Budget Case Study

Although this analysis should not take very long to complete, it is important that you
place yourself in the librarians shoes. You may attach any supporting documents to
your case study, if you have them.
Directions:

Read the Case Study on the following page.

In order to help Octavio, interview your mentor about your practicum librarys budget.
Some questions to ask are:

What is the librarys budget?

How is the budget determined? For example:

o Is it based on a set amount per student?

o Is it determined by the district librarian?
o Is it determined by the school principal?
o Is it determined in some other manner or by some other formula?

Is the budget adequate based on the student population? Why or why not?

Does the librarian have any input into the amount of the budget or how the
money is spent? If not, why not? If so, how?

What changes would the mentor make, if possible?

Use the information from your interview to answer the bulleted questions on the last
page of the case study.

Post your analysis to the Case Study 2 discussion forum under Week 10

Attach any supporting materials/samples

 Budgets: Coping with a Changing School Population
Octavio Adoni was almost at his wits end. The principal in his school had just informed him
that the budget for the library for next year was due in two weeks and that Octavio needed
to include provisions for the new students that were expected to attend the school the
coming year. He also mentioned that the budget should include all facets of the library, from
personnel to materials.

As a media specialist new to both the profession and this middle-sized high school, Octavio
felt panic when he heard the principals words. Nothing in his studies had prepared him for
this approach; the only mention of budgeting had been a straight provision for materials. His
field had been a little broader in scope. This present situation was quite a contrast, for the
school was undergoing an increase in the number of students expected to enroll, along with
a change in the ethnic and economic background in the incoming students.

Once the initial shock of the notice wore off, Octavio tried to analyze the problem. There
were so many things to think about new materials in different languages and formats;
perhaps a clerk to help with the daily running of the library; automation for the circulation
system and an online catalog; and some new furniture for the reading area and shelving for
special language materials. These were just a few of the items that popped into Octavios
head. He wrote down these variable and fixed factors and then set about organizing them
into discrete areas. He assigned a label to each of the facets he identified and then arranged
the categories into groups. He ended up with sections called materials, facilities, and
personnel. Then he realized that he had no idea how much money he was supposed to
include in the budget request.

Octavio approached the principal and inquired about the sum of money involved and the
depth of detail needed for the budget. The principal replied with the amount that had been
allotted to the media center. He also mentioned the specific names of items, along with their
corresponding costs, were required. He informed Octavio that the information should be
typed on order forms, along with an outline of how the pieces fit into a budget outline. He
advised Octavio to consult the schools business manager to find out the names of the
dealers that were acceptable for purchasing purposes.

About personnel, the principal informed Octavio that a memorandum of need should be
composed and should include such items as number of hours, pay per hours, and the duties
that were to be assumed. He then told Octavio to busy on his assignment, because time was
limited.

Octavio wasnt sure where to turn first, but he knew he needed help.

QUESTIONS

What guidelines should Octavio use to help him justify his

budget request?
It is obvious that Octavio had had little warning that the
budget process was imminent. What should he have done
before this time?
What elements of the budget should have been in Octavios
proposal to cover this situation?
 With whom should Octavio consult at this point? 1

1
Adapted from Job, Amy G. and Marykay W. Schnare. The School Library Media Specialist as
Manager: A Book of Case Studies. Lanham, MD: Scarecrow Press, 1997 (114-115).