Goals & Objectives for the Arts Implementation & Expansion 

Expanding Arts and Music Education: Professional Development Resources and Strategic Planning

• As part of our commitment to ensuring the success of the Prop 28 Arts and Music in Schools (AMS) Initiative, we are working with school principals to strategically plan and maximize the use of annual funding. These professional development sessions are designed to guide school leaders through the process of aligning their short-term and long-term goals with the district’s vision of expanding arts and music programs.

• Collaboration with school communities—including teachers, staff, parents, and students—is strongly encouraged to ensure that plans are both inclusive and innovative. Below is an overview of the key topics and resources covered during professional development sessions to help build vibrant arts and music programs across the district.

Key Professional Development Resources and Topics

1. Legislative Analyst’s Office (LAO)

• Overview of Prop 28’s legislative framework, including funding intent and statewide goals for arts and music education.

• Insights from legislative analyses on best practices and potential challenges in implementing Prop 28.

2. California Election Results

• Background on voter-approved funding measures and public support for arts and music education.

• Discussion of how community priorities influenced the development and scope of Prop 28.

3. California Legislative Information

• Access to legal and legislative texts relevant to Prop 28, including the initiative’s guidelines, funding categories, and compliance requirements.

• Tools to stay updated on legislative changes that may impact program implementation.

4. California Department of Education (CDE)

• Resources and guidance provided by the CDE, such as technical assistance, compliance guidelines, and reporting requirements.

• Links to helpful CDE Prop 28 resources for ongoing reference.

5. Annual Allocation Formula

• Explanation of the Prop 28 funding formula, detailing how allocations are determined for each Local Educational Agency (LEA).

• Guidance on using these allocations to plan for staffing and resources effectively.

6. LEA Schools Annual Allocations (2023–2024 and 2024–2025)

• Analysis of yearly allocation data and trends to help principals anticipate and plan for funding changes.

• Examples of allocation adjustments based on enrollment or program expansion needs.

7. Funding Expiration Cycle

• Detailed timelines for the use of Prop 28 funds, including key deadlines for expenditure and reporting.

• Strategies to avoid lapses in funding by ensuring timely utilization and compliance.

8. 80% Staffing and 20% Supplies Categories

• Explanation of the allocation rules, requiring 80% of funds to be used for staffing and 20% for supplies.

• Examples of allowable expenditures within each category to ensure compliance and effective program growth.

9. Arts Programs Definition

• Clarification of what constitutes an eligible arts program under Prop 28, including visual arts, performing arts, music, and interdisciplinary programs.

• Case studies of successful programs to inspire innovative approaches.

10. Supplement Not Supplant

• Guidance on ensuring Prop 28 funds are used to enhance existing arts programs rather than replacing existing funding sources.

• Tools to evaluate and document compliance with the supplement-not-supplant requirement.

11. Compliance Audit Requirements

• Overview of audit procedures to verify that Prop 28 funds are used in alignment with state regulations.

• Tips on maintaining clear and accurate records to streamline audit processes.

12. Reporting Level Requirements

• Step-by-step instructions for completing required reports, including expenditure tracking and program outcome data.

• Emphasis on transparency and accountability in reporting to both the state and local communities.

13. Board Approval of 2023–2024 Zero Reporting

• Explanation of zero reporting requirements for schools or programs that may not yet utilize their allocations.

• Guidance on obtaining board approval and ensuring compliance with state mandates for unspent funds.

Building Vibrant Arts and Music Programs

• These professional development resources equip school leaders with the knowledge and tools needed to create sustainable and impactful arts programs. By emphasizing collaboration, strategic planning, and adherence to Prop 28 guidelines, we aim to foster equitable access to arts education for all students while building capacity for long-term program success.

✅  Legistative Analyst's Office (LOA) ✅  California Election Results

✅  California Legistative Information ✅  California Department of Education

✅  Annual Allocation Formula ✅  LEAs Schools Annual 23-24

✅  LEAs Schools Annual 24-25 ✅  Funding Expiration Cycle

✅  80% Staffing Catagory   ✅  20% Supply Catagory

✅  Arts Programs Definiton ✅  Supplement not Supplant

✅  Compliance Audits Requirements ✅  Reporting Level Requirements

✅  Board Approval of 23-24 Zero Reporting

Collaboration with SEA VAPA Leadership: Strategic Planning and Implementation of Prop 28 AMS

• During the professional development sessions, we worked closely with the Sweetwater Education Association (SEA) Visual and Performing Arts (VAPA) Leadership to present a comprehensive strategic plan for effectively utilizing Prop 28 funds. The focus was on aligning both short-term and long-term goals with the vision of expanding arts and music education at each site. This initiative encourages collaborative decision-making within school communities—including teachers, staff, parents, and students—to ensure that funding is used innovatively and strategically to benefit students.

• Below is an overview of the key topics and resources discussed during the professional development sessions, designed to support SEA VAPA Leadership in building vibrant arts and music programs.

Key Topics and Resources

1. 23–24 School Allocation

• Detailed breakdown of Prop 28 funding allocations for the 2023–2024 school year.

• Guidance on understanding site-specific funding amounts and factors influencing allocation (e.g., enrollment, program needs).

• Best practices for using this information to inform planning and budgeting decisions.

2. Needs Assessment for the Arts

• Tools and strategies for conducting comprehensive needs assessments at each school site.

• Identifying gaps in arts programming, staffing, and resources to prioritize funding.

• Emphasizing the importance of stakeholder input to create a shared vision for arts education.

3. Examples and Scenarios on Expanding the Arts

• Real-world examples of how schools across the district have successfully used Prop 28 funds to expand arts programs.

• Scenarios illustrating creative and impactful uses of funds, such as hiring specialized arts staff, introducing new courses, or upgrading facilities and equipment.

• Guidance on tailoring strategies to fit the unique needs and goals of individual school sites.

4. Budget Tool

• Introduction to the district-provided budget tool designed to simplify the planning and allocation process.

• Hands-on demonstrations on how to use the tool to create detailed, site-specific budget plans.

• Encouragement to make a personalized copy of the tool for tracking and adjusting budgets as needs evolve.

5. Annual Audit and Compliance

• Overview of compliance requirements to ensure that all expenditures align with Prop 28 regulations.

• Step-by-step guidance on preparing for annual audits, including maintaining clear records of spending and program outcomes.

• Importance of adhering to supplement-not-supplant rules and documenting how funds are used to enhance, rather than replace, existing programs.

Supporting SEA VAPA Leadership in Strategic Planning

Through these professional development sessions, SEA VAPA Leadership is equipped with the tools, knowledge, and strategies to support their school sites in maximizing the potential of Prop 28 funds. By fostering collaboration, conducting thorough needs assessments, and leveraging resources effectively, leaders can play a pivotal role in creating sustainable and transformative arts and music education programs across the district.

Resources for This Section

▶  Meeting/Presentation ▶ 23-24 School Allocation 

▶ Needs Assessment for the ARTS ▶ Examples and Scenarios on Expanding the Arts

▶ Make a copy of the Budget Tool ▶ Annual Adudit and Compliance

Here’s a concise summary of LEA responsibilities for the Board-Approved Annual Report and related requirements for Arts and Music in Schools (AMS) funds, based on the provided questions and the California Department of Education (CDE) FAQ page:

LEA Reporting Responsibilities

1. Annual Report Preparation

   • LEAs must prepare an annual report detailing how AMS funds are used.

   • This applies at the LEA level, not the school site level.

   • Even if no AMS funds are spent, the LEA is still required to submit the report.

2. Supplement, Not Supplant

   • AMS funds must be used to supplement existing arts and music programs, not replace (or "supplant") existing funding.

3. Resource Code

   • A specific Resource Code has been established to track the use of AMS funds. LEAs must use this code for proper accounting and reporting.

4. School Site Expenditure Plans

   • LEAs may use an AMS school site expenditure plan template, but these plans must align with the LEA’s broader reporting responsibilities.

5. Use of Funds Timeline

   • LEAs have three years to spend AMS funds allocated for a particular school year. Any unspent funds should be addressed in the annual report.

6. Conditions for Receiving AMS Funds

   • LEAs must ensure compliance with the AMS statute, including proper accounting, reporting, and alignment with program goals.

7. State Compliance Audits

   • AMS funds are subject to annual compliance audits under California Education Code Section 41020.

   • The audits review whether funds were used appropriately according to AMS requirements. Misuse can result in financial penalties.

8. Audit Findings

   • If an LEA is found to have misused AMS funds, penalties can be imposed, and the LEA must correct the issue. Persistent non-compliance may lead to stricter oversight or fund recovery efforts.

9. Waivers

   • If special circumstances arise, LEAs can request a waiver for certain AMS requirements.

   • Waiver requests are submitted by the LEA, not individual school sites.

   • Approval or feedback on waivers typically takes a few weeks, depending on CDE processing times.

Relation to Board Approval

The annual report, including detailed expenditures and alignment with AMS goals, must be approved by the LEA’s Board before submission. This ensures transparency, accountability, and compliance with state requirements.

23-24 Annual Report(Pdf)

A structured approach for additional communication strategies to emphasize roles, responsibilities, and the importance of collaboration, while also showcasing the district’s commitment to personal engagement:

Enhanced Communication Plan: Supporting Roles, Responsibilities, and Community Feedback

1. Email Communications

Purpose: To provide consistent, clear, and accessible updates about tools, processes, and timelines for Prop 28 allocations.

• Subject Lines: Use engaging and informative subject lines, e.g.,

  • “Key Tools for 2023-24 and 2024-25 Prop 28 Budget Planning”

  • “Your Input Matters: Needs Assessment and Budget Collaboration”

• Content:

  • Share detailed information about tools and templates being used for budget allocation (e.g., AMS expenditure plan templates).

  • Provide reminders about deadlines and annual reporting expectations.

  • Include FAQs, links to resources, and a contact person for follow-up questions.

  • Use visual elements like infographics to explain roles, fund usage, and reporting processes.

• Frequency: Monthly updates, with additional emails as needed for deadlines or important announcements.

2. Personal Site Visits

Purpose: To foster trust and provide hands-on support for school site teams in understanding their responsibilities and collaboration processes.

• Approach:

  • Schedule visits to each school site to address site-specific challenges and questions.

  • Use these visits to gather informal feedback about needs assessments and collaboration practices.

  • Provide short, in-person training sessions tailored to each site’s needs.

• Outcome: Build relationships, clarify expectations, and ensure that all stakeholders feel supported.

3. Virtual and In-Person Meetings

Purpose: To offer flexibility in collaboration while promoting robust communication channels.

• Virtual Meetings:

  • Host regular district-wide webinars or video calls to discuss tools, reporting requirements, and updates for Prop 28.

  • Include breakout sessions for focused discussions by role (e.g., administrators, VAPA coordinators, community members).

• In-Person Meetings:

  • Hold quarterly meetings to bring together site representatives, community members, and district staff for in-depth discussions on needs assessments and fund usage.

  • Share success stories and best practices from various sites to inspire collaboration.

• Tools: Use interactive tools like surveys and live polls to engage attendees and collect feedback.

4. Phone and Text Communications

Purpose: To provide quick, direct communication for urgent updates or individual follow-ups.

• Phone Calls:

  • Reach out to site leaders individually to provide personalized support on budgeting and reporting.

  • Offer one-on-one consultations for sites that need additional guidance or clarification.

• Text Messaging:

  • Use text messages for important reminders, such as:

  • “Reminder: Prop 28 Needs Assessment Feedback Due Friday!”

  • “Don’t forget the virtual workshop tomorrow at 3 PM. Check your email for the link!”

Communication Ethics and Impact

Why Personal Contact Matters:

• Personal engagement strengthens trust and collaboration between the district, school sites, and the community.

• It shows a commitment to transparency and responsiveness, ensuring that all voices are heard in shaping budget plans.

Key Values Demonstrated:

• Accessibility: Ensuring stakeholders can reach district staff in multiple ways.

• Accountability: Showing that the district values feedback and follows through with support.

• Collaboration: Building a culture of teamwork and mutual respect through direct, meaningful interactions.

This combination of communication strategies demonstrates the district’s proactive approach to fostering clear, effective collaboration for Prop 28 implementation.

Effective management and allocation of funds are essential for maximizing their impact on student learning and achievement. The Strategic Fund Allocation process helps ensure that resources are distributed in a way that supports the district's educational goals. To assist in this effort, the Strategic Budget Plan Toolkit provides a comprehensive set of tools and resources designed to guide principals and administrators through the budgeting process. By using these tools, educational leaders can make informed decisions that align financial resources with strategic priorities, ultimately enhancing the learning experience for students. The following components of the toolkit offer practical support for creating and managing a budget that fosters long-term educational success.

1. Budget Tool Guide for Principals: A comprehensive guide to assist principals in navigating and utilizing the budget tool effectively.

2. Spreadsheet Tool Components: The various elements and sections of the spreadsheet tool designed to help manage the budget allocation.

   • Brainstorming: A collaborative process for generating ideas and strategies to align the budget with the district’s goals.

   • Strategic Plan Goals & Objectives: The framework that defines the specific goals and objectives for the district, guiding budget decisions to support student success.

   • Annual Budget Allocation (80/20 Rule): A budgeting guideline where 80% of funds are allocated to personnel costs, and 20% are allocated to non-personnel expenditures.

   • 8-Year Longitudinal Calculator: A tool used to project and analyze the impact of budget decisions over an eight-year period.

3. Budget Tool PowerPoint (PPT): A presentation that provides an overview of how to use the budget tool effectively.

4. Budget Tool Video: A video resource that explains the functions and features of the budget tool in a visual format.

Addressing annual allocations, allowable spending, and compliance considerations:

Prop 28 Expansion Possibilities and Scenarios

1. School Site Allocations (CDC)
Overview: Each school site’s allocation is based on the California Department of Education (CDE) formula, reflecting student enrollment and concentration of unduplicated students (low-income, foster youth, English learners). The funds are intended to address local arts and music program needs while encouraging equitable access across all student demographics.

• District Support for Site-Level Use:

• Create budget planning templates for school sites, ensuring alignment with district-wide goals.

• Provide guidance documents on allowable expenses and reporting requirements to simplify site-level planning.

• Offer pre-populated expenditure reports based on projected allocations to reduce administrative burden for site coordinators.

2. Examples and Scenarios for Using Prop 28 Funding
Scenario A: Expanding an Existing Program

• A school site uses Prop 28 funds to hire additional part-time credentialed music teachers to offer more sections of band, orchestra, or choir, meeting increased student demand.

• Compliance Note: Funds are used to supplement (expand access) rather than supplant an existing program.

Scenario B: Building a New Program

• A middle school starts a new digital arts program, using Prop 28 funds to purchase tablets, drawing software, and hire a part-time visual arts instructor.

• Compliance Note: These expenditures directly align with Prop 28’s focus on arts and music education.

Scenario C: Equity-Based Resource Allocation

• An elementary school with a high concentration of low-income students invests in a mobile art cart to ensure all students, regardless of classroom assignment, have access to high-quality art supplies and instruction.

• Compliance Note: This addresses equity and expands program reach.

Scenario D: Interdisciplinary Integration

• A high school uses Prop 28 funding to purchase VR technology and partner with a local theater company to create immersive arts-based learning experiences that tie into history and literature curricula.

• Compliance Note: Innovative approaches are encouraged as long as funds are primarily directed toward arts and music education.

3. Allowable Spending Examples (Supplement vs. Supplant)

Supplement:

• Hiring additional credentialed arts teachers to reduce student-teacher ratios.

• Purchasing instruments, materials, or technology to expand current arts offerings.

• Funding professional development specific to arts instruction.

• Supporting student participation in arts-based competitions, exhibitions, or performances.

Supplant (Not Allowed):

• Paying for existing staff salaries already covered by general funds.

• Using funds for non-arts-related expenses, such as general classroom supplies.

• Replacing district-funded programs with Prop 28 funding to reduce overall expenditures.

4. Prop 28 Annual Audit Compliance (2023-24)

Audit Requirements:

• The use of funds will be reviewed to ensure alignment with Prop 28’s purpose: expanding and enhancing arts and music education.

• Annual audits will verify that funds are not misused or improperly categorized.

• LEAs must maintain detailed records of all expenditures, including invoices, payroll data, and program descriptions.

Preparation for Compliance:

• Training: Provide site coordinators and finance teams with workshops on documentation standards.

• Templates: Standardize reporting templates to simplify audit preparation.

• Monitoring: Conduct mid-year internal reviews to identify and address potential compliance issues.

Consequences of Non-Compliance:

• Financial penalties, including fund repayment.

• Potential reduction in future allocations if issues persist.

By addressing these areas with clear examples and compliance guidance, school sites can optimize their Prop 28 allocations while ensuring transparency and alignment with state requirements. This framework also sets the stage for scalable implementation in subsequent years.

More Content:

• 23-24 School Site Allocations (CDC)

• Examples and scenarios for using Prop 28 funding

• Allowable Spending Examples (Supplement vs Supplant)

• Prop 28-Annual Audit Compliance 23-24

Here are 10 possible survey questions for school principals to assess the needs and use of Prop 28 funds within their school communities. Please share your thoughts before the workshop on Monday

Prop 28 School Community Needs Assessment 

These 10 questions are designed to provide a comprehensive understanding of the needs and priorities of the school community regarding arts and music education, enabling principals to develop a balanced and effective budget plan for utilizing Prop 28 funds. VAPA School Site Needs Assessment Survey

These 10 questions are designed to provide a comprehensive understanding of the needs and priorities of the school community regarding arts and music education, enabling principals to develop a balanced and effective budget plan for utilizing Prop 28 funds. VAPA Site Classroom Needs Assessment Survey

Principal Apportionment and Allocation release Timeline

Timeline: The timeline for Proposition 28 funding and apportionments demonstrates a structured pattern of phased releases, beginning with legislative updates and community communication in late 2023, followed by principal apportionments and funding releases throughout 2024. LEAs should note that initial information, such as preliminary legislative approvals and CDE updates, is communicated well in advance (November–December 2023) to allow early discussions and planning. The first significant funding allocation for the 2023–24 school year is posted in February 2024, followed by the second apportionment in June 2024. For the 2024–25 school year, advance apportionments are provided as early as July 2024, with updates in August, and final preliminary entitlements released in December 2024.

To effectively plan their budgets, LEAs should adopt best practices such as using the November–December communication window to engage stakeholders and align needs assessments. By the February release, LEAs should be ready with detailed expenditure plans for immediate implementation. The June and July apportionments offer opportunities for mid-year adjustments and forward planning, while the December entitlements allow LEAs to finalize their next year’s allocations and goals. Proactive documentation and regular reviews ensure compliance and maximize the effective use of funds.