specifications for the replacement of outdated vehicles. |
8. Food Services
Objective: To gain sufficient knowledge and experience to provide food services in an efficient and cost-effective manner and to manage food service contracts.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Develop an understanding of State and Federal rules and regulations and reporting |
| | |requirements, and local district policies as they apply to the provision of food |
| | |services in local school districts. |
| | |(2) Review, evaluate (and modify, if appropriate), the local district’s food service |
| | |operation relative to its production, nutrition, service, cost and consumption. |
| | |(3) Review and evaluate the local district’s food service operation by comparing it with|
| | |other methods of provisions, i.e. district-run operation, Food Service Management |
| | |Company, district as a non-provider. |
| | |(4) If the district food service runs at a deficit, develop an understanding of why this|
| | |occurs and what steps can be taken to correct this situation. |
9. Technology
Objective: To demonstrate an understanding of systematic procedures for the collecting, storing, maintaining, retrieving and validating data.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Review, evaluate, and modify the district’s procedures for data collection and |
| | |utilization as they apply to: |
| | |* Budget preparation and presentation |
| | |* Insurance programs |
| | |* Purchasing and inventory control |
| | |* Financial accounting and reporting |
| | |* Facilities planning and maintenance |
| | |* Human resources, including staffing, training, compensation, records and benefits |
| | |* Transportation |
| | |* Food Services |
| | |(2) Compare the local district’s methods of data processing with at least one other |
| | |comparable district, i.e. total enrollment, budget size, grade span. |
| | |(3) Analyze the district’s internal controls to determine if only authorized personnel |
| | |have access to critical systems. |
| | |(4) Review the district technology plan to determine if back-up procedures are |
| | |sufficient for storage of district data. |
| | |(5) Review the district’s five-year technology plan to develop an awareness and |
| | |understanding of the plan and its implications upon annual school district budget. |
10. School Law and Related Regulations
Objective: To identify and implement laws and regulations associated with the operation of a school business office and the legal requirements for conducting meetings of board of education.
|COMPLETE |INCOMPLETE |REQUIRED EXPERIENCES: |
| | |(1) Understand the legal environment in which the School Business Administrator must |
| | |function as it relates to the New Jersey Constitution, New Jersey statutes, New Jersey |
| | |Administrative Code and local school board policies and regulations. |
| | |(2) Understand the legal role of the New Jersey State Board of Education, the |
| | |Commissioner of Education, the Executive County Superintendent of Schools and the County|
| | |School Business Administrator as each office relates to the local Board of Education. |
| | |(3) Identify the legal structures of local school districts in New Jersey, i.e. Type I |
| | |school districts, Type II school districts, sending-receiving relationships, |
| | |State-operated school districts, vocational school districts, educational services |
| | |commissions and other educational entities and charter schools. |
| | |* Identify the legal powers and authority of a local board of education. |
| | |* Understand the requirements for conducting a legal meeting of a board of education. |
| | |* Understand the ability of a local board of education to acquire, purchase, lease, |
| | |gift, or condemn real property for school purposes. |
| | |* Understand and implement the requirements of Open Public Meetings Act (OPMA) |
| | |* Understand and implement the requirements of Open Public Records Act (OPRA) |
| | |* Understand the requirements of the board secretary in conducting annual and special |
| | |school elections for Type II school district. |
| | |* Understand and implement the requirements of Public Schools Contract Law for the |
| | |acquisition of equipment and public works for school construction. |
| | | |
III. SUPPLEMENTAL EXPERIENCES: (please attach supplemental experiences form from the approved training plan & indicate date of completion.)
OVERALL EVALUATION: This rating will be transmitted as a certification recommendation from the mentor to the State Board of Examiners. Please check one of the following recommendations:
APPROVED:_____ _______INSUFFICIENT: ________ DISAPPROVED: ________
MENTOR’S COMMENTS:
Mentor Signature Date
CANDIDATE’S COMMENTS:
Candidate Signature Date
NJASBO Executive Director – signature of approval Date
NJASBO Assistant Executive Director – signature of approval Date
*ORIGINAL SIGNATURES REQUIRED*
III. SUPPLEMENTAL EXPERIENCES (samples)
Additional Experiences
Samples
Financial Budget Planning and Administration
1. Prepare the budget booklet (central office level and building level), if one is available, review and modify accordingly, including timelines.
2. Prepare the budget presentation for the board
3. Analyze the past three years’ budget and determine future needs for the district
4. Attend DOE Office of Finance ESSA workshop
5. Review SOP/I.C. and make adjustments as needed (this should be done on an annual basis)
Insurance/Risk Management
1. Review district policies
2. Determine if proposals from insurance companies is needed (EUS)
3. Develop safety committees at the school level and a district wide level
4. Review Workers compensation procedures in district
5. Attend necessary meetings (if in HIF/JIF, NJSIG)
Purchasing
1. Develop a purchasing manual for the district and present to administrators (budget managers) in the district
2. Attend workshops provided by NJASBO on purchasing topics
Financial Accounting and Reporting
1. Prepare the CAFR
2. Review B.S. report on monthly basis
3. Develop a cash position report and review cash position on a mid-month basis
4. Responsible for submission of financial reporting for all grants
5. Convert current accounting software to a new vendor
School Plant Planning, Construction and Maintenance
1. Meet with facilities manager to review the district’s comprehensive maintenance plan
2. Shadow the facilities manager for a day
3. Review the annual M-1 to insure compliance with state regulations
Personnel Administration/Labor Relations
1. Complete a cost analysis of salary and fringe benefit program
2. Update the Position Control Roster
3. Review the seniority list, make changes as needed with new staff and additional certifications
4. Complete Scattergrams (even if not in negotiations to become familiar with process) both personnel and health benefits.
Pupil Transportation
1. Work with transportation coordinator in developing routes, answering parental questions, and review how coordinator handles personnel issues.
2. Review the bids, rfp’s and jointures submitted to the business office
3. Develop operating procedures for DRTRS and complete the report on a timely basis
Food Service
1. Become familiar with SNEARS
2. Review the previous RFP for FSMC. Become familiar with Price per Meal vs. Fixed Price (which will be required starting 2018-2019)
3. Develop operating procedures for Free/Reduced Lunch reporting
4. Gain an understanding of reporting requirements mandated by Department of Child Nutrition
Central Data Processing
1. Become familiar with the accounting/payroll package and other packages which the district uses (maintenance, personnel, etc.)
2. Develop procedures for data collection for State required reports such as ASSA and NJSMART. If in place, review documents and make any necessary changes.
School Law & Related Regulations
1. Develop a procedure for OPRA requests
2. Review 6A:23A – Accountability Regulations
3. Review and understand Title 10A – OPMA
4. Review Policy Manual
5. Obtain an understating of the voting requirements (majority, simple majority, voice vote, etc.)
Other
1. Attend all county roundtable meetings
2. Attend Academy Program
3. Attend various PD programs throughout the year
4. Meet, at the least, once per month to go over each module
5. Mentor will attend a board meeting to the “Board Secretary” side of the job.
6. Resident will attend a board meeting of the Mentor to see how his/her meeting is run.
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