Loudoun County Public Schools FY15 Operating Budget Department Review
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1 Loudoun County Public Schools FY15 Operating Budget Department Review PUBLIC INFORMATION OFFICE W A YDE BYARD J A N U A R Y 1 6,
2 Mission 1 To disseminate information about Loudoun County Public Schools to the public; answer stakeholder questions; and respond to media inquiries.
3 Work Responsibilities Answering Stakeholder Questions * Management of Blackboard Connect * Maintenance of Content Management System Preparation of Web Content Management of LCPS-TV Televising Meetings and Events * Production of LCPS Videos * Administration of Granicus system for District-wide Webcasts Producing Publications for School District Writing and Posting of Web Content Overseeing Distribution of Questions from Stakeholders Media Relations Part of the LCPS Emergency Management & Crisis Management Team Answering FOIA Requests Event Planning Social Media PowerPoint Production Liaison duties for LEF, School-Business Partnership, and LEAP 2 *Represents critical need area
4 Maintenance of Content Management System Schoolwires, Inc., our web host serves to more than 11,000 public schools in 47 states. LCPS is No. 2 in usage among Schoolwires clients, trailing only San Diego. (This excludes the number of visitors to our high school athletic pages, hosted by Big Team Sports.) Cost for Schoolwires: School Year $97, Amount eligible for E-Rate refunding: $40, Net cost $57,
5 Maintenance of Content Management System The growth in web usage from to was more than 13 percent for visits with a more than 31 percent increase for the number of pages viewed. 4 Year Visits to website Pages Viewed on website ,357,013 40,596, ,875,146 45,944, ,538,124 48,643, ,554,680 52,949,653
6 Management of Blackboard Connect All 84 schools and instructional centers use Blackboard Connect to communicate with parents regarding: Upcoming events, Electronic newsletters, Inform parents about late buses, Provide attendance notifications and to confirm early dismissal notifications The Planning and Legislative Department uses the system for conveying boundary and school site information to the public. The Employee Health, Wellness and Benefit Programs office utilizes the system to send out important healthcare announcements to employees and retirees. The Personnel Department uses the system to communicate with our substitutes about training opportunities. 5
7 Management of Blackboard Connect During emergencies, the district uses Blackboard Connect to inform parents about closing and delays. The Public Information Office also helps principals craft messages about power outages, criminal activities in the area and uncommon occurrences during the school. The Public Information Office provides training to all users and is the help-desk for routine questions regarding Blackboard Connect. Cost/Usage for Blackboard Connect: 6 Year Adoption Rate # of Messages Cost Per Student of 107 sites 9,794 (Full Year) of 114 Sites 7,612 (6 months) $2.72 Original Contract $1.50 Current 3-yr Contract
8 Online Video & LCPS-TV Activities Televising Meetings and Events (increased from two a month to a month): School Board Meetings including Boundary Meetings, Budget Work Sessions, CIP/CAPP Work Sessions School Board Committee Meetings Joint SB/BOS Committee Meetings Production of LCPS Videos implemented video hosting channel on VIMEO beginning February ( 7 Year Online Videos Online Views Timeframe N/A Full Year ,127 Full year ,000 6 months
9 Social Media: Other Responsibilities Year Facebook Twitter , ,306 5,653 Producing Publications for School District: Annual Report, School-Business Partnership Tab, Guide and Directory Answering FOIA Requests: 101 requests since January 1, 2012 Event Planning: Excellence in Education Banquet, State of Education Breakfast 8
10 Benchmarking vs. Neighboring Districts 9 Loudoun County Fairfax County Prince William County # of FTE s: # of Students: # of Schools: Budget: , $1,270,648 # of FTE s: # of Students: # of Schools: Budget: , $2 million* # of FTE s: # of Students: # of Schools: Budget: , $2,632,202 Staff: Public Information Officer Public Information Office Coordinator Internet Content Manager Internet Content/Video Production Assistant Videographer Administrative Assistant Part-Time Secretary Staff: Assistant Superintendent Administrative Assistant Coordinator Media & Crisis Communication Media Communication Specialist FOIA Specialist FOIA Technician Management Technician (2) Strategic Communications Administrator Senior Communications Specialist Staff: Director Part-time Administrative Assistant Community Relations Supervisor Community Relations Bookkeeper Community Relations Specialists (3) Web Administrative Coordinator Media Production Supervisor Media Production Administrative Coordinator
11 Benchmarking vs. Neighboring Districts 10 Loudoun County Fairfax County Prince William County # of FTE s: # of Students: # of Schools: Budget: , $1,270,648 # of FTE s: # of Students: # of Schools: Budget: , $2 million* # of FTE s: # of Students: # of Schools: Budget: , $2,632,202 Staff: Staff, Continued: Communications Specialist, Publications Communications Specialist, Web (2) Communications Specialist, Web/KIT Senior Communications Specialist, Channel 21 Communications Specialist, Publications Web Development Specialists (3) NOTE: There is an extensive FCPS Television operation outside of the Public Information Office. Staff, Continued: Media Production Producer/Writer Media Production Cable Technician Media Production Editor Media Production Engineer Media Production Secretary/ Bookkeeper Media Production Designer Community & Business Engagement Supervisor Community & Business Engagement Specialist Community & Business Engagement Secretary
12 Title New Positions Requested 11 Placement Estimated Cost (Salary & Benefits) Videographer Classified Level 12 $63,088 Secretary III Classified Level 13 $62,459 Total $125,547 The last new position in Public Information (PIO) was approved in August 2012, when PIO increased a part-time videographer to full-time to support LCPS-TV. Prior to that, the last increase in staff for PIO occurred in 2008 when Comcast ended their support of public access television, requiring LCPS to videotape school board meetings. PIO hired one person for that responsibility and created LCPS-TV. Administration and training for the Blackboard Connect system has become a full-time position. The PIO has employed 1.5 secretaries since when the district operated 61 schools and enrolled 40,751 students; in we will operate 87 schools and have an estimated enrollment of 73,233 students. Coupled with the implementation of the new Oracle bookkeeping system and the increasing complexities of public affairs communications within the district, a second full-time secretary is required.
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