2015 ACSA Leadership Summit
Effective Management of the LCFF and LCAP
Presented By:Karl Christensen, Assistant Superintendent Business Services
Santee School District
and
Dr. Gina Potter, Deputy SuperintendentLemon Grove School District
November 5, 2015
Learning Objectives from Workshop Description
Tools and Techniques for Maximizing LCFF Funding
Coordinating Efforts Between the Instructional and Business
Divisions
Engaging Stakeholders
Leading Change Initiatives
Monitoring and Managing the LCAP to Produce Desired Results
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Part A:TopicsLCFF
Review Fundamentals of LCFF
Tips for Maximizing LCFF Revenue
Prognosis for Future Year LCFF Funding
LCAP
Review Fundamentals of LCAP
Putting the LCAP in Context within the Organization
Leading Change Initiatives
Maximizing the Effectiveness of the LCAP
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Local Control Funding Formula (LCFF)
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Proposition 98
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LCFF
State AidProp 98 “Guarantee”
MandatedCosts
Special Education
Deferral Payback
…Testing
Property Taxes
Maintenance Factor
Local Control Funding Formula
Revenue Limit Funds
[Unrestricted]
Categorical Funds[Restricted]
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Local Control Funding Formula
Revenue Limit Funds
Categorical Funds
1. Base Grant by Grade Span (Adjusted Annually for COLA)
[K-3, 4-6, 7-8, 9-12][K-3 < 4-6 < 7-8 < 9-12]
4. Fixed $ Add-Ons[HTS Transportation, TIIG]
Unduplicated Count%:*Free/Reduced Meal*English Learners*Foster Youth
2. Grade Span Adjustments Applied by %s[CSR for K-3 to 24:1+10.4% to Base]
[CTE for 9-12+2.6% to Base]
3. Targeted Funds Applied by %s[Supplemental +20% to Base] &[Concentration +50% to Base
>55%]
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8*Lottery and Mandated Cost Reimbursements 8
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Changes: COLA, ADA, %Unduplicated Count
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Changes: COLA, ADA, %Unduplicated Count
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Prognosis for Future LCFF Funding
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Year COLA GAP %2020-21Target Funded Increase*
%IncreaseSantee
Avg % Increase
State Unfunded
% of Target
Funded
% ofGap
Funded
2012-13 3.24% N/A N/A 36,999,407
2013-14 1.57% 12.00% 51,009,958 38,569,708 1,696,670 4.59% 12,440,250 75.61% 12.11%
2014-15 0.85% 30.16% 51,668,265 42,672,896 3,884,628 10.07% 8,995,369 82.59% 38.05%
2015-16P 1.02% 51.52% 52,147,840 47,542,192 4,894,452 11.47% 13.26% 4,605,649 91.17% 69.15%
2016-17P 1.60% 36.44% 52,967,251 49,519,083 1,976,892 4.16% 4.81% 3,448,168 93.49% 77.99%
2017-18P 2.48% 43.49% 54,257,660 51,579,890 2,060,807 4.16% 4.81% 2,677,770 95.06% 84.10%
2018-19P 2.87% 51.00% 55,788,030 53,726,042 2,146,151 4.16% 4.81% 2,061,989 96.30% 88.67%
2019-20P 2.50% 65.10% 57,159,365 55,961,135 2,235,093 4.16% 4.81% 1,198,230 97.90% 93.72%
2020-21P 2.00% 100.00% 58,283,859 58,283,859 2,322,724 4.15% 4.80% 0 100.00% 100.00%*Adjusted for ADA differences through 2014-15
Prop 98 Maintenance Factor Paid Off
Sales Tax Portion of Prop 30 Taxes Expires Jan 2017
Income Tax Portion of Prop 30 Taxes Expires Jan 2019Recession/Economic Downturn?
Prognosis for Future LCFF Funding
Sales Tax Portion Expires Jan 2017
Income Tax Portion Expires Jan 2019
Prognosis for Future LCFF Funding
Year
Avg % Increase
State
State LCFF Funding
(in billions)
Needed Increase to
LCFF(in billions)
DOF Est Prop 98 Increase from Jan
2015(in billions)
2012-13
2013-14
2014-15 47.10
2015-16P 13.26% 53.10 6.00
2016-17P 4.81% 55.65 2.55 2.35
2017-18P 4.81% 58.33 2.68 2.49
2018-19P 4.81% 61.14 2.81 0.98
2019-20P 4.81% 64.08 2.94
2020-21P 4.80% 67.15 3.07
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Maximizing LCFF Revenue• Be aggressive with maximizing student attendance and ADA:
• Offer incentives• Track and report data by grade level to schools – create goals and school level
competitions• Encourage short-term Independent Study contracts for absences of 5 consecutive
days or longer
• Educate parents on the Federal Meal Program to maximize Free/Reduced meal counts:
• NOTE: Applications received on or before October 31 can be included in Unduplicated Count
• Send applications and explanation letter in beginning of year parent packet• Send follow-up letters• Ask teachers to remind parents at back to school nights and have applications
available• On days leading up to October 31, remind teachers daily to check their desks for
applications and send to the office ASAP:• Consider using student runners• Ask teachers or office staff to record the date received on the application
and sign
• Verify CalPADs data before it is submitted• Perform independent check comparing meal status data from Food Services
software system to that produced from Student Information System• Confirm English Learner counts to independent data• Confirm Foster Youth counts to independent data• Perform “reasonableness checks” and comparisons to prior years
• Aggressively monitor K-3 class sizes to avoid penalties
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Local Control Accountability Plan (LCAP)
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Conditions of Learning
PupilOutcomes
Engagement
CourseAccess
Common CoreImplementation
BasicServices
SchoolClimate
StudentAchievement
Other StudentOutcomes
StudentEngagement
ParentalInvolvement
Highly QualifiedTeachers
Facilities inGood Repair
Access toInstructional
Materials
Increase OR improve services forall students, including significant
subgroups.
Increase OR improve services for unduplicated count students in the same proportion as the
increase in targeted funds.
Increase Student Achievement: Locally Defined Performance Measures
StakeholderInput
LCAP Progression
Data
Needs
Goals
Actions =
Services
Budgeted
Items
8 State Priority Areas
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What exactly is the LCAP and how does it fit within the Organization?
STRATEGIC PLAN?
BUDGET PLAN?
CONTINUOUS IMPROVEMENT PLAN?
RESOURCE ALLOCATION PLAN?
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What exactly is the LCAP and how does it fit within the Organization?
STRATEGIC PLAN
Contains the organization’s mission, vision, core values, and strategic objectives
BUDGET PLAN
Establishes the limits/boundaries of spending authority Contains information about the organization’s financial position Specifies how resources are allocated and for what purposes
CONTINUOUS IMPROVEMENT PLAN
Contains details on change initiatives an organization is engaged in
RESOURCE ALLOCATION PLAN
Delineates how specific resources are to be allocated
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Components of the LCAPLCAP Component LCAP
SectionSP BP CIP RAP
Report on Stakeholder Engagement and Input
1 x
Areas in Need of Improvement 2 x
Measurable Goals for Improving Outcomes within the 8 State Priority Areas
2 x x
Actions Aimed at Achieving Goals and Increasing OR Improving Services for All Students and Significant Subgroups
2 x x
Estimated Costs for Each Action (Budgeted Items)
2 x x
Data Elements Used for Measuring Progress 2 x x
Annual Assessment of Progress 2 x x
Annual Comparison of Budgeted Expenditures and Estimated Expenditures for Each Action
2 x
Annual Changes to Goals or Actions 2 x
Use of Supplemental/Concentration Funds and Proportionality
3 x x
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What exactly is the LCAP and how does it fit within the Organization?
STRATEGIC PLAN
Contains the organization’s mission, vision, core values, and strategic objectives
BUDGET PLAN
Establishes the limits/boundaries of spending authority Contains clues about the organization’s financial position Specifies how resources are allocated and for what purposes
CONTINUOUS IMPROVEMENT PLAN
Contains details on change initiatives an organization is engaged in
RESOURCE ALLOCATION PLAN
Delineates how specific resources are to be allocated
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Create and publish a timeline of actions/events at the beginning of the fiscal year
Ensure Chief Business and Education Services Officers operate as co-leaders of the LCAP Development Project
Make the LCAP a standing Cabinet agenda item for regular review of development progress
Develop and implement a needs assessment system
Develop and implement a system for obtaining, cataloguing, and analyzing stakeholder input to identify themes
Create Executive Summary type documents for use with stakeholders
Provide periodic updates on LCAP development progress and seek direction at Board meetings
View LCAP as Continuous Improvement Plan: incremental and perpetual
Maximizing the Effectiveness of the LCAP
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Group Discussion 1:What are some of the practices you have instituted to make your LCAP development, management, and
monitoring process more successful?
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LCAP Development & Annual Review Timeline
LCAP County Office of Education & State Department of Education Oversight
CCSESA LCAP Approval Manual
Needs Assessment
WestEd - LCFF Evaluation Rubrics
LCFF & LCAP Web Resources32
Part B:Topics
Sample - LCAP Annual Development & Review Timeline
Action Steps Date
1. Develop an Annual LCAP Review Timeline Aug - Sept
2. Train the Management Team on the District’s LCAP & Implementation Expectations
Aug - Sept
3. Establish Evaluation Rubrics for LCAP Goals & Progress Towards Minimum Proportionality Percentage (MPP)
Oct - Nov
3. Measure Progress Towards LCAP Goals & MPP for Target Groups by School & District
- Determine frequency of measurement (i.e. monthly, bi-annually, etc.)
Nov – April
4. Assess LCAP Budget Expenditures Compared to LCAP Goals & MPP
Nov - April
5. Meet w/ Stakeholders Regarding LCAP: - Teachers, Principals, Staff, Pupils, Bargaining Groups - Parent Advisory Committee - ELACs & DELAC
Oct - May
6. Board Approval of LCAP Annual Review June
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LCAP Development & Annual Review process
The Board of Trustees must consult with:
• Teachers• Principals• School Personnel• Pupils• Local Bargaining Groups
Present for Review & Comment:
Parent Advisory Committees
Superintendent must respond in writing to comments received
Notify parent groups of written comment opportunity
Stakeholder Engagements
Community Forums Parent Meetings Trainings District committee meetings
Hold LCAP Board Meetings:
Public Hearing LCAP Adoption Synchronize with Budget
Adoption
Involvement Transparency
LCAP Stakeholder Meeting Chart
LCAP Com-
munity Forum
s
LCAP-DBA Com-
mittee Meetings
PTA DELAC-ELAC
Student Groups
SSC Foster Youth
Certifi-cated
Clas-sified
Board Meetings
Admin-istrativ
e
Other
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County & State Oversight of School District LCAP Progress
County Office of Education
Aug 15 – Districts Send COE LCAP
Oct 8 – COE Approves District LCAP or…
Identifies strengths & weaknesses
Assigns academic expert/team
Requests SPI assign the California Collaborative for Educational Excellence (CCEE) to provide assistance
State Superintendent of Public Instruction Intervention IF…
District fails to improve outcomes for 3 or more subgroups 3 out of 4 consecutive years THEN…
Appoint academic trustee
Stay & rescind Board action
Impose budget revisions
Make changes to LCAP
Get to Know Your COE LCAP Review Team
Educational Services Consultant
Business Services Consultant
Find out who they are and how to communicate with them
Provide them with your draft LCAP BEFORE final submission to solicit early feedback
LCAP County Superintendent of Schools
Submission & Review AB 1200 provides COEs & CDE with fiduciary
oversight of LEA budgets
Now, Ed Code 52070 designates the County Superintendent of Schools as the responsible entity for oversight and approval of district LCAPs
No later than 5 days after an LEA Governing Board adopts the LCAP or LCAP Annual Update it needs to be filed with the County Superintendent
COE LCAP Criteria
LCAP adheres to the SBE Approved Template (E.C. 52064)
Budget includes expenditures sufficient to implement the actions & strategies in the LCAP
LCAP adheres to expenditure requirements pursuant to E.C. 42238.07 – Funds Apportioned for Unduplicated Pupils (E.C. 42238.02 and 42238.03)
CCSESA LCAP Approval Manual
CCSESA – California County Superintendents Educational Services
2015-16 Edition CCSESA LCAP Approval Manual – Updated Aug 3, 2015
Joint effort by CCSESA, Curriculum & Instruction Steering Committee (CISC), Business and Administration Steering Committee (BASC), multiple COEs, SBE, CDE, and FCMAT
http://ccsesa.org/special-projects/lcap-approval-manual/
Critical LCAP Success Steps
LCAP Writing & Monitoring Team
Establish a District LCAP Committee
CALPADs Verification Team
Regularly monitor K-3 Grade Span Adjustment (GSA) ratios at each school site to ensure the LCFF required progress towards 24:1 class size ratio
Utilize the WestEd Draft LCFF Rubrics when developing your district’s LCAP Measurement Rubrics for base grant and supplemental/concentration grant goals Determine the frequency of review for the measurement rubric (i.e.
Baseline Data, Mid-Year Review, End of Year Review)
District Needs Assessment & State Regulations
Sample Needs Assessments
LCAP Community Forums Smarter Balanced
Assessment Consortium (SBAC) Student Achievement Data
CA English Language Development Test (CELDT) - ELL Assessment
Professional Development Committee Needs Assessment
School Accountability Report Card (SARC)
State Regulations Local Control Funding
Formula (LCFF) AB97 E.C. 42238.07
Local Control Accountability Plan (LCAP)
E.C.52064 and 52064.5 Adoption of Plan
E.C.52060 LCAP Public Hearing and
Adoption E.C.42127 and 52062 E.C.52065
Filing of LCAP E.C. 52070
District Needs Assessment & State Regulations
Needs Assessments
Facilities Inspection Tool (FIT)
CA Physical Fitness Test
CA Healthy Kids Survey
Parent/Teacher Surveys
Attendance Data Discipline Data Williams Act Etc.
State Regulations Unduplicated Students
E.C.42238.01 K-3 Grade Span Adjustment
Phase-in E.C.42238.02
Broad Course of Study E.C.51210
Stakeholder Engagement E.C.52060, 52062, and 52063
Academic Performance Index and Subgroups
E.C. 52052 District Annual Audit –
Board Policy 514
Alignment of LCAP & School Plans
“According to EC Section 52062, specific actions included in the LCAP, or the annual update of the LCAP, must be consistent with the strategies included in the school plans submitted pursuant to EC Section 64001.” (Excerpt from CDE website)
Single Plan for Student Achievement44
LCAP Needs Assessment Tool (NAT)
Developed by Riverside County Office of Education
http://www.rcoe.us/educational-services/assessment-and-accountability-services/lcap-development-resources/
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NAT Sample
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Supplemental & Concentration Grant Funds
Supplemental grants equal to 20% of the adjusted base grants multiplied by the LEA’s unduplicated % of English learners, free and reduced-price meal eligible, and foster youth students
Concentration grants equal to 50% of the adjusted base grants multiplied by an LEA’s % of unduplicated pupils above 55%
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Unduplicated PupilsExcerpts from CDE website
Supplemental and concentration grant amounts are calculated based on the % of “unduplicated pupils” enrolled in the LEA on Census Day (first Wednesday in October) and certified in CALPADS Fall 1 certified enrollment.
Unduplicated count of pupils: (1) English learners, (2) free or reduced-price meals, or (3) are foster youth. (EC sections 2574(b)(2) and 42238.02(b)(1)). 48
California Longitudinal Pupil Achievement Data System (CALPADS)
CALPADS Submission
Census Day Data Submitted
Certification Deadline
Fall 1 Oct 7, 2015 15-16 Enrollment Counts14-15 Grads & DropsELL CountsImmigrant Counts
12-18-15
Fall 2 Oct 7, 2015 Student Course EnrollmentsTeacher AssignmentsELL Education Services
3-4-16
EOY 1 N/A Course Completion grades 7-12CTE Data
TBD
EOY 2 N/A Program Participation
TBD
EOY 3 N/A Student Discipline TBD
EOY 4 N/A CAHSEE Waiver TBD49
Use of Supplemental FundsBy WestEd – Janelle Kubinec
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Differing Positions on Use of Target Funds
http://edsource.org/2015/state-cautions-when-to-use-funding-formula-for-teacher-raises/80633
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Sample: LCAP Goal Measurement
Tracker
By Keith MalcomDirector of Educational Services
Lemon Grove School District
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Aligning School Finance & Accountability
(WestEd Slide)
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State Priorities(WestEd Slide)
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Mapping Evaluation Rubrics(WestEd Slide)
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SBE Timeline – Evaluation Rubrics(WestEd Slide)
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Sample - LEA Level Data(WestEd Slide)
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Sample - Subgroup Level Data(WestEd Slide)
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Sample – Quality Standards(WestEd Slide)
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WestEd LCFF Evaluation Rubrics
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WestEd LCFF Evaluation Rubrics Video - Episode 1
http://lcff.wested.org/lcff-channel/evaluation-rubric-videos/evaluation-rubrics-episode-1-lcff-evaluation-rubrics/
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LCFF Evaluation Rubrics Examples
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Group Discussion 2:Share how your school district is measuring progress towards the
state LCAP priority areas and your district’s LCAP goals.
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LCFF & LCAP Web Resources LCFF & LCAP Resources Affiliated Websites
California Department of Education – LCFF http://www.cde.ca.gov/fg/aa/lc/
California Department of Education – LCAP http://www.cde.ca.gov/search/searchresults.asp?cx=001779225245372747843:gpfwm5rhxiw&output=xml_no_dtd&filter=1&num=20&start=0&q=local%20control%20accountability%20plan
WestEd – LCFF Channel http://lcff.wested.org/lcff-channel/ The Fiscal Crisis & Management Assistance Team (FCMAT) – LCFF Resources
http://fcmat.org/local-control-funding-formula-resources/
Business and Administration Steering Committee (BASC) LCFF Calculator on FMCAT Website
http://fcmat.org/local-control-funding-formula-resources/
California Longitudinal Pupil Achievement Data System (CALPADS)
http://www.cde.ca.gov/ds/sp/cl/index.asp
Association of California School Administrators (ACSA) – Leadership for Local Control Accountability Planning ACSA Academy
http://www.acsa.org/academies
Association of California School Administrators (ACSA) – Electronic LCAP Template (ACSA Tool)
http://www.acsa.org/MainMenuCategories/Advocacy/LCFF/LCAPCalifornia.aspx
California County Superintendents Educational Services Association (CCSESA) – LCAP Approval Manual 2015-16 Edition
http://ccsesa.org/special-projects/lcap-approval-manual/
Riverside COE/School Services Needs Assessment Tool
http://www.rcoe.us/educational-services/assessment-and-accountability-services/lcap-development-resources/
County Offices of Education Contact your local county office of education for additional LCFF & LCAP guidance.
Questions
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