SECTION C: GENERAL SCHOOL ADMINISTRATION P RE Policy Name Date X CA Administration ... · 2015. 9....

SECTION C: GENERAL SCHOOL ADMINISTRATION

DOUGLAS SCHOOL DISTRICT 02/15

P R E Policy Name DateX CA Administration Goals 2/9/15X CBA Superintendent Job Description 2/9/15X CBB Recruitment & Appointment of Superintendent 2/9/15X CBC Superintendent Contract, Compensation & Benefits 2/9/15X X X CBG Superintendent Evaluation (renamed from AFB) Review 2/9/2015X X CC Administrative Organizational Plan Rev 02/09/15X CCB Lines of Authority & Staff Relations 2/9/15X CE Administrative Councils, Cabinets & Committees 2/9/15X CF School Building Administration Rev 02/09/15X CGA Business Manager Job Description 2/9/15X X CGB Business Manager Evaluation 2/9/15X CH Policy Implementation 2/9/15X CHA Development of Regulations 2/9/15X CHB (BFCA) Board Review of Regulations 2/9/15X CHC Regulations Dissemination 2/9/15X CHCA Approval of Handbooks & Directives 2/9/15X CHD (BFE) Administration in Policy Absence 2/9/15X CIA Evaluation of Professional Staff (renamed from AFC) 2/9/15X X X CK Program Consultants and Evaluators Rev 2/9/15X CM School District Annual Report 2/9/15

Box Elder DOUGLAS SCHOOL DISTRICT South Dakota

BOARD POLICY Section C General School Administration File: CA

ADMINISTRATION GOALS

The purpose of school administration is to help create and foster an environment in which pupils can learn most effectively. All administrative duties and functions will be appraised in terms of the contributions that they make to better instruction and to higher student motivation and achievement. The Board will rely on its Superintendent of Schools to provide the professional administrative leadership that such a goal demands. The design of the administrative organization will be such that all schools are part of a single system subject to the policies set forth by the Board and implemented through a single Superintendent. Within district policies and regulations, principals will be responsible and accountable for the administration of their respective schools. Major goals of administration in the district will be:

1. To manage the district's various units and programs effectively. 2. To provide professional advice and counsel to the Board and to any advisory groups

established by Board action. 3. To implement the management function through a team management approach so as to

assure the best and most effective learning programs through achieving such sub-goals as: a. Providing leadership in keeping abreast of current educational developments; b. Arranging for the staff development necessary to the establishment and operation

of learning programs that better meet more learner needs; c. Coordinating cooperative efforts at improvement of learning programs, facilities,

equipment, and materials; d. Providing access to the decision making process for the ideas of staff, students,

parents and others. References Adoption History

First Reading 01/26/15 Approved 02/09/15


BOARD POLICY Section C General School Administration File: CBA

SUPERINTENDENT JOB DESCRIPTION Locator: 1:01

2/11/92 POSITION TITLE: SUPERINTENDENT OF SCHOOLS QUALIFICATIONS: Masters Degree or higher A minimum of five years of successful experience in teaching and

school administration A valid administrative certificate with superintendent’s

endorsement Such alternatives to the above qualifications as the Board may find

appropriate FUNCTIONS: To provide leadership in developing and maintaining the best

possible educational programs and services. REPORTS TO: Board of Education SUPERVISES: All District personnel TERMS OF EMPLOYMENT: Twelve months a year Salary and vacation to be established by the Board EVALUATION: Performance will be evaluated by the Board of Education based on

responsibilities and goals. RESPONSIBILITIES: A. GENERAL 1. Prepares Board agendas in cooperation with the Board president and attends all

meetings of the Board of Education except when his employment and/or salary is under consideration.

2. Is responsible for the general supervision and direction of all schools of the district,

its educational and support programs, and all personnel of the school district. 3. Coordinates the work of administrative staff members and provides counsel and

support. 4. Coordinates necessary planning in professional negotiations between the Board of

Education and the Douglas Education Association.

Page 1 of 3



SUPERINTENDENT JOB DESCRIPTION (CONTINUED) B. POLICIES: 5. Administers and interprets Board of Education policy and provides administrative

regulations for implementation. 6. Evaluates current policies related to the general organization of the school district

and initiates new or revised policies and/or procedures when appropriate. 7. Acts on own discretion if action is necessary in any matter not covered by Board

policy reports such action to the Board as soon as practicable, and recommends policy to provide guidance in the future.

C. PERSONNEL 8. Makes recommendations to the Board on personnel matters, including selection,

staffing, assignment, promotion, transfer and termination of employment.

9. Is responsible for the periodic review of the organization and functioning of the administration of the district and for recommending to the Board any changes that may improve its efficiency.

10. Defines the duties of all personnel, subject to the approval of the Board and provides

for objective evaluation of performance. 11. Delegates at his discretion the exercise of any powers of duties to other personnel

with the knowledge that this action does not relieve the superintendent of responsibility for the action taken under such delegation.

D. CURRICULUM 12. Conducts a periodic review of the instructional program and advises the Board

regarding recommendations for improving educational programs and services. 13. Recommends to the Board for adoption all courses of study, major changes in texts

and curriculum, and time schedules to be used in the district. E. BUDGET & FINANCE 14. Supervises the preparation and presentation of the annual budget for the school

district and recommends it to the Board of Education for approval. 15. Establishes and maintains efficient procedures and effective controls for all

expenditures of school funds in accordance with the adopted budget, subject to approval by the Board.

16. Advises the Board concerning school finance, especially federal impact aid.

Page 2 of 3



SUPERINTENDENT JOB DESCRIPTION (CONTINUED) F. COMMUNITY 17. Implements a district and community information program through cooperative

leadership, to keep the public informed of the policies, plans and program of the district.

18. Represents the district in its interaction with other school districts, institutions and

agencies, community organizations, municipal government, and the general public. G. PROPERTY AND FACILITIES 19. Makes recommendations regarding the acquisition of school sites, plans for new

school facilities, and all major alterations of school structures. 20. Provides instructions and regulations governing the use and care of school property

and facilities of the district. 21. Is responsible for scheduling the use of buildings and grounds by groups and/or

organizations. H. OTHERS 22. Provides for his/her professional growth. 23. Performs such other duties as may be assigned by the Board of Education.

Page 3 of 3 References Adoption History

Legal: First Reading - Review 01/26/15 ARSD 24:15:06:34 Approved 02/09/15


BOARD POLICY Section C General School Administration File: CBB

RECRUITMENT AND APPOINTMENT OF SUPERINTENDENT

The appointment of a Superintendent is a function of the Board. The Board will conduct an active search to find the person it believes can most effectively translate into action the policies of the Board and the aspirations of the community and the professional staff. The Board may seek the advice and counsel of interested individuals or of an advisory committee, or it may employ a consultant to assist in the selection. However, final selection will rest with the Board after a thorough consideration of qualified applicants. The Board will provide prospective applicants with a written list of the qualifications candidates should have before making application for the position. Following the screening of applicant credentials, the Board will invite the most desirable applicants for a personal interview. A vote of the majority of the Board at a meeting for which due notice has been given of the intended action will be required for the appointment of the Superintendent. References Adoption History Legal: ARSD 24:15:06:34 First Reading 01/26/15 Approved 02/09/15


BOARD POLICY Section C General School Administration File: CBC

SUPERINTENDENT CONTRACT COMPENSATION AND BENEFITS

The appointment of the Superintendent will be secured through an explicit contractual agreement which shall state the term of the contract, compensation and other benefits, including vacation period, and other conditions of employment. The contract will meet all state requirements and will protect the rights of both the Board and the Superintendent. The salary of the Superintendent, additional benefits, including group life and health insurance, participation in tax-sheltered annuity programs, retirement programs, as well as vacation entitlement, and other leave will be determined at the time of his/her appointment (or reappointment) and will be part of the Superintendent written contract. References Adoption History Legal: SDCL 3-10 First Reading 01/26/15 ARSD 24:15:06:34 Approved 02/09/15 SDCL 3-11 SDCL 3-12 SDCL 13-10-3 SDCL 13-10-4 SDCL 13-10-9

Box Elder DOUGLAS SCHOOL DISTRICT South Dakota BOARD POLICY

Section C General School Administration File: CBG (formerly AFB)

EVALUATION OF THE SUPERINTENDENT

Through evaluation of the superintendent, the Board will strive to accomplish the following:

1. Clarify for the superintendent his/her role in the school system as seen by the Board.

2. Clarify for all Board members the role of the superintendent as reflected in the job description for the position, and the immediate priorities among his/her responsibilities as agreed upon by the Board and the superintendent.

3. Develop harmonious working relationships between the Board and the superintendent.

4. Improve the quality of education for the students of Douglas School District by effecting improvements in administrative leadership.

The frequency of the evaluation will be a minimum of one evaluation each year. The School Board will conduct the superintendent’s evaluation. The procedure to

be used in making the evaluation shall be in writing with narrative comments concerning strengths and weaknesses. The School Board President will compile a composite evaluation on the approved form. The Board will discuss the evaluation with the Superintendent in executive session.

The areas subject to evaluation for the superintendent are: personal

characteristics, professional growth, planning-organizing, utilizing physical and material resources, management, human relations, communications, and leadership abilities.

Evaluations are to be used by the School Board to improve the quality of

education and may be used in the determination of advancement, promotion, transfers, assignments and future employment.

References Adoption History Legal: SDCL 1-25-2 (1) First Reading 11/21/81 SDCL 13-42-70 Approved 12/10/81 First Reading - Revisions 03/28/89 Cross: Approved – Revisions 04/10/89 BDC First Reading 02/26/07 Approved 03/12/07 First Reading – Revisions 02/25/08 Approved 03/10/08 First Reading – Rename 01/26/15 Approved 02/09/15


BOARD POLICY

Section C General School Administration File: CBG-R (formerly AFB-R)


Primary responsibility for evaluation the work of the Superintendent rests with the Board of Education. For evaluation to be effective, both the Superintendent and the Board must understand what is being evaluated. The following will be used in evaluating the Superintendent’s performance.

1. Position Description 2. Evaluation Instrument

3. Board/Management Goals

The Board, after discussion with the Superintendent, may select and use

supplemental methods of evaluation including conferences, which seem appropriate in carrying out their responsibilities.

EVALUATION PROCEDURES:

A. Position Description

The Superintendent’s job description identifies in general terms the responsibilities of the position. The Board of Education may at any time use this reference in evaluating the Superintendent and will call problems of a serious nature to his attention so corrective action can be taken.

B. Evaluation Instrument

Each school board member shall evaluate the Superintendent using the evaluation instrument. This will be completed by the second meeting of February of each year. The Board President will prepare a composite of the individual evaluations.

1. The Board will meet in executive session at a regular or special meeting

of the Board in February to review the composite report. 2. The Board will discuss the composite appraisal results with the

Superintendent.

3. Evaluation report items which are identified as “below average” or “unsatisfactory” will require a written explanation under the comment section indicating what steps need to be taken to improve performance to an acceptable level.

Page 1 of 2

4. Goal statements, objectives and related activities related to the

identified concerns will be developed by the Superintendent and reviewed with the Board at a subsequent meeting.

5. Goal accomplishment will be considered in the composite evaluation of

the Superintendent.

4. Board/Management Goals

District goals identify the mission and direction of the school system in relation to the individuals it serves. Since the Superintendent has district-wide responsibility for goal accomplishment, Board/Management goals will be used as a basis for performance appraisal. 1. Board members and administrators will meet each year to identify

district goals for the next school year.

2. The goals will be summarized by the Superintendent and discussed with the Board at a regular Board meeting.

3. Goals falling under the direct responsibility of the Superintendent will

be identified and prioritized by the Board.

4. Objectives and activities will be developed by the Superintendent and district administrators and presented to the Board at a regular meeting.

5. Goal accomplishment will be considered in the composite evaluation.

Page 2 of 2

Board Approved 2/09/15


INTRODUCTION:

The attached appraisal instrument contains eight major categories frequently used in an assessment of management positions. They include:

I. Personal Characteristics

II. Professional Growth

III. Planning, Organizing

IV. Utilizing Physical and Material Resources

V. Management

VI. Human Relations – Effectiveness with people

VII. Communications

VIII. Leadership Abilities Realizing that any rating scale has its limitations, they serve a useful purpose in identifying areas of concern and opening up board-superintendent communications and problem solving. With that understanding, completing the instrument should be considered an initial step in the process of performance appraisal. INSTRUCTIONS: For each factor (statement) identified under each of the eight major categories, indicate your appraisal or assessment of the superintendent’s performance or skills by placing the number (6) Superior, (5) Above Average, (4) Average, (3) Below Average, (2) Unsatisfactory, or (1) Not Observed in the blank at the right of each statement. Then, based on your response to all of the statements, provide a composite rating for the entire category by checking the appropriate box. Add whatever comments you desire in the space provided. NOTE: Your personal rating will be anonymous. A composite of the responses of

individual board members will be completed by representatives of the Board and then shared and discussed with the superintendent.

PLEASE COMPLETE THE INSTRUMENT PRIOR TO THE BOARD MEETING.

PERFORMANCE APPRAISAL INSTRUMENT

I. PERSONAL CHARACTERISTICS

a. Objective in considering divergent and new points of view b. Demonstrates the initiative and persistence needed to accomplish

Goals and objectives

c. Reliable – you can depend on what he says d. Adjusts easily to new situations, problems and methods

e. Would give an honest report on a problem even if it would hurt

him personally.

f. Shows interest and enthusiasm toward work

Comments

Composite Rating: (6) Superior (3) Below Average (5) Above Average (2) Unsatisfactory

(4) Average (1) Not Observed

II. PROFESSIONAL GROWTH

a. Reads journals and other appropriate professional literature b. Takes advantage of opportunities for professional growth experiences

and uses them to improve the management of the district.

c. Accepts constructive criticism and uses it as a basis for growth Comments Composite Rating: (6) Superior (3) Below Average (5) Above Average (2) Unsatisfactory


III. PLANNING, ORGANIZING

a. Evidences sound judgment, logical thinking, creativity and imagination

b. Accepts assigned responsibility. Does not neglect crucial area

c. Adheres to policies of Board of Education d. Formulates and uses objectives and goals for management

Comments: Composite Rating: (6) Superior (3) Below Average (5) Above Average (2) Unsatisfactory

(4) Average (1) Not Observed IV. UTILIZING PHYSICAL AND MATERIAL RESOURCES

a. Makes efficient use of buildings, grounds and other materials In areas of responsibility

b. Makes good use of available financial resources c. Provides for the care of school property in area of responsibility

Comments:



V. MANAGEMENT

a. Organizes effectively and plans ahead to meet school system’s problems

b. Searches for and recognizes alternative solutions to problems c. Follows through on decisions and attends to details

d. Is willing to make decisions and assume responsibility for them e. Anticipates how people will react to his decisions and proposals

f. Delegates authority effectively

g. Demonstrates a thorough knowledge and understanding of school

administration. Comments


(4) Average (1) Not Observed VI. HUMAN RELATIONS – EFFECTIVENESS WITH PEOPLE

a. Develops and maintains a working relationship with all personnel within the scope of assignment (e.g. staff, parents, board members, business people, ethnic minorities)

b. Is able to gain the confidence of the Board c. Is able to deal effectively with people who are opposed to him

d. Gets people to work for him to want to do their best

Comments

Composite Rating: (6) Superior (3) Below Average

(5) Above Average (2) Unsatisfactory


VII. COMMUNICATIONS

a. Writes and speaks effectively b. Is accessible to school staff, parents and community

c. Responds promptly to questions and requests

d. Shares information openly and accurately

Comments

Composite Rating: (6) Superior (3) Below Average

(5) Above Average (2) Unsatisfactory (4) Average (1) Not Observed

VIII. LEADERSHIP ABILITIES

a. Has speaking and other communication skills necessary for Effective leadership

b. Supervises, evaluates and seeks to improve the performance

Of administrative/supervisory staff

c. Absorbs new data and concepts quickly d. Solicits and utilizes staff involvement in decision making

e. Works with community leaders if essential to assignment f. Anticipates problems and adjusts leadership style when necessary

Comments


(4) Average (1) Not Observed Board Approved 02/09/15


BOARD POLICY Section C General School Administration File: CC

ADMINISTRATIVE ORGANIZATION PLAN

The central administration will be organized in a manner that assures that the schools will be able to effectively and efficiently carry out programs and respond to any new programs required by system needs or opportunities, or suggested by research or successful practice. The organization also must allow the schools opportunities to address their particular needs and improve existing programs. The legal authority of the Board will be transmitted through the Superintendent along specific paths from person to person through the approved organizational structure. The organizational structure approved by the School Board will represent direction of authority and responsibility; it will not restrict cooperation among staff members at all levels or the flow of ideas necessary in the decision-making process. The Superintendent will be responsible for keeping the administrative structure of the school district up to date with the changes in goals, curriculum, instructional arrangements, and school services, and will recommend revisions in the structure as necessary to the Board. References Adoption History First Reading 2/13/89 Approved 2/28/89 First Reading 1/28/08 Approved 2/11/08 First Reading-Revision 01/26/15 Approved 02/09/15

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CC-E DISTRICT RESPONSIBILITY HIERARCHY

In the absence of the Superintendent, the District responsibility hierarchy will be followed: ASSISTANT SUPERINTENDENT BUSINESS MANAGER HIGH SCHOOL PRINCIPAL MIDDLE SCHOOL PRINCIPAL VANDENBERG ELEMENTARY PRINCIPAL FRANCIS CASE ELEMENTARY PRINCIPAL BADGER CLARK ELEMENTARY PRINCIPAL SPECIAL EDUCATION DIRECTOR

BUILDING RESPONSIBILITY HIERARCHY In the absence of the building principal, the Building responsibility hierarchy will be followed: HIGH SCHOOL: PRINCIPAL Assistant principal -> Activities Director -> Middle School Principal -> Middle School Assistant Principal MIDDLE SCHOOL: PRINCIPAL Assistant Principal -> High School Principal -> High School Assistant Principal -> Activities Director VANDENBERG: PRINCIPAL Badger Clark Principal -> Francis Case Principal -> Middle School Principal -> Middle School Assistant Principal FRANCIS CASE: PRINCIPAL Vandenberg Principal -> Badger Clark Principal -> Middle School Principal -> Middle School Assistant Principal BADGER CLARK/CARROUSEL: PRINCIPAL Francis Case Principal -> Vandenberg Principal -> Middle School Principal -> Middle School Assistant Principal Rev. 8/24/09, Reviewed 01/26/15


BOARD POLICY

Section C General School Administration File: CCB (formerly part of CC)

LINES OF AUTHORITY AND STAFF RELATIONS

All personnel employed by the Board will be responsible to the Board through the Superintendent. The Board expects that the Superintendent will establish clear understandings on the part of all personnel of the working relationships in the school district. Personnel will be expected to refer matters requiring administrative action to the administrator to whom they are responsible. The administrator will refer such matters to the next administrative authority when necessary. Additionally, all personnel are expected to keep the person to whom they are immediately responsible informed of their activities by whatever means the person in charge deems appropriate. It is expected that the established lines of authority will serve most purposes. But all personnel will have the right to appeal any decisions made by an administrative officer in accordance with the approved grievance procedures. Additionally, lines of responsibility and authority do not restrict in any way the cooperative, sensible working together of all people on all professional levels in order to develop the best possible educational program. The established lines of authority represent direction of authority and responsibility in the implementation of policy; when the staff is working together to improve the district’s programs and operations, the lines represent avenues for a two-way flow of ideas. References Adoption History



BOARD POLICY Section C General School Administration File: CE

ADMINISTRATIVE COUNCILS, CABINETS AND COMMITTEES The Superintendent may develop and lead such permanent and temporary councils, cabinets and committees as he/she deems necessary for proper administration of the school district program. The groups established or authorized by the Superintendnet may be ad hoc (for the purpose of studying a particular issue) or may be commissioned to assist in a broad range of studies. Groups will be advisory in nature and will be subject to the same general guidelines on research, and release of information as established for groups advisory to the Board. References Adoption History

SDCL 1-27-1.16 First Reading 01/26/15 Approved 02/09/15


BOARD POLICY Section C General School Administration File: CF

SCHOOL BUILDING ADMINISTRATION Acting with the approval of the Superintendent and upon the advice of central office administrators, each Principal will be the chief administrator of his/her school. All personnel assigned to his/her building will be directly responsible to the Principal. Staff members who work in more than one school will be responsible to the Principal of the school during the time they are working in his/her building. The Principal is charged with the supervision and direction of the staff and the students assigned to his/her building, and with care of the school facility and its equipment. The Principal will see that the policies and regulations of the district, the directives of its officers, and the guidelines for the instructional program are observed. Within the framework of Board policies and regulations set by the Superintendent, the Principal may establish and enforce such regulations as he/she deems advisable for the efficient operation of his/her school. The Principal will be directly responsible to the Superintedent and will keep the Superintendent informed of the conditions and needs of his/her school building. References Adoption History

First Reading 01/23/90 Approved 02/12/90 First Reading – Revisions 01/26/15 Approved 02/09/15


BOARD POLICY Section C General School Administration File: CGA

BUSINESS MANAGER JOB DESCRIPTION Locator: 5:01

3/12/03 POSITION TITLE: BUSINESS MANAGER QUALIFICATIONS: Related experience or training. Bachelors degree with accounting,

business and/or educational background preferred. Demonstrated proficiency in school business administration desirable.

FUNCTIONS: Administers the business affairs of the district in a professional

manner and in conformity with generally accepted governmental accounting standards, the established accounting systems statutes and regulations of the state of South Dakota, and in a manner that supports the philosophy and goals of the district.

REPORTS TO: Superintendent of Schools SUPERVISES: Fiscal Services District Data Processing Services Food Services Warehouse Production Transportation TERMS OF EMPLOYMENT: Twelve months a year Salary and vacation to be established by the Board EVALUATION: Performance will be evaluated by the Superintendent based on

responsibilities and goals. RESPONSIBILITIES: A. GENERAL 1. Assists in the preparation of Board agendas and attends all meetings of the Board of

Education. 2. Assists the Superintendent with the business affairs and support services of the

district. 3. Assists the Superintendent in the administration of PL 81-874 and intervention with

congressional and departmental agencies to attempt to acquire necessary legislation and funding for the district.

Page 1 of 3



BUSINESS MANAGER JOB DESCRIPTION (CONTINUED)

4. Projects anticipated district revenues available to the district and co-ordinates the efforts to meet the requirements of the state and federal eligibility standards necessary to acquire the funds.

5. Coordinates and makes recommendations to the Board of Education for all insurance

programs. 6. Reports to the county auditor the levy necessary to fund the budget as adopted by the

school board in accordance with state law. 7. Supervises the development of district data processing services which will provide

administrators and school board with up to date fiscal and student information. 8. Maintains an accounting procedure adequate to record in detail all transactions

affecting the acquisition, custodianship, and disposition of monies and credits, involving cash receipts and disbursements.

9. Assumes responsibility for food service, warehousing and distribution of supplies,

and production to include use of copy machines in buildings, and transportation. 10. Conducts school district elections in accordance with state law. 11. Responsible for keeping an accurate journal of the proceedings of the Board. B. POLICIES 12. Administers and interprets Board of Education policy related to support programs

under his/her supervision and provides administrative regulations for implementation.

13. Evaluates existing policies within the function and prepares drafts of new or revised

policies and/or procedures for the Superintendent's review and action. C. PERSONNEL 14. Works with superintendent in determining available revenue to support proposed

personnel staffing. 15. Organizes and implements a program of recruitment, assignment, in-service training

and evaluation of personnel under his/her supervision. D. BUDGET 16. Implements and coordinates district budget development process. 17. Receives budget requests from administrators, directors and coordinators. Assists

the Superintendent in developing an annual budget for presentation to the Board of Education. Page 2 of 3



BUSINESS MANAGER JOB DESCRIPTION (CONTINUED) 18. Supervises the fiscal operations and implied duties of the district as prescribed in

South Dakota statutes including: budget, accounting, payroll, purchasing, investments, insurance records and documents and journals.

19. Assists the Superintendent in review of all proposed district expenditures and

provides continuous budget control in reviewing budget expenditures compared to budget allocation.

E. COMMUNITY 20. Assists in the implementation of a district and community information program

relative to school finance, business affairs, and designated support programs. 21. Represents the district in its interaction with other school systems, institutions and

agencies, community organizations, municipal government and general public, in matters related to his/her function.

F. PROPERTY AND FACILITIES 22. Supervises the use and care of district property assigned to his/her care. 23. Establishes and maintains procedures for accountability of district facilities and

equipment. Prepares inventory of the property of the district as of June 30 of each year.

G. OTHER 24. Provides for his/her professional growth through active participation in professional

organizations. 25. Other duties as required by the Board, Superintendent or state law.

Page 3 of 3 References Adoption History Legal: SDCL 13-8-18 First Reading 01/26/15 SDCL 13-8-19 Approved 02/09/15 SDCL 13-8-34 SDCL 13-8-35 SDCL 13-8-43 SDCL 13-8-44 SDCL 3-8-47


BOARD POLICY Section C General School Administration File: CGB

BUSINESS MANAGER EVALUATION

In order to assure a high qualify of business manager performance, a continuous program for business manager evaluations will be utililized. The Business Manager will be evaluated, at a minimum, of one evaluation each semester during the first two years of employement in the school district. After two years of employement, the Business Manager will be evaluated at least every other year. Evaluations shall provide feedback to the Business Manager, noting strengths, as well as, areas needing improvement. The written evaluation should be specific in terms of a person’s strengths and weaknesses. Those areas where improvement is needed should be clearly set forth and recommendations for improvement should be made. Pursuant to state law, any record or document, regardless of physical form, created by the District in connection with the evaluation of administrative staff constitutes personnel information and is not open to inspection or copying. References Adoption History

Legal: First Reading 01/26/15 SDCL 13-42-70 Approved 02/09/15

CGB-E

Locator: 5:01 3/12/03

DOUGLAS SCHOOL DISTRICT

BUSINESS MANAGER EVALUATION

Name ____________________________ Date ___________________________ Part I: Job Description a. Assists in the preparation of Board agendas & attends all meetings of the Board of Education

b. Assists the Superintendent with the business affairs & support services of the district.

c. Assists the Superintendent in the administration of PL 81-874 & intervention with congressional & departmental agencies to attempt to acquire necessary legislation & funding for the district.

d. Projects anticipated district revenues available to the district & coordinates the efforts to meet the requirements of the state & federal eligibility standards necessary to acquire the funds.

e. Coordinates & makes recommendations to the Board of Education for all insurance programs.

f. Reports to the county auditor the levy necessary to fund the budget as adopted by the school board in accordance with state law.

g. Supervises the development of district data processing services, which will provide administrators & school board with up to date fiscal & student information.

h. Maintains an accounting procedure adequate to record in detail all transactions affecting the acquisition, custodianship, and disposition of monies & credits, involving cash receipts & disbursements.

i. Assumes responsibility for food service, warehousing & distribution of supplies, and production to include use of copy machines in buildings, & transportation.

j. Conducts school district elections in accordance with state law. k. Responsible for keeping an accurate journal of the proceedings of the Board.

l. Administers & interprets Board of Education policy related to support programs under his/her supervision & provides administrative regulations for implementation.

m. Evaluates existing policies within the function & prepares drafts of new or revised policies and/or procedures for the Superintendent’s review & action.

n. Works with superintendent in determining available revenue to support proposed personnel staff..

Does N

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CGB-E o. Organizes & implements a program of recruitment, assignment, in-service training & evaluation of personnel under his/her supervision.

p. Implements & coordinates district budget development process. q. Receives budget requests from administrators, directors & coordinators. Assists the Superintendent in developing an annual budget for presentation to the Board of Education.

r. Supervises the fiscal operations & implied duties of the district as prescribed in South Dakota statutes including: budget, accounting, payroll, purchasing, investments, insurance records & documents and journals

s. Assists the Superintendent in review of all proposed district expenditures & provides continuous budget control in reviewing budget expenditures compared to budget allocation.

t. Assists in the implementation of a district & community information program relative to school finance, business affairs and designated support programs.

u. Represents the district in its interaction with other school systems, institutions & agencies, community organizations, municipal government & general public, in matters related to his/her function.

v. Supervises the use and care of district property assigned to his/her care.

w. Establishes & maintains procedures for accountability of district facilities & equipment. Prepares inventory of the property of the district as of June 30 each year.

x. Provides for his/her professional growth through active participation in professional organizations.

y. Other duties as required by the Board, Superintendent or state law.

CGB-E

EMPLOYMENT RECOMMENDATION A. Recommended for continued employment. _____ _____ B. Recommended for continued employment with _____ qualifications. _____ C. Not recommended for employment. _____ _____ Comments: Signature does not indicate agreement with the evaluation, but does verify knowledge of the report. Signed ___________________________________ Date ______________ Evaluee Signed ___________________________________ Date _______________

Evaluator Board Approved 2/09/15


BOARD POLICY Section C General School Administration File: CH

POLICY IMPLEMENTATION

The Superintendent has responsibility for carrying out, through administrative regulations, the policies established by the Board. The policies developed by the Board and the administrative regulations developed to implement policy are designed to promote an effective and efficient school system. Consequently, it is assumed that all Board employees and students will willingly carry them out. There are activities that are common to all departments and school levels but procedures for conducting them may vary from unit to unit. Principals and department heads will establish procedures for conducting activities within their individual units within the larger framework of administrative regulations and Board policies. References Adoption History



BOARD POLICY Section C General School Administration File: CHA

DEVELOPMENT OF REGULATIONS

The Board delegates to the Superintendent the function of specifying required actions and designing the detailed arrangements under which the schools will be operated. These required actions and detailed arrangements will constitute the administrative regulations governing the schools. They must be in every respect consistent with the policies adopted by the Board. In the absence of policy, the Superintendent is authorized by the Board to establish regulations as needed. Should the Board consider it necessary, policy will be developed thereafter. The Board itself will formulate and adopt regulations only when required by law, and when the Superintendent recommends Board adoption in light of strong community attitudes or probable staff reaction. References Adoption History



BOARD POLICY Section C General School Administration File: CHB (BFCA)

BOARD REVIEW OF REGULATIONS

The Board reserves the right to review administrative regulations at its discretion, but it will revise or veto such rules only when, in the Board's judgment, they are inconsistent with policies adopted by the Board. Administrative regulations need not be approved by the Board in advance of issuance except as required by state law or in cases when strong community attitudes, or possible student or staff reaction, make it necessary or advisable for the regulation to have the Board's advance approval. Before issuance, regulations will be properly titled and coded as appropriate to subject and in conformance with the codification system selected by the Board. Those officially approved by the Board will be so marked; all others appearing in this manual will be considered approved provided they are in accordance with the accompanying Board policy. References Adoption History



BOARD POLICY Section C General School Administration File: CHC

REGULATIONS DISSEMINATION

The Superintendent will establish and maintain an orderly plan for making regulations known to all staff members, students and the public. A regulation concerning a particular group or groups in the schools will be distributed to the group(s) prior to the effective date of the regulation. The Superintendent will also provide easy access to an up-to-date collection of Board policies and regulations for all employees of the school district, members of the Boards and the community at large. References Adoption History



BOARD POLICY Section C General School Administration File: CHCA

APPROVAL OF HANDBOOKS AND DIRECTIVES

To make pertinent Board policies, district regulations and departmental and/or school rules and procedures known to all staff members and students, District Administrators and Principals are granted authority to issue staff and student handbooks as found necessary and desirable. It is essential that the contents of all handbooks conform to district-wide policies and regulations. It is also important that all handbooks bearing the name of the district or one of its schools be of a quality that reflects credit on the district. Therefore, the Board expects all handbooks to be approved prior to publication. As in the case of regulations affecting staff members, handbooks published specifically for a particular group of employees will be distributed to all of the employees affected via the district website. References Adoption History



BOARD POLICY Section C General School Administration File: CHD (BFE)

ADMINISTRATION IN POLICY ABSENCE

In the absence of Board policy specifically covering any action that the Superintendent determines must be taken for orderly administration, the Superintendent may take temporary action that is believed to be in harmony with the overall policy of the Board. However, the Superintendent will not be free to act when the action involves a duty of the Board that by law cannot be delegated. In each case in which the Superintendent must take such action, it will be presented to the Board for its consideration at its next meeting. References Adoption History


Box Elder DOUGLAS SCHOOL DISTRICT South Dakota Board Policy

Section A Foundations & Basic Commitment File: CIA (formerly AFC)

_____________________________________________________________________________

EVALUATION OF PROFESSIONAL STAFF (Principals and Other Administrators)

The purpose of administrative evaluations is to improve the quality of education for the students of Douglas School District by effecting improvement in administrative leadership. The frequency of the evaluation shall be a minimum of one evaluation each semester during the first two years of employment in the school district. After two years of employment, administrators will be evaluated at least every other year. Principals and other administrators will be evaluated by the Superintendent or designee. The areas subject to evaluation are management techniques; staff relations; admin-istrative/board relationships; community/public relations; personal qualities; professional skills, growth and conduct; and leadership. The administrator’s job description should also be considered when conducting the evaluation. Evaluations are to be used by the school board to improve the quality of education and may be used in the determination of advancement, promotion, transfers, assignments and future employment. Pursuant to state law, any records or document, regardless of physical form, created by the District in connection with the evaluation of administrative staff constitutes personnel information and is not open to inspection or copying. ______________________________________________________________________________

References Adoption History Legal: First Reading 03/28/89 SDCL 13-42-70 Approved 04/10/89 First Reading – Revisions 02/14/00 Approved – Revisions 02/28/00 First Reading 02/26/07 Approved 03/12/07 First Reading-Revisions 01/26/15 Approved 02/09/15


BOARD POLICY

Section C General School Administration File: CK

PROGRAM CONSULTANTS AND EVALUATORS

In situations where knowledge and/or technical skills are needed that cannot be supplied by regular staff positions, technical and consultant assistance may be considered as one alternative for providing the desired service. The service may be provided consistent with budgetary appropriations. All consultants will be approved by the Superintendent prior to the invitation and arrangement for visitation by such person or persons to the school district. Any proposed executive administrative consultant contracts or consultant agreements in excess of $2,000.00 will be submitted to the Board for approval. Consultants, whether temporary, part-time or full-time will exercise no administrative authority over the work of employees in the district, but will act only as advisers in those fields in which they are qualified to offer expert assistance. All supervision of employees will be in the hands of those to whom such responsibility has been specifically delegated by the Superintendent.

References Adoption History

Legal: First Reading 08/17/78 SDCL 13-8-39 Approved 09/13/78 SDCL 13-10-2 Revised - Regulations 02/13/80

First Reading - Revised Regulations 08/12/02 Approved - Revised Regulations 08/26/02 First Reading – Revisions 01/26/15 Approved 02/09/15


BOARD POLICY Section C General School Administration File: CK-R

PROGRAM CONSULTANTS AND EVALUATORS

To assure consistency and coordination in the Douglas School District when utilizing consultants and evaluators for management and instruction, these regulations have been established. Procedure, Fees and Expenses

1. The Consultant/Evaluator Agreement (Form S-177) must be completed and submitted to the Central Office of the Douglas School District for approval prior to contracting the consultant or evaluator.

2. When all approval signatures have been obtained, the Agreement will be returned

to the requestor for signature of the consultant/evaluator and processing of a purchase order.

3. The following consultant/evaluator fees plus expenses will apply to all consultants

and evaluators. Any exceptions to these fees must be cleared through the Superintendent. Per Diem up to $300.00.

4. Payment to the consultant/evaluator will be made in a lump sum (which will

include the fee and expenses) upon completion of the terms of the Agreement. Reviewed 1/26/15

CK-‐E

S-‐177 Revised 2/9/15

DOUGLAS SCHOOL DISTRICT 51-1 400 Patriot Drive

Box Elder, SD 57719

CONSULTANT / EVALUATOR AGREEMENT ____________________________________________ Person Requesting:__________________________________ Name of Consultant/Evaluator (Employee #, if applicable) ____________________________________________ Account No. _______________________________________ Street Address

______________________________________________________ Date(s)____________________________________________ City, State, Zip Code Scheduled Date of Event or Services Performed

______________________________________________________ Phone Number

Name of Event or Service:_____________________________________________________________________

CONDITIONS The above named Consultant/Evaluator agrees to perform/provide the services described below in a proper and successful manner as determined by the Douglas School District. Activities and Outcomes:

________________________________________________________________________________________________________

________________________________________________________________________________________________________

________________________________________________________________________________________________________

________________________________________________________________________________________________________

_________________________________________________________________________________________

Scope of Agreement: (Who will be served)

______________________________________________________________________________________________

______________________________________________________________________________________________

________________________________________________________________________________________

Conditions of Payment: (Fees, Terms, Payment Date)

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________

ACCEPTANCE: The undersigned parties agree to fulfill the above stated items of the Agreement.

____________________________________________ Supervisor’s Signature Date ______________________________________________________ Instructional Clearance (Asst Supt) Date ______________________________________________________ Business Clearance (Business Manager) Date ______________________________________________________ Superintendent’s Approval Date ______________________________________________________ Consultant/Evaluator’s Signature Date

White Copy-Accounts Payable Pink-Person Requesting Yellow – Consultant Gold – Bldg/Dept

AMENDMENT OF THE AGREEMENT. The Douglas School District or the consultant/evaluator may deem it necessary to make alterations of the provisions of the agreement. Any changes to the Conditions of this agreement, which are mutually agreed upon by both parties, shall be incorporated into this contract through written amendment by both parties. The provisions of the amendment shall be in effect as of date of the amendment unless otherwise specified. TERMINATION. The Douglas School district shall have the right to terminate this agreement at any time and written notice shall be given to the Consultant/Evaluator by registered mail at least ten days in advance specifying the date and reason for termination. The District shall pay for reasonable value of services rendered or in progress at the date of termination. EQUAL EDUCATIONAL OPPORTUNITY. Both parties agree that they shall not discriminate against any person on the grounds of race, color, religion, sex or national origin in the performance of this contract. No person shall be excluded, nor while in the project receive less educational opportunity because of discrimination based upon the grounds of race, color, religion, sex or national origin. W-9 FORM REQUIRED. Consultant/Evaluator, if not a District employee, will need a completed IRS Form W-9 on file in the Business Office.


BOARD POLICY Section C General School Administration File: CM

SCHOOL DISTRICT ANNUAL REPORT In accordance with state law, an annual report covering the educational and financial activities of the school district will be prepared by the business manager, with the assistance of the Superintendent. The report will be presented to the Board for its approval. Upon approval by the Board, the report will be filed for audit on or before August 30 with the State Division of Elementary and Secondary Education. References Adoption History

Legal: First Reading 01/26/15 SDCL 13-8-47 Approved 02/09/15 SDCL 13-13-37

SECTION C: GENERAL SCHOOL ADMINISTRATION P RE Policy Name Date X CA Administration ... · 2015. 9....

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