SCHOOL ALLOCATION MEMORANDUM NO. 29, FY 2018

 

DATE:

May 26, 2017

TO:

Community Superintendents

 

High School Superintendents

 

Field Support Center Teams

 

School Principals

 

FROM:

Raymond J. Orlando, Chief Financial Officer

 

SUBJECT:

Pre-K Center Programs

 

This memorandum allocates funds for Pre-K Centers.

 

The Division of Early Childhood Education (DECE) administers Pre-K programs for NYC students in district elementary schools, Pre-K Centers, charter schools and NYC Early Education Centers (NYCEECs).  By working together with families and programs, DECE ensures that children are engaged, nurtured, and supported with the tools to develop into independent learners and creative problem-solvers.

 

This SAM applies to FY 2018 only. Please note that budget allocations are subject to change every fiscal year. Additionally, in FY 2018 there may be subsequent adjustments to the initial allocations in this SAM based upon the progression of enrollment and registration. For more questions on this, please contact your Field Support Center (FSC).

 

This allocation memorandum provides resources supporting the implementation of the FY 2018 Pre-K programs at Pre-K Centers.  Pre-K Centers are NYC Department of Education (NYCDOE) programs that exclusively serve Pre-K students. Each center has a dedicated team; its leaders, teachers, and staff are NYCDOE personnel. Pre-K Centers are located either in new buildings specifically designed to serve pre-K classes, or in existing district school buildings. Pre-K Centers provide full-day services (6 hours, 20 minutes) and serve 18 children per class (or 20, in special cases approved by DECE).

 

Enrollment

All students participating in FY 2018 Pre-K programs must turn four years old between January 1, 2017 and December 31, 2017. Students born in 2014 are not eligible for Pre-K because New York State will not reimburse their participation. Children who are eligible for kindergarten (born in 2012) may not enroll in or repeat Pre-K because NY State will not reimburse their participation in Pre-K for FY 2018.

 

Each Pre-K Center class must be fully enrolled to 18 students (or 20, in special cases with approval by DECE) before opening new classes or hiring additional staff.

 

The Office of Student Enrollment manages Pre-K enrollment for general education students.

Pre-K Centers receive separate funding components for classroom and administrative staffing allocations.

 

Classroom Allocation Details

For classes up to 18 children, one teacher and one paraprofessional must be assigned to each class.

 

In addition to the general classroom staffing requirements, in FY 2018, Pre-K Centers will also receive funding for teacher and paraprofessional coverage to support coverage needs.

 

Staffing provides the following:

·         Teachers provide classroom instruction for five periods with one lunch and prep period per day

·         Paraprofessionals support the classroom for up to six periods with free lunch period per day

·         Paraprofessionals may provide front office support for several periods as needed

·         Site Coordinators may spend several periods per day providing coverage in the classroom

 

Pre-K Centers also receive funding to support the following:

·         Absence coverage (8 days per teacher and educational paraprofessional)

·         Shared planning time for teachers and educational paraprofessionals

 

These funds can be used for per-session coverage but may not be used to hire additional staff.

 

Special Class in an Integrated Setting (SCIS) Allocation Details

The Universal Pre-Kindergarten Special Class in an Integrated Setting (SCIS) Model serves general and UPK SCIS classes in public schools. It supports all of the elements of the Pre-K model and includes a special education teacher (with prep period and absence coverage), an additional paraprofessional (with absence coverage), attendance at professional development conferences, and other than personnel services. Schools will receive the following funding for both teachers and the education paraprofessional:

 

Staffing provides the following:

·         Teachers provide classroom instruction for five periods with one lunch and prep period per day

·         Paraprofessionals support the classroom for up to six periods with one free lunch period per day

 

Pre-K Centers also receive funding to support the following:

·         Absence coverage (8 days per teacher and educational paraprofessional)

·         Shared planning time for teachers and educational paraprofessionals

·         $2,500 in OTPS per class (described later in this SAM)

 

In terms of enrollment, the local Committee on Preschool Special Education (CPSE) identifies special education students for participation in UPK SCIS. Children identified by the CPSE for UPK SCIS services may be either three or four years of age (these are the only three-year-olds who may be served in a UPK program). The general education to special education child ratio is either 10:8 or 12:6 based on the model that New York State has approved. General education students and seats will be assigned via the centralized enrollment process.

 

OTPS Allocation per Classroom

Each Pre-K Center classroom will be allocated $2,500 for instructional materials, supplies, instructional activities, etc.

The table below is a suggested breakdown of how to schedule funds.

 

Object Code

Description of Item

Amount

100

Instructional materials and supplies, authentic assessment tools, cooking experiences

$1,000

400

Family engagement and family literacy activities

   $500

Per Session

Per Session coverage for professional development participation

   $1,000

 

Total

$2,500

 

Please note that Pre-K Centers are responsible for professional development, family engagement, and additional OTPS needs. Note that the 600 object code series is not an allowable expense in this program.

 

Administrative Allocation Details

For FY 2018, the Administrative Allocation method has changed.[1] All Pre-K Centers will receive their Administrative Staffing Allocation in two parts, fixed and variable.

 

Fixed Administrative Allocation

Each Pre-K Center will receive funding for the non-classroom staff necessary to operate the program.  This funding is provided for the following titles at the frequency described below.

For each Pre-K Center (District Level)

·         One Early Childhood Director

·         One Secretary

For each Pre-K Center Site

·         One Site Coordinator

 

(e.g. A Pre-K Center with three sites and 10 enrolled classes would receive funding for one Early Childhood Director, one Secretary, and three Site Coordinators.)

 

Variable Administrative Allocation

Pre-K Centers also receive funding for additional administrative needs.  As their locations, facilities, and enrollment change annually, so do their needs. This funding can be used at the discretion of the Early Childhood Director to hire any titles that best meet the unique programmatic needs of their Pre-K Center.  With these funds, Early Childhood Directors can retain their current administrative titles and/or hire other titles.

 

The Division of Early Childhood is committed to limiting the number of excessed staff between years.  To that end, Early Childhood Directors must comply with contractual guidelines and DOE policies regarding excessing.  All plans to excess staff for FY 2018 are subject to approval by the Division of Early Childhood.

 

Start-up Funds

In addition to the OTPS funds that are provided to every class, there are additional start-up funds provided to support new classrooms and changes to center configuration.

·         Pre-K Center districts which are expected to increase, decrease, or move classes across sites will receive funding to support student enrollment, classroom breakdown/setup, and other summer staffing needs. These funds may be used for other OTPS or per session needs throughout FY 2018 if not used in full over the summer, but accruals cannot be used for hiring.

·         Every Pre-K Center classroom with an address change from FY 2017 to FY 2018 receives $4,000 per class for materials.

·         Every new-to-FY 2018 Pre-K Center class receives $8,000 for materials.

·         Certain districts receive start-up funds for wiring needs, based on the space locations’ unique needs.

 

Program Guidelines

The Pre-K for All Handbook

The Pre-K for All Handbook is a key resource intended to assist District Schools and Pre-K Centers by (1) clearly articulating pertinent policies specific to Pre-K for All, (2) re-enforcing key New York City Department of Education (NYCDOE) policies that apply to Pre-K students and (3) highlighting operational guidance and promoting promising practices on a variety of topics.

 

Guidance included in the Pre-K for All Handbook is a compilation of those policies included in the NYCDOE Chancellor’s Regulations, policies of the Division of Early Childhood Education (DECE), as well as the policies of other NYCDOE divisions (e.g. Office of School Health). In some cases, policies may only be applicable to specific pre-K classrooms.

 

If you have questions about District School or Pre-K Center-K related policy, please refer first to the policy handbook.

 

Additional questions or concerns not addressed in the handbook should be referred to DECE at earlychildhoodpolicy@schools.nyc.gov.

 

Breakfast and Lunch

Programs must provide appropriate meals and snacks to ensure the nutritional needs of children are met. Meals and snacks shall be provided in an environment supportive of staff and children interaction, at an appropriate time with sufficient time to eat and interact. Family-style meals in the classroom are typically most conducive to meeting these requirements. If you have questions regarding the instructional meals guidelines, please contact DECE at earlychildhoodpolicy@schools.nyc.gov.

 

The Office of School Food has included Pre-K Centers in the State Education Department (SED) grant for Universal School Meals (USM).   The USM cycle is effective through June 2018. Through the duration of the USM cycle, each participating student must be counted at the point where meals are served for breakfast and lunch.

 

Daily meal accountability procedures still are required for the duration of the USM cycle and must be maintained from the first operational school day to the last to avoid potential financial liabilities.  For further guidance, please review Chancellor’s Regulations A-815 or connect with your on-site School Food Manager and District Supervisors. If your staff have any questions please instruct them to contact School Food Eligibility Customer Information at (718) 707-4400.

 

Pre-K for All Quality Standards

The Pre-K for All Quality Standards define the NYCDOE’s vision for high-quality Pre-K for All programs in NYC. They describe the key practices of family engagement, rigorous and developmentally appropriate instruction, professional collaborations, and leadership that support children in gaining the knowledge and skills outlined in the NYS Prekindergarten Foundation for the Common Core. Grounded in the NYCDOE’s vision for school improvement across the Pre-K to 12 continuum, The Framework for Great Schools, the Pre-K for All Quality Standards establishes a shared set of expectations for all Pre-K programs. The Division of Early Childhood Education, Pre-K program leaders and educators use the Quality Standards to understand and advance program quality.

 

The Program Quality Standards provide a new opportunity for collaboration for the NYCDOE, Pre-K leaders, and educators in NYCEECs and elementary schools. During the 2017-2018 school year, the NYCDOE is working to engage with programs and school communities to deepen their understanding of the standards as well as align our supports and professional learning opportunities to the Program Quality Standards.

 

Funding Sources

To support children in gaining the knowledge and skills outlined in the NYS PKFCC, the Pre-Kindergarten program is supported by several funding streams:

       State Universal Pre-Kindergarten (UPK)

       State tuition (4410 funding)

       Local Tax Levy

       Contracts for Excellence

 

Funds should be scheduled in Galaxy using the allocation categories listed below:

·         Pre-K Center Leadership

·         Universal Pre-K Quality FD Centers

·         Pre-K Center Instruction

 

If you have questions about the Pre-K program model or use of the funds to support it, please contact your FSC Budget Director or visit our Early Childhood web site.

 

Download a copy of the School Allocation Memorandum No. 29, FY 2018

 

Attachment(s):

Table 1 – Pre-K Center Allocation Summary

Table 2 – Pre-K Center Administration Detail

Table 3 – Pre-K Center Instruction Detail

Table 4 – Teacher and Paraprofessional Coverage Model

RJO:bf

C:        Jessica Pavone

Xanthe Jory

Carol Varikos

Nick Marini

Lucas Koehler

Thomas Kim



[1] 15K010 and 27Q316 are the exception to the new methodology and will receive the same allocation as they did in FY 2017.