School-Based Decision Making Newsletter

March 2024

Database Review

The Kentucky Department of Education will soon be closing out this current year’s SBDM verification database to gear up for the next council’s term. The last day to submit and confirm accuracy is March 15.

Please take time to access the SBDM verification database and review the data that is entered for your district. Make sure all council members are entered and that the names are spelled correctly. Accuracy is key, so please make changes as necessary!

The information is transferred into each school’s School Report Card. If you need access to the database or have any questions, please email Mia Morales.

Election Tips!

Elections for the 2024-2025 school year will begin soon! The majority of information to assist council member constituent groups with their election processes can be found within the SBDM Handbook.

Electronic voting is allowable. While KDE cannot endorse specific electronic voting platforms, there is a variety available (i.e. BallotBoxonline.com, Yes Elections) for soliciting nominations and voting.

When hosting electronic voting, voters ideally would be assigned unique codes that can be entered into the school’s voting platform to verify and track voting. If electronic voting is used, KDE recommends an equitable nomination and voting option for families that lack access to the internet or do not have the technical capacity to submit electronic forms.

Please ensure all documentation is stored with any identifying information redacted, so if a request is made for the results under the Kentucky’s Open Records Act, the anonymity of the voters and votes cast will be ensured.

Virtual Experienced Member Training

The Kentucky Department of Education (KDE) will be hosting a virtual experienced member training on the Council’s Role with Continuous Improvement on June 12-13 from 9:30 to 11 a.m. ET. Members must participate on both days to obtain their certificate.

During the training, council members will learn about the Comprehensive School Improvement Plan and their role in developing the school’s plan. KDE recommends experienced councilmembers who have taken this course previously participate in a different training course to expand their knowledge regarding their roles and responsibilities as a council member.

Additional information will follow as we get closer to those dates. 

Mark your calendar!

The Kentucky Department of Education's SBDM office is planning and preparing for SBDM trainings, including the endorsement training for coordinators. Please look at the training options and dates and mark them on your calendar.

Register for the endorsement training sessions using this form. A link to the meeting will be emailed to you immediately after registering.

If you have specific topics that you would like to have addressed during the annual endorsement training, email those ideas to Mia Morales.

SBDM Coordinator/Trainer Endorsement Training (webinar)

• April 18 at 9 a.m. ET
• April 23 at 1 p.m. ET
• April 25 at 10 a.m. ET

Training for new SBDM coordinators will be schedule later in the spring. More information to follow.

No Webinar this Month!

KDE will not be hosting a March SBDM webinar, as staff are preparing for the annual endorsement trainings.

Monthly Agenda Topics

The Kentucky Department of Education (KDE) has compiled a list of topics and reminders for planning monthly SBDM agendas.

Below are suggested topics for consideration at your March SBDM meetings:

• Council should monitor comprehensive school improvement plans and adjust course as needed
• Review Section 6 allocations and determine next year's budget
• Consult with the school media librarian on the maintenance of the school library media center, including the purchase of instructional materials, information technology and equipment. 

As always, please remind council members that the goal of their work is to increase student achievement and this should be at the forefront of every discussion, policy and decision.

Staffing Allocation 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 2024-2025 school year, it will need to send its updated staffing allocation worksheet to the KDE for approval. These updates can be emailed to Mia Morales.

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. 

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. When determining Section 6 and 7 allocations for the 2024-2025 school year, districts should use the 2023-2024 ADA.

RESOURCES

School-Based Decision Making webpage

Comprehensive Improvement Planning webpage

CONTACTS

Mia Morales
Program Consultant
(502) 564-2116, ext. 4046