← Chapter 4: Self-Study Analysis - Category D1
(Chapter IV: Self-Study Findings)
CATEGORY D: RESOURCE MANAGEMENT AND DEVELOPMENT
D1. Resource Criterion
The resources available to the school are sufficient to sustain the school program and are effectively used to carry out the school’s purpose and student achievement of the school wide learner outcomes.
Indicator and Prompts
Allocation Decisions
D1.1. Indicator: There is a relationship between the decisions about resource allocations, the school’s vision, mission, and student achievement of the school wide learner outcomes and the academic standards. The school leadership and staff are involved in the resource allocation decisions.
D1.1. Prompt: To what extent are resources allocated to meet the school’s vision, mission, and student achievement of the critical learner needs, the school wide learner outcomes and the academic standards? Additionally, comment on the extent to which leadership and staff are involved in the resource allocation decisions. What impact has the process for the allocation of resources made on student learning?
| Findings | Evidence | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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| The school resources are allocated to ensure that that the school’s goals are aligned and support our vision, mission, the academic standards, critical learner needs, and school wide learner outcomes by having the salaries of an adequate number of teachers, benefit costs, text books for the students, instructional supply needs of the staff, expected enrollment, facilities, and school’s general operations are sufficient to sustain the school’s goals. Maintaining and recruiting a well-qualified staff continues to be a high priority as Maris Stella School works to produce students of the highest quality in both academic excellence and spiritual development. The principal and the financial officer prepare the budget (allocation of funds) based on the needs and plans of the teachers and staff of the school. After the budget is prepared, then submitted to the Board of Directors for their review and approval. Sound financial planning and responsible fiscal management allow resources to sustain a quality educational program. The general financial condition of the school is solid and the operating budget has been moving towards the positive over the previous three years with increased enrollment. The budget is designed to ensure a quality Catholic education for the students. A budget is prepared annually with monthly monitoring of actual expenditures verses budget allocations. Maris Stella School benefits from sound budgeting and business practices which allows the school to be affordable to Catholic families. The school with the parents support have worked together in raising funds to increase revenues to provide more technology resources such as computers in the classrooms, raise teachers’ salaries and benefits, and upgrade our instructional materials. In 2017, the school received a grant of $10,000 to purchase computers for classroom teachers from Kinder to 8th grade. Maris Stella School employs proper bookkeeping and accounting procedures to create, implement and monitor the financial position of the school. The financial officer handles the school’s accounting on Quick Book Accounting System. The Financial Officer advises the principal on financial matters on a biweekly basis with a cash flow report. The principal reviews and approves all spending of funds. A staff member submits a request for purchases of items needed to the financial officer for certification of availability of funds. The principal authorizes the expenditures. |
Allocation 2018
Revenue 2018
Revenue Per Student 2018
Cost per Student 2016-2018
Three Year Revenue 2016-2018
Three Year Revenue vs Expense 2016-2018
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Practices
D1.2. Indicator: The school develops an annual budget, has an annual audit, and at all times conducts quality business and accounting practices, including protection against mishandling of institutional funds.
D1.2. Prompt: Evaluate the school’s processes for developing an annual budget, conducting an annual audit, and at all times conducting quality business and accounting practices, including protection against mishandling of institutional funds.
| Findings | Evidence |
|---|---|
| Annual Budget A budget proposal is prepared by the financial officer and the principal based on the needs of the current school year. The budget is then reviewed and approved by the Board of Directors of the school. The financial year runs from July 1 to June 30. The three main resources of the school’s operations are: 1. Tuition is the school’s primary source of income (43%). 2. Government Aid to Private Schools (37%). 3. Fundraisings, registration fees, and other small fees are additional source of income (20%). Parent Teacher Association (PTA) is formed for the purpose of increasing revenue through fundraisers by increased parent involvement. Business and Accounting Practices The finance officer is responsible for the accounting of the school’s funds: (1) keeping records of all deposits and expenditures; and (2) ensuring that funds are available for any spending. The principal reviews and approves all requests for spending. All funds are deposited in the bank on a weekly basis. To avoid any mishandling of funds, cash receipts are deposited in the bank on a weekly basis. If for any reason, the monies cannot be deposited, then the monies are kept in a secured, safe place. Accounts Receivable There are different plans of tuitions payments: • Payment in full with a discount at registration; • Monthly payments; • Direct deposits (payroll allotments). Tuition payments are posted in the accounting system when the payments are received to ensure that tuition billings are up to date at all times. A reminder notice is sent out to families on a quarterly basis for any late tuition payment, ensuring that tuition payments are collected on a timely basis. Delinquency has not been a significant problem. Fundraising School’s fundraising monies are handled by the accounting staff ensuring that they are deposited in the bank. School’s fundraising monies are used for the school’s general operations. Donation monies designated for any specific projects are held in the general account but restricted for that specific project. Accounts Payable The financial officer handles all accounts payable. The principal signs all checks. Checks are in duplicate: the check and posting copy. All accounts payable records are filed in the finance office. The posting copy, receipts, invoices, requisition forms are all filed in numerical order. In collaboration with the Development Officer and Parent Teachers Association (PTA) the school reviews and establishes third party income to supplement tuition. Success in this area comes from grants, annual school fund drive, corporate donations, and school endowments. Annual Audit An independent auditor will audit the school’s finances in School Year 2018-2019. This is to ensure that the school’s accounting practices are in compliance with the standard accounting principles. |
Monthly Financial Reports – Finance Office. Brochure gives rates for tuition, registration fees; and other additional fees – Finance Office Tuition Receipts – Finance Office Quarterly reminder to parents for late tuition payments – Finance Office Posting copy of all checks – Finance Office Small fees include auditorium rental, transcript fees, rental of classrooms. Endowment disbursement policy. |
Facilities
D1.3 Indicator: The school’s facilities are adequate, safe, functional and well-maintained and support the school’s mission, desired learner goals, and educational program.
D1.3 Prompt: Evaluate the adequacy of the facilities in relation to the health and safety needs of students and supporting the school’s mission, desired learner goals and education program.
| Findings | Evidence |
|---|---|
| Maintenance of Facilities The buildings and grounds of the school are maintained on a daily basis by the school’s grounds and maintenance staff. The principal works closely with the maintenance staff to make sure that grass are cut, plants and trees are trimmed, and school’s grounds are cleaned and maintained on a regular basis. In 2017, the school buildings were fully painted. The classrooms are cleaned by the students on daily basis. Each class has a cleaning schedule assigned by the teachers for students to throw trash, sweep and mop the floor. During summer break, the teachers paint their own classroom walls, decorate the classrooms to create a conducive learning environment. The teachers also make sure that all furnishings are in good conditions. In school year 2017-2018, the kindergarten building was renovated. The renovation included repair of the roof, ceiling, interior and exterior walls, furniture, and restrooms. This was to ensure a safe and conducive learning environment for the students and staff. A grant of $10,000 from to the Government of India through the Office of the President (Palau) was awarded to Maris Stella School to repair and renovate the Kindergarten building for the safety of the students and staff. School Safety • Teachers monitor and supervise students between 8:00 am to 3:15 pm. • Teachers will ask an assistance from another teacher or office staff in the event they cannot monitor their classes. • In the event of a student injury or illness, the following procedures is followed: § All ambulatory students report to the Office of Dean for evaluation and contact parents, if needed or desired by the student. § Parents are notified about all head and any serious injuries. § Minor injuries (bumps, scratches, and cuts) are treated on site by the student washing and applying a band-aid. § An accident report is filed in the Dean’s Office and is available to the parents upon request. |
In school year 2017-2018, a grant of $10,000 from the Government of India through the Office of the President (Palau) was awarded to Maris Stella School to renovate and repair Kindergarten Building. |
Instructional Materials and Equipment
D1.4 Indicator: The policies and procedures for acquiring and maintaining adequate instructional materials and equipment, such as textbooks, other printed materials, audio-visual, support technology, manipulative, and laboratory materials are effective.
D1.4 Prompt: Evaluate the effectiveness of the policies and procedures for acquiring and maintaining adequate instructional materials, such as technology tools and software, the support systems for technology, software, textbooks, other printed materials, manipulative, and laboratory materials for instruction including online.
Evaluate the effectiveness of the policies and procedures for acquiring and maintaining adequate technology and software for all instruction, including online.
| Findings | Evidence |
|---|---|
| After receipt of the projected enrollment of students, student needs are evaluated to provide the adequate textbooks and instructional materials and equipment for the following school year. Instructional materials are purchased on an as-needed basis. In 2015-2016, the school purchased Singapore Math for grades 1 to 8. Teachers recommend instructional materials that are approved by the principal before purchase requests. Instructional materials and equipment are made available to all students in sufficient quantity and at appropriate levels, enabling teachers to meet both the planned curriculum sequence and the special instructional needs of the students. At the end of the school year, inventory of textbooks and all instructional materials including computers are prepared by all teachers and submitted to administration. The inventory will be used to plan for the level of textbooks and all instructional materials required for the following school year. |
Observations Conversations with administration and faculty Inventory List |
Well-Qualified Staff
D1.5. Indicator: Resources area available to enable the hiring, nurturing, and ongoing professional development of a well-qualified staff for all programs such as online instruction and college courses and career development.
D1.5. Prompt: Determine if the resources available enable the hiring, nurturing, and ongoing professional development of a well-qualified staff for all programs, such as online instruction and college courses and career development.
| Findings | Evidence |
|---|---|
| Hiring of a well-qualified staff is a high priority as Maris Stella School works to produce students of the highest quality in both academic excellence and spiritual development. The school ensures that adequate funds are available and sufficient before the process of hiring a new teacher. The school current average education level for the teachers are 71% Bachelor Degree, 25% Master Degree, 3% Associate Degree, 3% High School Diploma with Experience. The school is well managed with good management thereby the turnover is very low. A comprehensive salary schedule was developed based on experience and education. The school’s salary schedule provides sufficient salary and benefits to meet the staff basic needs. All teachers are encouraged to attend workshops to improve their teaching skills with the Ministry of Education at the beginning of the school year. In the past three years, the staff attended workshops such as PE & Health Workshop, Technology Integration, Ministry of Education Educational Convention, and CPR Training. The school provides teachers and all staff 80 hours sick days per year. If these days are not taken, they are paid cash out for any unused days at the end of the year. 48 hours compassionate leave and 8 hours of personal leave are also given. If unused, there is a cash payout at the end of the school year. In 2018-2019 the school is offering a retirement plan for all teachers and staff. The school personnel will contribute to the retirement account with personal funds and the school contributes toward the retirement account. |
Teachers and Staff are eligible for a tuition discount. |
Areas to analyze and Examine
Areas to analyze in determining the degree to which the criterion is being met:
- The relationship of decisions about resource allocations to the school’s purpose and assessment of the school wide learner outcome
- The degree of involvement of leadership and staff in resource allocation
- The annual budget
- The most recent audit
- Protection against mishandling of institutional funds
- The business and accounting practices
- The adequacies of the facilities to meet the purpose of the school, i.e., safe, functional, and well-maintained
- The procedures of acquiring and maintaining adequate instructional materials, such as textbooks, other printed material, audio-visuals, support technology, manipulatives, laboratory materials and library/media resources
- The resources available for hiring and nurturing a well-qualified staff
- Advisory committee minutes, if appropriate
- Additional evidence identified by the school
Conclusion
Maris Stella School management policies have been effective in meeting the school’s mission, vision and student goals. Meeting student needs is a top priority in the allocation of available resources.