Instructional Material Annual Report for FY22/23 by Anthony Burns, Director
Agenda, statutory references, worksheets, and financial documents for the FY22/23 annual report on instructional materials. Statutory definitions and legislative appropriations included.
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Instructional Material Annual Report for FY22/23 Anthony Burns, Director Instructional Material Bureau Investing for tomorrow, delivering today.
Agenda Statutory references, instructions, and due date Worksheets of annual report oCheck List oFY23 Annual Report o11000 Fund Itemized List of purchases o14000 Fund Itemized List of purchases o27109 Fund Itemized List of purchases oFinancial Supporting Documents Investing for tomorrow, delivering today. 2
Statutory and Legal References 22-15-11 - Each school district, state institution or private school shall keep accurate records of all instructional material, including cost records, on forms and by procedures prescribed by the bureau. HB02 - The public education department shall monitor and evaluate the ways in which school districts and individual schools use funding distributed for instructional materials Martinez/Yazzie judge s order every public school in New Mexico would have the resources, including instructional materials, properly trained staff, and curricular offerings, necessary for providing the opportunity for a sufficient education for all at-risk students. Investing for tomorrow, delivering today. 3
Statutory Definitions 22-15-2-C - "instructional material" means school textbooks and other educational media that are used as the basis for instruction, including combinations of textbooks, learning kits, supplementary material and electronic media; 22-15-2-H - "other classroom materials" means materials other than textbooks that are used to support direct instruction to students Investing for tomorrow, delivering today. 4
2022 Legislative Appropriation HB02 - The general fund appropriation to the state equalization guarantee distribution includes forty-three million dollars ($43,000,000) for school districts and charter schools to purchase culturally and linguistically appropriate instructional materials for eligible students, including dual-credit instructional materials and educational technology. 5 Investing for tomorrow, delivering today.
14000 Fund Waiver for Charters 22-8B-5-C - waive requirements or rules and provisions pertaining to purchase of instructional material (charters may purchase 100% non-adopted and 25% other classroom materials but must meet statutory definitions of instructional material and other classroom material) Investing for tomorrow, delivering today. 6
Instructions Visit Allocation & Budget Information webpage at: https://webnew.ped.state.nm.us/bureaus/instructional- materials/allocations-budget-information/ Under #2 Annual Report Template select district folder or charter school folder Select your district or charter school folder by name, do not access other district or charter school folders Report expenditures for July 1, 2022 through June 30, 2023 Investing for tomorrow, delivering today. 7
District/Charter School Folders 8 Investing for tomorrow, delivering today.
Individualized Folder Ensure you are in the correct district/charter school folder Your district/charter school folder will include your district/charter school FY 23 Annual Report and copy of the FY23 Instructions 9 Investing for tomorrow, delivering today.
Read All of the Instructions Read all instructions found in the Copy of FY23 INSTRUCTIONS located in your district/charter school individualized folder District and Charter School Instructions (p.1-2) Formatting text to numbers in Excel (p.3-6) 10 Investing for tomorrow, delivering today.
DO NOT Download Annual Report Each of your individualized annual reports are Google Sheets that are connected to a master tracking Google Sheet for monitoring and reporting purposes. There are formulas connected to your individualized annual report within your folder. You must work on your individualized annual report in Google Sheets as it is provided. Multiple LEA staff may work on your report simultaneously. If you download your annual report into Excel or other spreadsheet to work on it, you will disrupt the formulas and your annual report will not be accepted. 11 Investing for tomorrow, delivering today.
Instructions, cont. Report Operational Fund 11000 expenditures for instructional materials (Object Expenditure Codes 56105, 56106 and 56112) in FY23 on 11000 Itemized List tab Report Operational Fund 11100 expenditures (total) for dual-credit instructional materials (Object Expenditure Code 56110) on FY23 Annual Report tab Line G Report Instructional Material Fund 14000 expenditures in FY23 (if you had a carryover balance from FY22) on 14000 Itemized List tab Report Instructional Material Special Appropriation Fund 27109 expenditures for FY23 (if you had a carryover balance from FY22) on 27109 Itemized List tab Complete all 6 worksheets use the Checklist tab to mark all tabs of the report to indicate your report has been completed and ready for PED review All green cells require you to enter data, greyed out cells auto-populate Note there are helpful comments on the Annual Report worksheet when hovering over certain cells Investing for tomorrow, delivering today. 12
Due Date Due October 31, 2023 - completed Annual Report (Check all boxes on Checklist worksheet) After October 31, 2023 you will no longer have access to the annual report. Investing for tomorrow, delivering today. 13
Checklist - worksheet Check all 5 boxes to indicate your report has been completed and ready for PED review Investing for tomorrow, delivering today. 14
FY23 Annual Report - worksheet Select district/charter school from dropdown fill out the entire contact information section Investing for tomorrow, delivering today. 15
FY23 Annual Report worksheet-11000 Fund Row A = Allocated amount in the SEG for instructional materials (auto-populates) Greyed out cells auto-populate Total Allocation less Expenditures Investing for tomorrow, delivering today. 16
FY23 Annual Report worksheet-14000 Fund Row I = 14000 Fund ending cash balance as of June 30, 2022 (Cash Report or last year s annual report) Enter data in green cells. Greyed out cells auto-populate Row T = 14000 Fund ending cash balance as of June 30, 2023 from 4th Quarter Cash Report If FALSE, Annual Report not equal to PED 4th Quarter Cash Report Investing for tomorrow, delivering today. 17
FY23 Annual Report worksheet-27109 Fund Row V = Pull from your finalized audit ending cash balance on June 30, 2022 Enter data in green cells. Greyed out cells auto-populate Row GG = 27109 Fund ending cash balance as of June 30, 2023 If FALSE, Annual Report not equal to your General Ledger Balance Investing for tomorrow, delivering today. 18
FY23 Annual Report worksheet- Ending Cash Balance If FALSE appears in Row 52, your 14000 Fund ending balance on June 30, 2023 does not match your PED 4th Quarter Cash Report, provide an explanation in the Comment section at the bottom If FALSE appears in Row 72, your 27109 Fund ending balance on June 30, 2023 does not match your General Ledger balance report, provide an explanation in the Comment section at the bottom Investing for tomorrow, delivering today. 19
FY23 Annual Report worksheet Martinez/Yazzie Provide a brief narrative (1-3 sentences) how your district/charter school is utilizing the allocation(s) provided to purchase instructional materials necessary for a sufficient education for each of the student populations listed. 20 Investing for tomorrow, delivering today.
11000 Itemized List worksheet See the instructions at the top. Enter data in green cells only columns A thru M. If there was no shipping/handling cost, then please leave as zero. Adopted & Non-adopted (see expenditure codes) in same column. Other classroom materials separate column. Enter cost amount in either column K or L but not both. As you enter expenditures on this worksheet summary data will auto-populate on FY23 Annual Report. Investing for tomorrow, delivering today. 21
11000 Itemized List worksheet-CLR Reporting See the instructions at the top. Enter data in green cells only columns AG - AF. For the materials that are listed as required in column AF, note the extent the materials are relevant for the student populations listed in columns AG thru AJ. Investing for tomorrow, delivering today. 22
If Applicable If you had a carryover on June 30, 2022 and expenditures in either: Fund 14000 then complete the 14000 Itemized List worksheet (tab) Fund 27109 then complete the 27109 Itemized List worksheet (tab) Follow the instructions at the top similar to the 11000 Itemized List Data you enter in the green cells will auto-populate data on the FY23 Annual Report worksheet (tab) Complete the CLR sections Investing for tomorrow, delivering today. 23
Itemized Lists All three worksheets If your accounting software has the ability of exporting to excel, you can copy and paste the ISBN's (Stock #) and titles (description) into the corresponding appropriate columns in the itemized list sheet. It is not necessary to enter "free material". If purchases were made through iSTAR Archway Depository Run Inventory Report in iSTAR w/start date of July 1, 2022 and end date of June 30, 2023 Save as Excel file and copy and paste data into Itemized List worksheet making sure ISBN is 13 digit format Add purchases not made through iSTAR. Investing for tomorrow, delivering today. 24
CLR Reporting Pursuant to HB02, "the public education department shall monitor and evaluate the extent to which schools purchase and use instructional materials relevant to the cultures, languages, history and experiences of culturally and linguistically diverse students and report its findings and recommendations." Martinez/Yazzie judges orders Investing for tomorrow, delivering today. 25
Instructions for CLR Reporting For each fund (11000, 14000, or 27109) that had expenditures Whoever is responsible for curriculum and instruction within the school district/charter school should be responsible for completing this information. For the instructional materials noted as required in column AF and that were purchased in FY22/23 using the dropdowns (scale of 1 to 4) note the extent the materials are relevant for the student populations listed (going across the columns). Resources provided to help you evaluate the instructional materials- CLR Scorecard and CLR Criteria and Guidance for Reviewing Core Instructional Materials. Investing for tomorrow, delivering today. 26
Definitions CLR Report - worksheet Culture "means deep patterns of values, beliefs, practices, and traditions that have been compiled and normalized over a period of time, setting the standard for what is normal and expected." Culturally and Linguistically Relevant Materials "means instructional material that authentically and positively reflect the elements of culture such as language, customs and beliefs, traditions, and norms." Investing for tomorrow, delivering today. 27
Financial Supporting Doc- worksheet Please provide, by coping and pasting, the following supporting documentation: General Ledger Cash Balance Report for Fund 27109 showing your ending cash balance on June 30, 2023 Investing for tomorrow, delivering today. 28
Completed Report Upon completion - check all 5 boxes on the Checklist tab You may download a copy into Excel, save it as a PDF, and upload the PDF into your folder to maintain a non- editable version Due October 31, 2023 Investing for tomorrow, delivering today. 29
Contacts Questions or if you need assistance: IMB.contact@state.nm.us Questions about running a report of purchases made through the depository i-STAR system: NewMexico_Depository_Support@archway.com or 888-820-4100 Option 1 Investing for tomorrow, delivering today. 30
