Allocation of Funding and Teaching Resources
Last updated: Tue, Sep 20th, 2016 11:21:17 am
6.1 Allocation in this context is intended to mean the conveyance of the approval of the Minister for Education & Skills for the use of a certain level of resources by the Board in meeting its responsibility for the government and direction of the school, as distinct from any agreement to provide a certain level of exchequer funds for that purpose. These resources take a number of forms, as indicated in the following paragraphs.
6.2 PAY
6.2.1 Pay savings cannot be used for non-pay purposes and are subject to surrender i.e. they are taken into account in making the allocation for the following year.
6.2.2 TEACHER PAY
The initial allocation of teaching staff, in wholetime teacher equivalent posts for a particular school year, is normally made by the Post-Primary Teacher Allocations Section prior to the 31st of January of the previous school year. The final allocation of teaching staff will issue in the Summer of the previous school year. Boards of Management may not employ teachers in excess of this allocation.
The Department meets the pay and PRSI costs of the authorised permanent, CID, temporary, regular part-time teachers and part-time teachers (Non-RPT) employed as part of the Approved Allocation of teaching staff for wholetime day courses on behalf of the Board and charges these payments directly to the appropriate sub heads of the Vote.
The Board may employ substitute teachers in accordance with the arrangements approved by the Minister from time to time. The current position in regard to the question of substitution is as outlined in Appendix 1 to the Manual.
Section 30 of the Teaching Council Act 2001 prohibits payment from public funds of people employed as teachers in recognised schools unless they are registered with the Teaching Council.
The Department is prohibited by law from paying any person who is employed in a teaching post in a recognised school unless he or she is registered with the Teaching Council. See Circulars 0025/2013 and 0052/2013 in this regard.
The Board may employ tutors for their self financing evening classes at the rates set out in the Self-Financing Adult Education Classes Circular 57/2014
6.2.3 NON-TEACHER PAY
Secretarial and Maintenance staffing levels are approved by the Department for Community and Comprehensive schools and are subject to review from time to time. The prior approval of the Department for the filling of posts that fall vacant must be obtained.
There has been a Moratorium on Recruitment and Promotions in the Public Service with effect from the 27 March 2009. No appointments can therefore be made, either permanent, temporary or by way of an acting appointment.
Any change in these arrangements arising from Delegated Sanction Agreements will be notified separately to schools.
In exceptional circumstances the necessity to fill such posts may arise but the prior sanction of the Department of Public Expenditure and Reform must be obtained for the filling of these posts. See Circular 23/2009 in this regard.
Appointments of staff to permanent pensionable posts are subject to the approval of the Minister. Recruitment procedures, terms and conditions of service, and remuneration for non-teaching staff are generally determined in accordance with central agreements and through central negotiations involving the schools, Government Departments and staff interests. Recruitment procedures should be adopted by schools in accordance with best practice and should include arrangements for public advertisement of the post to be filled, desirable qualification criteria, competitive interview by selection board, ranking in order of merit of candidates etc. The school must have regard to gender balance, where appropriate, when establishing a selection committee. Current conditions of appointment and statement of duties for Secretarial and Caretaking staff must be signed by an appointee prior to appointment. Any proposals by the school or representations by staff interests to amend existing provisions should be submitted to the Department at the earliest opportunity.
The appointment and conditions of service governing the employment of temporary and part time staff is a function of the Board subject to compliance with relevant legislative provision and Departmental circular.
6.3. NON-PAY
6.3.1 The allocation for non-pay resources is made in respect of each financial year ending on December 31. The allocation or budget is designed to cover normal school running costs and the budget for each school is decided having regard to the total amount of funds available for the sector in the year in question and estimates submitted by the schools. In determining the amount of the allocation, account is taken of school enrolments, sports complexes/halls and other local circumstances.
Excluding any additional allocations which may be made for specific programmes (viz. Post Leaving Certificate Transition Year Programme, Leaving Certificate Applied, Leaving Certificate Vocational Programme, Junior Certificate School Programme, etc.), the amount allocated for non-pay represents a limit to expenditure and must not be exceeded.
The specific sanction of the Department is required where an allocation is required to meet exceptional needs or where planned expenditure involves a spending commitment by the school in respect of more than one year. In addition, boards should note that:
(a) Reference to or inclusion of a particular item in the minutes of a board meeting does not constitute a formal proposal to the Department.
(b) Such reference or inclusion does not relieve the board of the obligation to submit proposals for sanction formally by way of letter.
6.3.2 The Emergency Works Scheme is available for situations which pose an immediate risk to health, life, property or the environment, which is sudden, unforeseen and requires immediate action and if not corrected would prevent the school or part thereof from opening.
Schools requiring emergency works to be undertaken must apply under this scheme by completing in full the Emergency Works Application and forwarding same to the School Planning and Building Unit, Tullamore, Co. Offaly.
See Circular 0018/2011 in this regard.
6.4. CAPITAL
6.4.1. MINOR WORKS
Minor works of a capital nature and replacement of equipment are to be paid from a specific allocation made to the Board as a part of the Non-Pay Allocation. This allocation comprises a standard grant plus a per capita grant. No separate application process is necessary.
It is not permissible except in specific circumstances approved by the Minister to use funds made available under this heading to finance part of a major capital project or a series of projects which, when taken together, would constitute a major capital project and should not therefore be a charge on the School.
6.4.2 MAJOR CAPITAL WORKS
The Minister continues to act as client for all major capital projects. The costs of such projects are charged, as appropriate, directly to the Education and Skills Vote.
Projects of a substantial nature, including major updating of equipment, exceeding 10% of a school’s Non-Pay allocations (excluding minor works allocation) set out in their School Budget letter in any year are to be treated as capital works. No commitment in respect of such works should be entered into without the prior approval of the Department's Planning and Building Unit. If approved the works will be carried out by the Building Unit or as directed by them. Payment will be made by the Building Unit on foot of appropriate vouchers and charged to the Department's capital account. Payments for such capital items must not be charged to the School Fund