SBDM Newsletter – January 2021

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School-Based Decision Making Newsletter


January 2021, Volume 3 Issue 1

COVID-19 Consideration for Staffing Allocations

Staffing allocations for certified staffing positions are determined based on projected full-time equivalent enrollment. Section 4 of 702 KAR 3:246 states that "[a] board staffing policy or guidelines shall be established to determine the number of allocated positions for certified staff for each school. To determine the allocation to school councils for certified staff, the district shall provide sufficient funds: (a) To meet class size caps and pupil contact hours established in KRS 157.360 based on the projected full-time equivalent enrollment for the upcoming school year.”

Section 6 (Other Minimum Allocations) and Section 7 (Distribution of the Balance) of the regulation is articulated differently and specifically references average daily attendance (ADA) when determining allocation amounts under those sections. Senate Bill 177 (2020) establishes that 2018-2019 ADA be used when determining allocations since the previous year’s average daily attendance information is unavailable when calculating Section 6 and 7 monies for the 2021-2022 school year.

Staffing Allocations Reminders

Tentative staffing allocations should be sent to school councils by March 1, with a final allocation date of May 1.

If a district plans to revise its staffing formula for the 2021-2022 school year, it will need to send its updated staffing allocation worksheet to the Kentucky Department of Education (KDE) for approval. These updates can be emailed to Ashlie Cox.

A sample staffing allocation worksheet can be found on the SBDM Technical Documents webpage on the KDE website under “SBDM Staffing Allocations.” Please allow time for KDE to review the allocations prior to May 1.

Mark Your Calendars!

The SBDM office is planning and preparing for this year’s SBDM trainings, including the endorsement training for coordinators. Please look at the training options and dates and mark them on your calendar.

To register for the SBDM Coordinator/Trainer Endorsement Training in March, complete this SBDM Annual Endorsement Training Google Form.

SBDM Coordinator/Trainer Endorsement Training (webinar)

  • March 22 (10 a.m. or 1:30 p.m. ET)

  • March 25 (10 a.m. or 1:30 p.m. ET)

Teams LIVE Event - Experienced SBDM Member Training

  • June 23 and 24

Experienced SBDM Member Training 9 a.m.-noon local time

  • July 13: Murray High School, Murray

  • July 16: TBD, Pikeville

  • July 22: Garland Building, London

  • July 26: TBD, Louisville

January Monthly Agenda Topics

The topics and reminders listed below are suggestions for consideration when planning the agenda for the January SBDM meeting. Please be mindful that some topics are associated with specific due dates and should be planned for accordingly.

  • The following diagnostics are due in eProve by Jan. 1:
    • Comprehensive Improvement Plan for Schools
    • Closing the Achievement Gap Diagnostic
    • Executive Summary for Schools
    • Professional Development Plan for Schools
  • Review/revise the following policies:
    • College-Level courses (if applicable)
    • Writing
    • Parent and family engagement

KDE SBDM Training Showcase: Advanced SBDM

One training module will be showcased each month that is available to all SBDM trainers free of charge for training their council members. These trainings have been developed by the Kentucky Department of Education and are located on the SBDM Training webpage.

This month's showcase is "Advanced SBDM," a training for experienced members that goes through a review of material covered in "Introduction to SBDM," but also takes a deeper look into some new topics that experienced members may encounter. This training is available in a paper copy to be used in person or in virtual training settings, as well as an online version that is housed in Google Classroom.

The specific topics covered in "Advanced SBDM" are the statutory requirements of council members, election procedures, removing council members, budgetary responsibilities and principal selection.

Comprehensive School Improvement Planning: Phase Four (Progress Monitoring and Online Posting)  

The last phase of the comprehensive school improvement plan process involves progress monitoring. Continuous improvement planning requires careful monitoring, which ensures the needs of learners are met and that student outcomes are positively impacted. During Phase Four, schools may choose a flexible and customized approach to monitoring and implementing the comprehensive improvement plan. During this phase, schools ask themselves several key reflective questions regarding their plan:   

  • How do we know if our strategies and activities are meeting the needs of learners? 
  • Will we adjust or stay the course?  

Pursuant to 703 KAR 5:225, Comprehensive School Improvement Plans (CSIPs) must be posted online. CSIPs must be posted to each school’s website. When posting CSIPs to the respective website, remember to include any attachments referenced in a diagnostic. Please see below for additional information on what should be posted for the improvement plan:  

School’s Improvement Plan:  

  • Executive Summary for Schools 
  • Continuous Improvement Diagnostic for Schools 
  • Needs Assessment for Schools 
  • Closing the Achievement Gap Diagnostic 
  • Professional Development Plan for Schools
  • Comprehensive School Improvement Plan (including the Goal Building Template)
  • School Assurances  


School-Based Decision Making webpage

Comprehensive Improvement Planning webpage



Ashlie Cox
SBDM Consultant
(502) 564-3791, ext. 4046

Natasha Stein
District 180
Program Manager
(502) 564-3791, ext. 4010