NJASBO Academy 1 September 19, 2019

1. NJASBO Academy 1September 19, 2019 Neil K. Cramer Executive County School Business Official, Sussex County State Coordinator, ECSBOs

3. DOE OrganizationOverview • Commissioner – Dr. Lamont Repollet • Special Assistant to the Commissioner – Chris Huber • Seven Main Departments report directly to the Commissioner • Division of Executive Services/Chief of Staff/Assistant Commissioner– Kellie LeDet • Deputy Assistant Commissioner, Executive Services – Kim Walker • Deputy Chief of Staff, Admin Services – Dodi Price • Deputy Chief of Staff, Legislative Affairs – Coleen Eskow • Executive Legal Affairs Officer – Christine Soto • Office of Controversies & Disputes - Vacant • Office of School Ethics and Compliance – Kathryn Whalen

4. DOE OrganizationOverview • Division of Academics & Performance - Assistant Commissioner – Linda Eno • Deputy Assistant Commissioner – Academics – David Greer • Office of Standards • Office of Career Readiness • Office of Professional Learning • Deputy Assistant Commissioner – Performance – Diana Pasculli • Office of Assessments • Office of Recruitment & Preparation • Office of Certification/Induction

5. DOE OrganizationOverview • EarlyChildhood Education – Assistant Commissioner – Cary Booker • Deputy Assistant Commissioner – Early Childhood Education – Tonya Hall-Coston • Office of Preschool Education • Office of K3 Education

6. DOE OrganizationOverview • Division of Student Services – Assistant Commissioner – Peggy McDonald • Deputy Assistant Commissioner, Student Services - Vacant • Office of Special Education – Kim Buxenbaum • Office of Fiscal and Data Services • Office of Supplemental Education Services • Office of Special Education Policy and Dispute Resolution

7. DOE ORGANIZATIONOVERVIEW • Office of the State Board – Diane Shoener, Director • Chief Financial Officer/Assistant Commissioner – Kevin Dehmer • Deputy Assistant Commissioner – Glenn Forney • Office of State Monitors - Vacant • Office of School Facilities Planning – Susan Kutner (LRFP) • Office of School Facilities Projects – Bernie Piaia (Projects) • Office of School Finance – Alan Dupree, Director • Fiscal Policy and Planning – Vacant • State Aid Research and Data Analysis – Susan Ecks, Supervisor • Office of Grants Management - Vacant • Office of Choice and Non-Public Schools – Jessani Gordon • Office of Information Technology

8. DOE OrganizationOverview • Division of Field Services – AbdulSaleem Hasan – Assistant Commissioner • Deputy Assistant Commissioner - Vacant • Office of Field Service Coordination which includes County Offices of Education – Paula Bloom, Director • NJQSAC – Carla Spates – Contact Person • Office of Fiscal Accountability and Compliance • Office of Professional Learning Network • Office of Comprehensive Support • Office of District and Intervention and Support • Office of Student Services Support • Office of Innovation

9. DOE OrganizationOverview County Education Offices report to the Assistant Commissioner, Field Services – AbdulSaleem Hasan Responsible for Administering NJQSAC – Carla Spates Executive County SBOs report to the Executive County Superintendent(ECS) State Coordinator, ECSBOs – Neil Cramer Education Specialists and Child Study Supervisors report to ECS Finance and Facilities reports directly to Kevin Dehmer, Chief Financial Officer Deputy Assistant Commissioner – Glenn Forney Office of State Monitors Office of School Finance Fiscal Policy and Planning – Vacant Stephanie Gorman School Finance – Alan Dupree, Director Pupil Transportation – Pupil Transportation Specialists– Susan Spence, Laura Bitter

10. DOE Organization County Office of Education • Field Office of The Department of Education (DOE) • Structure: • Executive County Superintendent of Schools (ECS) • Executive County School Business Official (ECSBO) • Education Specialist • Child Study Supervisor • The goal of the current administration is to “fully staff” ECSs, ECSBOs, Education Specialists and Child Study Supervisors for all 21 County Offices - We are getting closer to full staffing! • Still some ECSs, ECSBOs and Child Study Supervisors currently doing “double duty” • Advisory/Guidance role First • Regulatory/Oversight role Second

11. Key Areas of Responsibility For County Education Office and The Roll of the SBA • Advisory/Guidance • Board Meeting Rules and Practices • Relationships with: • Superintendents • Principals/VPs/Directors • Other Administration • Custodians/Maintenance personnel • Child Study Team • Teachers • Board Members • Public • Regulatory/Oversight • Compliance with NJQSAC, Budgets (yearly and mid-year reviews), Transportation Contracts, Grants, Certification, etc.

12. The Role of the SBA The SBA role has changed over the years • Board Secretary/Bookkeeper • Certified SBA/Teaching Background • SBA with CPA/Banking experience • All around experience • Finance • Building and Grounds • Food Service • Insurance • Transportation • Technology • Multiple Districts • Shared Service Title 18A, Title 40A

13. New Jersey Quality Single Accountability Continuum (QSAC) • District Performance Review (DPR) is one document with five (5) Areas • Instruction & Program • Finance • Governance • Operations • Personnel • Submission this school year will be November 15, 2019 for the DPR (all five areas) • One Year “Look-Back” and current information for some financial data • We are in “Cycle one” which means generally about six or more districts in each County could experience NJQSAC

14. New Jersey Quality Single Accountability Continuum (QSAC) • 19-20 School year will see NJQSAC continue with one DPR with five areas. • There will be no Statement of Assurances (SOA) as they were integrated into the DPR areas last year. • As much work as possible will be done in our office but school visits will still occur with Facilities “walk-throughs”.

15. New Jersey Quality Single Accountability Continuum (QSAC) • We will interview you and your staff • We will look at your minute book • We will look at your Standard Operating Procedures (SOP) Manual • We will ask to look at a sample of Purchase Orders • You are not required to have a box of information available for us to review

16. New Jersey Quality Single Accountability Continuum (QSAC) • It would be helpful to have a binder with all of the certificates and other information required for each school regarding the facilities checklist.

17. Other Items • This was the seventh year of the internet based Budget Software that was used for the 19-20 Budget • Programming is underway for upgrades based on user feedback • Application for State School Aid (ASSA): • NJSMART Data will be used to feed the ASSA System – Please be accurate! There is generally no extension of the NJSMART due date! • Snapshot October 15 (Last school day prior to Oct 16th) • Districts will be asked to compare NJSMART files to ASSA generated files • NJSMART/ASSA verification will occur in late November/early December • State will use ASSA to determine State Aid for the 2020-2021 School Year • 20/21 is year three of the State Aid reductions for districts. • District Report of Transported Resident Students (DRTRS): • Same as last year- Very little change • Internet Based • System will close about 11/15/19 • Broadcast is posted

18. Other Items • Transportation Contracts • September 1 is the due date for all renewal/new contracts for the school year. • Due within 30 days for a new requirement • Routes can be quoted even though those routes will exceed the Bid Threshold. However they must be bid and awarded prior to exceeding the threshold. • The “Pass the Trash” law does apply to bus drivers! • Routes for Extended School Year shall be bid for the new school year starting in July if you wish to renew each year. They should never be an extension of the previous years route.

19. Other Items • ESEA • NJASBO held several seminars in the 17/18 school year • There have been multiple Broadcasts • Districts must have been able to collect costs by school by the end of the school year (17/18) • New Jersey Homeroom • The DOE webpage that houses all data based reports • Access is controlled by the Web Administrator, which in most districts is the SBA • If you are new in the District, please consult your IT person for access.

20. Other Items • Broadcasts • Usually are posted on Tuesday afternoon • May be posted any other day if an important time sensitive issue arises • Please check each day to assure no items are missed • If you are unsure of the content that applies to the business office, please contact your ECBO as soon as possible for clarification

21. Other Items • Carbon Monoxide Testing • Regulation posted by DCA • Regulations took effect 9/3/17 • Discussed at Northern Facilities Training session • Contact NJ School Buildings and Grounds Association • Detectors not required in all classrooms

22. Other Items • Please use the latest copy of the Statement of Contract Costs for Superintendents/SBAs. • As of July 19, 2019, the CAP on Superintendent salaries was removed. If a Superintendent wants to modify his /her contract, the contract must be submitted and approved by the County Office prior to the 30 day notice being printed in the paper. (6A:23A-3.1 c) • Application for reimbursement of reduced State Aid was due 8/09/19 (Approx. 34 districts applied) • State Facilities student count will be held in November/December time frame. Cut off date is October 15.