FY23 Budget Development Guide

Additional Information

Flexibility Chart

Level 1 = Required – Locked – These allocations are unable to be changed. This means that even a within program, change cannot occur. This may be determined by fund source requirements and allowability, such as grants and MOUs, legal requirements, and other core operational considerations.

Below items allocated in as a staffing formula

Principal (PK-12)

Self Contained Special Education Classroom Teachers (PK-12)

Librarian (PK-12)

Teacher - English Learner Itinerant

Below Items allocated as program grants to schools

Credit Recovery non-Opportunity Academy schools (9-12)

Twilight Program Admin Premium - Grant (9-12)

Assistant Principal - Ninth Grade Academy - Grant (9-12)

Ninth Grade Academy Admin Premium - Grant- (9-12)

Specialist - Reading -Grant (K-5)

NAF Academy Coordinator, Manager (9-12)

Director - Early College (9-12)

Teacher - JROTC - Grant - (9-12)

Pool MOU Funding & Instructors, and Elementary Pool Programming (PK-12)

Title II Professional Development - Grant (PK-12)

Title I Parental Involvement - Grant (PK-12)

Intl Baccalaureate Coordinator and NPS (PK-12)

Below funding is allocated as Student Based Budgeting (SBB)

ELL Weight (K-12) - Schools receiving Itinerant Services

Below Items are pre-budgeted and locked from a Level 3 allocation

Library Programming Literacy Material Funds (K-12) pre-budgeted from Total NPS Allocation

Level 2 = Required – Rarely flexible – Any shift in the allocation must maintain the intended purpose of the original allocation. Principals must demonstrate how they will meet related programmatic requirements.

Below items allocated as Staffing Ratios

Custodial Staff and NPS - Foreman, RW-3, RW-5 (PK-12)

School Counselor (6-12)

English Language Learner Teachers and Aides (PK-12)

Early Childhood Education Teachers and Aides (PK)

Inclusion Resource Teacher (PK-12)

Psychologist (PK-12)

Social Worker (PK-12)

Behavior Technician (10:6) (PK-12)

Coordinator - Board Certified Behavior Analyst (PK-12)

Below Items allocated as Program Grant funds to schools

Coordinator & NPS - Global Studies (PK-12)

Teacher - CTE, Vocational Ed (9-12)

Afterschool Administrative Aide, Afterschool Aide, Afterschool Teacher - Grant funded - (Title I K-8)

Evening Credit Recovery Opportunity Academy schools (9-12)

NAF Academy Director (9-12)

Dual Language Funding (PK-12)

Safe & Positive Schools Funding (FY22 schools only)

Below Items are pre-budgeted from a Level 3 allocation

Administrative Premium & Custodial Overtime pre-budgeted from Total NPS Allocation

Bilingual Counselors pre-budgeted at 1:100 using ELL weight funds

Level 3 = Fully Flexible - These allocations are provided to schools to budget for staff and other programming.

Below funding is allocated as Student Based Budgeting (SBB)

Student Based Budgeting Base Weight (K-12)

Early Childhood Education Per Student Weight (PK)

Special Education Per Student Weight (PK-12)

English Language Learner Per Student Weight at Non-Itinerant Schools (PK-12)

Education Campus Per Student Weight (K-8 ECs)

Special Education Campus Weight (River Terrace)

Early Learning Center Weight (Military Road, Stevens)

At-Risk Concentration Weight >40% (PK-12)

At-Risk Concentration Weight >70% (6-12 students)

Below Items allocated as Program Grant funds to schools

At-Risk UPSFF (PK-12)

School Office Support (PK-12)

NPS Total Allocation (K-12)

Title I - Schoolwide (PK-12)

Specialty Payment (PK-12)

Below items allocated as Stability Funding to eligible schools

Safety Net Supplement (K-12)

Stabilization (K-12)

Mayor's Recovery Funds* (K-12)

Hold Harmless Funds* (K-12)

*These are one-time FY23 funds provided to schools to create stability during the pandemic

Items NOT ALLOCATED in updated budget model, but may have program requirements in FY23. Schools will use flexible and discretionary funds to budget for these positions and programs.

Containing Program Requirements

General Education Teacher - K-5

Aide - Kindergarten - (10mo) (PK-12)

Science, Social Studies, Math, English Teachers (6-12)

Art, Music, and Physical Education (PK-12)

World Language (6-12 requirement)

Attendance Counselor (K-12)

Instructional Coach (LEAP) (PK-12)

Coordinator - Athletics & Activities (9-12)

Related Arts & Science NPS (PK-12)

No Program Requirements

Assistant Principal

Business Manager



Pathways Coordinator

Teacher - Schoolwide Enrichment Model


FY23 Item Catalog


Unit Cost

Administrative Officer


Afterschool Coordinator


Aide - Administrative


Aide - Computer Lab


Aide - Early Childhood


Aide - ELL


Aide - Instructional - (10mo)


Aide - Instructional - Year Round (80hr)


Aide - Kindergarten


Aide - Library/Technology


Aide - Special Education


Assistant - Strategy & Logistics (ASL)


Assistant Principal - English Language Arts (ELA)


Assistant Principal - Intervention (API)


Assistant Principal - Literacy (APL)


Assistant Principal - Math


Assistant Principal - Other


Assistant Principal - Science


Assistant Principal - Social Studies


Assistant Principal - Special Education


Athletic Director


Attendance Counselor


Behavior Technician


Business Manager




Coordinator - Academy


Coordinator - Athletic and Activities


Coordinator - Computer Lab/Technology


Coordinator - Global Studies


Coordinator - In-School Suspension (ISS)


Coordinator - Intl Baccalaureate


Coordinator - NAF Academy


Coordinator - Parent


Coordinator - Program


Coordinator - Special Education (CSE)


Coordinator - Strategy & Logistics (CSL)


Coordinator - Student Resource


Custodial Foreman


Custodian (RW-3)


Custodian (RW-5)


Dean of Students


Director - Career Academy


Director - NAF Academy


Director - Specialized Instruction (DSI)


Director - Strategy & Logistics (DSL)


School Counselor - 10mo


Guidance Counselor - 10mo (Bilingual)


School Counselor - 11mo


Guidance Counselor - 11mo (Bilingual)


School Counselor - 12mo


Instructional Coach


Instructional Coach - English Language Arts (ELA)


Instructional Coach - Math


Intervention Coach


Manager - Career Academy


Manager - NAF Academy


Manager - School Administration and Operational Support


Manager - Specialized Instruction (MSI)


Manager - Strategy & Logistics (MSL)




Psychologist - 12mo




Relay Teacher Resident


Restorative Justice Coordinator


Social Worker


School Librarian


School Librarian - 12 mo


Specialist - Reading


Teacher - 1st Grade


Teacher - 2nd Grade


Teacher - 3rd Grade


Teacher - 4th Grade


Teacher - 5th Grade


Teacher - 6th Grade


Teacher - Art


Teacher - Career/Tech Ed (CTE)


Teacher - Computer


Teacher - ELL


Teacher - English


Teacher - Health/Physical Education


Teacher - Inclusion/Resource Services


Teacher - Kindergarten


Teacher - Math


Teacher - Music


Teacher - Performing Arts/Drama


Teacher - PK3


Teacher - PK3/PK4 (Mixed Age)


Teacher - PK4


Teacher - Reading


Teacher - Resource


Teacher - Schoolwide Enrichment Model (SEM)


Teacher - Science (Biology)


Teacher - Science (Chemistry)


Teacher - Science (General)


Teacher - Science (Physics)


Teacher - Social Studies


Teacher - STEM


Teacher - Vocational Ed (12mo)


Teacher - World Language


Technology Instructional Coach (TIC)


TLI Teacher Leader - Culture


TLI Teacher Leader - Early Childhood Education


TLI Teacher Leader - English Language Arts (ELA)


TLI Teacher Leader - Math


TLI Teacher Leader - Science


TLI Teacher Leader - Social Studies


TLI Teacher Leader - Special Education


Urban Teacher Residency


Specialist - Transition


Non-Personnel Items

Administrative Premium (General)

Afterschool Paraprofessional (local)

Afterschool Site Leader (local)

Afterschool Teacher (local)

Custodial Overtime


Clothing and Uniforms (off the shelf)

Contractual Services (including after school partners)

Custodial and Maintenance Supplies

Custodial Equipment and Machinery

Educational Supplies

Electronic Learning

Equipment and Machinery (over $5,000)

Equipment and Machinery (under $5,000)

Food and Provisions (Including PARCC snacks)

Furniture & Fixtures

General Supplies

Health Supplies

IT Equipment/Hardware

IT supplies (consumables)

Local Travel (Staff -within 50 miles)

Local Travel (Students - within 50 miles)

Membership Dues

Office Supplies

Out of City Travel (Staff - more than 50 miles Including International)

Out of City Travel (Students - more than 50 miles including international)



Professional Development Incl. Conference Fees

Professional Services

Recreational Supplies (including admissions tickets)

Special Ed LEA Rep Designee



Tuition for Employee Training



School Health Services (School Nurses)


The School Health Services Program (SHSP) is responsible for promoting health and wellness and actively collaborating with students, family members, school personnel, and community-based organizations to ensure that the health needs of the students are being met.

Program Guidance

Staffing (Personnel Services)

All DCPS schools receive full-time school health services coverage at no charge to the school. Staffing is provided through a blended model of nurses and allied health professionals through a contract between DC Health and Children’s School Services (CSS).

Because these nurses and allied health professionals are not DCPS employees, CSS maintains all employer rights and responsibilities for these staff (some specialized schools may receive additional nursing services). If a nurse or allied health professional at a participating school is unable to continue employment, DC Health will provide replacement staffing for that school as soon as possible. Principals may work with the appropriate CSS supervisor to evaluate staffing and request any kind of disciplinary action or removal.

Some schools have students with low-incidence disabilities that require nursing services beyond the capacity of DC Health’s school health services program. The Office of Teaching and Learning’s Division of Specialized Instruction will provide supplemental nursing services to schools serving these students at no cost to the school.

Additional Staffing Recommendations

When a nurse or allied health professional is not in the building, either due to scheduled or unexpected circumstances, schools are still responsible for meeting student health needs. To this end, schools should ensure at least three staff members are trained and prepared to provide medication and first aid as needed. The Office of School Improvement and Supports offers multiple medication administration and CPR/first aid trainings every school year at no charge for school staff.

Goods & Services (Non-Personnel Services)

School Responsibility

It is the school’s financial responsibility to maintain functioning technology for its school nurse(s), including a desktop computer, dedicated printer, phone, and a functioning fax/e-fax line. Health suites must have direct 911 and long-distance access.

Provided to Schools

Medical supplies (bandages, gloves, linens, etc.) for Health Suites are paid for by DCPS through an agreement with DC Health. Schools are not responsible to stock medical supplies within the Health Suite.

Helpful Resources

For additional information on School Based Health centers please reference section 4.1.7.

Points of Contact

Whitney Carrington, Manager, Student Health Services, Office of School Improvement and Supports. Whitney.Carrington@k12.dc.gov


School-Based Health Centers


Seven schools (Anacostia High School, Ballou High School, Cardozo Education Campus, Coolidge High School, Dunbar High School, Roosevelt High School, and Woodson High School) host school-based health centers (SBHCs) that provide a full spectrum of primary care services to students attending the school and children of the school’s students, including behavioral, oral, and reproductive health care services.

Allocation Guidance

Staffing (Personnel Services)

SBHC services are provided at no charge to the school. The centers are operated through grants from the DC Department of Health (DC Health) to local providers (Children’s National Medical Center, MedStar Georgetown, and Unity Health Care). As these are not DCPS employees, the SBHC operator maintains all employer rights and responsibilities for these providers and DOH maintains all selection and oversight responsibility.

Principals may work with Whitney Carrington when there are questions or concerns about actions taken by the SBHC team.

Goods & Services (Non-Personnel Services)

It is the school’s financial responsibility to clean and maintain the physical space of the SBHC, including provision of restroom paper products. The school must also ensure the SBHC has functioning technology, internet access, and dedicated telephone and fax lines for the SBHC. In addition, there must be dedicated telephone lines for health service providers and SBHC offices must have direct 911 and long-distance access.

Point of Contact

Whitney Carrington, Manager, Student Health Services. Office of School Improvement and Supports, Whitney.Carrington@k12.dc.gov

Extra Duty Pay and DCPS Employee Stipends

Extra Duty Pay is provided only to ET 15- (including ET 15/12-month, ET 15/11-month, and ET 15/10-month) and EG 9-classified employees in WTU positions. No other employee of DCPS, or non-employee providing services for the benefit of DCPS, is eligible to receive ED. Usually, ED is authorized for services performed beyond the normal tour of duty. See more information on the types of stipends for SY20-21 at https://dcps.dc.gov/publication/additional-compensation-procedures.

The following activities are centrally budgeted:

  • Tech POC stipends
  • Athletic coaches
  • Home visits
  • Reading clinic (small set of teachers)
  • TLI stipends
  • We the Girls leads

Substitute Teachers


DCPS substitutes ensure that students receive continuous instruction throughout the school year. Substitutes provide coverage when teachers and educational aides are out on sick leave, administrative leave, extended leave, professional development opportunities, or if there are vacancies.

Budgeting Recommendations

Schools do not specifically budget for substitute teachers during budget development. Substitutes are budgeted for centrally through an “add-on” on the average teacher salary. To ensure that all DCPS students have access to high-quality substitute coverage, schools will receive a DCPS centrally budgeted annual substitute allocation.

Each school will receive a fixed amount of substitute requests to use throughout the school year based on the number of budgeted teachers and educational aides and the size of special education and at-risk populations.

Schools will utilize the DCPS Substitute Reporting tracker in QuickBase to track their substitute usage. Schools that exceed their projected allocation throughout the year will be notified by the Office of Resource Strategy, and a member of Strategic Staffing will follow up with both the Principal and instructional superintendent directly to determine a course of action.

Process and Restrictions

  • To secure a substitute, schools are required to submit requests to fill assignments for sick leave, administrative leave, extended leave, professional development opportunities, and vacancies into SmartFind Express for teachers and educational aides.
  • If schools are not able to secure a substitute teacher, they will enact internal coverage plans, which typically include internal staff coverage of classrooms paid by administrative premium.
  • Schools can create a maximum assignment of 90 days for a substitute. Assignments can be renewed after a 90-day period if coverage is still required.
  • Substitute Staffing has collaborated with the Office of Teaching and Learning to offer self-paced training courses for substitute teachers on Canvas and Microsoft Streams.

Point of Contact

Charelle Jeffries, Manager, Temporary Instructional Staffing, Charelle.Jeffries@k12.dc.gov 

Helpful Resources

DCPS Substitute Page

Washington Teachers Union (WTU) Contract and Classroom Requirements

Individualized Education Programs (IEP) Caseloads

The IEP caseload should not exceed 15 IEPs per teacher. In cases where a special education teacher is required or agrees to act as case manager for more than 15 students with IEPs, the WTU Contract provides that the teacher will receive three hours of administrative premium per year for each additional student (WTU Contract, 24.5.5). The current administrative premium rate is $40/hour (WTU Contract 36.8.2). For example, if a special education teacher acts as case manager for 16 students with IEPs he/she will receive $120 per year (3 hours of administrative premium pay); for 17 students with IEPs, he/she will receive $240 per year (6 hours of administrative premium pay), and so on.

Acceptable Reasons for Altering Class Sizes

Schools should make a reasonable effort to meet the classroom size requirements set forth in 23.13 of the WTU Contract. However, schools may need to alter class sizes for the following reasons (WTU Contract 23.13.3):

  • Lack of sufficient funds for equipment, supplies or rental of classroom space.
  • Lack of classroom space and/or personnel available to permit scheduling of any additional class or classes in order to reduce class size.
  • Conformity to the class size objective because it would result in the organization of half or part-time classes.
  • A class larger than the above is necessary and desirable to provide for specialized or experimental instruction.
  • Placement of pupils in a subject class for which there is only one on a grade level; or
  • Size of specific classroom space is inadequate.

Early childhood classrooms cannot exceed the ratios and group sizes listed in the Early Childhood section (4.1.2) for any reason.

Helpful Resources

Washington Teachers Union Contract

LSAT Recommendation Departure Form

Rationale Template for Departing from LSAT or Personnel Committee (PC) Recommendation as to a RIF, Abolishment, or Furlough


Principals, please list below your reason(s) for departing from:

  1. The Local School Advisory Team’s (LSAT) recommendation as to the area of certification to be affected by an excessing division, and/or
  2. The Personnel Committee’s (PC) recommendation as to the individual employee to be affected by an excessing decision

Complete one form for each instance in which you have deviated from an LSAT or PC recommendation as it relates to an excessing decision.

LSAT or PC Recommendation

Principal’s Final Decision

Reason(s) for Departure

Click Here To Download

Principal Name: ____________________________________________

Principal Signature: _________________________________________                             Date: ______________

Upon completion by the Principal, this form should be submitted to the Strategic Staffing team by emailing your staffing coordinator or dcps.staffing@k12.dc.gov.

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