Windsor CUSD #1                                                                                                                  2:240

 

School Board

Board Policy Development [1]

The School Board governs using written policies.  Written policies ensure legal compliance, establish Board processes, articulate District ends, delegate authority, and define operating limits.  Board policies also provide the basis for monitoring progress toward District ends. [2]

Policy Development

Anyone may propose new policies, changes to existing policies, or deletion of existing policies.  Staff suggestions should be processed through the Superintendent.  Suggestions from all others should be made to the Board President or the Superintendent.

A Board Policy Committee will consider all policy suggestions and provide information and recommendations to the Board. [3]

The Superintendent is responsible for:  (1) providing relevant policy information and data to the Board, (2) notifying those who will implement or be affected by or required to implement a proposed policy and obtaining their advice and suggestions, and (3) having policy recommendations drafted into written form for Board deliberation.  The Superintendent shall seek the counsel of the Board Attorney when appropriate.

Policy Adoption and Dissemination

Policies or policy revisions will not be adopted at the Board meeting at which they are first introduced, except when:  (1) appropriate for a consent agenda because no Board discussion is required, or (2) necessary or prudent in order to meet emergency or special conditions or to be legally compliant. [4] Further Board consideration will be given at a subsequent meeting(s) and after opportunity for community input.  The adoption of a policy will serve to supersede all previously adopted policies on the same topic.

The Board policies are available for public inspection in the District’s main office during regular office hours. [5] Copy requests should be made pursuant to Board policy 2:250, Access to District Public Records.

Board Policy Review and Monitoring

The Board will periodically review its policies for relevancy, monitor its policies for effectiveness, and consider whether any modifications are required.  The Board may use an annual policy review and monitoring calendar. [6]

Superintendent Implementation

The Board will support any reasonable interpretation of Board policy made by the Superintendent. [7] If reasonable minds differ, the Board will review the applicable policy and consider the need for further clarification.

In the absence of Board policy, the Superintendent is authorized to take appropriate action.

Suspension of Policies

The Board, by a majority vote of members present at any meeting, may temporarily suspend a Board policy except those provisions that are controlled by law or contract.  The failure to suspend with a specific motion does not invalidate the Board action.

LEGAL REF.:         105 ILCS 5/10-20.5.

CROSS REF.:         2:150 (Committees), 2:250 (Access to District Public Records), 3:40 (Superintendent)

Exhibit - PRESS Issue Updates

This procedure is for PRESS subscribers. For subscribers to PRESS-Plus, IASB’s full maintenance policy update service, the update instructions that arrive with a paid PRESS-Plus subscription provide further guidance.

Actor

Action

Superintendent

Manages the process for the Board to receive PRESS updates to policies.

Manages the Board’s compliance with the Open Meetings Act. Ensures that, as appropriate, the agendas for the Board Policy Committee and School Board include discussion and action to consider, adopt, or revise Board policies.

Manages the process for approving new or revised administrative procedures, and changes to employee and student handbooks.

Communicates all policy and procedure revisions or adoptions as appropriate to staff members, parents, students, and community members.

Designated support staff

To each member of the Policy Committee (or full Board): Emails or otherwise distributes a copy of the following:

1.       PRESS Update Memo, unless a copy was already provided.

2.       Committee worksheets, available at www.IASB.com/policy, and

3.       Current District policy in relevant areas.

To any other interested school official: Emails or otherwise distributes the PRESS Update Memo (describes the current PRESS issue) to each Board member or other interested school official who has not already received a copy. It is available online at www.IASB.com/policy.

As appropriate, includes new and revised policies in the Board meeting packets.

After a policy is adopted or revised, updates the District’s policy manual master electronic file and adds adoption dates.

Archives old policy.

Follows district process for updating paper and online manuals.

Policy Committee (or Full Board)

Considers each PRESS update. Reviews footnote changes.

Decides which changes require School Board discussion and which are appropriate as consent agenda items.

The following are appropriate for the consent agenda: changes to the Legal References and Cross References, and minor policy edits that do not require Board discussion.

Requests review of recommended revisions by the Board Attorney, as appropriate.

Presents recommendations regarding PRESS updates to the Board at a regularly scheduled meeting.

Full Board

Conducts a first reading of the policies that are recommended to be updated.

During the next regular meeting, conducts a second reading.

A second reading allows the Board to hear feedback from interested parties, including staff, parents, students, and community members; however, State law does not require two readings.

Assistant Superintendents, Directors, and Building Principals

Reads adopted policies and follows the Superintendent’s process for updating administrative procedures, and changes to employee and student handbooks within their assigned building(s).

Anyone

For further clarification, views the 8-minute online tutorial, available at www.iasb.com/policy, behind the log-in screen.

 

Exhibit - Developing Local Policy

Actor

Action

Anyone (Superintendent, School Board member, staff, parent, student, community member, or Board Attorney)

Brings a concern that may necessitate a new policy or a current policy’s revision to the attention of the School Board.

Policy Committee (or Full Board)

First, answers these questions to decide whether new policy language is needed:

1.       Does the IASB Policy Reference Manual provide guidance?

2.       Is the request something that should be covered in policy (i.e., Board work) or is it something that should be handled by the staff (i.e., staff work)?

3.       Is it already covered in policy?  Checks for policies that cover similar or connected topics using tools such as search engines, cross references, and indexes.

Second, uses a 4-step process to draft new policy language:  

1.       Frames the question and discusses the topic.

2.       Requests the Superintendent to provide research, including appropriate data, and input from others, such as, those who may be affected by the policy and those who will implement the policy.

3.       Assesses existing policy and decides whether new or revised policy language is needed.

4.       Drafts or requests the Superintendent or Board Attorney to draft, language addressing the concern that aligns with the Board’s mission, vision, goals, and objectives.

Third, decides whether the new language should be included in an existing policy or added as a new policy. Assigns any new policy an appropriate location and number.

The PRESS coding system reserves policy numbers ending in a ‘0’ and ‘5’ for PRESS material. Local districts are encouraged to use policy numbers ending in even numbers other than ‘0’.

Full Board

Conducts a first reading of the policy that is recommended for adoption or revision.

During the next regular meeting, conducts a second reading.

A second reading allows the Board to hear feedback from interested parties, including staff, parents, students, and community members; however, State law does not require two readings.

Superintendent

Confers with the Board Attorney as appropriate.

Manages the Board’s compliance with the Open Meetings Act. Ensures that, as appropriate, the agendas for the Board Policy Committee and School Board include discussion and action to consider, adopt, or revise Board policies.

Manages the process for approving new or revised administrative procedures, and revisions to employee and student handbooks.

Communicates all policy and procedure revisions or adoptions as appropriate to staff members, parents, students, and community members.

Designated support staff

After a policy is adopted or revised, updates the District’s policy manual master electronic file and adds adoption dates.

Archives “old” policy.

Follows district process for updating paper and online manuals.

Assistant Superintendents, Directors,  and Building Principals

Reads the adopted policy and follows the Superintendent’s process for updating administrative procedures, and changes to employee and student handbooks within their assigned building(s).

 

Exhibit - Policy Manual Updates

Date

Policy Manual Holder:

Following are the recent School Board policy updates enacted by the Board.  Please take a moment to update your manual copy, and sign and return the attached slip to _________________________.

designated support staff

Code

Policy Title

Action

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Return Slip

Please complete the following information and return to _____________________ within two weeks.

designated support staff

Location of Policy Manual                                                                                                        

Signature of person responsible for updating                                                                               

Date update was completed                                                                                                      

Thank you for your cooperation.

 

 

 



[1] State law requires this subject matter be covered by policy (105 ILCS 5/10-20.5 and 5/10-16.7). 105 ILCS 5/10-16.7 requires the board to make all employment decisions pertaining to the superintendent as well as “to direct, through policy, the superintendent in his or her charge of the administration of the school district, including, without limitation, considering the recommendations of the superintendent concerning the budget, building plans, the locations of sites, the selection, retention, and dismissal of employees, and the selection of textbooks, instructional material, and courses of study.” Rather than being a laundry list of mandated written board policies, this list provides items on which boards must make decisions after considering the superintendent’s recommendations. The statute also requires the “board [to] evaluate the superintendent in his or her administration of board policies and his or her stewardship of the assets of the district.” Boards have broad incidental powers to adopt all necessary policies. Thomas v. Board of Education of Community Unit School Dist. 1, 453 N.E.2d 150 (Ill.App. 5, 1983).

[2] See the IASB’s Foundational Principles of Effective Governance, available on line at: www.iasb.com/pdf/found_prin.pdf.

[3] Optional.  See policy 2:150, Committees.

[4] State law does not require a first reading before a board adopts a policy. The use of a consent agenda allows a board to vote on a matter without discussion. Policies or policy revisions may be appropriate for a consent agenda when providing for legal compliance; correcting grammar, spelling or punctuation; or clarifying pre-existing policy language. A board member may make a motion to remove any item from the consent agenda to the regular agenda for discussion. See policy 2:220, School Board Meeting Procedure.

[5] This sentence must be customized to include where and how policies are available, such as, through Board Policies Online or the district’s website.

[6] Optional.

[7]