Post on 17-Dec-2015
Expectations and Protocols for District Leadership Team Members
Presenter
Suzanne P. Kelly, Chief of Staff
Hiway Federal Credit Union
September 9, 2011
Purpose The purpose of this presentation is to provide
guidance to Saint Paul Public Schools on the expectations and protocols governing their work. At the conclusion of this presentation participants should have a better understanding of expectations related to items including Board interaction and communication; providing information and materials to the Superintendent and expectations of responsiveness.
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Presentation Overview Roles and Membership Leadership Expectations Communication with Board Members Board Meeting Protocols Miscellaneous Items Questions
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Composition of Cabinet and District Leadership Team Cabinet
Five Chiefs Four Assistant Superintendents Other senior district staff as assigned by the
Superintendent District Leadership Team
All Cabinet members Direct reports to Cabinet members as assigned by
the Chiefs and the Superintendent
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Role of the Cabinet Intentionally engage in the disciplined actions
required to deliver the outcomes of the Mission and Vision of St. Paul Public Schools (SPPS)
Model SPPS vision, mission and values Guide and monitor implementation of Strong
Schools, Strong Communities Strategic Plan Examine SPPS policies, procedures and actions
through a racial equity lens Establish systemic priorities and timelines;
align resource allocations to priorities
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District Leadership Protocols/ExpectationsSchool/Site Visits and Community Participation
Value of being visible & connected
On-Call Positions Time outside of work is valued and will be respected SPPS leaders must be available to deal with emergencies
when they arise SPPS leaders must be able to be reached by the
Superintendent or Chief of Staff All department heads must identify a second during
absences (vacation, extended illness, etc.)
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District LeadershipProtocols/Expectations Communication with Superintendent’s
Superintendent’s Abstract Send all documents via the abstract method unless
specifically directed to do otherwise by the Superintendent or the Chief of Staff
The Superintendent requires a minimum of 24 hours to review and sign abstracts.
Superintendent’s E-mail Do not use e-mail to communicate issues that require
an action Use abstract process unless issue is a true emergency E-mails that require immediate attention: NR (needs
response) by [date] should be included in the subject line.
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District LeadershipProtocols/Expectations Superintendent Meetings
All staff should clear meeting requests through appropriate Chief
If meeting with the Superintendent and a group, always provide advance material for Superintendent to review
The Superintendent should not be asked to meet with vendors
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Board Member Communication
Board communication flows through the Superintendent
Tiered process for direct contact from BOE member Answer simple requests directly. No follow-up necessary Request time for nuanced replies. Advise that you will
investigate and reply through the Superintendent’s Office.
Requests that require reports, data analysis or more than 20 minutes of work must first be routed to the Superintendent’s Office and copied to the Chief of Staff.
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Board Member Communication Self-generated or constituent-generated Board
e-mails are logged and tracked by the Board Secretary Request for response will come from the
Superintendent or Chief of Staff Response time is no longer than 72 hours Responses come back to the Chief of Staff for
dissemination to the Board
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Board Member CommunicationWeekly Update
Material generated by District Leadership Team members; submitted by Chiefs to Chief of Staff
Update material due to Chief of Staff no later than 12 p.m. (noon) each Thursday
Material should be: high-level strategic focused on policy or governance questions provide information BOE needs to take an action anticipatory of issues that may arise from
constituents (internal or external) that may soon rise to Board level.
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Board Meeting Protocols The regular BOE presents our public face to
the community Goal is to provide relevant, high-level, overview of
material with clarity and brevity Presentations should be previewed by the
Cabinet before going live at BOE All staff must adhere to parliamentary
procedure and decorum Keeps meetings on time and provides information
without focusing on fine details
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COB Meeting Protocols All COB materials must be approved by
Superintendent’s Office before being sent to the Board Secretary
Cabinet reviews COB PowerPoint decks or handouts one week prior to meeting
Meeting follows formal protocols unless otherwise directed by the committee chair When a board member asks a question, the
Superintendent will answer or refer the answer to the person s/he believes to be the appropriate staff member.
The Board table is for Board members, Superintendent and Board Secretary; staff rotate based on presentation
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Miscellaneous ItemsDistrict-wide Communication
The Bridge is the official communication mechanism for relaying information to all schools and programs within the district. Communication to all principals and staff should be done via The
Bridge Staff should not send group e-mails to principals, separate from
The Bridge. Exceptions require clearance from the Chief of Schools or the Chief of Staff.
All District Leadership Team members are expected to read The Bridge when it comes out on Mondays and reiterate relevant information during their staff meetings.
Media Requests All media requests for interviews or information should be
directed to the Office of Communications, Marketing and Development for coordination.
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Miscellaneous Items Assistant Superintendents
Provide supervision of principals Must be included in any discussions or issues
related to schools Any change in program procedures that affect
school must involve Assistant Superintendents
Tele-chain Required for all departments by September 30;
back-up to Connect-Ed Forward a copy to the Chief of Staff
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Miscellaneous Items
Department Publications & Reports All departmental reports/publications need to be discussed and approved by the
appropriate Chief(s) before publishing [ex. a report on the disproportionate rate of African American male referrals to Special
Education should be vetted by both the Chief Academic Officer and the Chief Accountability Officer].
If the document is to be widely disseminated, the Director of the Office of Communications, Marketing and Development must be involved as well as the Accountability Office if data is used.
Postings Only the Superintendent can authorize hiring of principals, assistant principals,
District Leadership Team or Cabinet level positions. All new or replacement postings need to be discussed and approved by the
appropriate Chief [and the Superintendent for Assistant Director and above] before turning it in to HR.
HR must have an approved budget code for the position before it will be posted.
Grants Before making commitments to or holding exploratory meetings with external
funders or corporate partners, first contact the Director of the Office of Communications, Marketing who will then analyze the opportunity with the Chief of Staff or appropriate Cabinet member.
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QUESTIONS?
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