Jessica Vaughn: WE'RE NOW GOING TO CALL THE SCHOOL BOARD WORKSHOP FOR STAFFING ALLOCATION AND FINANCE TO ORDER. I'LL TURN IT OVER TO SUPERINTENDENT AYRES. Van Ayres: THANK YOU, MADAM CHAIR. BOARD MEMBERS THIS MORNING, WE HAVE OUR STAFFING ALLOCATIONS WORKSHOP. SO AS USUAL WITH OUR WORKSHOPS, WE'LL TAKE 20, 25 MINUTES THIS MORNING TO KIND OF GO THROUGH SOME DETAILED INFORMATION ON HOW WE ALLOCATE UNITS OUT TO SITES, WHAT THAT ALLOCATION PROCESS IS LIKE, HOW IT INCORPORATES WITHIN THE STATE MODEL WITHIN THE FEFP FOR HOW WE ARE PROJECTING ENROLLMENT VERSUS ACTUAL. WE'LL GO THROUGH THAT IN ABOUT 20, 25 MINUTES. I'LL TURN THIS OVER TO OUR CHIEF FINANCIAL OFFICER, MR. LEWIS, WHO WILL BEGIN OUR PRESENTATION. MR. LEWIS, YOU CAN INTRODUCE THE REST OF YOUR TEAM. Jamie Lewis: GOOD MORNING. THANK YOU FOR THE OPPORTUNITY WE HAVE TO TALK TO YOU ABOUT OUR STAFFING ALLOCATION WORKSHOP AND HOW WE MANAGE OUR UNITS HERE, OUR WORKFORCE AT HILLSBOROUGH.
I'M JAMIE LEWIS. I AM THE CFO. I'LL INTRODUCE THE REST OF MY TEAM. I'M REBECCA RINDKY. GENERAL MANAGER OF THE STAFFING ALLOCATION TEAM IN FINANCE. DR. CHARMION PATEN, CHIEF HUMAN RESOURCES OFFICER. Jamie Lewis: THANK YOU. WE WANTED TO START OFF BY SHOWING DR. PATTON IS HERE WITH US. WON'T BE A PRESENTER, BUT WE ALSO WANT TO RECOGNIZE THE STRONG RELATIONSHIP THAT FINANCE AND HR HAS IN THIS PROCESS. AND THAT IS A RELATIONSHIP THAT WE'RE STRONGLY BUILDING. I THINK IT'S GROWING STRONGER EVERY DAY.
AND WE WANTED TO INVITE HER SO IN CASE YOU HAVE ANY QUESTIONS AT THE END, SHE IS WITH US TODAY, ALONG WITH ONE OF OUR STAFF AND OTHER FOLKS TO ANSWER ANY QUESTIONS. THE FIRST THING WE WANT TO RECOGNIZE IS WHAT IS POSITION ALLOCATIONS? COMING INTO THE DISTRICT, I THOUGHT I KNEW WHAT THIS WAS. I THOUGHT I KNEW WHAT IT WAS. AND THEN I QUICKLY LEARNED OF WHAT IT REALLY IS. REALLY, IT IS A CONTINUOUS PROCESS THAT OCCURS THROUGHOUT THE ENTIRE YEAR. AND WHAT I MEAN BY THAT, IT'S SOMETHING WHERE DATA IS FED ON TOP OF EACH OTHER AND THROUGH COMMUNICATION, BOTH AT DISTRICT APARTMENTS AND WITH SCHOOL SITES, CONVERSATIONS OCCUR OF HOW WE SUPPORT AND OPERATE INSIDE OF OUR SCHOOLS. AND WHAT I'VE LEARNED IS EVERY SCHOOL HAS A UNIQUE STORY OR SOMETHING DIFFERENT THAT COULD BE HAPPENING AT IT. AND THOSE ARE REASONS WHY WE HAVE TO HAVE THIS CONTINUOUS PROCESS AND AS OUR ENROLLMENT FLUCTUATES.
I THINK THIS IS A YEAR WHERE WE'VE SEEN A LOT OF FLUCTUATIONS, A LOT OF CHANGES IN THE DISTRICT, ESPECIALLY THROUGH THE STORMS OF THE FALL. WE HAVE TO CONTINUALLY MONITOR THAT. WE'LL SPEAK A LITTLE BIT ABOUT WHAT ALL THAT MEANS TODAY AND KIND OF GIVE YOU A SUMMARY GLOBAL LANDSCAPE OF WHAT THIS IS. JUST REAL QUICK, WE WANTED TO EMPHASIZE A COUPLE OF THINGS. ONE, THE REASON THAT WE HAVE THIS PROCESS AND FINANCE TOOK THIS OVER TWO YEARS AGO. ONE OF THE THINGS THAT'S BEEN EMPHASIZED THEN AND WILL CONTINUE IS TO HAVE SOME TYPE OF PROCESS WHERE IT'S EFFICIENT AND IT'S EQUITABLE FOR EVERYONE THAT IS INVOLVED WITH IT AND FOR THE SCHOOL SITES. OUR NUMBER ONE GOAL IS SUPPORTING OUR STUDENTS AND OUR SCHOOLS TO FUND AND HAVE THE WORKFORCE NEEDED TO BE EFFICIENT AND EFFECTIVE IN EVERY WAY THAT WE CAN. AND WE HAVE THAT THROUGH DIFFERENT MATRIX AND MECHANICS THAT WE UTILIZE.
ONE OF THOSE IS CLASS SIZE AMONG A LOT OF OTHER THINGS. WE TRY TO USE ALL THOSE. THE POSITION ALLOCATION MODULE OR PROCESS WAS CREATED OR REVISED, I SHOULD SAY, WHEN FINANCE ASSUMED, IT WAS TRY TO IMPROVE THAT. ONE OF THE THINGS WE WANT TO TALK ABOUT TODAY IS HOW WE TRY TO IMPROVE IT AND TO ALSO EMPHASIZE WE BELIEVE THAT'S STILL A LOT OF ROOM TO IMPROVE. AND THAT'S AS WE TALKED INDIVIDUALLY WITH FOLKS. THAT'S SOMETHING THAT WE'LL EMPHASIZE AND CONTINUE TO WORK ON BECAUSE WE KNOW ENROLLMENT IS FLEXIBLE. WE KNOW THAT CONTINUING CHANGES AND THERE'S CONTINUED IMPACTS WITH THE THINGS WE TRY TO DO. ONE OF THE THINGS THAT WE WANTED TO ALSO EMPHASIZE IS HOW WE SEE THE STAKEHOLDERS AND EVERYONE THAT'S INVOLVED WITH THE PROCESS. ONE OF THE THINGS THAT WE WANTED TO RECOGNIZE WAS THE ALLOCATION COMMITTEE THAT HAS BEEN ASSEMBLED, AND I BELIEVE IN PLACE FOR A LITTLE WHILE, AND THAT IS ALLOWING US TO HAVE MORE OVERSIGHTS AND CONVERSATIONS ABOUT HOW DO WE STAFF OUR SCHOOLS.
SO YOU'LL NOTICE ON THE SLIDE, THE FIRST COLUMN IS OUR CABINET. OUR CABINET IS THE ALLOCATION REVIEW COMMITTEE, AND THOSE ARE THE INDIVIDUALS WHO ARE WORKING THROUGH ALL OF THAT TO MAKE SURE THAT WE ARE UNIFIED IN OUR DECISION MAKING, BUT ALSO UNDERSTANDING THE NEED. I'LL GIVE YOU AN EXAMPLE. IF FINANCE WAS JUST MAKING THE DECISION, WE WOULDN'T UNDERSTAND EVERYTHING THAT'S BEING REQUESTED OF THE INS AND OUTS. MR. WASHINGTON AS A FORMER PRINCIPAL, UNDERSTANDING THE NEEDS OF THE SCHOOL, FINANCE WOULDN'T HAVE THAT UNDERSTANDING. SO BY HAVING OTHERS INVOLVED IN THE ROOM THAT ARE FOCUSED ON ACADEMICS OR HR OR OTHER GROUPS ALLOWS US TO COLLABORATE TOGETHER TO BETTER UNDERSTAND THE NEEDS OR WHAT'S HAPPENING. AND THAT'S REALLY IMPORTANT AS WE GET INTO THIS BECAUSE WE HAVE TO CONSIDER DIFFERENT FUNDING TYPES, DIFFERENT RESOURCES, SCHEDULES, CLASS SIZES. SO THAT ALLOWS US TO HAVE A GROUP TOGETHER.
SO THAT GROUP, YOU'LL TALK ABOUT THIS A LITTLE LATER ALLOWS US TO REALLY FOCUS ON THAT. MOVING FORWARD WE SEE WE HAVE DISTRICT DEPARTMENTS AND REGIONAL SUPERINTENDENTS AND PRINCIPALS AND THEN THE ALLOCATION MANAGEMENT TEAM IS HOUSED IN FINANCE. SO YOU CAN SEE HOW EACH OF THOSE PLAYS A UNIQUE ROLE. AND THE REASON THEY ARE ALL INVOLVED IS BECAUSE THOSE ARE OUR POWER USES. THOSE ARE THE ONES THAT HAVE ALL THE INFORMATION ABOUT THE REQUESTS OR THE NEEDS. REGIONAL SUPERINTENDENTS ARE THOSE REALLY TRYING TO HELP US FROM DISTRICT TO THE PRINCIPALS TO MANAGE THE SCHOOL SITE, TO UNDERSTAND AND INTERPRET THAT. AND THEN OUR TEAM, YOU'LL SEE THAT THEY HAVE A UNIQUE PROCESS IN THAT THEY GO THROUGH TO UNDERSTAND WHAT'S BEING ASKED TO RESEARCH IT AND TO IDENTIFY ALL THE OPTIONS THAT WE HAVE. SAYING THAT NOW, I'D LIKE TO TURN IT OVER TO MY GM THAT'S OVER THIS TO KIND OF EXPLAIN A LITTLE BIT ABOUT WHAT WE TRY TO DO.
GOOD MORNING, AND THANK YOU FOR THIS OPPORTUNITY TO PRESENT THIS MORNING. TODAY, I'LL BE WALKING THROUGH HOW THE FINANCE STAFFING ALLOCATION TEAM MANAGES OUR STAFFING ALLOCATION PROCESS. FROM THE DATA AND TOOLS THAT WE USE TO HOW WE ENSURE TRANSPARENCY, FAIRNESS, AND RESPONSIVENESS TO OUR SCHOOLS' NEEDS. THE GOAL OF THIS PRESENTATION IS TO PROVIDE YOU WITH A CLEAR UNDERSTANDING OF HOW WE ALLOCATE STAFF, THE SYSTEMS THAT WE RELY ON, AND HOW WE'RE SUPPORTING SCHOOLS AND MAINTAINING FISCAL RESPONSIBILITY THROUGHOUT THE YEAR. TO GIVE YOU CONTEXT, IN JULY OF 2023, THE POSITION CONTROL TEAM CAME BACK UNDERNEATH FINANCE. AT THE SAME TIME, THE DISTRICT WAS LAUNCHING CLOUD SUITE AND PREPARING FOR SYNERGY FALL 2024 UPGRADE. AS WE RELY ON DATA FROM BOTH OF THESE SYSTEMS, IS WE FACE A LOT OF CHALLENGES, BUT IT ALSO CREATED OPPORTUNITIES TO IMPROVE HOW WE SERVE OUR SCHOOLS AND LEADERSHIP. OUR PRIORITIES WERE TWO KEY PRIORITIES: IMPROVING COMMUNICATION AND TRANSPARENCY AS WELL AS PROVIDING THE CFO AND CABINET WITH ACCURATE DATA FOR RESPONSIBLE DECISION MAKING.
EVERYTHING WE'VE DONE SINCE RETURNING TO FINANCE HAS ALIGNED WITH THESE GOALS. KEY IMPROVEMENTS, I WOULD LIKE TO POINT OUT SOME OF THE KEY IMPROVEMENTS THAT WE'VE MADE ALONG THE WAY. WE REDESIGNED OUR TEAM WEBSITE AS A ONE-STOP SHOP FOR INFORMATION AND TOOLS. WE CREATED A POSITION CLASSIFICATION SYSTEM THAT ALIGNS STAFFING FORMULAS, FUNDING SOURCES AND OWNERSHIP. WE LAUNCHED AN AUTOMATED REQUEST SYSTEM THAT REPLACED A CHAOTIC AND UNRELIABLE E-MAIL PROCESS. WE LAUNCHED AN AUTOMATED STAFFING ALLOCATION PLATFORM TO IMPROVE OUR SPRING AND FALL ALLOCATION PROCESS. AND WE OFFER CONTINUOUS TRAINING AND FEEDBACK LOOPS TO IMPROVE USABILITY AND TRANSPARENCY TO OUR STAKEHOLDERS. OUR PC 2000. THIS IS OUR FLAG-STONE REPORT. ONE OF OUR KEY TOOLS FACILITATING COMMUNICATION IS THE PC 2000 REPORT. THIS IS UPDATED IN NEARLY REAL TIME AND NEVER MORE THAN AN HOUR OUT OF DATE. IT GIVES LEADERSHIP VISIBILITY AND TO OPEN POSITIONS, HIRING STATUS AND STAFFING BY SITE.
BY UTILIZING THE MANY FILTERS ON THIS REPORT, USERS CAN ANSWER MANY QUESTIONS SUCH AS HOW MANY CLASSROOM TEACHERS DO WE NEED. HOW MANY BUS DRIVERS DO WE HAVE. HOW MANY VACANCIES DO WE HAVE IN BOOK-KEEPER SUPPORT. BESIDES ALLOCATIONS AND STAFFING NUMBERS, USERS CAN DRILL THROUGH ON ANY ROAD TO ATTAIN CURRENT EMPLOYEE INFORMATION. THE SPRING STAFFING CYCLE. NOW LET'S LOOK AT THE STARTING SPRING STAFFING CYCLE. THIS PROCESS BEGINS IN LATE FALL AND EARLY JANUARY WHERE WE GATHER INFORMATION ABOUT ANTICIPATED CHANGES FOR THE FOLLOWING YEAR. BOUNDARY CHANGES, SCHOOL CLOSING, OPENINGS, AND PROGRAMS ALL IMPACT OUR ALLOCATIONS. ONCE THE REQUIREMENTS ARE KNOWN, WE EVALUATE THE BEST DATA SET AND DATA DATE TO USE FOR THE SNAPSHOT OF ENROLLMENT DATA. THIS DECISION IS SIGNED OFF FROM CABINET. IF IT IS A STABLE YEAR, WE SIMPLY ROLL FORWARD STUDENTS BY GRADE, ACCOUNTING FOR A SIMILAR POPULATION AT THE SITES, INCLUDING CHOICE STUDENTS.
THEN WE DON'T HAVE TO WORRY ABOUT THE WINDOW OF OPPORTUNITY FOR CHOICE STUDENTS. INCIDENTALLY, AFTER CONCERNS WERE RAISED ABOUT THE SYNERGY DATA THAT WE FOLLOWED UP WITH I.T. FOR SOME TESTING TO MAKE SURE THAT THE REPORT THAT WE'RE USING, THE ENROLLMENT REPORT THAT WE'RE USING MATCHES THE NUMBER OF STUDENTS THAT ARE IN COURSES AT EACH SCHOOL AND THE NUMBERS MATCH. SO WE HAVE A HIGH DEGREE OF CONFIDENCE IN OUR DATA THAT WE USE FOR ENROLLMENT PROJECTIONS. STAFFING ALLOCATION AND ACTION. USING PROJECTED ENROLLMENT, WE APPLIED FORMULAS TO CALCULATE STAFFING NEEDS. PRINCIPALS RECEIVE WHAT WE CALL THEIR MAGIC NUMBER, A DEFINED BUDGET TO PLAN THEIR STAFFING. IF PRINCIPALS FEEL THAT FORMULA RESULTS DO NOT REFLECT REALITY, THEY CAN REQUEST A MEETING THROUGH THE REGIONAL SUPERINTENDENTS WITH THE ALLOCATION REVIEW COMMITTEE. THESE MEETINGS ALLOW FOR EXCEPTIONS WHERE JUSTIFIED. ADDITIONAL STAFFING ALLOCATIONS ARE ADJUSTED THROUGH FORMULA. ONCE ALLOCATIONS ARE FINALIZED, WE PROCESS POSITION BUDGETS FOR THE FALL AND DISPLAY THE RESULTS ON THE PC2000.
DURING THIS TIME OF YEAR, BOTH THE POSITION BUDGET CURRENTLY AND THE ONE FOR THE FALL IS AVAILABLE ON THE PC2000 FOR THE PRINCIPALS TO COMPARE WHAT KIND OF CHANGES ARE AHEAD. THAT IS THE SPRING ALLOCATIONS. FALL ADJUSTMENT CYCLE IS THE NEXT ONE. I'M SORRY IF I SAID FALL. NOW I'M ON THE FALL ADJUSTMENT SLIDE. BASICALLY, REPEAT THE PROCESS AGAIN IN THE FALL, USING ACTUAL ENROLLMENT THIS TIME. AGREED UPON COUNT DAY. WE'VE RERUN THE FORMULAS, REOPENED THE POWER APP AND ALLOWED PRINCIPALS TO MAKE ADJUSTMENTS. AGAIN, EXCEPTION MEETINGS ARE OFFERED FOR REVIEW AND CONSIDERATION. THIS TIME WE DISPLAY THE RESULTS ON THE PC2000 AND INCLUDE SPRING ALLOCATIONS FOR REFERENCE. THAT'S PROBABLY WHAT YOU WERE THINKING. ON THE PC2000, WE HAVE BOTH DATA POINTS. JUST NOW WE FINISHED THE SPRING ALLOCATION, SO THEY CAN SEE WHAT THEY CURRENTLY HAVE WITH WHAT THEY GOT FOR THE FALL, WHAT THEY HAVE FOR THE FALL IN THE PC2000.
IN THE FALL, WE SHOWED THEM WHAT THEY HAD IN THE SPRING AND WHAT THEY CURRENTLY HAVE AFTER ALL OF THE ADJUSTMENTS ARE MADE. SO NOW WE'RE ON TO THE ON CYCLES. WEEKLY ALLOCATION COMMITTEE. OUTSIDE OF THE CYCLES, OUR WORK CONTINUES YEAR-ROUND. WE HOLD WEEKLY CABINET LEVEL REVIEW MEETINGS TO EVALUATE ADDITIONAL STAFFING NEEDS. SO FAR, WE'VE REVIEWED NEARLY 3,000 OFF-CYCLE REQUESTS EACH SUPPORTED BY STAFFING DATA COST ANALYSIS AND REQUEST FOR JUSTIFICATION. THE REQUEST RANGE FROM SIMPLE NET ZERO REQUEST WHICH IS ADDING BUDGET TO ONE POSITION AND REDUCING BUDGET AT ANOTHER POSITION, TO REQUESTING NEW POSITIONS BASED ON UNIQUE NEEDS. MORE EXTENSIVE DISTRICT REALIGNMENTS. THE CABINET MAKES ALL FINAL DECISIONS FOR POSITION CHANGE REQUEST THAT RESULT IN INCREASED COST. THE STAFFING FORMULAS. THE ALLOCATION FORMULAS, ALL STAFFING DECISIONS START WITH A BASE FORMULA. THESE ARE ROOTED IN STATEMENT MANDATED CLASS SIZES, PROGRAM REQUIREMENTS AND BEST PRACTICES FROM COMPARABLE DISTRICTS.
THE ALLOCATION REVIEW COMMITTEE IS RESPONSIBLE FOR KEEPING THESE FORMULAS CURRENT AND EQUITABLE. A FULL COPY IS INCLUDED IN YOUR PACKET AND ALSO AVAILABLE ON OUR WEBSITE. LOOKING AHEAD, OUR FOCUS IS ON EVALUATING THE EFFECTIVENESS OF OUR STAFFING FORMULAS, CLOSELY TRACKING PROGRAM-SPECIFIC NEEDS, ESPECIALLY THOSE FUNDED BY THE GENERAL FUND, AND CONTINUOUSLY IMPROVING TRANSPARENCY AND TOOLS FOR ALL OUR USERS. OUR STAFFING ALLOCATION PROCESS IS BUILT TO ENSURE EVERY SCHOOL RECEIVES RESOURCES IT NEEDS BASED ON THE BEST AVAILABLE DATA AND CLEAR, EQUITABLE FORMULAS. WE'RE COMMITTED TO SERVING OUR SCHOOLS WITH FAIRNESS, ACCURACY, AND INTEGRITY. THANK YOU, AND WITH THAT, I'LL TURN IT OVER TO JAMIE. Jamie Lewis: ONE OF THE THINGS WE WANTED TO EMPHASIZE THIS MORNING WAS TO NOT ONLY SHOW YOU THE PROCESS THAT KIND OF ON GOES THROUGHOUT THE YEAR ABOUT HOW WE BUILD OR MAINTAIN OUR WORKFORCE, BUT ALSO TRENDS. IN SLIDE 10 OF YOUR PACKET THAT THIS SHOWS OUR ENROLLMENT OVER THE LAST COUPLE OF YEARS.
SO YOU'LL NOTICE INSIDE THIS FIVE-YEAR SNAPSHOT, OUR WORLD KIND OF WENT THROUGH SOME DIFFERENT TIMES AND MOST NOTABLY COVID. THE BEGINNING OF THIS, HOW WE SAW COVID AND WHEN WE LOOK AT THIS DATA, THIS IS ALL OF OUR KIDS THAT ARE IN HILLSBOROUGH, HILLSBOROUGH COUNTY PUBLIC SCHOOLS. SO THIS INCLUDES, LOOK AT THE BOTTOM THIS INCLUDES OUR TRADITIONAL K-12s, OUR PRE-Ks, OUR VIRTUAL STUDENTS AND THEN YOU'LL SEE THE REST THERE. WHAT'S REALLY IMPORTANT AS WE LOOK AT THIS TREND, WE SEE THAT OUR RISE IN 2021 AND 2022, ACCREDITED TO OUR VIRTUAL STUDENTS. WE'RE SEEING A SHIFT IN THINGS HAPPEN DURING THAT TIME OF LIFE. BUT OVERALL WE'VE BEEN FAIRLY ON THE SAME LEVEL THROUGH THE LAST COUPLE OF YEARS WITH A LITTLE BIT OF A SPIKE THIS YEAR. AND THAT SHOULD LOOK LIKE THE NUMBERS THAT WE PRESENTED BEFORE, AND WE JUST WANTED TO SHOW THAT WHEN WE LOOK AT THIS, WE'RE TRYING TO LOOK AT OUR HISTORY TO TRY TO LEARN FROM IT.
ALTHOUGH OUR HISTORY THE LAST COUPLE OF YEARS HAS BEEN A LITTLE BIT DIFFERENT. BUT WHEN WE LOOK AT THIS, WE SEE WE'VE BEEN AROUND THE SAME AMOUNT OF ENROLLMENT. MOVING FORWARD, ONE OF THE OTHER THINGS THAT WE'RE STARTING TO FOCUS ON, ARE WE SEEING SHIFTS INSIDE OF OUR COUNTY. SO TRY TO TAKE A HEAT MAP OF WHERE WE'RE AT FIVE YEARS AGO COMPARED TO TODAY. ONE OF THE THINGS WE NOTICED IS THAT WE'RE SEEING A SHIFT TO THE SOUTHEAST OF OUR COUNTY. SO WE CAN SEE THAT, IF YOU LOOK AT THE TOP GRAPH IS FROM FIVE YEARS AGO, THE BOTTOM GRAPH IS TODAY, THAT ASSUMES THAT THE DISTRICTS WERE AS THEY ARE TODAY, THEY WERE LIKE THAT FIVE YEARS AGO. WE'RE SEEING A SHIFT. WE DIDN'T INCLUDE CLOSED SCHOOLS AND ALL THAT, SO THE NUMBERS ARE SLIGHTLY DIFFERENT, BUT IT DOES SHOW THE SHIFT TO THAT SIDE OF THE COUNTY.
AS WE FOCUS ON THAT, AND MR. FARKAS COULD PROBABLY TELL YOU THAT WE'RE SEEING THAT FROM SCHOOL SIZES AND SEEING THAT FROM CAPACITY LEVELS AND WHERE WE'RE NEEDING TO ADDRESS OUR FACILITIES, SEEING THAT ON SCHOOL SITES BUT SEEING THAT SHIFT TO THE SOUTHEAST DISTRICT. THE OTHER THING WE WANTED TO MENTION THIS MORNING BRIEFLY, WHAT THE DIFFERENCE BETWEEN WHAT WE TALKED ABOUT SO FAR IN HEAD COUNT TO WHAT IS FTE. WE TALK ABOUT HEAD COUNT, THAT IS A PHYSICAL COUNT, ONE EQUALS ONE FOR EVERY STUDENT THAT'S IN OUR CLASSROOM OR WITH HCPS. FTE IS A LITTLE BIT DIFFERENT. FTE IS GRADED ON INSTRUCTIONAL MINUTES. FOR EXAMPLE, IF YOU HAVE A STUDENT THAT IS ONLY TAKING HALF THEIR CLASS PERIODS WITH US AND PROBABLY MOST NOTABLE, HIGH SCHOOL FORMATS, THAT WOULDN'T BE CONSIDERED A FULL FTE. THERE ARE A LOT OF FACTORS THAT GO INTO THAT, AND IF THEY ARE SPLITTING THEIR TIME WITH US AND ANOTHER GROUP THAT THEY ARE GETTING A CLASS FROM, THEN THOSE HAVE TO BE SPLIT BETWEEN THE TWO AND AGAIN NOT GENERATING A FULL FTE.
AGAIN, MOSTLY IMPACTS OUR HIGH SCHOOL FOLKS BUT WE WANTED TO MAKE THAT POINT BECAUSE AS WE BLEND THIS ENROLLMENT CONVERSATION, WE HAVE TO ALSO LOOK AT APPROPRIATIONS AND ALSO THE BUDGET AND THE FUNDING SOURCES THAT WE'LL GET FROM THE STATE. WITH SAYING THAT, WE WANT TO TALK BRIEFLY ABOUT WHAT DOES IT MEAN TO WORK WITH THE FLORIDA DEPARTMENT OF EDUCATION AND HOW DOES THAT WORK AND IMPACT OUR ENROLLMENT HERE AT HILLSBOROUGH? SO OUR ENROLLMENT IS THROUGH DIFFERENT CYCLES, AND THAT CONTINUOUSLY HAPPENS THROUGHOUT THE YEAR. OUR FORECASTING IS CRITICAL TO ESTIMATING OUR DISTRICT FUNDING, AND THAT STARTS IN EVERY SPRING, AS YOU SEE IN THE TOP RIGHT. EVERY SPRING, THE DISTRICT HAS THE OPPORTUNITY TO GET NINE DIFFERENT MODELS FROM THE STATE, AND WE EVALUATE THOSE MODELS OF WHAT WE THINK IS THE MOST APPROPRIATE FOR OUR DISTRICT AND THAT DIRECTLY IMPACTS OUR FUNDING. NOW, WHATEVER MODEL WE PICK, THAT WILL BE ALWAYS SELF-CORRECTED BECAUSE YOU'LL SEE AS THE WHEEL TURNS, WE HAVE DIFFERENT SURVEYS, DIFFERENT COUNTS THAT ARE OCCURRING THROUGHOUT THE YEAR.
FIRST ONE IN JULY, THEN OCTOBER, FEBRUARY, JUNE, AND THEN IT ACTUALLY FLOWS INTO THE OTHER YEAR. REALLY, OUR FTE PROCESS, KIND OF GOES -- ENCUMBERS THREE DIFFERENT FISCAL YEAR. STARTS IN THE SPRING, ACTUALS OCCUR AND THEN FINISHED UP THE FOLLOWING YEAR. SO THAT CYCLE CONTINUES. AS YOU SAW IN THE LAST CALC YEAR, YOU CAN SEE HOW THAT FINANCIALLY IMPACT US, TOO, TO THE GOOD OR TO THE BAD. AS WE SEE THIS, WE HAVE THESE SURVEYS OCCURRING ALL THROUGHOUT THE YEAR. WHAT IS IMPORTANT ABOUT THE SURVEYS, THE SURVEYS LEAD INTO OUR CALCULATIONS. SO EVERY CALCULATION IS BUILT UPON THE DATA IT HAS. IT USES EITHER THE PROJECTION THAT WAS PROJECTED OUT THERE OR ACTUAL FROM SURVEY RESULTS. SO IT BUILDS ON TOP OF EACH OTHER AND WE SEE HOW THE CALCULATIONS FOLLOW SOME OF THE SURVEYS THAT ARE OUT THERE IN JUNE AND JULY AND THEN SO FORTH.
THOSE ARE IMPORTANT BECAUSE IT KIND OF TRUES UP OUR NUMBERS. AND ONE OF THE THINGS THAT WAS INTERESTING TO ME JUST LEARNING A LOT OF THIS, COMING FROM THE PRIVATE SECTOR, WAS THEY BUILD ON TOP OF EACH OTHER. SO THEY ARE BUILDING THROUGHOUT THE YEAR. THEY ARE MAKING SURE THE NUMBERS ARE RIGHT. IF YOU NOTICE, AGAIN, IT GOES OVER TWO YEARS FOR THE ACTUAL CALCULATIONS TO OCCUR, BUT THE PROCESS IS OVER THREE YEARS WITH THE PROJECTIONS. THAT LEADS US INTO WHERE HAS OUR FTE BEEN, ESPECIALLY FROM THE FORECASTING MODEL. WE WANT TO FOCUS MORE ON THE FORECASTING SIDE BECAUSE THAT IMPACTS OUR ENROLLMENT PROJECTIONS. SO THE TOP GRAPH THAT YOU SEE ON PAGE 15 OF YOUR PACKET IS ALL OF HILLSBOROUGH. WHAT WE WANTED TO SHOW IS WHAT IS OUR COUNTY SEEING AND THEN WHERE ARE WE AT? THE TWO COLUMNS THAT REPRESENT OUR HILLSBOROUGH COUNTY PUBLIC SCHOOLS IS TRADITIONAL AND VIRTUAL.