TABLE OF CONTENTS (TC) C—GENERAL SCHOOL …usd262.ss7.sharpschool.com/UserFiles/Servers/Server_257022/File/… · CEB Duties – KSA 12-1678a CEC Recruitment CED (See CEC) Appointment

TABLE OF CONTENTS (TC) C—GENERAL SCHOOL ADMINISTRATION

CA Goals and Objectives CB Ethics

SN An information category since ethics are determined by a profession and not imposed upon it.

*CC Organization Charts CCA District *CCB District Departments *CCC School Buildings CD Line and Staff Relations CE Superintendent of Schools CEA Qualifications CEB Duties – KSA 12-1678a CEC Recruitment CED (See CEC) Appointment – KSA 72-8202b CEE (See CEC) Compensation and Benefits – KSA 72-5412; 72-8202b CEF (See CEE) Travel Expenses CEG (See CEE) Professional Development Opportunities *CEH Consulting (GBRGA) CEI Evaluation – KSA 72-9001 et seq.; CEJ Separation – KSA 72-5412 CEK Resignation *CEL Retirement (See GBQ) KSA 72-5501 et seq. CF (See CEK) Board-Superintendent Relations CG Administrative Personnel

SN For school management and supervisory personnel below district superintendent level.

CG Qualifications and Duties CG Recruitment CG Assignment CG Orientation CG Supervision (See GBH) – KSA 72-1111 CG Time Schedules CG Compensation Guides and Contracts – KSA 72-5412 CG Administrative Intern Program CG Personnel CG Travel Expense CG SN Job descriptions listed and coded (CGBAA, CGBAB, etc.) job-by-job

*CGD Hiring *CGG Probation (See GBG) CGI Evaluation – KSA 72-9001 et seq. *CGJ Promotion *CGK Tenure *CGL Transfer (See GBM) *CGM Separation (See GBN) *CGN Resignation (See GCQ) *CGP Working Conditions (See GBR) *CGPA Health Examinations – KSA 72-5213 *CGPC Work Load *CGPD Travel Expenses (See GBRF) *CGPE Non-School Employment (See GBRG) *CGPEA Consulting (See GBRGA) *CGPF Professional Leaves and Absences (See GBRH) *CGPFA Sabbaticals (See GBRHA) *CGPFB Conferences and Visitations (See GBRHB) CGPG Personal Leaves and Absences (GBRI) *CGPGA Emergency and Legal (See GBRIA) *CGPGB Illness (See GBRIB) *CGPGC Disability (See GBRIBA) *CGPGD Military *CGPGE Religious (See GBRIE) *CGPGF Bereavement (See GBRIF) *CGPH Vacations CJ Consultants (See BBG) CK (See CG) Professional Development Opportunities *CL Councils, Cabinets and Committees *CL Types and Functions *CL Method of Appointment *CL Organization *CL Reporting *CL Resources *CL Personnel *CL Material *CL Financial *CL Liaison *CL Reporting *CL Dissolution CM Policy Implementation CMA Administrative Rules CMA Rules Drafting CMA Staff Involvement (See GAC)

CMA Community Involvement CMA Student Involvement (See JCB) CMA Rules Adoption CMA Rules Dissemination CMA Rules Review (Also BDF) CMA Administration in Policy Absence CN Records (See JR) – KSA 72-5369 to 72-5373 CN Types CN Central Office Records – KSA 45-216 et seq. CN Building Records CN Public Use (See JRB) – KSA 45-215 et seq. CN Disposition (See JRC) – KSA 72-5369 to 72-5373 CNB Electronic Mail Retention Policy CO Reports – KSA 72-7801 et seq. CO Types CO Dissemination – KSA 45-215 et seq. CYA Document Production

C A G o a l s a n d O b j e c t i v e s o f S c h o o l A d m i n i s t r a t i o n C A

T h e g o a l o f s c h o o l a d m i n i s t r a t i o n i s t o c r e a t e a n e n v i r o n m e n t i n w h i c h a l l

s t u d e n t s c a n d e m o n s t r a t e c o n t i n u o u s a c a d e m i c i m p r o v e m e n t . T h e s u p e r i n t e n d e n t

m u s t p o s s e s s l e a d e r s h i p q u a l i t i e s w h i c h m o t i v a t e a l l s t a f f m e m b e r s t o i m p r o v e

t h e e d u c a t i o n a l p r o g r a m a n d t o a t t a i n t h e b o a r d ’ s g o a l s a n d o b j e c t i v e s . T h e

s u p e r i n t e n d e n t , w i t h t h e b o a r d ’ s d i r e c t i o n , s h a l l e n d e a v o r t o m o b i l i z e a n d

c o o r d i n a t e a v a i l a b l e r e s o u r c e s t o d e v e l o p a n e d u c a t i o n a l p r o g r a m d e s i g n e d t o

m a i n t a i n c o n t i n u o u s a c a d e m i c i m p r o v e m e n t a n d f u l l s t a t e a c c r e d i t a t i o n i n a l l

s c h o o l s .

A p p r o v e d : March 10, 2014

CCA – Organization Chart 

Board of Edu

catio

n Board Attorney

Auditor

SuperintendentAssistant 

Superintendent

Building Principals Assistant Principals / Activities Directors / CCR Coordinator Building Level Staff

Director of Student Learning / The Learning Center

Instructional Coaches(Vacant)

Learning Center Staff

Director of Operations(Vacant)

Director of Grounds and Maintenance

Grounds & Maintenance Staff

Director of Transportation

Transportation Staff

Director of Technology Technology Staff

Director of Food Service/Wellness

Kitchen Managers Food Service Staff

Director of Finance

Business Office Staff

District Office Support Staff

Board Treasurer

Board Clerk

©KASB. This material may be reproduced for use in the district.  It may not be reproduced, either in whole or in part, in any form whatsoever, to be given, sold or transmitted to any person or entity including but not limited to another school district, organization, company or corporation without written permission from KASB. 

C E A S u p e r i n t e n d e n t Q u a l i f i ca t i o n s C E A

T h e s u p e r i n t e n d en t s h a l l p o s s e s s , o r b e e l i g i b l e f o r , a K a n s a s d i s t r i c t

l e a d e r s h i p l i c e n s e .

A p p r o v e d : M a r c h 9 , 2 0 1 5

©KASB. This material may be reproduced for use in the district.  It may not be reproduced, either in whole or in part, in any form whatsoever, to be given, sold or transmitted to any person or entity including but not limited to another school district, organization, company or corporation without written permission from KASB. 

C E C S u p e r i n t e n d e n t R e c r u i t m e n t C E C

T h e s u p e r i n t e n d en t s e a r c h p r e s e n t s t h e b o a r d w i t h a n o p p o r t u n i t y t o r e c r u i t

i n d i v i d u a l s w h o w i l l i mp l e m e n t t h e b o a r d ' s g o a l s . T h e b o a r d s h a l l e s t ab l i sh a n

o r d e r l y p r o c e d u r e f o r e m p l o y i n g a s u p e r i n t e n d en t t h a t c o n f o r m s t o g e n e r a l l y

a c c ep t e d e t h i c a l a n d l e g a l s t a n d a r d s a n d mi n i m i z e s m i s u n d e r s t a n d i n g i n t h e

c o m m u n i t y . T h e p r o c e s s s h o u l d a l l o w t h e b o a r d a mp l e o p p o r t u n i t y t o e v a l u a t e a

n u mb e r o f c a n d i d a t e ’ s q u a l i f i c a t i o n s w h o s e p r o f e s s i o n a l t r a i n i n g a n d e x p e r i e n c e

m e e t d i s t r i c t n e e d s . T h e b o a r d m a y s o l i c i t a p p l i c a t i o n s f r o m q u a l i f i ed s t a f f

me mb e r s a n d may l i s t t h e v a c a n cy w i t h p l a ce me n t o f f i c e s .

T h e b o a r d m a y s e l e c t a p r o f e s s i o n a l s e a r c h s e r v i c e w h o s h a l l s c r e e n a l l

a p p l i c a t i o n s a n d r e c o m m e n d f i n a l i s t s t o t h e b o a r d f o r i n t e r v i e w s . T h e b o a r d s h a l l

i n t e r v i ew se l e c t ed c an d i d a t e s . B o a r d m e mb e r s ma y v i s i t e a c h f i n a l i s t ’ s d i s t r i c t .

A p p r o v e d : M a r c h 9 , 2 0 1 5

CED Appointment CED

The board may offer a contract not to exceed two years in length. The superintendent’s contract

shall be considered for renewal on or before the statutory date for nonrenewal.

Approved: December 13, 1999

CEG Staff Development Opportunities CEG

The superintendent shall keep updated on new educational practices by: study,

visiting other districts, attendance at educational conferences and other means as approved

by the board.

Approved: November 9, 2009

C G I A d mi n i s t r a t o r E v a l u a t i o n ( S e e C E I a n d G A K ) C GI

A d m i n i s t r a t i v e p e r s o n n e l s h a l l b e e v a l u a t e d i n w r i t i n g b y t h e

s u p e r i n t e n d e n t i n a c c o r d an c e w i t h l e g a l r e q u i r e m e n t s f o r t h e f i r s t f o u r y e a r s o f

e m p l o y m e n t a n d a t l e a s t a n n u a l l y t h e r e a f t e r . A d mi n i s t r a t i v e p e r s o n n e l f i l e s a n d

e v a l u a t i o n s s h a l l b e a v a i l ab l e o n l y t o t h e b o a r d , t h e a p p r o p r i a t e a d m i n i s t r a t o r ,

t h e s u p e r i n t e n d en t , a n d o t h e r s a u t h o r i z e d b y l a w .

T h e b o a r d ' s p r o c e d u r e s c o n ce r n i n g e v a l u a t i o n o f d i s t r i c t a d m i n i s t r a t o r s

s h a l l b e o n f i l e w i t h t h e c l e r k i n t h e c e n t r a l o f f i c e a n d m a y b e p u b l i s h e d i n t h e

a p p r o p r i a t e h an d b o o k .

Approved: August 11, 2014

CGPG Personal Leaves and Absences CGPG

Temporary Paid Leave

Administrator’s temporary paid leave per year will be determined by the

Board on an annual basis. Such accrual of temporary paid leave shall be

cumulative from year to year to a total of 75 days which may be carried over from

one contract year to another.

Administrators may use temporary paid leave in cases of illness, injury, or

death of others. Such leave shall be charged to the employee’s temporary paid

leave.

Administrators may use temporary paid leave in case of medical or dental

appointments for spouse and dependent children.

At the end of the contract year, an Administrator will be paid for unused sick

leave in excess of 75 days at 1/3 of the daily substitute pay. Separate payment to be

made with the October 23rd pay warrant of the next year for Administrators under

contract.

Absence due to injury or illness incurred in the course of the administrator’s

employment shall be charged against the administrator’s temporary paid leave

benefits until such leave days are depleted.

Personal leave may be utilized by an administrator to conduct personal

matters which most properly can be conducted during hours when school is in

session. Each administrator shall be allowed three days of such personal leave per

year, chargeable to the administrator’s accumulated temporary paid leave. Such

personal leave shall also be governed by the leave request procedures in use in the

district.

Approved: October 11, 2010

©KASB. This material may be reproduced for use in USD ###.  It may not be reproduced, either in whole or in part, in any form whatsoever, to be given, sold or transmitted to any person or entity including but not limited to another school district, organization, company or corporation without written permission from KASB. 

C N P u b l i c R e c o r d s CN

( S e e B E , C N A, E C A, I D AE , I I , H AI , J GG A, an d JR e t s eq . )

T h e b o a r d s h a l l d e s i g n a t e a F r e e d o m o f I n f o r ma t i o n O f f i c e r , { t h e

s u p e r i n t e n d e n t / o r d e s i g n e e } , w i t h t h e a u t h o r i t y t o e s t a b l i s h a n d ma i n t a i n a s y s t e m

o f r e c o r d s i n a c c o r d a n c e w i t h t h e K a n s a s O p e n R e c o r d s A c t a n d o t h e r a p p l i c a b l e

l a w s a n d m a y a s s i g n a n o t h e r d i s t r i c t e mp l o y e e , t h e C l e r k / o r D e p u t y C l e r k , t o h a n d l e

r e q u e s t s f o r r e c o r d s a n d t o s e r v e a s t h e c u s t o d i a n o f t h e r e c o r d s . T h e c u s t o d i a n s h a l l

p r o m i n e n t l y d i s p l a y a n d d i s t r i b u t e o r o t h e r w i s e m a k e a v a i l a b l e t o t h e p u b l i c a

b r o c h u r e i n t h e f o r m p r e s c r i b e d b y t h e l o c a l F r e e d o m o f I n f o r ma t i o n O f f i c e r .

T y p e s o f R e c o r d s

A p u b l i c r e c o r d me a n s a n y r e c o r d e d i n f o r ma t i o n , r e g a r d l e s s o f f o r m o r

c h a r a c t e r i s t i c s , w h i c h i s ma d e , ma i n t a i n e d , o r k e p t b y o r i s i n t h e p o s s e s s i o n o f t h e

d i s t r i c t , i n c l u d i n g t h o s e e x h i b i t e d a t p u b l i c b o a r d me e t i n g s .

C e n t r a l O f f i c e R e c o r d s

R e c o r d s m a i n t a i n e d b y t h e s u p e r i n t e n d e n t s h a l l i n c l u d e , b u t n o t b e l i m i t e d t o ,

t h e f o l l o w i n g : f i n a n c i a l , p e r s o n n e l , a n d p r o p e r t y ( b o t h r e a l a n d p e r s o n a l ) o w n e d b y

t h e d i s t r i c t .

B u i l d i n g R e c o r d s

R e c o r d s m a i n t a i n e d b y t h e b u i l d i n g p r i n c i p a l s s h a l l i n c l u d e , b u t ma y n o t b e

l i mi t e d t o , t h e f o l l o w i n g : a c t i v i t y f u n d s , s t u d e n t r e c o r d s , a n d p e r s o n n e l r e c o r d s .

( S e e J R e t s e q . )

©KASB. This material may be reproduced for use in USD ###.  It may not be reproduced, either in whole or in part, in any form whatsoever, to be given, sold or transmitted to any person or entity including but not limited to another school district, organization, company or corporation without written permission from KASB. 

CN Re co rd s CN - 2

P u b l i c A c c e s s

A l l r e c o r d s , e x c e p t t h o s e s u b j e c t t o e x c e p t i o n b y t h e K a n s a s Op e n R e c o r d s A c t ,

s h a l l b e o p e n t o i n s p e c t i o n b y t h e g e n e r a l p u b l i c d u r i n g r e g u l a r o f f i c e h o u r s o f a n y

s c h o o l o r t h e d i s t r i c t o f f i c e . T h e s u p e r i n t e n d e n t w i l l e s t a b l i s h p r o c e d u r e s f o r ma k i n g

r e c o r d s a v a i l a b l e o n n o r ma l b u s i n e s s d a y s w h e n d i s t r i c t o f f i c e s a r e c l o s e d . C o p i e s

o f o p e n r e c o r d s s h a l l b e a v a i l a b l e o n w r i t t e n r e q u e s t .

R e q u e s t s f o r a c c e s s t o o p e n r e c o r d s s h a l l b e ma d e i n w r i t i n g t o a n o f f i c i a l

c u s t o d i a n o f d i s t r i c t r e c o r d s . T h e o f f i c i a l c u s t o d i a n s h a l l e x a mi n e e a c h r e q u e s t t o

d e t e r mi n e w h e t h e r t h e r e c o r d r e q u e s t e d i s a n o p e n r e c o r d o r i s s u b j e c t t o a n e x c e p t i o n

b y t h e K a n s a s O p e n R e c o r d s A c t . T h e c u s t o d i a n s h a l l e i t h e r g r a n t o r d e n y t h e

r e q u e s t .

I f t h e c u s t o d i a n d o e s n o t g r a n t t h e r e q u e s t , t h e p e r s o n r e q u e s t i n g t h e r e c o r d

s h a l l r e c e i v e a w r i t t e n e x p l a n a t i o n o f t h e r e a s o n f o r t h e d e n i a l w i t h i n t h r e e d a y s o f

t h e r e q u e s t , i f a n e x p l a n a t i o n i s r e q u e s t e d . I f t h e r e q u e s t e r d i s a g r e e s w i t h t h e

e x p l a n a t i o n , t h e f r e e d o m o f i n f o r ma t i o n o f f i c e r s h a l l s e t t l e t h e d i s p u t e .

E a c h r e q u e s t f o r a c c e s s t o a p u b l i c r e c o r d s h a l l b e a c t e d u p o n a s s o o n a s

p o s s i b l e , b u t n o t l a t e r t h a n t h e e n d o f t h e t h i r d b u s i n e s s d a y f o l l o w i n g t h e d a t e t h a t

t h e r e q u e s t i s r e c e i v e d . I f t h e r e q u e s t i s n o t a c t e d o n i m me d i a t e l y , t h e c u s t o d i a n

s h a l l i n f o r m t h e r e q u e s t e r , w i t h i n t h e t h r e e d a y w i n d o w , w h e n an d w h e r e t h e o p e n

r e c o r d w i l l b e ma d e a v a i l a b l e .

E a c h c u s t o d i a n s h a l l f i l e a l l r e q u e s t s a n d t h e i r d i s p o s i t i o n s i n t h e a p p r o p r i a t e

o f f i c e a n d ma k e r e p o r t s a s r e q u e s t e d b y t h e s u p e r i n t e n d e n t o r t h e b o a r d .

©KASB. This material may be reproduced for use in USD ###.  It may not be reproduced, either in whole or in part, in any form whatsoever, to be given, sold or transmitted to any person or entity including but not limited to another school district, organization, company or corporation without written permission from KASB. 

CN Re co rd s CN - 3

T h e b o a r d s h a l l a n n u a l l y s e t a f e e f o r c o p i e s o f r e c o r d s . A d v a n c e p a y me n t o f

t h e e x p e n s e o f c o p y i n g o p e n r e c o r d s s h a l l b e b o r n e b y t h e i n d i v i d u a l r e q u e s t i n g t h e

c o p i e s . U n d e r n o c i r c u ms t a n c e s s h a l l t h e d o c u me n t s b e a l l o w e d o u t o f t h e i r u s u a l

b u i l d i n g l o c a t i o n w i t h o u t a p p r o v a l o f t h e o f f i c i a l c u s t o d i a n .

R e v e n u e f r o m c o p y i n g o p e n r e c o r d s w i l l b e d e p o s i t e d i n t h e d i s t r i c t ’ s g e n e r a l

f u n d .

D i s p o s i t i o n

A l l d i s t r i c t o f f i c e r e c o r d s s h a l l b e k e p t f o r a t l e a s t t h e mi n i mu m l e n g t h o f t i m e

r e q u i r e d b y l a w .

T h e c l e r k i s d e s i g n a t e d a s t h e o f f i c i a l c u s t o d i a n o f a l l b o a r d r e c o r d s ma i n t a i n e d

b y t h e d i s t r i c t . T h e b o a r d c l e r k i s d e s i g n a t e d a s o f f i c i a l c u s t o d i a n o f a l l d i s t r i c t

o f f i c e r e c o r d s ma i n t a i n e d b y t h e d i s t r i c t . E a c h b u i l d i n g p r i n c i p a l o r d e s i g n e e i s

d e s i g n a t e d a s o f f i c i a l c u s t o d i a n o f a l l r e c o r d s ma i n t a i n e d a t t h e b u i l d i n g l e v e l . I n

a d d i t i o n t o t h o s e r e c o r d s r e q u i r e d b y l a w , t h e c l e r k s h a l l b e r e s p o n s i b l e f o r p r e p a r i n g

a n d k e e p i n g o t h e r r e c o r d s n e c e s s a r y f o r t h e d i s t r i c t ’ s e f f i c i e n t o p e r a t i o n .

D i s t r i c t e mp l o y e e s s h a l l f o l l o w t h e g u i d e l i n e s f o u n d i n t h e s t u d e n t r e c o r d s

p o l i c i e s . ( S e e I D A E a n d J R t h r o u g h J R D )

R e t e n t i o n o f D o c u me n t s i n C e r t a i n C i r c u m s t a n c e s ( S e e C N A )

A p p r o v e d : M a r c h 1 3 , 2 0 1 7  

CNB Electronic Mail Retention Policy CNB

POLICY This policy shall apply to all User’s, is designed to ensure proper and professional use of the district's email system, and sets forth guidelines and procedures for email storage and retention. The district reserves the right to monitor all email communications conducted on the district's email system. Therefore, the User should not consider email to be private, confidential or secure. The district requires its Users to retain or destroy email messages that are sent and received in the course of conducting official business in accordance with this policy, the Acceptable Use Guidelines policy, the Computer and Device Use policy and all related board policies. PROCEDURES Definitions: Electronic mail (email): is a means of exchanging messages and documents using

telecommunications equipment and computers. An email message not only includes the contents of the communication, but also the transactional information (dates and times that messages were sent, received, opened, deleted, etc.; as well as email addresses, aliases and names of members of groups), and any attachments.

User(s): shall mean district employees, officers, temporary employees, students, interns, vendors, consultants, contractors, and authorized agents and volunteers who use the board’s email system(s).

User Responsibilities: Senders and recipients of email messages shall evaluate each message to determine if they

need to keep it as documentation in their role as a User. Senders are generally considered to be the person of record for an email message. However,

if recipients of the message take action as a result of the message, they should also retain it as a record.

It is recommended that employees retain only the final message in a communication string that documents the contents of all previous communications. This is preferable to retaining each individual message, containing duplicate content.

Users shall evaluate the content and purpose of each email message to determine if the message should be saved in a file, electronic folder or other appropriate place.

Employees shall retain email required to be kept for a longer retention period by law, board policy or agreement.

Users shall retain transactional information (see definition of email above) with the email message if there is a substantial likelihood of relevancy to litigation.

Users shall organize their email messages so they can be located and used. Users shall delete and dispose of emails that are personal, transitory or that consist of records

not considered public, personnel, student or confidential. Duplicates or Personal/Junk Email

should be deleted from the system immediately. These emails do not meet the definition of a Record and are not to be stored on district servers.

Records, including emails, shall not be destroyed if they have been requested under FOIA, the Kansas Open Records Act or if they are part of a claim or on-going litigation (a “Litigation Hold”), even if their retention period has expired.

Users shall provide access to their email to the school administrators or the director of technology upon request.

Users shall retain all work-related appointments, tasks and notes stored in the email system for no greater than five (5) years.

Recognizing that email messages that are sent and received using the district’s email system are not private, employees are encouraged to manually delete personal appointments (such as sick leave or annual leave) from the email system after the event takes place.

Email Retention Guidelines The District email system retains emails for two (2) years only. After two years, the User’s

email will be automatically deleted from the District’s email system. The automatic deletion feature of the District’s email system will be fully implemented on July 1, 2016. All emails created on or before June 30, 2014 will be deleted from the system on July 1, 2016.

Emails that are Records should be retained in a department’s or schools electronic filing cabinet or shared folder for a period of time consistent with the retention period for such Records.

Litigation Holds may be placed on email accounts at the direction of the Superintendent or district legal counsel without notice to the account holder. Litigation Hold policies will take precedence over retention periods.

Emails should not be stored on a User’s computer hard drive. When email is used as a transport mechanism for other kinds of records, it is possible, based on the content, for the retention and disposition periods of the email and the transported Record(s) to differ. In this case, the longer retention period shall apply. Failure to Adhere to this Email Retention Policy Failure to adhere to this email retention policy may result in applicable discipline, up to and including discharge from employment, termination of the contractor status, termination of the volunteer relationship, or expulsion from school. Removal, mutilation, or destruction of public records may result in civil and criminal liability, punishment and fines. Approved 5/10/2016