K-12 Admin Costs in Context

Why do some people think paying administrators less or removing positions is the key to paying teachers more? In this article, we unpack an all too common misconception.

Summary

• When comparing K-12 staffing growth between groups of vastly different size, percentages can be misleading. Staff-to-student ratios are clearer, more comparable measures of staff capacity changes over time.
  
  
• Staff-to-student ratios still fall short! They offer the illusion of explaining fiscal responsibility, educational quality, and student experience because they superficially imply all students have the same needs. But as needs continue to grow and diversify, these ratios lose their authority.
  
  
• There is nuance here. In-depth analyses of duties per staff member can help us more fully grasp administrative value and impact.

  
  
• Cutting district administrative positions is an ineffective shortcut to, and red herring from, discussing real policy solutions for fair teacher compensation.


 
Percentages Can Be a Problem

Between 2000 and 2022, the total number of district officials and administrators* increased by 53%. Seems like a lot!

But percentages require context, especially if you're using them to compare two different-sized groups.
 
In the U.S., teachers and instruction aides outnumber district officials and administrators 49 to 1. Based on this ratio, let's say there are 1470 teachers and aides and 30 district administrators at Aardvark Public Schools (fictional district). What would an immediate 53% increase in the number of staff members look like, per group?

• Instruction staff = 779 more people
• District admin staff = 16 more people

That's a difference of 763 people between the two examples!
 
We know that 53% of 1470 and 53% of 30 are not the same. But when reports don't share base numbers, "a 53% increase" could mean anything. As we always like to say: denominators matter.
 
*District administrative staff contains two subgroups: Officials/administrators and Instruction coordinators. We focus only on officials/administrators, who make up roughly half of all district administrative staff.

Ratios Are Better

Student-staff ratios are a more meaningful and intellectually honest measure when it comes to comparing changes to staff capacity over time.
 
At Aardvark Public Schools, there are 16,800 students.* Increasing the number of district admin positions by 53% right now would add 16 staff members to its group of 30. If these 16 new hires magically materialized overnight, the student-staff ratio would narrow by about 185 students.


• 30 administrators =
560 students per administrator

• 46 administrators = 
365 students per administrator

Back in 2000, the average student-staff ratio for district officials/administrators was 816 students per staff member.

 Spelling out these ratio changes reveals the practical, on-the-ground impact of "53% personnel growth."

*This student total is based on the 2022 national student-staff ratio for district officials and administrators: 559.9 students per administrator.

Ratios Don't Tell the Full Story

Ratios are better than percentages, but they still fail to explain increased workload for administrators (and teachers) as student needs keep growing.
 
Since 2000, there are at least...

• 7.6 million more students eligible for Free or Reduced Price Lunch
  
• 1.4 million more multilingual learners (see 2000-20 & 2011-21)
• 1.2 million more students being served under the Individuals with Disabilities Education Act
  
• 440,000 more students who lack a fixed, regular, adequate nighttime residence

Additionally, labor market changes especially since the pandemic have demanded a different type of student experience, requiring new investments in education technology (money and training), as well as mental health support. Physical buildings have also aged in the last two decades.


Here's a simplified analogy: A half a century ago, a full-service apartment building might have only needed a staff of 5: front desk, janitorial/cleaning, building maintenance (electrical, plumbing), and a secretary to oversee tenants and rental agreements. Today, that building might also need security, IT staff, an additional maintenance worker (HVAC, older construction would require more upkeep), a concierge, and an office/HR manager.


A fairer, more accurate way to calculate administrative value would be to explain:

• the number of responsibilities per staff member
• the level of effort and time required per responsibility
• the budget amount/money overseen per administrator

Are the Tradeoffs Worth It?

At Aardvark Public Schools, let's say:

• Operating budget (excludes capital & debt) is $300,100,000
• 53% goes to Instruction Compensation (national average)
• 1.2% goes to General Admin Compensation (national average)*

If Aardvark Public Schools decides to remove all its district officials and administrators, it could free up 1.2% of its budget for 33 new teachers and aides (at $70,000 salary + $38,000 in benefits) OR a 2.3% raise for each of its current teachers/aides.

In exchange for a 2.3% raise ($163/month before taxes), teachers would need to work more hours or take hours away from their duties to focus on...

• Payroll, Accounting, Budgeting, Human capital (including all recruitment and hiring), Purchasing, Enrollment, Facilities management, Professional development, School board relations, Communication with parents and staff, Media relations, Information act requests, Grants, State and federal reporting, Compliance, Legal issues and litigation, Student transportation, Home and hospital programs, Nutrition and food services, Education technology management, Testing coordination, Information technology, Athletics, Devices, Inventory and assets, Capital projects, Liaising with state and local governments