Operating Procedures for
Board and Superintendent
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Chain of Command
The Board believes that complaints and grievances are best handled and resolved as close to their origin as possible and that staff should be given every opportunity to resolve problems as quickly and efficiently as possible. The proper channel of complaints will be as follows:
- Principal or supervisor
- Director of Schools
- At this level the complaint may be referred to the Academic Officer, Human Resources Officer, and/or Operations Officer depending on the nature of the complaint
- Chief of Staff
Request for Information by Individual Board Members
All individual board member requests for information of data will be conveyed to the entire board with the disposition of the matter. If information is supplied to one board member, it shall be supplied to all board members at the same time. Board members are expected to communicate to each other and to the Superintendent their reaction to information requests, especially those which they believe inappropriate.
Board members who have information requests that are directly related to board business should request such information through the Superintendent. If the information being requested imposes a significant burden upon staff time and resources, the board member will be so informed by the Superintendent, whereupon such information may only be accessed upon approval of the Board. This provision is not intended to compromise the individual rights of persons serving as board of education members, but is intended to facilitate the orderly and efficient functioning of the administrative offices of the school district.
Staff Communications with Board Members
All communications or reports from staff to the Board shall be submitted through the Superintendent, with the exception of those provided by the Chief School Financial Officer or Legal Counsel.
Board members should not contact staff regarding district business. Board members are to direct all such communications/concerns through the Superintendent. The Superintendent is responsible for ensuring that board member concerns are addressed in a timely manner.
Likewise, staff should not contact board members regarding school or district business. Such interests or concerns shall be communicated through the proper chain of command, unless otherwise directed by the Superintendent.
This procedure does not deny the right of any employee to appeal to the Board from administrative decisions, provided that the appeal is processed in accordance with the Board’s policy on grievances and complaints.
After the filing of any grievance, complaint, disciplinary or pre-termination procedures, board members should avoid receiving any information from sources which might affect the ability of the board member to be fair and impartial to either party during a subsequent administrative hearing. In the event a board member believes he/she has received such information, even inadvertently, then the board member shall disclose the same before the hearing. The board member may be required by the Board to excuse himself or herself from participating in that particular hearing.
School Visits by Individual Board Members
Whenever possible, advance notice of school visits by individual board members shall be given to the building principal. Unless provided with the authority of the Board to represent the Board, individual board members have no authority more than other individual citizens.
When a board member makes such a visit to a school, he/she must notify the principal upon entering the building in the same manner as every other visitor and follow such procedures established for all visitors. Additionally, the principal shall notify the Superintendent of any such visits by board members. Any concerns related to the education program of an individual school shall be directed to the Superintendent.
Board members are to refrain from engaging in prolonged school visits which keep staff preoccupied and prevent them from performing their regular duties and responsibilities.
Employees are to immediately notify the Superintendent if board members give them directives and/or attempt to undermine the established chain of command.
Board Self Evaluation
Each year the Board of Education, including the Superintendent, will establish priority goals aimed at improving the operation of the Board itself.
The Board will review the effectiveness of its own operations at least once annually. This process shall include the selection of others who regularly observe the Board to participate in the review or to suggest ways by which the Board can improve its functioning as a deliberative and legislative body.
Among other things, the Board’s commitment to refrain from the micromanagement of the day-to-day operations of the school district shall be measured during this self- evaluation process.
Prior to taking any official action as set forth below, any board member who becomes aware of the actions of another board member which violates these operating procedures shall first informally notify the Board President of such actions. The Board President shall informally address the respective board member regarding the concern.* If any future violations occur, the following formal procedures shall be followed:
1st Offense-If the Board finds, through a majority vote, that a board member has engaged in actions that constitute a 1st offense, the Board may publicly censure the individual board member.
2nd Offense- If the Board finds, through a majority vote, that a board member has engaged in actions that constitute a 2nd offense, the Board may require the board member to complete additional board training (above and beyond that required by law). Such training shall be at the expense of that respective board member. The board member may also be required to offer a public apology for said violation, and to sign an agreement to refrain from future violations of this nature.
3rd Offense- If the Board finds, through a majority vote, that a board member has engaged in actions that constitute a 3rd offense, said actions may be reported to AdvancED and the State Superintendent of Education for investigation and intervention.
*In the event that the Board President is accused of violating these procedures, the Vice President will assume the above responsibilities.