Policy Formation and Review
Board Policies constitute the basic method by which the Board exercises its leadership in the operation of the school system. The study and evaluation of reports concerning the execution of its Board Policies will constitute a basic method by which the Board exercises its control over the operation of the school system. The Board acknowledges the desirability of consultation in the development of policy and requires that the input of those who will be affected be requested and considered.
The Board shall be guided in its approach to policy making by ensuring adherence to the requirements necessary to provide public education and compliance with the Education Act and provincial as well as federal legislation.
Board policies shall distinguish between the responsibility of the Board to develop the broad guidelines to guide the Division and of the Superintendent to exercise professional judgment in the administration of the Division.
The Board believes in the establishment and review of policy that reflects its values and perspectives and shall adhere to the following stages in its approach to new policy formation and review:
The Board, in consultation with the Superintendent, shall assess the need for a policy, as a result of its own monitoring activities or on the suggestion of others, and identify the critical attributes of each policy to be developed.
The Board may develop the policy itself or delegate the responsibility for policy development to the Superintendent.
The Board is responsible for the implementation of policies governing its own processes. The Board and Superintendent share the responsibility for implementation of policies relating to the BoardSuperintendent relationship. The Superintendent is responsible for the implementation of the other policies.
The Board, in consultation with the Superintendent, shall review each policy in a timely manner in order to determine if it is meeting its intended purpose.
New Policy Formation:
1. Policy needs may be identified by the Board, by the Superintendent, by any individual or group as well as through legislative or regulatory requirements.
2. The Board shall review the identified problem, issue or need to determine whether or not there is to be a review or formation of policy.
3. If there is a determination by the Board to review or develop policy, the Superintendent shall be directed by motion of the Board to draft a policy proposal.
4. New Policy proposals are to include:
4.1. Background (as applicable);
4.2. Legal implications;
4.4. Impact on persons affected;
4.5. Legislative or collective agreement references;
4.6. Samples of similar policies, where possible; and
4.7. Policy recommendation.
5. The draft policy shall be submitted to the Board for first reading and discussion. The Board may:
5.1. Reject or approve the proposal and direct a reconsideration; or
5.2. Approve the draft policy, in principle, for reaction.
6. If the policy is approved for reaction, the policy shall be posted on the Division website and distributed to parents through school councils, Principals, the Alberta Teachers’ Association Local 10 (ATA), the Central Alberta Association of Municipal and School Employees (CAAMSE), the International Union of Operating Engineers (IUOE), and the Non-Union Group with a request for reaction within a designated time-frame.
7. The Board may establish a policy advisory committee to examine the policy and make recommendations to the Board.
8. The Superintendent shall undertake any redrafting necessary:
8.1. The redrafted policy shall be submitted to the Board for a second reading, discussion and possible amendment; and
8.2. Received written reactions shall be provided to the Board in support of proposed changes.
9. The Board may approve the policy as amended or direct the Superintendent to further revise the policy prior to a third and final reading.
10. When the Board approves a policy, that policy shall be recorded in the minutes of the Board meeting.
11. Only those written statements so adopted and so recorded shall be regarded as official policy of the Board.
12. Policies shall be effective immediately upon adoption unless a specific effective date is provided in the motion to adopt;
12.1. All policies shall specify the date of Board approval.
13. Policy statements that are superseded by superior legislation or new Board policies shall be automatically declared invalid.
14. Policies shall be presented to the Board for review at least once within a four (4) year term of the Board;
14.1. The review process shall be initiated by the Superintendent or the Board.
15. At the completion of the review, the Board may decide to:
15.1. Reaffirm the policy by motion and simple majority at a regular Board meeting;
15.2. Rescind the policy by motion and simple majority at a regular Board meeting;
15.3. Recommend non-substantial amendments to the policy; or
15.4. Recommend substantial amendments to the policy;
15.4.1. Substantial changes are those that are deemed to significantly change the intent of the policy (for instance: electoral boundary review).
Rescinding of Board Policy:
16. The Board, upon rescinding a policy, may subsequently delegate the Policy’s matter to the Superintendent;
16.1. The Superintendent may then develop an administrative procedure relative to this matter.
Non-substantial changes to Board Policies:
17. Policy amendments, relating to legislative changes, new information, organization or syntax that are deemed by the Board to be non-substantial, may be amended by a simple majority vote to approve the amendments, as per 15.1. Substantial changes to Board Policies:
18. A substantial change to a Board Policy shall follow the process for new policy formation
19. The Superintendent shall arrange for all Board policies and administrative procedures and subsequent revisions to be posted on the Division’s website, in a timely manner, for staff and public access.
19.1. The Superintendent shall inform the Board in a timely manner, of any substantial changes to administrative procedures.