elements of effective board policy pasa-psba school leadership … · 2017-10-24 · elements of...

Elements of Effective Board Policy PASA-PSBA School Leadership Conference 2017

1

Elements of Effective Board Policy

2017 PASA-PSBA School Leadership Conference

What Do I Know About Policy?

A. I’m a new board member or administrator, I barely know what policy is

B. I’m familiar with what policy is and how to look it up

C. I’m a policy veteran – I research, revise and implement policy

Pennsylvania School Boards Association

Principles for Effective School Governance

➢Advocate Earnestly

➢Lead Responsibly

➢Govern Effectively

➢Plan Thoughtfully

➢Evaluate Continuously

➢Communicate Clearly

➢Act Ethically


2

School Board’s Role in Policy Making

• Policymaking (Legislative) Function – one of the most important responsibilities of an elected school board

• Ethical and Legal Duty – from which all actions of the school entity should be derived

• PA School Code – 407 and 510 grant school boards authority to adopt and enforce “reasonable rules and regulations” for the operation of the school entity

Governing Through Policy

• Policy is a clear statement that sets forth the purposes and prescribes, in general terms, the organization and programs of a school system

• Policy creates a framework within which the Superintendent and staff can discharge assigned duties with positive direction

• Policy is a course of action

Elements of PolicyPurpose – why is this important to the district?

Authority – the board adopts, directs, authorizes… (often tied to law)

Definition – is there a relevant legal definition or should a term be defined for consistent interpretation?

Delegation of Responsibility – who is ultimately responsible?

Guidelines – necessary general guidelines, not detailed procedures


3

Board policy = WHAT

• What is required by state and federal laws, regulations and court decisions?

• What is necessary for legal liability?

• What is the directive of the board?

Policy is –

•Related to a general topic

•Broad statement guidingadministrative actions

•Applicable over time

•Communicated to all stakeholders

•Equivalent to law

The Seven C’s of Policy

1. Codification

2. Clarification

3. Consistency

4. Currency

5. Communication

6. Continuity

7. Compliance


4

An effective school board governs through policy by:

• Seeking input from stakeholders and following an established procedure for consideration

• Regularly reviewing and, as necessary, revising and adopting board policy

• Delegating to the Superintendent responsibility for implementation of board policy

• Ensuring public access to adopted board policy• Purposefully linking its actions to applicable board

policies

Policy and Administrative Regulations

• Establishing compliant policy that clearly communicates the district’s vision is only the first step

• Consistent and effective implementation of those policies is the key to compliance and success

Administrative Regulations

The mechanics and details needed for administrators and staff to implement a policy

Procedures FormsSpecific

Responsibilities


5

An administrative regulation is –

• Tool to implement policy

• Precise statement with specific details

• Related to a specific issue

• Directive for staff actions

• Communicated mainly to employees

• Subject to administrative changes without board approval

Administrative regulations may include:

• Building-wide procedures• Charts• Forms• Timelines• Dollar amounts• Step-by-step process

Administrative regulations =

How it happens

How are the goals of the policy going to be achieved?


6

Administrative Regulation Development Tips:

• Involve relevant staff in development process

• Review applicable policy

• Ensure compliance with other resources

• Effectively communicate to employees

• Add an approval date

• Make available for board review

Identify Need/Gather Information

Policy Adoption Process

Policy Implementation

(ARs)

Data and Feedback

Evaluation

Common Elements

• Comply with state and federal laws, regulations, court decisions, collective bargaining agreements, compensation plans

• Consistent when addressing the same issue

• Superintendent is involved with process

• Communication tool


7

Policy vs. Administrative Regulations

Policy Administrative RegulationGeneral Topic Specific Topic

Broad statement allowing discretion

Precise statement with detail

Applicable over time Could change frequently

Communicated as a public document

Communicated mainly to staff

Equivalent to law Directives for staff actions

WHAT HOW

Pop Quiz

Where would this language be found?

The Board shall adopt a Student Code of Conduct to govern student discipline, which shall be distributed to

staff, students and parents/guardians.

Pop Quiz


Field Trip Chaperones

10 elementary students – 1 chaperone

15 secondary students – 1 chaperone


8

Pop Quiz


The Reconsideration of Resource Materials Committee will include the building principal, head librarian, one department head and two subject area teachers.

The committee will meet once a month in the high school library.

Pop Quiz


In accordance with state law, the Superintendent shall annually, by July 31, report all incidents of possession, use or sale of tobacco by students to the Office for Safe Schools on the required form.

Why Do We Review and Revise Policy?

• Changes in law, regulations, court decisions, state and federal guidance

• Audit findings

• New or revised school procedures and processes

• Identified need to address specific situations


9

How Do I Develop and Revise Policy?

• Review existing policies in light of changes in law, regulations, court decisions and district processes

• Identify areas where new policies may be needed

• Review resources such as PSBA’s Policy News Network service, school solicitor, PDE guidance to identify needs for new or revised policy

• Look at model policy guides or samples from other school entities

• Collaborate with board policy committee, administrators and other community stakeholders

Examples of policies requiring review and revision thisyear . . .

• Attendance – School Code changes

• Immunization and Communicable Diseases – state regulation updates

• School Wellness – federal regulation changes

• Food Services – federal regulation changes

• Nondiscrimination/Harassment – case law and Office for CivilRights

Policy Review and Approval ProcessPSBA Policy Services Resources -

• Policy News Network (PNN)• Newsletter – discusses policy issues, provides additional

resources and information• PSBA Policy Guides

• Policy News Network+ (PNN+)• Newsletter – discusses policy and administrative regulation

issues, provides additional resources and information• PSBA Policy Guides and correlating Administrative Regulations

• Sample Policy Research Assistance


10

Reviewing a Policy

• Compare existing policy language to new recommended updates based on changes in law/regulations, court decisions or district practices

• Determine what elements need to be revised—• Should definitions be added? • Should Delegation of Responsibility be changed? • What new guidelines are required?• Should the entire policy be redrafted?


11

Reviewing a Policy• Administration should make district-specific revisions and

suggestions for optional language

• Review with school solicitor especially when:• There is current or past district litigation in that area that

may affect the district’s determinations• The subject is unsettled in the law or courts• The subject is controversial in the community• The board is considering language that goes beyond the

scope of the law

Reviewing a Policy

• Review with Policy Committee – recommended practice• Provide drafts ahead of time • Seek consensus on recommendations

• Present to full board for first reading

• Provide time and method for public review and comment

• Present to full board for second reading and approvalReview Policy 003 for process and type of vote (majority)

Benefits of a Policy Committee

• Focused group of board members with expertise or interest

• Specific time allotted for policy development/review

• Sounding board for administration on policy issues

• Facilitates movement through the policy process


12

What other documents impact policy?

• Student/Parent Handbooks

• Collective bargaining agreements and compensation plans

• Employee handbooks

• Budget and financial documents

• Grants/Funding requirements

• Board resolutions

• Comprehensive Plan

Don’t forget to review these when revising policy

Recommendations for Reviewing Policy

• Establish policy review schedule(on average, policies reviewed every 3 years—be aware of legal requirements such as Bullying and Wellness policies)

• Ensure flexibility for revisions made based on changes in law, court decisions, or operations

• Policies that interact should be reviewed during same timeframe (i.e., discrimination/harassment, personal leave/FMLA, electronic devices/Internet acceptable use)

• Correlate with timelines for other documents (updating handbooks, bargaining agreement changes)

Communicating Policy

• Adopted policy should be readily available and searchable to parents and the community

• Handbooks should reference adopted policy

• Be aware of online posting requirements


13

What Do I Know About Policy?

A. I barely know what policy is

B. I’m familiar with what policy is and how to look it up

C. I’m a policy veteran – I can research, revise and implement policy

Questions and Discussion

What works in your school entity?


14

Contact Information

Heather Masshardt

Policy Services Manager

Pennsylvania School Boards Association

800-932-0588 ext. 3401

[email protected] or [email protected]

mailto:[email protected]

mailto:[email protected]

elements of effective board policy pasa-psba school leadership … · 2017-10-24 · elements of...

Documents