On Common Ground. The Budget Process

One often-overlooked aspect of the school librarian’s position is that of developing the library’s budget and spending it wisely and well. No matter how much or how little you have been allocated for your school library it will never be enough. In this column we will share with you rules of thumb that apply to garnering funding and to the budget process itself.

Developing a budget for any school district is an interesting process. It can also be intensely political as the school budget is the largest portion of the budget for any city or town regardless of size. As your administration prepares the school district budget, it is important that they have the data they need to adequately support school libraries. Saying you need something is not enough. Along with the numbers, you need to support your data with how resources are and will be used. Define the ultimate impact on students to those who determine funding. Convince the principal. If you hold a district-wide position, convince the superintendent and, if necessary, go before the School Committee. Start early. Gather both qualitative and quantitative data to support your requests. What “story” can you tell? The human-interest story will often have the most impact and sway support for your proposal. Because it is something concrete, it can be more memorable and more persuasive than just data and statistics, which tend to be abstractions.

As you develop your budget requests, take into consideration any school-wide initiatives such as your school library plan, the school improvement and technology plans, and any newly developed curriculum. How does your budget proposal reflect the school library’s role in supporting each of these? The presence of the school library and the school librarian’s role in supporting teaching and learning in all of the above should be transparent to all who review your budget proposal. Review each plan and reference them directly in your budget requests. Justify what you are asking for.

And spend all of your money early—ideally, prior to the December break. If you don’t, you could lose those dollars. Snow removal or higher than expected heating costs could result in a district budget freeze where all unspent dollars are diverted to pay these unexpected expenses. (And, often, your next year’s budget is based on the previous year). Unused dollars now can mean fewer dollars later.

Be a wise planner and spend taxpayers’ money in a timely and responsible way. You have an important fiduciary obligation to spend your school library budget dollars wisely. Know what you are buying. Know why you are buying it. Do your “due diligence.” Research the best products from the most reliable vendors. Visit a library where that product can be seen in use. Ask for feedback about the reliability of the vendor. Do they have a track record for following through with what they promise? Cheapest is not always best. Think about value.

If you are considering the purchase of a database, be sure to obtain a trial subscription and test the product with teachers and students, thus building a guaranteed user base for the product if purchased and a solid chorus of satisfied teachers who will influence usage by others. In any trial, evaluate the product for ease of use, depth of content, differentiation of instruction and “fit” to the curriculum. To assure compatibility with existing equipment, be sure that you include network personnel and anyone who supports instructional technology in the decision-making process.

As you purchase print materials consider taking advantage of discounts offered through direct purchase from the publisher or participation in a statewide purchasing co-op, if available. Are you considering expanding your library’s collection of eBooks? Before you do, learn the vocabulary. What is an ePub book? What, for example, is the difference, aside from cost, between Overdrive and Baker and Taylor 360? Develop a relationship with the company’s local representative. Pick their brains. Educate yourself. As you move forward with digital resources be sure to consider any devices that may be necessary for use and how the digital resources will be employed in the curriculum.

Finally, have a conversation with the purchasing agent for your school and/or district. Are there requirements you need to know as you seek to spend your library budget? Is a “sole source letter” necessary when just one company provides the product? How many quotes do you need to submit? Is there a state bid list you need to use? Does the purchasing agent already have a list of recommended or required vendors? These are just a few questions to ask. Asking them will represent time well spent. You will learn a great deal, and develop a reputation for fiscal responsibility as you purchase quality materials and resources for your school library.