One of the most important tasks of a Board of Education is the development of Board Policy and this finds expression through the development and maintenance by Trustees and others of codification and knowledge around beliefs, guiding principles and philosophy statements. The Board to be affective must find a balance among the many areas of its key work. Its primary role and responsibility is in the following areas:

1. Hiring the Superintendent of Schools;
2. Defining the vision;
3. Approving the budget;
4. Approving policy;
5. Focusing on results; and
6. Advocating for students.

Effective policies are:

• Precise;
• Reflects the overall values of the board and community;
• Consistent with the Board’s vision;
• Clearly defines the school system’s goals and objectives;
• Flexible and able to respond effectively to operational issues as they arise;
• Create a shared understanding by clearly defining expectations, roles and responsibilities;
• Envisions and measures clear outcomes written in plain language.

As policies are clearly the domain of the Board for final approval, good policies come from prior prioritization of issues, selling the value and objectives and making good decisions. The Board does it’s work with the help and assistance of its senior leadership team, principals, middle managers and the public. Good policy development requires input to the process by providing research, advice, planning and community engagement, and good processes to administer the drafting. Generally, there are five (5) steps involved in policy making:

1. Initiation
2. Development
3. Refinement
4. Adoption and implementation
5. Review and evaluation

Within most school districts, there are two other levels of administrative directives and guidance documents.

1. Procedures. Developed by senior management within the school district to offer clear direction and guidance to carry out the policies, goals and objectives of the Board.

2. Practices. Developed by staff members and approved by department heads to provide information and assistance to the various department members to effectively and correctly complete their work.

The management and administration of each of these three information vehicles requires strong control over the publication circulation and appropriate use.

It is the goal of the Policy Manual to be available both in paper and electronic form for district wide use. The steps to be undertaken to administer the process will be as follows:

1. Policy needs identification
2. Policy development process
3. Draft Policy circulation
4. Board approval
5. Publication of approved policies
6. Review for currency and relevancy in the future

The approved procedures will be approved by senior management team and published in both paper and electronic forms, along with the policies.

The approved practices will be approved by the department head and posted on the department’s web page for their own private use.

The Secretary Treasurer’s office will be responsible for the processes and will act on behalf of the Board to ensure the work of the Trustees around policy is current and timely.

The order to have a framework for the collection and management of both of the policies, and procedures, the following structure is proposed for the school district’s use:
 

Table of Contents

The pages below list each section's full table of contents, making it easy to find any policy, regulation, A-memo or appendix by policy number.

Section 1000
Foundations and Philosophic Commitments: Includes the district's mission statement, guiding principles, motto and logo policies.

Section 2000
Board Governance and Operations: Guidelines regarding the board's operations, procedures, practices, and conduct.

Section 3000
General District Administration: Policies regarding the organization of the district, including those pertaining to the Superintendent and other senior management positions.

Section 4000
Finance: Policies concerning the financial aspects of the school district, including those pertaining to the budget, purchasing and accounting procedures.

Section 5000
Support Services: Policies regarding non-instructional services and programs, such as critical incident procedures, bus transportation, student records and school equipment.

Section 6000
Facilities: Covers new construction, long-range planning, renovating and remodeling, maintenance, and leasing and renting of facilities.

Section 7000
Personnel & Employee Relations: Policies dealing with recruitment and selection, contracts, tenure, assignment and transfer, employee benefits, retirement and resignation.

Section 8000
Curriculum & Instruction: As the name suggests, policies regarding school courses and other education-specific topics.

Section 9000
Students: Policies regarding student registration, placement, health & safety, and school fees.

Section 10000
School-Community Relations: Pertains to relations with the general public, community organizations, and other public agencies.

 

NUMERIC ORDER AND FILING OF PROCEDURES 

The Procedures are numbered and issued using the Policy number as the authority for the issuance of a policy and therefore, the numbering format will be that each procedure under a policy would be given an extension number starting with one.

Policies currently out for Public Feedback:

** There are no policies requiring public feedback at this time.

If you wish to provide feedback on any of these policies, please email Karen Yoxall at:  karen_yoxall@sd42.ca