Roles and Responsibilities of the School Board, Superintendent and Business Administrator

Roles/Responsibilities

School Board

Superintendent

Business Admin

1. General 

Governs the District 

Advises the Board – Manages the District

Oversees business operations

2. Policy 

Reviews, evaluates, adopts and clarifies policy

Advises board on policy needs and implements policy

Maintains and provides access to policy, suggests rules and procedures 

3. Board Meetings 

Hold public meetings to conduct district business

Informs and advises board and assures compliance of meeting requirements

Serves as board secretary and resource

4.Budget/Finance/Audits

Adopts/approves and monitors

Oversees and Monitors

Prepares, administers, monitors, and reports

5. Instruction/Curriculum 

Establishes criteria, approves, monitors and communicates to public 

Researches and recommends, programs, oversees staffs’ efforts

Monitor Budget and resource allocation to align with district goals

6. Personnel

Establishes criteria, employs personnel 

Oversees interviews, recommends, hires, evaluates, promotes, trains and disciplinary actions

Assists in recruiting, hiring, training, supervising, and evaluating staff

7. Community Relations 

Creates a positive image for district, liaison between district and community

Creates a positive image for district, directs communications

Creates a positive image for the district, advises on strategies

8. Labor Relations 

Provides guidelines, ratifies contracts 

Advises board regarding salary implications, builds morale and staff loyalty

Reviews and Advises on DOL and Utah laws and prepares budget analyses

9. Student Services 

Adopts policies for care and control 

Recommends, implements, directs

Monitors resources

10. Facilities/Food Service /Transportation 

Develops policy on use and approves facility improvement/construction plans

Implements policy, monitors, writes procedures, makes recommendations

Supervises district implementation

1 - GENERAL AREAS 

SCHOOL BOARD 

  1. Promote environment of learning. 
  2. Establishes rules and policies for the governance of the school district.
  3. Invests the superintendent with those powers and duties in accordance with board policy and state and federal laws.
  4. Promote positive staff morale and loyalty to the organization.
  5. Participates in educational conferences and workshops when attendance is authorized and deemed by the Board to be necessary or desirable.
  6. Develop, in conjunction with Superintendent, district mission, vision, and goals.

SUPERINTENDENT 

  1. As the chief executive officer of the Board the superintendent is responsible for implementing board policies and directives. 
  2. Recommends a comprehensive planning process for student achievement and promote environment of learning.
  3. Coordinates the operation of the schools, supervision of the instructional programs, and management of district personnel.
  4. Provides educational leadership to the Board, staff, students, and community.
  5. Identifies needs of the district and reports them to the Board.
  6. Keeps the Board aware of district, statewide and national educational developments and changes.
  7. Continually upgrades his/her professional knowledge and qualifications through membership and participation in professional associations, conferences, and workshops. 
  8. Promote positive staff morale and loyalty to the organization.

BUSINESS ADMINISTRATOR

  1. Maintains a well-organized, efficient, effective and professional District Office.
  2. Coordinates and performs all functions related to annual and special elections and budget votes and other referenda. 
  3. Promote positive staff morale and loyalty to the organization.
  4. Provides the Board with compliance information on Board policy, code and rules.
  5. Perform other duties as the Board and Superintendent may require

2 - POLICY 

SCHOOL BOARD 

  1. Regularly reviews, evaluates and adopt Board policies. 
  2. Clarifies for the Superintendent the intent of the Board Policies. 

SUPERINTENDENT 

  1. Advises the Board on areas needing policy development or revision.
  2. Drafts written policy and provides the Board with necessary data and information for policy adoption.
  3. Identifies policies to the Board for revision, rewrite, or repeal as needed. 
  4. Provide clarity through interpretation of policy. 

BUSINESS ADMINISTRATOR

  1. Maintains and provides access to current board policies.
  2. Develops rules and procedures to implement the Board policy.

 

3 - MEETINGS 

SCHOOL BOARD 

  1. All duties imposed upon the Board are performed at a public board meeting.
  2. The Board refrains from misuse of the executive session provisions as defined in the Public Meeting Law.
  3. The Board establishes, through policy, the operational guidelines or practices for meetings.
  4. Board members propose agenda items. 
  5. The Board President, in consultation with the superintendent, develops and approves the meeting agenda.
  6. The Board identifies, for the superintendent, the information needed for decision making.
  7. Board members review their agenda materials before scheduled Board meetings. 

SUPERINTENDENT 

  1. Serves as an advisor to the Board during meetings.
  2. Assures compliance with all legal requirements relative to the posting of notices and maintenance of meeting records.
  3. Identifies areas of business which the Board should address at meetings.
  4. Prior to meetings, provides Board members with sufficient information for decision making.
  5. Implements Board decisions and instructions developed at meetings.
  6. Advises board members during Board meetings, including executive sessions, about the requirements of the law. 

BUSINESS ADMINISTRATOR

  1. Gives public notice and attends all meetings of the Board, including special and executive meetings of the Board; attends state and regional meetings as needed. 
  2. Keeps full and accurate board minutes of all meetings in accordance with the Utah open meeting act. 
  3. Participates in preparation and distribution of board agendas. 
  4. Publishes all legal notices concerning district business. 
  5. Reports the total appropriations and expenditures of District funds. 

  

4 - BUDGET/FINANCE 

SCHOOL BOARD 

  1. Approve yearly district budget. 
  2. Provides the superintendent with the Board's priorities for use in the development of the budget. 
  3. Approves the decision to ask the voters to pass a voted or capitol levy.
  4. Reviews financial and compliance audit. 
  5. Reviews the budget on a monthly basis. 
  6. Reviews and approves the monthly bills. 

SUPERINTENDENT 

  1. Serves as the budget officer for the district.
  2. In conjunction with the BA, ensures Board and District goals are integrated into yearly budget. 
  3. Makes a Recommendation to the Board about the need for and the amount of a board, voted or capitol levy.

BUSINESS ADMINISTRATOR

  1. Presents a yearly budget to the board for consideration and approval.
  2. Administers the budget assuring that the expenditures of district funds are within the legal requirements of the budget.
  3. Acts as a resource to the board within the framework of the district audits. 
  4. Supervises the overall activities relating to the operation of an effective insurance program. 
  5. Develops and maintains an efficient and timely system for the administration of the Debt Service Account of the school district.
  6. Ensures that payroll requirements meet time lines and mandates.
  7. Develops and maintains efficient and effective purchasing procedures in conformance with school needs and legal requirements.
  8. Assists the Superintendent in the preparation of the annual budget based on Board and District priorities.
  9. Prepare public and legal bids. 
  10. Serves as custodian of all securities; documents, title papers, books of records and other papers belonging to the Board; collect tuition fees and other monies due to the Board. 
  11. Works with Superintendent to determine recommendation for board, voted, or capitol levies. 

 

5 - INSTRUCTION 

SCHOOL BOARD 

  1. Approves and supports academic goals.
  2. Adopts instructional standards as recommended by the superintendent. 
  3. Regularly reviews student achievement data.
  4. Reports to the community the status of education in the district.
  5. Adopts graduation requirements.
  6. Periodically requests reports from professional staff relative to assessments and instructional programs. 

SUPERINTENDENT 

  1. Develops, in conjuction with school administrators, academic goals.
  2. Provides student achievement data for the school board for review.
  3. Recommends appropriate graduation standards and methods to measure their attainment. 
  4. Researches, develops and recommends instructional standards.
  5. Assigns staff to instructional areas and informs the Board.
  6. Regularly schedules presentations and reports by staff on various segments of assessments and instructional programs as requested by the Board.
  7. Recommends and implements policy on selection of instructional materials and equipment. 
  8. Work with school administrators to ensure that each school has rigor in classroom instruction. 

BUSINESS ADMINISTRATOR

  1. Monitors district budget and alignment to board/district goals. 

 

6 - PERSONNEL 

SCHOOL BOARD 

  1. Employs certificated and classified staff members based on the recommendation of the superintendent. 
  2. Promotes positive working relations with staff through the district's chain of command. 
  3. Adopts policy on evaluation of personnel.
  4. Conducts a biennial evaluation of the superintendent and business administrator. 
  5. Approves the employment or dismissal of all certificated and classified staff. 

SUPERINTENDENT 

  1. Recommends to the Board the employment or dismissal of all certificated and classified staff. 
  2. Responsible for the supervision of all employees of the district. 
  3. Establishes job descriptions for all positions.
  4. Serves as the Board's liaison with staff.
  5. Fosters positive working relationships with staff members. 
  6. Delegates authority to staff members, as appropriate.
  7. Allocates personnel within the district to best utilize resources. 
  8. With consent of the Board, allocates administrative personnel within the district to best utilize resources. 
  9. Conducts evaluations of administrators and district office staff under his/her supervision.
  10. Develops a systematic plan for evaluating the performance of all district personnel. 

BUSINESS ADMINISTRATOR

  1. Works cooperatively to develop and administer an effective recruitment program, personnel placement and promotion, evaluation procedures, orientation and in-service programs for non-instructional personnel.
  2. Representing the interests of the district, meets and confers with employee groups and representatives.
  3. Supervises and evaluates the performance of non-instructional staff members under his/her authority.

  

7 - COMMUNITY RELATIONS 

SCHOOL BOARD 

  1. Represents public education serving as a liaison between the school district and the community. 
  2. Maintains an awareness of community values, concerns, and interests and communicates those items to the Superintendent.
  3. Actively participates in programs that build good community relations.
  4. Appoints advisory committees when necessary and outlines their responsibilities.
  5. Directs complaints or grievances to the appropriate channels. 

SUPERINTENDENT 

  1. Informs and interprets school programs and activities to the community.
  2. Serves as the Board's liaison with appointed advisory committees.
  3. Acts as district spokesman and establishes a working relationship with the news media.
  4. Makes recommendations to the Board for resolution of complaints that cannot be resolved at the administrative level. 

BUSINESS ADMINISTRATOR

  1. Promotes constructive relationships between the school district and the community.
  2. Develops and maintains a cooperative relationship with the news media after consultation with the Superintendent.
  3. Responds appropriately to problems and opinions of groups and individuals.
  4. Works effectively with public and private agencies.
  5. Maintains a professional posture to elected officials and community members.

 

8 - LABOR RELATIONS 

SCHOOL BOARD 

  1. Establishes guidelines and criteria for the salary and benefit discussions process for certified personnel. 
  2. Treats all personnel fairly, without favoritism or discrimination while insisting upon the performance of duties.

SUPERINTENDENT 

  1. Provides factual data to the Board about the implications of salary and benefit increases and staffing considerations. 
  2. Works to develop staff morale and loyalty to the organization.
  3. Treats all personnel fairly, without favoritism or discrimination while insisting upon the performance of duties.

BUSINESS ADMINISTRATOR

  1. Reviews and advises on Department of Labor and Utah laws. 
  2. Prepares budgetary analyses for association.
  3. Treats all personnel fairly, without favoritism or discrimination while insistingupon the performance of duties.

 

9 - STUDENT SERVICES 

SCHOOL BOARD 

  1. Adopts policies for provision of student services including admission, attendance, activities, rights and responsibilities, discipline, and welfare. 
  2. Adopts policies necessary to assure the safety and health needs of students. 

SUPERINTENDENT 

  1. Recommends and implements policies and rules to maintain adequate services and control of students. 
  2. Develops and implements procedures to deal with health and safety emergencies. 
  3. Provides for the direction and supervision of student activities. 

BUSINESS ADMINISTRATOR 

  • Monitors Title program finances. 

 

10 - FACILITIES, TRANSPORTATION, and FOOD SERVICES 

SCHOOL BOARD 

  1. Adopts policies governing use of public buildings, grounds, and equipment.
  2. Prioritizes construction and/or building renovation needs of the district.
  3. Approves the decision to ask the voters for a Bond and/or Levy for facility needs.
  4. Adopts policies to provide for student transportation needs.
  5. Adopts policies to provide for food services. 

SUPERINTENDENT 

  1. Provides for the upkeep of facilities and maintenance of equipment.
  2. Prioritizes long-range plans for preventive maintenance of buildings, grounds, and equipment.
  3. Recommends and supervises the public use of buildings, facilities, and equipment. 
  4. Directs the implementation of all building programs and prepares projections of future needs.
  5. Directs an effective district-wide maintenance and facility program and, in cooperation with building principals, plans and directs a district custodial program.

BUSINESS ADMINISTRATOR

  1. Supervises the transportation of the district.
  2. Supervises the food services program. 
  3. Develops and administers an efficient and cost-effective program for the use of school facilities.
  4. Maintains and administers an effective risk-management insurance.
  5. Plans and administers effective and efficient real estate management programs.