Professional Documents
Culture Documents
School Budgets
Creating a budget can be a complex system of checks and balances while trying to
maintain focus of ones vision and mission. The budget allows a Principal of a school to make
economic decisions based on their insight for what is best for the students and staff. Input from
additional stakeholders is typically considered but ultimately the decision-making process is the
responsibility of the Principal. Using the schools Continuous Improvement Plans as a focus for
considerations.
Key considerations that need to be vetted when creating a budget are beginning with the
end in mind. What are the ultimate results that the school is hoping to achieve? Looking to
the Continuous Improvement Plans and keeping the mission and vision for the school at the
forefront of all decision making is extremely important. At the Holy Spirit School Division, most
of the school budget is centrally managed. The salary of the teachers, support staff and
maintenance is not managed by the school principal. The remaining budget is limited and so
great care and consideration needs to be applied when determining where funds will be allocated
The budget itself is comprised of several different areas by which the Principal can build
a pool of money that the school is in control of the spending. The school receives money based
the number of students in the school and per student allotment. Depending on programming,
schools are eligible to receive additional funding for French Immersion programming, English
Language Learners and students on Individual Program Plans and more specifically code 40 and
When developing the budget a number of factors need to be taken into account. Each
teacher in the school is allotted eight substitute days per year. These days are used for time away
from school, personal days, assessment days, sick days, doctor appointments. Payment for the
substitute teachers needs to be budgeted for and the school needs to ensure it has allocated
sufficient funds to cover the costs of every teaching using every substitute day. Conversely, if at
the end of the school year the quota of substitute days has not be used then the school can
Plant Operations should also be considered in the annual budget. This money is directly
removed from the budget as needed for necessary cleaning supplies for the school. Some items
that fall into Plant Operations are paper towel, toilet products and any necessary cleaning
supplies for the care taking staff. The Principal is permitted to draw against the schools budget
When executing a financial plan for a school one needs to plan for the necessary work
which requires constant review and adjustments of available funding by working with your
administration assistant. Executing the annual financial plan requires a great deal of work and
oversight to ensure the school has sufficient funds to meet it needs while also being cognisant
that the budget funds within the budget need to be spent on an annual basis or risk having funds
forfeited. Because of this, January to May can become a very busy time in terms of budget
planning. Funds that are not used at the school level are returned to Central Office; there can be
opportunities of having these funds returned to the school the following year however, Central
Office could determine the funds should be used to support other schools. Different
Administrators have varying philosophies on this topic when deciding whether to spend the
money or return the remaining funds to Central Office for further distribution.
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School Budgets
Within the guidelines of working on a school budget throughout the year the
administrative assistant will support the budgetary process by advising what funds remain in the
budget and in relation to expected expenses within each of the budget lines. Remaining up to
date the on budget line items and considering where funds can be shifted and reallocated is an
Determining the different activities and essentials needs within the school are at the
discretion of the Principal. For example, the amount of money set aside for the staff to attend
determined by the Principal. The same holds true for fieldtrips, office supplies, photocopying,
sports equipment and any other general administration expenses the school incur.
It is the responsibility of the Principal and Assistant Principal to work together to develop
the budget. Parents have an opportunity to provide input through Parent Council; their
involvement and feedback are provided in the development of the Continuous Improvement Plan
which translates into budget spending. Teachers have an opportunity to provide input using their
own classroom budgets. Each teacher receives a budget allocation based on what they determine
One of the most challenging aspects of creating and managing a budget keeping up to
date on the financials as the school year progresses. Budget lines are managed and updated
using an online process usually completed by the Administrative Assistant. All transactions go
through Central Office which at times can make it difficult to understand the precise financials
for each budget line; because the budget is not live and there is delays in being able to review
budget where collaboration occurs in some areas and independently in others. The Secretary
Treasurer is an available resource schools can leverage to answer questions regarding budgets.
The Secretary Treasurer will assist first year Principals by coming to the school to provide
additional training and support as required. Reviewing previous budgets can also provided
useful information that is required to build the necessary framework to building a successful
budgetary cycle.