Various signs and symbols are used in connection with the classification system as follows:
This symbol following a file code indicates that the material is a regulation, not a board policy. A regulation is a step-by-step process that contains legal material necessitating Board adoption.
-AP Administrative Procedure
This symbol following a code identifies material containing detailed directions developed by the administration to put a policy into practice. An administrative procedure will tell how, by whom, where and when tasks are to be accomplished.
-AF Administrative Form
This symbol following a file code indicates a form that complements Board policy and is used by the administration to collect or disseminate information or provide reference documents.
Certain policies relate to others. Cross references are provided following many policy statements to refer the reader to related information in another section.
Appropriate policies, administrative procedures and administrative forms include Missouri School Improvement Program (MSIP) reference codes that indicate the document fully or partially satisfies one or more components of the MSIP Standards and Indicators Manual, Report Writing Form or District Response Form.
Pertinent legal references direct the reader to the state or federal law or case law on which the document is based. Additionally, documents that are required by law are labeled “critical” at the top, while those recommended based on best practices are labeled “basic.” It is important to note that additional laws or court decisions might also be applicable to a particular document.
All MSBA reference copies include a statement on reasons for the proposed changes.
Reference copies contain routing suggestions to help the district get documents to the staff members who need them.
About Board Policies and Administrative Procedures
Generally, the role of a board of education is to set policy and the role of the administration is to execute it. The basic definitions of policies and procedures, as defined by the Missouri School Boards’ Association, are as follows:
Policies are values or principles adopted by the board that establish the framework for what is to be done. Policies provide general guidance for the district and are based on the philosophy of the school district. Policies include topics subject to direct board governance as well as those concerning the board’s own operation. The policy manual should include district goals as established by the board of education. Some policies are included in the manual because of laws or regulations that require them. Others are included at the discretion of the Board in order to provide for consistent operation of the district and to meet the educational needs of students.
Procedures put policy into practice. They tell how, by whom, where and when things are to be done. Procedures often reflect legal and regulatory requirements that do not require Board approval. The superintendent has discretion to develop and change many procedures provided they fall within the framework of adopted policy. However, there are some procedures that may not be changed at the discretion of the superintendent due to legal requirements.
These definitions reflect sound theory of governance and administration.
As long as the administration operates within the guidelines of a policy adopted by the board, it may change administrative procedures without prior approval of the board — unless the board has specifically asked for Board approval. However, only the board may adopt new policies or revise current policies.