School Library: Budget and Funding | Presentation

School Library:
Budgeting and Funding
LIBSCI 37
Entering the budget battle for an effective school library
Francheska Vonne Gali
Library and Information Science-III
Silliman University
2021 • 5:00 P.M.
LIBSCI 37

Gentle
Reminder
I will answer your questions,
clarifications, or concerns after
the @presentation.
LIBSCI 37 | BUDGETING AND FUNDING

On our lineup for
this topic
The areas we will be discussing:
Why budget is needed for
school library
01
01
02
02 How planning procedures can
inform the preparation of
budgets
03
03 What sources of funding
support the school library
04
04 What budgeting systems are
conducted in the school
library

Get to know me
Cheska
I'm
a 3rd-year Library and
Information Science student
of Silliman University.

Why budget is
needed for school
library
What a school librarian wants to make might
not be compatible with the budget.

Will the school library have the budget to support the program and the users? What a school
librarian wants to make might not be compatible with the budget (Jurkowski, 2017).
The school library is the
heart of any school.
Therefore, the library is at the forefront,
promoting the library in a positive context
(Martin, 2012).

Need for Budget
School districts have a finite amount of money in
their budgets to spend on programs and have
reached a level of funding that the public seems
reluctant to substantially increase. Does this mean no
additional funds for your program?
If we believe deep in our hearts that what we are
doing is in the very best interest of our students and
community, that spending what is necessary for an
effective library program is better than buying new
materials, we have no choice but to enter the budget
battle.
Source: Johnson, D. (2013). The Indispensable Librarian: Surviving and Thriving in School Libraries in the Information Age, 2nd Edition: Surviving and Thriving in School Libraries in the Information Age, Second Edition. United States: ABC-
CLIO.

Need for Budget
School libraries are often the first place to have
budget cuts. It becomes essential for the school
librarian to do as much as possible to get money
to supplement the limited funds budgeted for
the school library. School librarians are on edge
as district and school leaders across the country
seek ways to cut back expenses amid the
ongoing coronavirus pandemic (Bamberger, et.
al., 2020)
Source: Bamberger, C., Bryan, C., Campbell, J., & Schultz, A. (2020, July). As COVID-19 Budget Cuts Loom, Relevance of School Librarians Put to the Test. Retrieved from Education Week
website: https://www.edweek.org/teaching-learning/as-covid-19-budget-cuts-loom-relevance-of-school-librarians-put-to-the-test/2020/07 ‌

How planning
procedures can inform
the preparation of
budgets

Plan
The Budget
The first thing we need to do is to plan
for our budget. Librarians who practice
skillful budgeting techniques and
methods get bigger budgets.

The first step in
finding and spending
money in an efficient
manner is to learn
about budgets.
To get yourself grounded,
review a copy of the current
library budget. Also, request
a printout of the status of
your budget for this fiscal
year.
The principal is usually in
charge of budgets at most
schools. Ask the principal if
there is any budget
earmarked for the school
library.
FIRST STEP
Source: Stephens, C. G., Franklin, P. (2012). School Library Collection Development: Just the Basics. United Kingdom: Libraries Unlimited.

NOTE:
A fiscal year is a 12-month period that an organization uses to report its finances.
Budget
ODLIS defines budget as "the total amount of funds
available to meet a library's expenditures over a fixed
period of time (usually one or two years). In most
budgets, funds are allocated by category of
expenditure, called lines. In chronically underfunded
libraries and library systems, budgeting can be a
major source of frustration for librarians and library
administration."
Source: Keeler, H. R. (2017). Working with Library Collections: An Introduction for Support Staff. United States: Rowman & Littlefield Publishers.

If the first step is to
know a budget, the
second step is to
know the budget.
The second part of the
library’s budget is its vision
and mission statements.
This establishes what the
librarian hopes this budget
will begin to bring to reality. It
also sets a tone for strategic,
long-range planning. All new
initiatives should be directly
related to the vision (Crowley,
2011).

SECOND STEP
Source: Crowley, J. D. (2011). Developing a Vision: Strategic Planning for the School Librarian in the 21st Century, 2nd Edition: Strategic Planning for the School Librarian in the 21st Century, Second Edition.
United States: ABC-CLIO.

The Budget
The school library program has sufficient
funding to support priorities and make steady
progress in attaining the program’s mission,
goals, and objectives (American Association of
School Librarians, 2013).

The Budget
Is the budget tied to program goals?
Does the librarian write clear rationales for the
materials, equipment, and supplies requested?
Does the budget reflect both a maintenance and
growth component for the program?
Does the librarian keep clear and accurate
records of expenditures?
Does the librarian write grant applications when
available?
Some questions you might consider in creating the
budget are the ff.:
Source: Johnson, D. (2013). The Indispensable Librarian: Surviving and Thriving in School Libraries in the Information Age, 2nd Edition: Surviving and Thriving in School Libraries in the Information Age, Second Edition.

Budget
Distribution
A long-standing practice was
60% of the budget to
personnel and 40% to
materials; however, there is
evidence that this is narrowing
to a 50/50 split.
Source: Acquisitions and Management of Knowledge and Information. (2011). Retrieved from Eduscapes.com website: https://eduscapes.com/collection/9.htm ‌

SOURCES OF FUNDING
What do you need to allocate funds to the school library?

Private Schools
Private schools fund their libraries
directly from tuition and donations.
Therefore, they are rarely eligible for
government funding. Also, many
students who attend private schools
have families with income to support
fund-raising activities.
Public Schools
Because public schools get most of
their funding from governmental
entities, formal advocacy must occur at
all government levels: local, state, and
national.
Source: OECD Reviews of School Resources The Funding of School Education: Connecting Resources and Learning. (2017). France: OECD Publishing.

School Revenue
Tuition, fines and endowments

State Budget Funds
State budget funds that are earmarked for
library materials. A state aid formula is usually a
baseline amount paid to all districts on a per-
pupil basis.

District/Local Funds
From property taxes, district funds are often a large percentage
of many states’ school budgets. In this case, funds go to the local
school for distribution to programs. In other cases, districts
develop a per-pupil allocation to schools based on the number of
students enrolled. School library funding may also be based on a
per-pupil distribution for library resources.

Awards & Grants
When there is a need for additional funds, the
librarian applies for awards and grants. National,
state, and local standards are stimuli change. Seek
supplemental funding through awards and grants
that highlight the strengths of the school library
program and supports needs as assessed.

PTA Funds
PTA (Parent-Teacher Association) groups
often grant funds from fundraisers to school
libraries. Get to know your school’s PTA
parents. Donations to the library support the
entire student body, and parents are often
willing to help you with grants and donations.

Partnerships
One primary source of funds for schools has been
the business sector. It has become a common
practice for schools to form partnerships with local
businesses. The businesses adopt the schools and
provide them with various resources, ranging from
actual products of the company to cash donations.

Book Fair
Sponsoring a book fair is a way to earn money or
acquire free books based on your sales. Before
agreeing to support a book fair, check with your
principal and bookkeeper. Be sure you
understand the rules for signing contracts and
handling the money generated by sales.

Fines
Fines for late books are controversial in school libraries
but remain a common practice. Often there are rules for
using fine money; for example, in some areas, it can only
be used to purchase new books for the school library. Be
sure to consult with your school’s bookkeeper on how
fine money can use this type of revenue

Donations/Gifts
Local businesses are often willing to donate specific
items. Identify what your school needs and approach
a local business to see if they are eager to help. If
they cannot donate, they may be willing to discount
the price as a favor to the school substantially.

Discounts
A district acquisitions department provides
group discounts for materials.

Fundraisers
Since school librarians are rarely
independently wealthy, fund-raising is an
essential option for supplementing the
budget.

Crowdfunding
Crowdfunding is a new funding mechanism
that uses small amounts of capital from many
people to finance a new business or venture.

"No Way to Fail" Quiz
Challenge your assumptions. Which answer(s) make you most
comfortable when you are looking for library benefactors?

When you ask for money, the best thing to do is:
a) Ask for more than you need because it is likely that
you’ll get less.
b) Ask for precisely what you need, no reason to be
greedy.
c) Ask for less than you need because it is embarrassing
to seem greedy and because the large numbers will
scare them off from giving anything.
1
1

ANSWER
1
1
ALL OF THE ABOVE

Ask for realistic amounts, but do not shy away from
asking for large quantities.

What budgeting
systems are
conducted in the
school library

Budgeting Systems
01
01
Allocating funds in the planning for obsolete
equipment and equipment repairs.
Often, a formula budget technique is used to
prepare an equipment budget.
Equipment budget
Source: McCain, M. M., Merrill, M. (2001). Dictionary for School Library Media Specialists: A Practical and Comprehensive Guide. United States: Libraries Unlimited.

Budgeting Systems
02
02
A type of budget used if significant
developments are expected for the
immediate future.
For example, a new library media center
plan would involve an expansion budget to
plan for the anticipated large
expenditures.
Expansion budget

Budgeting Systems
03
03
Used in library media centers to reflect such
elements as the variation in student
population, losses of materials through
weeding, and attrition by date as well as the
inflation rate for replacing materials.
A formula budget may be used for specific
areas such as a maintenance budget or an
equipment budget.
Formula budget

Budgeting Systems
Used to reflect significant increases, generally over a
three- to five-year period.
For example, if a library media center needs increased
funding to meet accreditation standards, this type of
budget would be helpful. Typically, a specific
percentage increase would be given to the amount in
a previous budget. The increments would be used over
a stated period to correct the deficiencies.
Incremental budget
04
04

Budgeting Systems
05
05
A budgeting system that is a list of
items and services.
It does not provide for program
accountability.
Line-item budget

Budgeting Systems
06
06
A budgeting system that does not
provide for accountability.
A lump sum may be allocated for
library media purchases if individual
costs or needs are not known.
Lump-sum budget

Budgeting Systems
07
07
A type of budget that maintains the
same level of expenditures from year to
year.
It is a simple budget to use when no
changes are planned.
This type of budget is not often used or
recommended for use.
Maintenance budget

Budgeting Systems
08
08
A popular type of budget in which related
expenditures are often grouped in
categories.
For example, furniture and equipment may
be in one category; books may be in
another category.
Object-of-expenditure budget

Budgeting Systems
A budget that is basically a program budget in
which emphasis is placed on quantitative
measurement of library functions and the
development of standard costs.
This type of budget groups anticipated
expenditures according to activities to be carried
out and establishes cost standards for each set of
activities.
Performance budget
09
09

Budgeting Systems
10
10
A type of budgeting technique that involves
establishing goals, analyzing costs, and allocating
expenditures according to a program evaluation
that is based on goals and measurements of the
education products.
Planning, Programming, Budgeting
System (PPBS)

Budgeting Systems
11
11
A type of budgeting technique in
which every program in the budget
must be justified as to its merit and in
comparison to other items in the
budget.
Zero-based budget

"No Way to Fail" Quiz
Challenge your assumptions. Which answer(s) make you most
comfortable when you are looking for library benefactors?

The right time to ask for money is:
a) When the library can’t survive without it.
b) When you have time to fill out all the paperwork.
c) When you have an unexpected need that the library
cannot meet with the current budget.
d) When the library is thriving.
2
2

ANSWER
2
2
ALL OF THE ABOVE

Soliciting funds for the school library is an ongoing
activity with no right or wrong time.

Other Financial
Standards and
Guidelines & Budget
Plan

Financial Resources
(Standards for Philippine
Libraries: School Library
and Media Centers
Standard VIII)
B. To sustain the library’s growth and
development, a library/AV fee shall
be collected, reviewed periodically
and updated whenever necessary.
C. Funds shall be administered by
the librarians and apportioned
according to the needs of the school
curriculum.
D. Funds shall be budgeted for staff
development; investment in new and
improved means of information access
and delivery shall also be allocated.
A. The school shall provide adequate funds
for staffing and sufficient funds to acquire
resources and supplies in support of the
school library media center programs.
Source: Department of Education (2011). JULY 19, 2011 DO 56, S. 2011 – STANDARDS FOR PHILIPPINE LIBRARIES.

IFLA School Library Guidelines
(2nd revised edition)
To ensure the currency and vitality of
a school library’s instructional and
information base, the library needs an
appropriate budget allocation, taking
into account local reality. Budget
expenditures should relate to the
school’s policy framework for the
school library and reflect an
investment in student, teacher, and
staff development.
The size and quality of a school library’s
teaching/support staff and its collections are
the best school predictors of academic
achievement.
Students who score higher on standardized
tests tend to come from schools with more
school library staff and more access to services
and resources such as books, periodicals, and
online material, regardless of other factors such
as economic ones.
Financial support for a school library reflects the
research indicating that:
Source: IFLA. (2021). The IFLA/UNESCO School Library Guidelines 2002. Retrieved from Ifla.org website: https://archive.ifla.org/VII/s11/pubs/school-guidelines.htm

Appendix: School Library Budget
Proposal
Budget area
Specific requirements
Cost estimates
School librarians need to understand the
following, related to developing a budget
proposal for the school library:
Source: National Library of New Zealand School Library Budget Proposal (2021). Retrieved from https://static.dexform.com/media/docs/752/school-library-budget-proposal_1.png

When soliciting funds, it is essential to:
a) Dream big: Be optimistic with well-reasoned arguments ready to back up
your plans.
b) Play it smart: Be sensitive to the audience you are addressing so that the
appeal seems personalized.
c) Know your stuff: Be technically perfect with detailed information that can
answer all questions.
d) Stay grounded: Be sure to wait before acting prematurely by reminding
others that the project will occur only if funded.
e) Tell it like it is: Be ready to share stories and facts that support the need
for funding.
f) Include as many as you can in the project.
3
3

ANSWER
3
3
ALL OF THE ABOVE

Again, all of these are essential factors when asking for
funds. If you find that you have one lacking area, be
honest that you will need help in that area.

Thank you!

@presentation

References
Crowley, J. D. (2011). Developing a Vision: Strategic Planning for the School Librarian in the 21st Century, 2nd
Edition: Strategic Planning for the School Librarian in the 21st Century, Second Edition. United States: ABC-CLIO.
03
03
01
01
Acquisitions and Management of Knowledge and Information. (2011). Retrieved from Eduscapes.com website:
https://eduscapes.com/collection/9.htm
02
02
Bamberger, C., Bryan, C., Campbell, J., & Schultz, A. (2020, July). As COVID-19 Budget Cuts Loom, Relevance of
School Librarians Put to the Test. Retrieved from Education Week website: https://www.edweek.org/teaching-
learning/as-covid-19-budget-cuts-loom-relevance-of-school-librarians-put-to-the-test/2020/07 ‌
04
04 Department of Education (2011). JULY 19, 2011 DO 56, S. 2011 – STANDARDS FOR PHILIPPINE LIBRARIES.
05
05
IFLA. (2021). The IFLA/UNESCO School Library Guidelines 2002. Retrieved from Ifla.org website:
https://archive.ifla.org/VII/s11/pubs/school-guidelines.htm
Johnson, D. (2013). The Indispensable Librarian: Surviving and Thriving in School Libraries in the Information Age,
2nd Edition: Surviving and Thriving in School Libraries in the Information Age, Second Edition. United States: ABC-
CLIO.
06
06

References
National Library of New Zealand School Library Budget Proposal (2021). Retrieved from
https://static.dexform.com/media/docs/752/school-library-budget-proposal_1.png
09
09
07
07
Keeler, H. R. (2017). Working with Library Collections: An Introduction for Support Staff. United States: Rowman &
Littlefield Publishers.
08
08
McCain, M. M., Merrill, M. (2001). Dictionary for School Library Media Specialists: A Practical and Comprehensive
Guide. United States: Libraries Unlimited.
10
10 OECD Reviews of School Resources The Funding of School Education: Connecting Resources and Learning. (2017).
France: OECD Publishing.
11
11
Stephens, C. G., Franklin, P. (2012). School Library Collection Development: Just the Basics. United Kingdom:
Libraries Unlimited.

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