Financial Management

 

Provided in this section are a few quick tips for executive new to financial management. Further assistance is available from the Audit Directorate which can provide advice and fact sheets on key financial management issues.

"Money Matters Kit - School Annual Financial Statement" Vol.I & Vol II (GST Information)

DSE Finance Directorate 2000

 

6.1 Bank Reconciliations

These are a check, at a point of time, of payments and deposits. These should be checked on a monthly basis, unless fewer than ten transactions occur, and if so, once per term.

 

Check the:

• balance on the bank statement and the reconciliation statement
• age of unpresented cheques and outstanding deposits
• opening balance on the current reconciliation is the same as the closing balance on the previous month's reconciliation.

 

6.2 Chart of Accounts

The tracking and reporting of Tied Grant Funding such as CAP can be improved by establishing an effective chart of accounts in OASIS.

Previously schools felt restricted to only three dissections for expenditure. The following process developed by Garrick Hale &endash; Principal Eden Public School outlines one way to increase the number of available dissections so that schools may have a separate dissection for each project/initiative.

Income:

Tied Grant: 020-001 (School's CAP Grant)

Trust Payments: May be used for pupil contributions.
Separate sub-dissections may be used for each collection.

Expenditure:

Tied Grants: 460 - 479 (use a separate dissection for each program)

Sub-dissections:

080 Capital Equipment >$500>3 years
330 Excursions
530 Minor Expenses
690 Salaries

6.2.1 Reports:

Using this model, a "Goods and Services" Report can be obtained by totalling sub-dissections 080, 330, and 530.

A "Personnel" report will be obtained from 690. This report will indicate costs associated with employment of personnel.

Trust dissections should match up with the income dissections.

 

6.2.2 Payments:

Payments for programs could be cheques drawing from more than one sub-dissection.

Example 1: A bulk payment is made to another school to administer a shared program such as a Computer School. A single cheque would be drawn from the dissection allocated (say 461 Computer School) and the breakdown from the sub-dissections listed in brackets and Trust sub-dissection allocated viz:

 

Salaries $500.00 (sub-dissection 690)
Resources $200.00 (sub-dissection 530)
Buses $150.00 (sub-dissection 530)
Pupil Contribution $100.00 (Trust sub-dissection)

Example 2: The school makes a payment to suppliers for an excursion.

Accommodation (3 days) $2000.00
Bus/Coach   $1500.00
Admission charges  $800.00

The cheques for accommodation and admission costs would be drawn from Trust (pupil contributions) and other cheques would be drawn from the allocated dissection (say 462-330 Canberra Excursion).

Eden Public School have modified Finance Report 222 from Reports (F2 OASIS MENU) to select "Goods and Services" and "Personnel" sub-dissections from the CAP dissections to assist end of year reporting.

Adjustments can be made to dissections to allow for changes in expenditure.

An alternative "Small Schools Basic Chart of Accounts - Expenditure" can be found at Figure 6.1

 

6.3 Purchasing

All purchasing using global or tied grants is subject to a system of competitive quotations. Schools must use the state contractor or Q Stores for purchases unless:

• the item is to be purchased using raised funds
• the item is unavailable on contract from Q Stores
• the total cost is less than that accepted by Q Stores
• the school is located in a country area

NOTE: There are rules relating to the types and numbers of quotes which are required for auditing purposes.

Item Price	Auditing requirements
<$1000	quotes not required
$1000 - $5000	3 written or verbal (must be recorded) quotes
$10000 - $50000	3 written quotes
>$50000	public tender through local district office

All quotes must be retained for audit purposes.

6.4 Recording Assets

Assets valued at more than five hundred dollars ($500.00) and which have a life expectancy of more than three (3) years are known as accountable items and must be recorded on an Assets Register.

In addition, items considered to be attractive, or a high risk, may be added at the principal's discretion. Furniture need not be recorded. As soon as the asset is delivered it must be recorded in an Assets Register and marked with the school name. The item can then be issued to the relevant area for use.

Items can be recorded on the OASIS computer system or a manual register. The following details must be recorded.

EXAMPLE:

Item Number 9426

Description/model Printer HP Laser Jet III

Serial Number GN89000156

Date received 16/8/97

Location/responsible Officer Library/Ms Smart

Purchase cost $3,200

Order Number 00658

To avoid stocktake complications, many schools now record assets which have more than one component, such as the monitor, keyboard and mouse of a computer, as a single item/unit.

All computer software must be recorded regardless of the cost, in the Library Accession Register.

When recording computer software, you should also record any Site Licence or Multiple User Licence.

See Section 6.6.2 for a recommended process.

 

6.5 Additional Funding Sources

6.5.1 Voluntary School Contributions

A range of measures relating to voluntary school contributions is outlined in Memorandum to Principals 95/107 (S.105)

6.5.2 Equity Programs

The school may be eligible to apply for additional funding. There are a number of programs, or groups, to which applications could be directed. Some of these programs are described below:

6.5.2.1 Country Areas Program (CAP)

Many rural schools are designated CAP schools. You will be made aware of your entitlements and responsibilities as a CAP school.

Further information: Manager CAP Distance & Rural Education Directorate PO Box 717 BATHURST NSW 2795 Phone (02) 6333 4373

6.5.2.2 Disadvantaged Schools Program (DSP)

Every three years schools are surveyed to determine eligibility for DSP funding. If your school is on DSP, funding is available to address DSP priorities.

Further information: Specific Focus Programs GPO Box 33 Sydney 2001 SYDNEY NSW 2000 Phone (02) 9561 8934

6.5.3 Aboriginal Student Support Parents' Association (ASSPA)

Managed by individual Aboriginal Education Units (AEU) across the state. Contact your district office if you are uncertain about your eligibility for ASSPA funds.

6.5.4 Australian Student Traineeship Foundation (ASTF)

Level 9, 76-80 Clarence Street SYDNEY NSW 2000 Phone: (02) 92995899 Fax: (02) 9299 6766

6.5.5 Department of Employment, Education, Training & Youth Affairs (DEETYA)

There are a number of special programs operating through DEETYA which support programs for particular groups of students.

Level 2, 2-12 Macquarie Street PARRAMATTA NSW 2130 Phone: (02) 9893 4555 1300 305 540 Internet Website: http://www.deetya.gov.au/)

6.6 Resource Management Using OASIS Library

Off the Shelf ( 3rd Edition)

A copy of this manual for small schools has been distributed. The manual provides information on all aspects of library administration.
The manual will be available on the website in the near future and a copy may be downloaded for ease of access.

Using SCISWeb

The School Catalogue Information Service (SCIS) is an essential component in managing a school library and this manual provides full information in the use of SCIS. The manual has been distributed to all schools and will be available on the website at a later date.

PLEASE CHECK THE NEXT SIX (6) PAGES FOR ALL PUBLICATIONS AVAILABLE FOR TEACHER-LIBRARIANS.

Publications for teacher-librarians :

Computer-based technologies in the......KLA:enhancing student learning (series)
A set of documents on the effective use of computer-based technologies, each volume focuses on a particular key learning area (KLA). Bringing together the experience and expertise of teachers from across the state, there is one book for use by K-6 teachers, Computer-based technologies in the primary KLAs, and one book for each KLA Years 7-12. Appropriate copies have been sent to all NSW DET schools.

Titles in the Series

Creative arts SCIS 908003
English SCIS 908006
HSIE SCIS 908013
Languages SCIS 908202
Mathematics SCIS 908007
PDHPE SCIS 908010
Primary SCIS 907528
Science SCIS 908005
TAS SCIS 908008

Computing quickstart
SCIS 968991
A pre-Technology in teaching and learning (TILT) program, this resource aims to develop basic computer skills for teachers who have not previously used computer technology. It is a self paced package which includes a video and workshop notes. It can also be a facilitator led one day program. Quickstart materials were distributed to all districts in 1997 and are available on loan to schools and individual teachers.

connect.edu: Internet in teaching and learning
SCIS 902441
This resource provides practical examples of how to maximise the educational use of the Internet in schools. A copy has been sent to all NSW government schools. A companian document is Student access:developing a school Internet policy.

Handbook for school libraries. (2nd edition)
SCIS 863927
Although some elements of the first edition of the handbook have been retained, this edition addresses the emergence of information literacy as an essential component across all KLAs, particularly as new technologies develop and information is delivered in different formats. The handbook focuses on the creation of a learning environment which develops learners' information handling skills with an effective resource and technology infrastructure. It provides information and guidelines on the procedures and practices for policy development, and the organisation and management of information services in NSW government schools. Distributed to all NSW government schools.

Information skills in the school
SCIS 488633
A support document to Libraries in New South Wales government schools : policy statement, this resource presents a framework for the teaching of information skills across the school curriculum. The concept of collaboration between teacher-librarian and classroom teachers is central. Clarified are : key concepts; attitude and skill development; strategies for selection and use of information sources; and steps schools can take in planning, implementing and evaluating learning activities. Appendices include : Sample student activities; Criteria for choosing resources; and checklists of information sources and teaching/learning activities. Additional copies can be purchased from DET Sales.

Jobskills for school assistants working in the library
SCIS 921877
A package which provides support and on the job training for school assistants working in school libraries, this course will eanble school assistants to:

• understand ways in which school libraries support learning and teaching
• understand their contribution to the school library program
• outline some basic components and concepts of school library organisation
• help students and teachers use the information services available through the school library
• undertake tasks that assist with the management of the school's information services.

One copy has been distributed to each NSW government school.

Libraries in New South Wales government schools : policy statement
SCIS 386361
This educational policy statement (1987) summarises the functions and roles of the school library in NSW government schools. Information services, personnel, materials, equipment and systems are discussed. It is intended as a general policy from which each school may develop its own detailed description of its library's services and programs. A support document to the policy statement is Information skills in the school. The full text of the policy statement can be downloaded.

Making the Net returns worthwhile : information skills and the Internet : a training and development module for teachers.
SCIS 886031
Aiming to promote the effective use of information technology, this module enables teachers to apply a range of information skills to the Internet as a tool to improve student learning. Written as a tutorial with practical activities and opportunities for collegial discussion, a copy has been sent to all NSW DET schools. A copy of Information skills in the school was also included as a support document.

OASIS Library : introductory training program
SCIS 941967
Designed to introduce new users of OASIS library to the Library management and Circulation modules, this publication aims to develop the skills required to successfully carry out these processes in the school. The program is designed to be used flexibly. Each section contains a description of learning outcomes and the activities designed to achieve these outcomes. The activities consist of step by step guides to performing the functions of OASIS library. The package consists of Palm Tree Central which is the learning section in OASIS. Note that Section Six, Entering accessioned resources into Rapid Retrospective is no longer relevant as SCIS no longer provides the Rapid Retrospective service : Rapid Retrospective has been replaced by the SCISWeb and SCISCD products. This publication was distributed to all NSW government schools.

OASIS library stocktake
SCIS 921866
This publication is designed to introduce new users of OASIS library to the stocktake component and to give new users the skills required to successfully carry out a stocktake in the school. It is aimed at all library staff who are unfamiliar with, or just starting to use OASIS library stocktake. The program is designed to be used flexibly. Each section contains a description of learning outcomes and the activities designed to achieve these outcomes. The activities consist of step by step guides to performing the functions of library stocktake. The package consists of seven sessions which should be completed in Palm Tree Central which is the learning module of OASIS. This publication was distributed to all NSW government schools.

OASIS reference manual (series)

This series of five small reference manuals were provided to schools with OASIS library version 2 roll out. Titles are :

OASIS library reference manual. Volume 1. SCIS 820039 ; Volume 2 SCIS 820038
Quick reference guides that provide clarification of processes needed in the standard operation of OASIS software, these manuals document the rationale and operation of individual modules in the software. Relevant sections can be accessed by entries in the index. Volume 1 contains sections on Management, including authority files and accessioning, and Circulation including stocktake. Volume 2 contains sections on : Enquiry; Acquisitions; Reports; and Periodicals.

OASIS system maintenance : reference manual SCIS 820013
This manual is a quick reference guide that provides clarification of processes needed in the standard operation of OASIS software. Relevant sections are accessed by entries in the index. Sections of the manual document the rationale and operation of individual modules in the software. The first section of the manual provides an explanation of the main terminology, structure of the sections, and advice on reading the diagrams found in the manual. Subsequent sections provide information on functions common to OASIS such as : Printing; Data backup; Operators; Rebuild; and Recovery.

OASIS report generator : reference manual SCIS 819994 ; Tutorial SCIS 820157
A report in OASIS is the production of information based on available data and the Report generator module is a tool for producing such reports. This manual describes key processes and features of the module and provides a description of available options. The accompanying Tutorial volume contains eight self paced training sessions and extension activities for effective use of OASIS report generator.

Off the shelf (3rd edition)
SCIS 963993
Designed to describe the role and functions of a teacher-librarian, this resource provides short training activities to develop understanding of that role; and suggests strategies for successful implementation of a teacher-librarian's role in a small school. The educational focus of the school library is emphasised, with administrative procedures seen as a means to achieving educational outcomes. Copies have been distributed to all NSW government P5 and P6 schools and to District offices.

Scan
SCIS 752744
A professional journal for teacher-librarians and information technology staff in schools, Scan is published by the Library and Information Literacy team at Curriculum Support Directorate. It specialises in promoting the effective use of resources and information services across the whole curriculum. Each issue contains articles by practising teacher-librarians. research columns and approximately 200 resource reviews and 50 Internet site reviews. Scan is available on subscription by faxing 02 9886 7413 to request a form to be sent out to you.

Student access : developing a school Internet policy
SCIS 898559
This support module provides schools with guidelines for developing a student access policy. The module includes :

• an overview of the Internet, including the educational benefits to be gained
• a process for developing a school policy
• issues for consideration by schools in formulating their policy
• scenarios providing 'what if' type situations
• sample policies and codes of behaviour
• a sample survey to gain feedback or information from the school community.

6.7 Stocktake

School staff are responsible for a stocktake of items on the OASIS Library database. This includes books, computer software, maps, kits, videos, sheet music, audio cassettes, CD's, CDRoms, textbooks and any equipment which may be removed from school premises for use by staff, students or community members. Unless requested more frequently by the principal or auditor a stocktake of items on the Library database will occur at least every two years with the exception of computer software.

Note: In 1997 the auditor requested that computer software be checked at least once every 12 months.

 

OASIS Library Stocktake Published by Training and Development Directorate NSW Department of School Education 1997

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