Kentucky Department of Education

Staffing Allocations

Administrative regulation 702 KAR 3:246 requires all local school districts to provide to school councils a tentative allocation of funds for the next budget year by March 1 of each year with a final allocation draft by May 1.  The staffing allocation includes the number of positions the school will be allocated. These regulatory allocations include all certified and classified positions that are determined by the base funding formula provided in KRS 157.360, which includes maximum class caps. Additionally, the allocation contains instructional and professional development funds for the school.

Maximum class sizes are: 

24:1 for primary,

28:1 for grade 4,

29:1 for grades 5 and 6, and

31:1 for grades 7 through 12.  Additionally, in grades 7 through 12, there can be no more than 150 pupil hours per teacher.  

Each school must have an instructional leader and

at least some part of a media specialist (KRS 158.102). 

All other certified staff are supplemental and not a requirement under statute or regulation.

The staffing allocation for classified staff must include P1 (kindergarten) classroom assistants at a 24:1 ratio.  All other classified staff are supplemental and not a requirement of statute or regulation. 

An important reminder to consider is when allocating school staff, remember that a district can give additional certified or classified positions at a later time through distribution of the balance (Section 7 allocation) based on student needs. 

In an effort to assist schools, districts and local school district staff with the efficient fiscal management of resources, the Division of Consolidated Plans & Audits has created a simple staffing allocation worksheet for use as a staffing tool.  We are aware that districts are reviewing their current staffing policy/guidelines in order to accommodate potential staffing changes for the upcoming school year. This worksheet is a tool to help simplify your staffing allocation process.  The worksheet includes the bare minimum required by law and regulation.  The minimum is set in the worksheet as a default, but the ratios can be reset.  Simply fill in your local information.

Any revisions to local staffing policy or formulas for the upcoming school year shall be submitted to the Division of Consolidated Plans & Audits for review.

 

Staffing Allocation Worksheet Attached is the Staffing Allocation Worksheet for district use.  The first tab at the bottom of the worksheet includes directions for use.  The remaining tabs are staffing allocation worksheets for elementary, middle, and high school.  The numbers in the COUNT column can be changed to reflect the ratio set by your district's staffing allocation formula. The GRAND TOTAL STAFFING ALLOCATION has been set to round to the nearest whole number.  If your district does not want this feature active, you will have to change the cell formula.
Understanding KRS 157 Attached is detailed information about understanding how the 150 per pupil hours and the 31:1 ratio work together, as described in KRS 157.360, in grades 7-12. The Staffing Allocation Workbook above contains worksheets that helps explain how supplemental staff can assist with these numbers.
Attached is a PowerPoint presentation with information for school boards, district personnel, & school councils about staffing allocations.
More detailed instructions for districts about 702 KAR 3:246 and SBDM Second Month Worksheets can be found on the School Finance Webpage.