C—GENERAL SCHOOL ADMINISTRATION
TABLE OF CONTENTS
C—GENERAL SCHOOL ADMINISTRATION
CA............................. Goals and Objectives of School Administration
CB............................. Administrator Ethics
The Administrator
CC…………………….Organizational Chart
CD............................. Administrative Line and Staff Relations (See GACA and GACB)
CE.............................. Superintendent of Schools
CEA........................... Superintendent Qualifications
CEB........................... Superintendent's Duties
CEC........................... Superintendent Recruitment
CEE............................ Compensation and Benefits
CEF............................ Expense Reimbursement and Credit Cards (See CG, GAN and KB)
CEG........................... Superintendent's Professional Development Opportunities
CEI............................. Evaluating the Superintendent (See CGI and GAK)
CEJ............................ Nonrenewing or Terminating the Superintendent's Contract
CEK........................... Resignation
CF.............................. Board-Superintendent Relations (See BBC)
CG............................. Administrative Personnel (See CEF, GAN and KB)
Compensation Guides and Contracts
Qualifications and Duties
Recruitment
Assignment
Orientation
Supervision
Administrative Intern Program
Travel Expense and Reimbursement
CGB………………….School Principal Duties
CGI............................ Administrator Evaluation (See CEI and GAK)
CJ.............................. Hiring Consultants (See BBG, CL and ID)
CK............................. Professional Development Opportunities
CL.............................. Administrative Teams (See BBG, CJ and ID)
Method of Appointment
Organization
Resources
Financial
CM............................. Policy Implementation (See BDA, CM, CMA, GAA and JA)
CMA.......................... Administrative Rules and Regulations (See BDA, CM, DJFAB, GAA and JA)
Staff Involvement
Community Involvement
Student Involvement
Rules Drafting
Disseminating Rules
Reviewing Rules
Action Allowed When No Policy Exists
CN............................. Public Records (See BE, CNA, ECA, IDAE, II, HAI, JGGA and JR et seq.)
Types of Records
Central Office Records
Building Records
Public Access
Disposition
Retention of Documents in Certain Circumstances
CNA........................... Document Production, Including Electronic Information
(See BCBK, BE, CN, ECA, IDAE, II, JGGA, JR et seq., and KBA)
Destroying Documents
CO............................. Reports (See BCBK)
Types of Reports
Annual
Budget Reports
Disseminating Reports
CQ ………………….. Retirement Benefits
CA Goals and Objectives of School Administration
The goal of school administration is to create an environment in which all students can demonstrate continuous academic improvement. The superintendent must possess leadership qualities which motivate all staff members to improve the educational program and to attain the board’s goals and objectives. The superintendent, with the board’s direction, shall endeavor to mobilize and coordinate available resources to develop an educational program designed to maintain continuous academic improvement and full state accreditation in all schools.
Approved: KASB Recommendation – 01/02; 4/07; 12/13
CC ORGANIZATIONAL CHART
Click here to download org chart
CD Administrative Line and Staff Relations (See GACA and GACB)
All administrators are ultimately responsible to the board. Within the limits of policy and terms of the job description, the superintendent's administrative subordinates have full authority to administer district programs.
Approved: KASB Recommendation – 01/02; 4/07
CE Superintendent of Schools
The superintendent is the school system’s administrative leader and shall have, under the board’s direction, general supervision of all the schools. The superintendent is accountable to the board and is responsible for managing the schools in compliance with board policies.
The superintendent may delegate powers and duties to other school personnel. Delegating power or duties, however, shall not relieve the superintendent of responsibility for any action taken.
Approved: KASB Recommendation – 1/02; 4/07; 11/12
CEB Superintendent’s Duties
The superintendent shall be responsible to: serve as the district’s chief administrator; carry out all board policies and rules; oversee safe and orderly schools; ensure student achievement for all student groups; build positive school/community relations; lead the board in developing constructive board/superintendent relations; oversee effective and efficient staff performance; practice responsible fiscal, facility and resource management; and model positive professional attributes.
Approved: KASB Recommendation – 01/02; 4/07
CEC Superintendent Recruitment
The superintendent search presents the board with an opportunity to recruit individuals who will implement the board's goals. The board shall establish an orderly procedure for employing a superintendent that conforms to generally accepted ethical and legal standards and minimizes misunderstanding in the community. The process should allow the board ample opportunity to evaluate a number of candidate’s qualifications whose professional training and experience meet district needs. The board may solicit applications from qualified staff members and may list the vacancy with placement offices.
The board may select a professional search service who shall screen all applications and recommend finalists to the board for interviews. The board shall interview selected candidates. Board members may visit each finalist’s district.
Approved: KASB Recommendation – 01/02; 4/07;12/14
CED Appointment
The superintendent will be offered a one, two, or three year contract of employment, renewable annually.
CED-R Appointment
The superintendent’s contract will be considered for renewal at the meeting of the Board of Education in January.
CEE Compensation and Benefits
The board shall annually determine the superintendent’s compensation and benefits. Compensation shall be based on recent performance and the superintendent’s ability to carry out board policy.
Approved: KASB Recommendation – 01/02; 7/03; 4/07
CEF Expense Reimbursement and Credit Cards (See CG, GAN and KB)
The superintendent’s use of a district motor vehicle and a district credit card shall be confined to necessary school business. The board shall annually prescribe limits and restrictions on the use of credit cards and shall monitor monthly receipts and reimbursement expenses. Expenses for district travel in personal vehicles or extended travel incurred in the performance of official duties shall be reimbursed in accordance with the provisions of GAN.
Approved: KASB Recommendation – 6/01; 7/02; 4/07
CEG Superintendent’s Professional Development Opportunities
The superintendent shall keep updated on new educational practices and shall attend educational conferences and other learning opportunities as approved or required by the board.
Approved: KASB Recommendation – 01/02; 4/07
CEI Evaluating the Superintendent (See CGI and GAK)
The board shall adopt an evaluation system that provides a basis for formal evaluation of the superintendent’s performance. The system shall include the evaluation form used and the process necessary to complete the form.
The board shall evaluate the superintendent using the evaluation form in accordance with current legal requirements for the first four years of employment and annually for the term of the superintendent’s employment.
The superintendent’s evaluation shall be confidential and be made available only to the board, the superintendent and others as provided by law.
The evaluation instrument shall be on file at the district office with the clerk. Any revisions in the evaluation system shall include input from the superintendent.
Approved: KASB Recommendation – 6/00; 1/02 6/04; 4/07
CEJ Nonrenewing or Terminating the Superintendent’s Contract
The board may nonrenew or terminate the superintendent's contract.
Approved: KASB Recommendation – 01/02; 4/07
CEK Resignation
The superintendent may submit a resignation to the board president at a regular or special meeting. The board shall consider the resignation in light of the district’s needs.
Approved: KASB Recommendation – 1/02; 4/07
CF Board-Superintendent Relations (See BBC)
The board delegates to the superintendent all administrative duties. The board reserves the ultimate decision in all matters concerning personnel policy or expenditures of funds; it will normally proceed in those areas only after receiving the superintendent’s recommendations.
Approved: KASB Recommendation – 01/02; 4/07
CG Administrative Personnel (See CEF, GAN and KB)
The board shall employ administrative personnel as needed.
Compensation Guides and Contracts
Administrative personnel shall be compensated for their services with a contracted salary determined by the board. Administrative contracts shall be reviewed annually. The board shall determine the terms and length of each contract. The board’s attorney may develop and review administrator contracts. (See KB)
Qualifications and Duties
The superintendent shall develop appropriate job descriptions for each administrative position. When adopted by the board, job descriptions shall be filed in the central office and may be published in the appropriate handbook.
Recruitment
The board delegates to the superintendent the authority to identify and recommend the appointment of individuals to fill vacant administrative positions. The superintendent shall screen all applicants and may use other staff members to assist. The superintendent shall make recommendations to the board. The district may pay preapproved expenses incurred by candidates interviewed for an administrative position.
Assignment
The board shall solicit the superintendent’s recommendations in appointment, assignment, transfer, demotion, termination or non-renewal of any administrative personnel.
CG Administrative Personnel
Orientation
The superintendent shall conduct an appropriate administrative orientation program.
Supervision
The superintendent shall be responsible for supervising all administrative personnel.
Administrative Intern Program
The board may establish, by contract with an approved administrator training institution, an administrative intern program.
Travel Expense and Reimbursement
Travel expense for administrative staff shall be provided in accordance with CEF and GAN.
Approved: KASB Recommendation – 01/02; 7/03; 4/07
CGB School Principal Duties
The school principal shall be responsible to the superintendent of schools through the office of the assistant superintendent. Some of the principal's duties are as follows:
To keep informed of and abide by the policies, rules and regulations of the Board of Education;
To be responsible for the administration of the school program and the care and maintenance of the school building;
To be responsible for the instructional program of the school, to organize staff meetings to deal with school problems, to conduct in-service training programs, to develop curriculum studies, to attend professional meetings and to visit classrooms to obtain firsthand observations of the learning situations going on in the various classrooms;
To be the custodian of all records of the school building, to supervise the recording of grades and other pertinent information on the cumulative records, to prepare transcripts and release this information only in accordance with federal and state law, to see that transcripts are on file for incoming students, and to keep all student records in a file cabinet which can be locked or otherwise secured from free inspection by unauthorized personnel or persons;
To consider all general requisitions for school supplies and equipment and to certify those approved to the superintendent;
To arrange for substitutes from an approved list on file in the superintendent's office and monthly to report teachers' absences, the reason for absences and the names of the substitutes;
CGB School Principal Duties
To see that all members of the principal’s staff are properly certified and assigned to fields in which they are eligible to teach and that records are on file
to substantiate this certification; to make teacher, subject(s), classroom, and committee assignments; and to identify and, unless otherwise provided by the negotiated agreement, board policy, or board action, appoint persons to fulfill extra-curricular duties and sponsorships;
To be responsible for the general discipline of the principal’s school, to always see that assemblies and student meetings are properly supervised, to suspend students under policies set up by the Board and in accordance with state law, to report cases of serious discipline and suspensions immediately to the superintendent;
To be responsible for the care and preservation of buildings and equipment;
To assume active responsibility for authorizing school trips and to see that these are properly supervised;
To supervise textbook rentals, collection of fees, and distribution of books;
To administer the enrollment of students and schedule making;
To assume general responsibility for all phases of the extra-curricular program consistent with board policy; to act as the official representative of the board in scheduling events, attesting to student eligibility, and certifying school entries in interscholastic contests;
To be responsible for all official reports required by the school, the superintendent, the State Department of Education, the North Central
CGB School Principal Duties
Association, the Kansas State High School Activities Association or any other required official reports;
To see that the teachers have classroom keys, building keys upon request, grade books, daily plan books, teacher's edition of textbooks and other necessary items and to require a final check-in at the close of the year to account for these items;
To establish positive and informative communication with parents;
To establish a comprehensive testing, guidance, and counseling program;
To develop a sound program of public relations and to see that publicity goes to the local media on student achievements;
To be responsible for the safety of the students in the school and to see that fire and tornado drills are held in accordance with board policy and current law;
To attempt to notify parents/guardian if a student becomes ill at school;
To appraise the teaching of individual teachers in the school, to see that new teachers are given a thorough orientation program, and to counsel with teachers who are having difficulty;
To be responsible for maintaining and compiling student records, to periodically screen the contents of each student record file, and to dispose of nonessential records in accordance with state and federal law; and
To delegate to the principal’s assistant, if any, such responsibilities as the principal deems proper.
Approved: KASB Recommendation – 12/12
CGI Administrator Evaluation (See CEI and GAK)
Administrative personnel shall be evaluated in writing by the superintendent in accordance with legal requirements for the first four years of employment and at least annually thereafter. Administrative personnel files and evaluations shall be available only to the board, the appropriate administrator, the superintendent, and others authorized by law.
The board's procedures concerning evaluation of district administrators shall be on file with the clerk in the central office and may be published in the appropriate handbook.
Approved: KASB Recommendation – 01/02; 4/07; 6/14
CJ Hiring Consultants (See BBG, CL and ID)
The administration may use professional consultants. The board shall approve any consultant pay in advance or may instruct the superintendent to budget a specific amount for consultant fees.
Approved: KASB Recommendation – 01/02; 4/07
CK Professional Development Opportunities
The board encourages, and may require, administrators to attend activities which will directly benefit the schools. The district may pay expenses to attend meetings approved by the superintendent.
Approved: KASB Recommendation – 01/02; 4/07
CL Administrative Teams (See BBG, CJ and ID)
The board advocates the team concept of school administration.
Method of Appointment
The superintendent shall select the members of each administrative team.
Organization
The superintendent shall determine the organization of each administrative team.
Resources
With board approval, the team may use outside consultants and district resources.
Financial
The superintendent may recommend an administrative team budget to the board.
Approved: KASB Recommendation – 01/02; 4/07
CM Policy Implementation (See BDA, CMA, GAA and JA)
Administrative employees who fail to implement board policies may, by board action, be suspended, demoted, placed on probation, nonrenewed or terminated.
Approved: KASB Recommendation – 6/00; 01/02; 4/07
CMA Administrative Rules and Regulations
(See BDA, CM, DJFAB, GAA and JA)
The superintendent is responsible for recommending, rules and regulations necessary to carry out board policy and to operate the district’s schools. These rules and regulations shall constitute the administrative handbooks governing the schools and shall be considered for approval, modification or disapproval by the board. No administrative rule shall conflict with board policy.
The superintendent shall review all proposed rules before they are submitted to the board. The administrative staff shall review all administrative rules recommended by the superintendent before being submitted to the board for their consideration.
Staff Involvement
The superintendent may include representatives of those employees who will be affected at the planning stage.
Community Involvement
The superintendent may involve district patrons on committees or study groups whenever necessary and appropriate.
Student Involvement
The superintendent may consider students’ opinions concerning rules which affect them.
Rules Drafting
All proposed rules may be submitted to the legal counsel to determine their legality before they are submitted to the board.
CMA Administrative Rules
Disseminating Rules
All employees who play a role in enforcing the rules or who will be affected by any rule changes shall be given copies of the pertinent rules and any revisions.
Reviewing Rules
Administrative rules adopted by the board shall be subject to regular review by the administrative staff. Proposed changes shall be submitted to the board.
Action Allowed When No Policy Exists
In an emergency when action must be taken, the superintendent shall have authority to act. Any decision shall be subject to board review at the next meeting. The superintendent should recommend any policy needs the incident may have created.
Approved: KASB Recommendation – 01/02; 4/07
CN Public Records
(See BE, CNA, ECA, IDAE, II, HAI, JGGA, and JR et seq.)
The board shall designate a Freedom of Information Officer with the authority to establish and maintain a system of records in accordance with the Kansas Open Records Act and other applicable laws and may assign another district employee to handle requests for records and to serve as the custodian of the records. The custodian shall prominently display and distribute or otherwise make available to the public a brochure in the form prescribed by the local Freedom of Information Officer.
Types of Records
A public record means any recorded information, regardless of form or characteristics which is made, maintained or kept by or is in the possession of the district, including those exhibited at public board meetings.
Central Office Records
Records maintained by the superintendent shall include, but not be limited to, the following: financial, personnel, property (both real and personal) owned by the district.
Building Records
Records maintained by the building principals shall include, but not be limited to, the following: activity funds, student records and personnel records. (See JR et seq.)
Public Access
All records, except those subject to exception by the Kansas Open Records Act, shall be open to inspection by the general public during regular office hours of any school or the district office. The superintendent will
CN Records
establish procedures for making records available on normal business days when district offices are closed. Copies of open records shall be available on written request.
Requests for access to open records shall be made in writing to an official custodian of district records. The official custodian shall examine each request to determine whether the record requested is an open record or is subject to an exception by the Kansas Open Records Act. The custodian shall either grant or deny the request.
If the custodian does not grant the request, the person requesting the record shall receive a written explanation of the reason for the denial within three days of the request, if an explanation is requested. If the requester disagrees with the explanation, the freedom of information officer shall settle the dispute.
To the extent possible, requests for access to records shall be acted on immediately. If the request is not acted on immediately, the custodian shall inform the requester of when and where the open record will be made available. The record shall be made available within three business days of the request. Each custodian shall file all requests and their dispositions in the appropriate office and make reports as requested by the superintendent or the board.
The board shall annually set a fee for copies of records. Advance payment of the expense of copying open records shall be borne by the individual requesting the copy. Under no circumstances shall the documents be allowed out of their usual building location without approval of the official custodian.
CN Records
Revenue from copying open records will be deposited in the district’s general fund.
Disposition
All district office records shall be kept for at least the minimum length of time required by law.
The clerk is designated as the official custodian of all board records maintained by the district. The superintendent's designee is designated as official custodian of all district office records maintained by the district. Each building principal is designated as official custodian of all records established and maintained at the building level. In addition to those records required by law, the superintendent's designee shall be responsible for preparing and keeping other records necessary for the district’s efficient operation.
District employees shall follow the guidelines found in the student records policies. (See JR and JRB)
Retention of Documents in Certain Circumstances (See CNA)
Approved: KASB Recommendation – 6/00; 01/02; 4/07; 6/07; 8/13
CNA Document Production, Including Electronic Information *
(See BCBK, BE, CN, ECA, IDAE, II, JGGA, JR et seq. and KBA)
Destroying Documents
After the district receives knowledge of legal action against the district or its employees, no documents or electronic information pertaining to the subject of the action, maintained in any form, may be destroyed.
Approved: KASB Recommendation – 02/07; 4/07; 6/07
* For detailed information, see Federal Rules of Civil Procedure. 34 Production of Documents, Electronically Stored Information.
CO Reports
The board may require reports from the superintendent or other staff members. The board delegates to the superintendent authority to request reports from any staff member.
Types of Reports
Annual
The superintendent shall submit to the board an annual report summarizing the district’s operations for the preceding school year. The report shall include the accreditation status of each district school building.
Budget Reports
The superintendent shall present a monthly budget report to the board.
The budget report shall be included in the board’s agenda and shall include each account, the original appropriation, the amount expended to date, the amount encumbered to date, and the remaining balance in each account.
Disseminating Reports
The board, upon request, may receive copies of reports submitted to the superintendent if there is no potential violation of any staff or students’ privacy rights.
Approved: KASB Recommendation – 01/02; 4/07
