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NYC School Librarian Guidebook: Funding and Budget Management

A blueprint to the policies, standards, and procedures that enable library personnel to develop, organize, and manage exemplary school library programs.

New York State Aid

Instructional Materials Aid

The formulas for Textbook, Library Materials, Computer Software and Computer Hardware Aids remain unchanged, but the enacted budget provides districts with new flexibility in how expenses for those aids may be claimed. Under the new provisions, if a school district spends more than its maximum allocation in any one of the areas, the excess expense over the maximum allocation can be designated as expense for aid in one or more of the other categories, with the exception of Library Materials expense. The new provisions first apply to 2011-12 expenses for 2012-13 aids. Click below for more information:

2011-12 Amendments to Textbook, Software and Instructional Computer Hardware Aids Statutes

Annual Report Template

Annual Report Planning Sheet

  • Bulleted summary of accomplishments (in areas of teaching and learning, information access, program administration). Can you open with a story? What did a typical day look like?
  • Trends over the course of the past year (discussion of circulation and use statistics, changes/trends in teacher use, student use, and learning issues)
  • Student achievement/activities (notable lessons, collaborations, programs. Connect to standards.)
  • Major new purchases/acquisitions and their impact on learners
  • Technology update (hardware, software, databases. Connect to ISTE’s NETS standards) 
  • Displays
  • Grants/gifts/fund-raising
  • Out in the community (include presentations to outside groups)
  • Volunteers and their contributions to the program
  • Professional activities (professional development/in-services presented/conferences, committees, courses)
  • Publications (bibliographies, reviews, pathfinders, Web publications)
  • Needs/Issues and suggested solutions (If purchases are requested, how will they impact student achievement or teacher effectiveness?)
  • Goals for next year(s)
  • Appendix (Attach collection and use statistics, statistical reports relating to student learning, survey results, and any published articles or public relations materials. Ideally the importance of these statistics will have been discussed in the narrative.)

Adapted from: Valenza, Joyce Kasman. PowerTools Recharged. Chicago: American Library Association, 2004.

For an excellent example of an annual report in digital format, check out Joyce Valenza's 2011 annual report.

Excellent blog post on why it is important to write an annual report.

How Do I Locate the Library's Budget?

To locate your budget:

1. Find the DOE Welcome Page for your school. (Type the number or name of your school in the Name or Location search box under School Search on the DOE home page and click on it in the list that comes up and then click GO. Click on your school name or Website in the box with your school’s information on the map.)

2. When you are on your school’s Welcome Page, click on “Statistics & Budget” in the left hand column.

3. Scroll down and click on “Budget Summary.”

4. Scroll down to final section "Section OTPS" and find the line that says: “LIBRARY BOOKS.”

How do I know if my budget is correct?

The minimum school library budget is based on the state formula of $6.25 per student recorded on your school’s register (via the Basic Education Data System (BEDS form) as of October 31 of the previous year. So if your student population is 500, your budget would be $3125.00 (500 x $6.25).

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