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Administrative Procedures

Administrative Procedure 121

Administrative Procedure Review and Development System

Background

Preamble:

A key governance responsibility of the Superintendent is to advise and assist the Board of Trustees in setting clear policy direction to guide school system operations.  The Board delegates authority to the Superintendent to develop and adopt administrative procedures aligned with Board Policies that describe how the Division staff act to fulfill Board policies.  These procedures describe the "works" of the organization. They describe relationships, decision-making flexibility, limitations and constraints, and consequences. 

This administrative procedure is designed to provide a clear and effective framework for administrative procedure review in Wild Rose School Division.

The Associate Superintendent--Central Services is responsible for coordinating administrative procedure development.

 

 Administrative Guidelines:

 

1.      The Superintendent may authorize the review, amendment or deletion of an existing administrative procedure at any time.

2.      The Superintendent may authorize the drafting of a new administrative procedure at any time.

3.      The Superintendent may authorize the drafting of amendments to an existing administrative procedure at any time.

4.      Administrative procedures shall be scheduled for review on a five-year cycle.

5.      The General Administrative Procedure Development Process encourages stakeholder suggestions and comments.  Opportunities for input to administrative procedure  proposals are provided through the circulation of administrative procedure drafts to the stakeholders listed in section B 5.

Definitions

Definitions:

 In this administrative procedure:

 

  1. policies”: value-laden statements of a board's vision or goals that give direction to staff about expected ends or outcomes in the board's pursuit of its mission.  They are general authorizations and instructions typically delegated to the Superintendent for implementation.  The board expresses its mission defined within the parameters of its legislated mandate.
  2. administrative procedures”: descriptions of administrative processes implemented by the Superintendent, aligned with Board Policies.  They describe the works" of the organization; relationships, decision-making flexibility, limitations and constraints, and consequences. 
  3. administrative guidelines": often included within an Administrative Procedure.  Where the words "may" or "should" are used it signals that the instruction given is  "advice" and not direction--and therefore NOT legally constrainingGuidelines often describe best practices and common sense decisions that help to limit  those who have decision-making authority from having to "reinvent the wheel." 

Procedures

Administrative Procedures:

 A.      Administrative Procedure Review

 

1.      Near the beginning of each school year, the Associate Superintendent--Central Services prepares an Administrative Review and Development Schedule itemizing the administrative procedures scheduled for review pursuant to the five-year review cycle and other administrative considerations.  The Schedule indicates the               specific Executive Team member responsible for leading the review or development of each policy.  This schedule is distributed to trustees, division staff,                   Principals and school council chairs.

2.      Over the course of the school year, the Education Team considers each administrative procedure on the Administrative Review and Development Schedule.  In     each case, one of the following four recommendations will be made to the Superintendent:

 

(a)           that the administrative procedure continue in force;  or

(b)           that minor wording amendments be made that do not substantively change the intent of the administrative procedure;   or

(c)           that the administrative procedure be deleted, if deemed redundant; or

(d)           that the administrative procedure be assigned to a member of the Executive Team for revision when substantive changes are deemed necessary.

 

B.      General Administrative Procedure Development Process

 

1.      The Education Team member responsible for drafting amendments to an existing administrative procedure or for drafting a new administrative procedure may use a variety of draft writing processes.

2.      Once the amended or new administrative procedure has been drafted, it is then reviewed by the Education Team.

3.      The administrative procedure is then referred to the Board for its first review.

4.      The Superintendent considers the discussion and advice of the board in making revisions to the draft administrative procedure.  The draft administrative procedure is then distributed to the stakeholder groups listed below for feedback by the date stipulated on the covering notice.  This date will typically be eight (8) or more           weeks from the date of the Board's first review.  The draft administrative procedure is posted on the Wild Rose website.  All requests to extend the feedback               deadline will be given due consideration.

5.      Stakeholder groups included in the general administrative procedure development/review feedback process include:

 

a.         Principals

b.         School Staffs

c.         School Councils

d.         The Wild Rose ATA Local

e.         Other interested or effected groups and/or individuals as deemed appropriate.

 

6.      Comments and suggestions on the draft administrative procedure are reviewed by the Associate Superintendent - Central Services  and forwarded to the Education Team for further discussion.

7.      Substantive additional changes to an draft administrative procedure may be made by the Education Team in response to stakeholder feedback.  In such cases, the reviewed draft is re-circulated to the Board and to the stakeholder groups for further feedback by the date stipulated on the covering notice.  This date will                   typically be four or more additional weeks.

8.      Once stakeholder comments have been taken into account, the draft administrative procedure is received by the Board for review and discussion.  The               Superintendent takes this discussion into consideration before finally approving the administrative procedure.

9.      The Superintendent or designate tables the final version of the administrative procedure with the Board as information. 

 

C.      Exceptional Administrative Procedure Development Process

 

1.      Notwithstanding the General Administrative Procedure Development Process outlined in Section B the Board retains the right to develop, amend, delete or approve any of its policies at any time through its Exceptional Administrative Procedure Development process.

2.      In cases where the Board deems it advisable to forgo the regular Administrative Procedure Development Process, the reasons for choosing the Exceptional          Administrative Procedure Development route will be publicly communicated at a Regular Board Meeting.

 

 

Drafted:                  February 17, 2010

Reviewed:               November, 2011

Next Review by:      November, 2016

References

Legislative References:

Section 60, 61, School Act

 

Board Policy:

Policy 11 Delegation

 

Cross References:

AP 120 Policy and Procedure Dissemination