District Administrators

District Administrators

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District Administrators support their schools' implementation of the School LAND Trust Program by reviewing and approving School LAND Trust Plans following board review, facilitating compliance, financial oversight, data reporting and management, record retention, communication, and facilitating training under the District School Board's direction. Their facilitation of the School LAND Trust program guarantees funds are used effectively to enhance educational opportunities for Utah's  students.

  • Ensure School Compliance

    • Verify councils are properly elected and formed, including accurate membership and election procedures

    • Confirm schools adopt and maintain compliant Rules of Order and Procedure.

    • Verify all required School LAND Trust information is posted on school websites.

    • Manage school submissions of Final Reports and Upcoming Plans, setting clear internal deadlines on the School LAND Trust website. 

    • Submit the LEA Assurance after all district-level oversight is complete. 

  • Financial Oversight

    • Thoroughly review each school's Upcoming Plans, ensuring proposed expenditures are allowable and align with goals and the plan is consistent with TSSP and district’s academic priorities.

    • Review Final Reports to verify fund usage aligns with approved plans and identify any unplanned or unallowable spending.

    • Reconcile financial records, addressing discrepancies and initiating UPEFS corrections when needed.

    • Work with schools experiencing excessive carryover, guiding them through amendments to spend down funds appropriately.

  • Communication and Support

    • Serve as the primary contact between the LEA and the state School Children's Trust team.

    • Disseminate program updates and requirements to schools.

    • Provide or facilitate local training on program requirements.

    • Report annually to the District School Board on program implementation.

  • Record Management

    • Ensure Council Signature Pages and other required documents are retained for the necessary duration and are available upon request.

District Administrators must adhere to the following timeline to effectively support their schools in meeting School LAND Trust program requirements.

Fall

  • Establish and communicate deadlines for principals to submit the final School LAND Trust report and upcoming plan.
  • Provide support for School LAND Trust Council elections (unless held in spring).
  • If applicable, ensure a policy for electronic voting is posted on the district website.
  • Inform School Children's Trust team of any principal changes.
  • Assist new principals in gaining access to the SCT website.

October 1st

  • Process all school reallocation requests using the SCT form and complete between January 15th and October 1st. 
  • Communicate final School LAND Trust allocation amounts to each principal.

October 20th

  • Review Council Membership and Principal Assurance Forms on School LAND Trust Reporting website. 

November 1st

  • Verify new schools have formed their School LAND Trust Councils and submitted their plans for the year (following board and administrator review).

Beginning of November

  • SCT will send a report with a review of a sample of school websites. Work with schools identified as non-compliant in the website report.

Beginning of January

  • Next school year's distribution projections are sent out by SCT team.
  • Work with District School Board to get School LAND Trust plan reviews placed on Board agenda. 

January 15th

  • Final Report & Upcoming Plan forms are accessible to principals.

Beginning of February

  • SCT sends carry over report to LEAs. Work with schools with excessive carry-over to submit amendments and spend down funds.

 

Before March 1st

  • Complete review of Final Reports to ensure that SLT financial chart matches LEA records, carryover is less than 10% of the distribution, the School LAND Trust Plan was carried out as planned, and an explanation for any deviations from the written plan are explained. 
  • Provide a copy or summary of the Final Report to the District School Board.

Before May 15th

  • Review and approve all Upcoming Plans following board review.
  • Collect Council Signature Pages from Upcoming Plans for LEA retention.
  • Submit the LEA Assurance form.

Spring

  • Provide support for School LAND Trust Council elections (unless held in spring).
  • If applicable, ensure a policy for electronic voting is posted on the district website.
  • Inform School Children's Trust team of any principal changes.
  • Assist new principals in setting up user access for the School LAND Trust website.
  • Optional: Provide the Final Report Template to Principals to prepare for next year's Final Report submission. This practice helps capture information while it's current and facilitates smooth transitions during administrative changes.