SECTION C: GENERAL SCHOOL ADMINISTRATION
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CBA Qualifications and Duties of Superintendent
CBAA Incapacity of Superintendent
CBAA-R Incapacity of Superintendent
CBB Recruitment and Appointment of Superintendent
CBG Evaluation of the Superintendent
CC Administrative Organizational Plan
CCB Staff Relations and Lines of Authority
CE Administrative Councils, Cabinets and Committees
CF School Building Administration
CG Special Programs Administration
CHA Development of Regulations
CHCA Approval of Handbooks and Directives
CHD Administration in Policy Absence
CM School District Annual Report
ADMINISTRATION GOALS
The District’s administrative organization is designed so that all divisions and departments of the central office and all schools are part of a single system guided by Board policies implemented through the Superintendent. The Board is responsible for specifying its requirements and expectations of the Superintendent and for holding the Superintendent accountable by evaluating how well those requirements and expectations have been met. In turn, the Superintendent is responsible for clearly specifying the Board’s requirements and expectations for all other administrators and for holding each accountable by evaluating how well requirements and expectations are met.
Major goals of administration in the District are:
1. to manage the District’s various departments and programs effectively;
2. to provide professional advice and counsel to the Board and to advisory groups established by Board actions, generally through reviewing alternatives, analyzing the advantages and disadvantages of each and recommending a selection from among the alternatives;
3. to implement the management function so as to ensure the best and most effective learning programs through achieving such other goals as:
A. provide leadership in keeping abreast of current education developments;
B. arrange for the staff development necessary to the establishment and operation of learning programs which better meet student needs;
C. coordinate cooperative efforts for the improvement of learning programs, facilities, equipment and materials and
D. provide access to the decision-making process for the ideas of staff, students, parents and others;
4. to develop an effective program of evaluation which includes every position, program and facility in the District;
5. to develop and use a team management approach and
6. to annually adopt goals which reflect those adopted by the Board of Education.
CROSS REFS.: AF, Commitment to Accomplishment
GCL, Professional Staff Development Opportunities
GDL, Support Staff Development Opportunities
QUALIFICATIONS AND DUTIES OF SUPERINTENDENT
(JOB DESCRIPTION)
TITLE: Superintendent of Schools
QUALIFICATIONS:
1. Meets the requirements for Superintendent Certificate - State of Ohio.
2. Master's degree or higher.
3. Five years of classroom teaching experience.
4. Five years of administrative experience as building principal or central office administration.
5. Such alternative to the above qualifications as the Board may deem appropriate and acceptable.
REPORTS TO: Board of Education
SUPERVISES: Directly or indirectly, all employees of the District except the Treasurer. The Treasurer and Superintendent cooperatively supervise the employees of the Treasurer's office.
JOB GOAL: To provide leadership in developing and maintaining the best possible educational programs and services for students enrolled in the schools.
Personal Qualities
1. Maintains high standards of ethics, honesty and integrity in all personal and professional matters.
2. Possesses and maintains the health and energy necessary to meet the responsibilities of his/her position.
3. Is suitably attired and well groomed.
4. Demonstrates fairness and consistency in handling of problems.
5. Is able to communicate in a direct and effective manner with staff, Board and community.
Board-Superintendent Relations
6. Prepares agenda for Board meetings in cooperation with the Board President and in conformity with Board policy.
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7. Provides to each Board member, in advance of the meeting, information and data pertinent to subjects or individuals scheduled to be heard by the Board.
8. Administers the schools in accordance with the laws of the State, rules and procedures of the State Board of Education and the policies adopted by the local board through the District's organizational structure.
9. Furnishes educational leadership to the Board, school staff and community. Reports to the Board on all matters of concern to the Board.
10. Acts as advisor to the Board in areas needing policy development or revision. Assists in formulating policies by providing the Board with necessary data and information. Maintains the Board policy manual in current condition.
11. Directs the development of administrative rules and regulations.
12. Administers Board policies, either personally or by assuring the implementation of policies and regulations through delegation to appropriate staff. Recognizes that such delegation does not relieve him/her of the primary responsibility for the proper execution or performance of the delegated function.
13. Provides the Board with his/her analysis and evaluation of communications with members of the community either as individuals or in groups relative to community concerns for the goals, philosophy and effectiveness of the school programs.
14. Cooperates with the Board in orientation of new Board members by supplying copies of District policies and regulations, guidelines and handbooks and is available for review of same. Encourages new Board members to attend in-service orientation workshops and to participate in appropriate school-related professional groups.
15. Attends and participates in all meetings of the Board except executive sessions of those meetings which are concerned with the Superintendent's employment or where the Board requests he/she not be present.
16. Regularly informs the Board of matters which would be of a concern to Board members or the community at large.
Educational Program
17. Implements the philosophy and objectives established by the Board.
18. Makes recommendations relative to the needs of the educational program.
19. Assures the organization of a planned program of curriculum evaluation and keeps the Board informed of developments in this area.
20. Recommends to the Board courses of study for inclusion in the curriculum and implementation in the instructional program.
21. As requested by the Board, or as he/she deems pertinent, arranges for staff presentations to the Board on various aspects of the curriculum.
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Personnel Functions
22. Maintains good working relationships with the total staff and maintains open lines of communication with employee groups and/or individuals.
23. Executes personnel policies adopted by the Board and makes Board policies and job descriptions available for viewing to all members of the staff.
24. Recommends employment of all personnel.
25. Assigns, transfers and indirectly supervises all personnel except the Treasurer. The Superintendent and Treasurer cooperatively assign, transfer and supervise personnel of the Treasurer's office.
26. Recommends employees for promotion, demotion or transfer except the Treasurer. The Superintendent and Treasurer cooperatively recommend employees for promotion, demotion or transfer of personnel in the Treasurer's office.
27. Reports to the Board of Education on staff evaluations and serves as the final reviewing authority for the Board.
28. Recommends staff dismissals when necessary.
29. Recommends for Board action the negotiated agreement resulting from the negotiation process with Board-recognized employee organizations.
Professional and Leadership Development
30. Prepares a program providing for his/her own professional growth.
31. Systematically evaluates professional growth of staff and recommends programs for in-service training for continued growth and professional development of staff.
32. Evaluates other administrative staff members in accordance with Board policy (except the Treasurer) and recommends contract and salary provisions for these persons to the Board of Education.
33. Maintains membership and participates in activities of appropriate professional organizations.
Business and Financial Matters
34. Develops and maintains long-range plans for facilities and programs, including site acquisitions and educational specifications for school buildings.
35. Assures the development of educational specifications for school facilities and works with the architect, staff and consultants in the planning of school buildings.
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36. Recommends policies and establishes regulations for public use of school buildings, facilities and equipment. Assures periodic inspections. Reports findings to the Board and makes appropriate recommendations.
37. Cooperates with the Treasurer in analyzing current financial positions and interpreting to the Board long-range financial needs and proposals.
38. Cooperates with the Treasurer in the preparation of the detailed District budget and appropriations, interprets and presents it to the Board for adoption.
39. Supervises the administration of the budget and keeps expenditures within limits.
40. Cooperates with the Treasurer in the establishment of a control system for financial accounting and purchasing of supplies and equipment.
41. Cooperates with the Treasurer in providing to the Board periodic reports on operating budget accounts and the overall financial condition of the school district.
42. Assures the preparation and maintenance of an inventory of school district equipment and textbooks.
43. Establishes an adequate insurance program for the school district.
44. Assures the establishment and maintenance of safety and security procedures.
45. When directed by the Board, provides rationale and coordinates the effort to convince the citizenry of the necessity for additional financing. Provides information in support of bond issue and tax levy campaigns for the use of the Board and citizen committees.
Community Relations
46. Assures the maintenance of a program for keeping the community adequately informed of school developments and problems. Directs the implementation of community relations activities.
47. Works with parent groups and other organizations interested in and concerned for the welfare of the schools. Interprets the programs and activities of the schools before various community groups.
48. Establishes a working relationship with all news media. Meets with representatives of the press to provide information needed for keeping the community informed consistent with standards of confidentiality established by the Board and State and Federal rules and laws. Issues press releases as required.
49. Participates in community affairs, in both school and nonschool activities, and cooperates with other community agencies. Encourages staff to become active in the community.
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50. Plans for the utilization of community resources to assist in furthering educational aims, and for citizen involvement in the study of specific school problems.
51. Demonstrates respect and cooperation in relationships with the Board of Education, staff and community.
Terms of Employment: As determined by the Board of Education.
Evaluation: Performance of this job will be evaluated annually in accordance with provisions of the Board's policy on evaluation of the Superintendent.
LEGAL REF.: ORC 3319.01
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INCAPACITY OF SUPERINTENDENT
As the executive officer of the District, the Superintendent has a major responsibility in managing the operation of the schools.
Should the Superintendent become incapacitated, the Board appoints a Superintendent Pro Tempore who shall meet the certificate requirement as established by law. The appointment is made by a majority vote of the Board and only after the conditions relating to incapacity are met in accordance with Ohio law and the Family and Medical Leave Act of 1993.
The Superintendent Pro Tempore performs all the duties and functions of the Superintendent and may be removed at any time by a two-thirds majority vote of the members of the Board or upon return to full-time active service of the Superintendent.
LEGAL REFS.: ORC 3319.01; 3319.011; 3319.13; 3319.16
INCAPACITY OF SUPERINTENDENT
A Superintendent Pro Tempore is appointed by a majority of the members of the Board upon determining that the Superintendent is incapacitated in such a manner that he/she is unable to perform the duties of that office. Such incapacity is determined:
1. by request of the Superintendent, if the Superintendent is absent with pay for reasons of personal illness, injury or exposure to contagious disease which could be communicated to others;
2. upon certification of the attending physician that the Superintendent is unable to perform the duties of the office of Superintendent;
3. upon the determination of a referee, pursuant to ORC 3319.16, that the Superintendent is unable to perform the duties of the office of Superintendent;
4. upon the granting of a leave of absence without pay requested by the Superintendent for reasons of illness, injury or other disability or
5. upon the placing of the Superintendent upon an unrequested leave of absence without pay for reasons of illness or other disability pursuant to ORC 3319.13 and 3319.16.
During the period of incapacity, the Superintendent may:
1. at his/her request, be placed on sick leave, with pay, not to exceed the extent of his/her accumulated, but unused, sick leave and any advancement of such sick leave which may be authorized by Board policy;
2. at his/her request, or without such request, pursuant to the Family and Medical Leave Act, be placed on unpaid FMLA leave for up to twelve weeks per year and
3. the Superintendent may be placed on a leave of absence without pay; before such placement the Board will take into consideration medical reports submitted by the Board appointed physician and/or the Superintendent's doctor.
The leave provided during the period of incapacity (described above) will not extend beyond the contract or term of office.
The Superintendent may, upon request to the Board, be returned to active-duty status, unless the Board denies the request within 10 days of receipt of the request. The Board may require the Superintendent to establish to its satisfaction that he/she is capable of resuming such duties and that the duties be resumed on a full-time basis.
The Board may demand that the Superintendent return to active service; upon the determination that he/she is able to resume his/her duties, the Superintendent will return to active service.
The Superintendent may request a hearing before the Board on any action taken under this policy and has the same rights as are granted under ORC 3319.16.
The Board fixes the compensation of the Superintendent Pro Tempore in accordance with ORC 3319.011. He/She serves until the Superintendent’s incapacity is removed or until the expiration of the Superintendent’s contract or term of office, whichever is earlier.
RECRUITMENT AND APPOINTMENT OF SUPERINTENDENT
Within the confines of the law, the Board of Education shall conduct an active search to find the person it believes can translate most effectively into action the policies of the Board and the aspirations of the community and the professional staff.
LEGAL REF.: ORC 3319.01
SUPERINTENDENT’S CONTRACT
The appointment of the Superintendent is secured through a written agreement, stating the terms of the contract. The contract meets all State requirements and protects the rights of both the Board and the Superintendent.
The Superintendent is appointed for a term not to exceed five years. The term commences on August 1 and continues through July 31 of the year in which the contract expires. The period of time in which a Superintendent’s contract may be renewed begins on January 1 of the year prior to the contract’s expiration and ends on March 1 of the year in which the contract expires.
Salary and benefits are determined by the Board at the time of the appointment and are reviewed by the Board each year.
If at any time, in the opinion of the majority of Board members, the Superintendent’s services are considered unsatisfactory, he/she may be notified and may be given an opportunity to correct the deficiencies. Nothing in this policy shall prevent the Board from making the final determination regarding the renewal or non-renewal of the Superintendent’s contract.
If the Board intends to nonrenew the Superintendent’s contract, notice in writing of the intended nonrenewal will be given to the Superintendent on or before March 1 of the year in which the contract expires.
LEGAL REFS.: ORC 3319.01; 3319.12
CROSS REFS.: BCD, Board-Superintendent Relationship
CBAA, Incapacity of Superintendent
EVALUATION OF THE SUPERINTENDENT
The Board evaluates the performance of the Superintendent in order to assist both the Board and the Superintendent in the proper discharge of their responsibilities and to enable the Board to provide the District with the best possible leadership.
Through evaluation of the Superintendent, the Board strives to:
1. clarify the role of the Superintendent as seen by the Board;
2. develop harmonious working relationships between the Board and Superintendent;
3. provide administrative leadership for the District and
4. identify strengths and weaknesses of the Superintendent’s performance.
Criteria for the evaluation of the Superintendent is based upon the Superintendent’s job description and relates directly to each of the tasks described. The job description and any revisions thereto are developed in consultation with the Superintendent and adopted by the Board.
The Board evaluates the abilities and services of the Superintendent at least once a year.
The evaluation of the Superintendent’s abilities and performance is written and made available to and discussed with the Superintendent in conference. The Board must consider the evaluation of the Superintendent in acting to renew or nonrenew his/her contract.
LEGAL REF.: ORC 3319.01
CROSS REFS.: CBA, Qualifications and Duties of Superintendent
Evaluation Forms in Treasurer's Office
ADMINISTRATIVE ORGANIZATIONAL PLAN
Administrative Personnel
Upon nomination by the Superintendent, the Board may employ the administrative personnel required to accomplish the objectives of the District. The Board may contract with these employees for terms that shall not exceed the maximum permitted by State law and at salaries that the Board approves. Administrative personnel shall fulfill the requirements of the State Board of Education and shall meet the qualifications of education and/or experience set forth in the job description for the position.
LEGAL REFS.: ORC 3319.02; 3319.07; 3319.08; 3319.09
STAFF RELATIONS AND LINES OF AUTHORITY
The Superintendent establishes clear understandings on the part of all personnel of the working relationships in the District.
Lines of direct authority are those approved by the Board and are shown on the District’s organizational chart.
Personnel are expected to refer matters requiring administrative action to the administrator to whom they are responsible. The administrator refers such matters to the next higher 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.
Lines of authority do not restrict in any way the cooperative, sensible working together of all staff members at all levels in order to develop the best possible school programs and services. The established lines of authority represent direction of authority and responsibility. When the staff is working together, the lines represent avenues for a two-way flow of ideas to improve the program and operations of the District.
CROSS REFS.: ABB, Staff Involvement in Decision Making (Also GBB)
BG, Board-Staff Communications (Also GBD)
MANAGEMENT TEAM
The Board endorses the management team concept for the District.
The management team of the District consists of two groups.
Policy Team
The Board, Superintendent and Treasurer comprise the team. The Board President serves as team leader. Primary responsibilities of this team are to establish policies to guide the District and to ensure that the policies are carried out.
Administrative Team
All administrators within the District comprise this team. The Superintendent serves as team leader. This team is responsible for carrying out the functions of planning, organizing, staffing, implementing and evaluating, guided by the policies established by the policy team and adopted by the Board.
The team approach to management represents an attempt to provide close cooperation and effective working relationships among administrative personnel. It is an effort to make the best use of the talents and expertise available by establishing open lines of communication and by providing a supportive environment in which collaborative problem solving and decision making can take place.
CROSS REF.: CCB, Staff Relations and Lines of Authority
ADMINISTRATIVE COUNCILS, CABINETS AND COMMITTEES
The Superintendent may establish such permanent or temporary councils, cabinets and committees which are necessary for proper administration of the Board policies and for the improvement of the total educational program.
All councils, cabinets and committees created by the Superintendent are for the purposes of obtaining the advice and counsel of administrative and supervisory personnel of the District and aiding in District communication. Functioning in an advisory capacity, such groups may make recommendations for submission to the Board through the Superintendent. Authority for establishing policy remains with the Board; authority and responsibility for implementing policy remain with the Superintendent.
The membership composition and responsibilities of administrative councils, cabinets and committees are defined by the Superintendent and may be changed at his/her discretion.
Such councils, cabinets and committees need not meet the requirements of the Sunshine Law.
CROSS REF.: BF, Board Policy Development and Adoption
SCHOOL BUILDING ADMINISTRATION
The Board recognizes the extreme importance which the building principal holds within a management team concept. The effectiveness of building principals and their assistants are evaluated directly by the Superintendent and those central office administrators which he/she may designate.
CROSS REF.: CD, Management Team
SPECIAL PROGRAMS ADMINISTRATION
Special programs such as summer school, adult education and State/Federal grants will be administered by individuals selected by the Superintendent and approved by the Board.
POLICY IMPLEMENTATION
The Superintendent is responsible for carrying out, through regulations, the policies established by the Board. It is expected that all Board employees and students follow all Board policies and regulations.
There are many activities which are common to all schools, but regulations for conducting them may vary from building to building. Principals establish regulations for conducting activities in their individual schools within the larger framework of District regulations and Board policies.
The Board delegates to the Superintendent the function of specifying required actions and designing the detailed arrangements under which the schools operate. These regulations and detailed arrangements constitute the regulations governing the school. They must be consistent with the policies adopted by the Board.
The Superintendent devises a means for disseminating particular regulations, prior to their effective dates, to the staff members, students and/or members of the public who are directly affected by them.
LEGAL REF.: ORC 3313.20
DEVELOPMENT OF REGULATIONS
The development of regulations is the responsibility of the Superintendent of Schools. These regulations and detailed arrangements will constitute the regulations governing the schools. They must be in every respect consistent with the policies adopted by the Board of Education.
The Board of Education itself will formulate and adopt regulations only when required by law, and/or when recommended by the Superintendent.
CROSS REF.: CH, Policy Implementation
REGULATIONS DISSEMINATION
The Superintendent will also devise appropriate means for dissemination of particular regulations prior to their effective date to the staff members, students and/or members of the public who are affected by them.
CROSS REF.: BFCA, Board Review of Regulations
APPROVAL OF HANDBOOKS AND DIRECTIVES
In order that pertinent Board policies, regulations and school rules may be known by all staff members and students affected by them, administrators are granted authority to issue staff and student handbooks as found necessary.
It is essential that the contents of all handbooks conform with Districtwide policies and regulations and that all handbooks bearing the name of the District be of a quality that reflects credit on the District. Therefore, the Board expects all handbooks to be approved.
The Board reviews and approves the handbooks in order that the contents may be accorded legal status of Board-approved policy and regulations. The Superintendent uses his/her judgment as to whether other specific handbooks need Board approval. All handbooks published are to be made available to the Board for informational purposes.
ADMINISTRATION IN POLICY ABSENCE
In the absence of Board policy, the Superintendent may take temporary action which would be in accordance with the overall policy of the Board. The Superintendent is not free to act when the action involves a duty of the Board which by law cannot be delegated.
LEGAL REF.: ORC 3313.20
ADMINISTRATIVE REPORTS
The Board of Education may require reports from the Superintendent and/or Treasurer concerning conditions and needs of the schools.
A detailed report may be requested of the Superintendent annually as a preliminary to his/her preparation of the Board's annual report to the public.
Upon the receipt of the Superintendent's and other administrative reports, the Board will take steps to appraise the effectiveness with which the schools are achieving the educational purposes of the District.
LEGAL REFS.: ORC 3317.061; 3317.11; 3317.14
3319.04; 3319.32; 3319.37
3321.12;
3327.012
SCHOOL DISTRICT ANNUAL REPORT
The Board shall issue a District annual report and an annual report for each building within the District as required by State regulations.
The format of the report is designed by the administrative staff.
The content of the report conforms to State guidelines. The report is made available to all District residents.
LEGAL REFS.: ORC 3313.94
3315.07
3319.04; 3319.32; 3319.33
OAC 3301-11-01 thru 3301-11-06