UCOA Update

UCOA Update2006 PED

Spring Budget Workshop

Changes to Functions Function 2100 (Support Services – Students):

Only Program Codes 0000, 2000, and 9000 will be used in this function.

Only expenditures for services provided under an IEP will be coded to Program 2000 (Special Programs).

Program 9000 (Extra- and Co-Curricular Activities) will be used for extra- and co-curricular activities provided by individuals whose base pay is in Function 2100.

All other services provided in Function 2100 will be coded to Program 0000 (None).

Changes to Functions Function 2200 (Support Services –

Instruction): Program codes have been removed from this

function. Use Program 0000 (None) instead.

Changes to Functions

Function 3300 (Community Services Operation): This is a new function which is used for non-instructional

services provided to the community. These include non-instructional, after-school programs,

adult education and related ancillary services, and recreational opportunities such as a community swimming pool.

Summer school and instructional after-school programs, such as tutoring, remain in Function 1000 (Instruction).

Changes re: Certified Teachers not Assigned a Classroom

Instructional coaches will use a Job Classification code in the 1400 series. While they do not have their own classroom, they

deliver their services in a classroom. The 1400 series is only used in Function 1000 (Instruction).

Changes re: Certified Teachers not Assigned a Classroom

Other certified teachers who are not assigned to a classroom, would use the Job Classification code relevant to their position, e.g.: Department Chair: 1211 Coordinator/Subject Matter Specialist

in Function 2400 (Support Services – School Administration) Head of the Library: 1212 Library/Media Specialists: This is only

used in Function 2200 (Support Services – Instruction) Dean of Students: 1218 School/Student Support: This would be

used in Function 2100 (Support Services – Students). Note: This Job Classification code is also used in Function 3100.

You would only use 1218 in Function 3100 if the person’s responsibilities are focused on providing community services rather than providing support to students.

Change to Fund 42000 Added Job Classification codes to Object

52914 (Deferred Sick Leave)

Other, Minor Changes: Ensured correct grant name has been provided for each grant. Added additional Revenue Object codes, as appropriate, to grants. Cross-checked Job Classifications to Programs in Function 1000

(Instruction) and made corrections where needed. Cross-checked Job Classifications to Expenditure Objects in the

52000 (Personnel Compensation – Benefits) series within each Function throughout UCOA.

Ensured former Object 6211 (Building Purchase) cross-walks to both Object 57200 (Building Purchase) and 54500 (Construction Services) in all relevant funds.

Ensured former Object 6212 (Building Improvements) cross-walks to new Object 54500 (Construction Services) in all relevant funds.

Corrected typos identified by districts.

Revised/New FAQs What Function Code would we use for

teacher training? Teacher training will be coded to Function

1000 (Instruction). The Object Code will be 55820 (Employee

Training – Teachers).

Revised/New FAQs Where are certified teachers assigned to a

school to “coach” other teachers but with no class load coded? 2000 or 1000? Instructional coaches should be coded to

Function 1000 (Instruction).

Revised/New FAQs What Function do I use for summer school?

After school tutoring? After school child care? Summer recreation programs? For summer school and after school tutoring, you

would use Function 1000 (Instruction). For after school child care and summer

recreation programs (whose purpose is child care), you would use Function 3300 (Community Services Operation).

Revised/New FAQs Bank accounts and investment accounts:

not enough Object numbers to allow for investments at more than one bank or more than one bank account for individual funds. Object 11011 is used for bank accounts. If you

have 9 or fewer bank accounts, you could use the “0” to indicate each individual bank account.

If you have more than 9 bank accounts, you can use empty spaces in other components for this purpose.

Revised/New FAQs What Object Code should we use for rental

of postage and fax machines? You would use 54620 (Rental of Equipment and

Vehicles) for postage machines and FAX machines.

54416 (Communication Services) is used only for contracts with individuals for consulting or technical support related to communications equipment

Revised/New FAQs To which Program Code do you assign a

teacher job class for dual language instruction? 4010 (Bilingual) or 1010 (Regular Education)? You would code the entire salary to 4010

(Bilingual) since all students in the class are receiving bilingual instruction.

Also, Supplement 3 says to not include expenditures in 1010 (Regular Education) that have already been included in 4010 (Bilingual Education).

Revised/New FAQs How will we handle an employee who does

“Special Programs” as well as “Bilingual”? What code will we use? You would code bilingual, special education

classes to 2000 (Special Programs).

Revised/New FAQs How should districts assign a program number to

administrators and secretarial staff that fall under 2100, since they really work for the entire benefit of the district?  You have three program codes in 2100.

You would use 2000 (Special Programs) for any expenses related to student IEPs and/or special education funding.

9000 (Extra- and Co-Curricular Programs) is available if someone in an ancillary services job classification is sponsoring a club or coaching a team (e.g. Special Olympics).

All other expenditures in Function 2100 (Support Services – Students) are coded to Program 0000 (None).

Revised/New FAQs How to we pro rate expenditures related to

inclusive (special education and regular education) classrooms? Normal classroom costs- books, materials, teacher salary

– would use 1010 (Regular Education). All costs related to student IEPs and/or special education

funding would be coded to 2000 (Special Education). If the teacher holds a special education endorsement, you

would pro rate his/her salary on the basis of the percentage of enrollment of special ed students.

Revised/New FAQs In the four digit 'program' code, may

districts use a code in the last place? (E.g., instead of 1010 for regular education, how about 1011 for elementary and 1012 for secondary?) Districts can use additional codes to help

differentiate between elementary and secondary internally, but for reporting to PED the additional codes i.e. 1011, 1012, 1013, 1014, etc. would roll up to 1010.

Revised/New FAQs What program code do we use for

concurrent college courses taught by our teachers? Even though they are receiving college credit,

they are also receiving graduation credit. Therefore, you would use 1010 (Regular Education), 3000 Vocational and Technical Education, or 4020 (Alternative and At-Risk Education), depending on the type of course.

Revised/New FAQs Certified therapist assistants such as occupational

therapy assistant that requires an AA. We classify these as non-exempt employees. What Job Classification Code do we use? Certified therapist assistants are coded to Job

Classification 1319 (Special Ed Assistants – Non-Instructional) along with all other non-instructional assistants and aides, including bus assistants.

Note: There are other Job Classification Codes that have a disparity in levels of education within the Code itself. For example, Job Classification 1217 (Secretarial/Clerical/Technical Assistants) includes secretaries, receptionists, clerks, data entry clerks, system analysts, work-study students, and other related employees. Each of these is likely to have a different level of education.

Revised/New FAQs We are a small district and rely on certified teachers to fill roles that

would be filled by administrators in other districts. What Job Classification codes do we use for these individuals?

Instructional coaches will use a Job Classification code in the 1400 series. While they do not have their own classroom, they deliver their services in a classroom. (Note: the 1400 series is only used in Function 1000 (Instruction).)

Other certified teachers who are not assigned to a classroom, would use the Job Classification code relevant to their position, e.g.:

Department Chair: 1211 Coordinator/Subject Matter Specialist in Function 2400 (Support Services – School Administration)

Head of the Library: 1212 Library/Media Specialists: This is only used in Function 2200 (Support Services – Instruction)

Dean of Students: 1218 School/Student Support: This would be used in Function 2100 (Support Services – Students). Note: This Job Classification code is also used in Function 3300. You would only use 1218 in Function 3300 if the person’s responsibilities are focused on providing community services rather than providing support to students.

Revised/New FAQs In a small school district, people wear multiple

hats. What about a superintendent who is also Director of Transportation and receives extra pay for doing this? In addition to his/her regular job? The superintendent’s base pay would use Function 2300

(Support Services – General Administration), Object 51100 (Base Pay), and Job Classification 1111 (Superintendent).

The additional compensation would use Function 2700 (Student Transportation), Object 51300 (Additional Compensation), and Job Classification 1113 (Administrative Associate).

The two lines could also be paid out of separate funds.

Other Questions?