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ALLOCATIONS FOR LEA-OPERATED PROGRAMS
FOR THE SCHOOL YEAR 1995-96 AND THEREAFTER
- Gavilan College, from time to time, may face an overall SCROP deficit
because of the high cost of its Nurse Assistant Program. When petitioned,
the Operational Committee may allocate six funded ADA to offset State
enrollment restrictions. This special funding may be requested by Gavilan
College for as long as Gavilan College continues to offer the SCROP Nursing
Assistant Program, during a fiscal year in which Gavilan does not generate
sufficient ADA to meet its annual allocation.
- James Boys Ranch and Muriel Wright Center, and Pinnacles Community
School may face an over-all loss in enrollment and resulting SCROP deficit
because of actions taken by the Probation Department of San Benito or Santa
Clara County. When petitioned, the Operational Committee may approve a
special allocation of funds to offset the reduction in enrollment resulting
from Probation Department actions. This special funding may be requested by
Santa Clara County Office of Education or San Benito County Office of
Education for as long as they continue to offer SCROP programs at these
sites.
- Growth ADA will be allocated proportionally to each LEA that has met or
exceeded its ADA allocation for the year based on the following formulae:
- Unallocated ADA will go to any SCROP LEA with unfunded ROP ADA and
will be distributed based on the LEA's percentage of the total SCROP
excess unfunded ADA for the year.
Prior to the allocation of these funds, the following budget items will
be subtracted from ADA income:
a. Administration
b. Program and District centralized services
c. Santa Clara County Office of Education 4 % indirect charge
DEFICITS
1. LEA/SCROP PROGRAM DEFICITS
Individual LEA deficits (difference between projected allocation and
actual revenue) will be funded from the previous year carryover balance, if
available. If the LEA does not have a carryover balance and does not
generate enough ADA to meet its allocation, the LEA will assume the
operating deficit with local LEA funds.
2. UNUSED ADA ALLOCATIONS
Unused ADA allocations (the shortfall in the budget year between the
budgeted allocation and the actual allocation earned by LEA's SCROP ADA)
will be loaned by the SCROP to another LEA with excess ADA based on the
LEA's percentage of the total SCROP unfunded ADA.
PROGRAM BUDGET DEVELOPMENT
1. PROCEDURES FOR DEVELOPING THE BUDGET
- The SCROP Director will provide each LEA estimates of the funding
allocation for the next year as soon as they are available from the
California Department of Education. The Director will also provide the
statistics as to how well each of the LEA’s programs are doing regarding
attendance, generated ADA revenue, job markets, student follow-up study
results, advisory committee participation, and teaching credentials.
- Each LEA will develop the individual program budgets according to
local policy and procedures. A typical process may be as follows: The
specialist meets with the principal, and reviews each of the class budget
requests and justifications. They study each program's enrollment and
expenditures compared to income and consider any recommendations. Changes
in the budget are discussed with the SCROP Director. The principal then
makes recommendations to the LEA office and to the Superintendent or other
responsible administrator. At each step the SCROP Director will be
available to furnish assistance and funding information.
2. CAPITAL EQUIPMENT FUNDS
Each LEA will create a local plan for capital equipment expenditures.
3. LOTTERY FUNDS
Allocation of lottery funds, including the current year's allocation,
plus adjustments for the prior year, will be allocated to each LEA on the
basis of the prior year's third period apportionment. Each LEA will receive
its allocation based on the ADA earned on its own campus(es).
4. DISTRICT RESERVES
End-of-year balances occurring from both unspent (but earned) allocations
and unspent lottery funds will be kept by the Santa Clara County Office of
Education/SCROP for each LEA.
NOTE: Funds generated by SCROP ADA are restricted categorical
funds and may not be utilized for anything other than SCROP program support.
After the annual ADA allocation amounts have been approved by the Operational
Committee, and have been transmitted to the Santa Clara County Office of
Education, copies are sent with the annual contracts to the LEA superintendents.
BUDGET TRANSFERS
LEAs may make transfers between programs and between accounts within
programs without obtaining prior permission from the SCROP office.
BILLING PROCEDURES
LEAs may bill SCROP monthly, quarterly or annually. Invoices for programs
will be for actual and approved indirect SCROP program expenditures. LEAs must
send the monthly financial activity report for each LEA/SCROP program to the
SCROP office. Because of audit requirements, random additional backup
documentation may be occasionally requested by SCROP.
EQUIPMENT PURCHASES
Equipment purchases should be processed using the LEA’s purchasing
department. An internal inventory system should be used to identify ROP-funded
purchases.
After capital equipment is purchased, an ROP funds label should be
attached.
EQUIPMENT DONATIONS
- Equipment donated to an LEA for an ROP class will become the property of
the LEA and subject to the LEA inventory policies and procedures.
- Equipment donated to an ROP class via the Santa Clara County Office of
Education will become the property of the Santa Clara County Office of
Education and will follow county inventory policies and procedures.
CONFERENCES/FIELD TRIPS AND SUBSTITUTES
- CONFERENCES/FIELD TRIPS
Member LEA budgets should include all conferences, field trips and other
extra curricular activities. These expenditures are to be funded from member
LEA allocations, unless funded by special grants.
- SUBSTITUTES
All substitute costs must be budgeted for and charged against a member LEA's
SCROP allocation.
BUDGET AND STATISTICAL INFORMATION
Each LEA will be provided a SCROP program summary ADA allocation listing
the following:
- Totals budgeted for each LEA as well as the grand total of all SCROP
programs.
- Expected ADA generation of each program as well as the total LEA
allocation.
- Lottery funds are included in the allocation per unit of ADA.
- Prior year balances.
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