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BSC204 – Monitoring Superintendent Performance

  • Effective: 9/25/2012
  • Revision: 2/21/2017

Systematic and rigorous monitoring of Superintendent job performance will be solely against the only expected Superintendent job outputs:  organizational accomplishment of Board policies on Ends, and organizational operation within the boundaries established in Board policies on Executive Limitations.

Accordingly, monitoring will be accomplished as follows:

  1. Monitoring is simply to determine the degree in which Board policies are being met. Data that does not measure this will not be considered to be monitoring data.
  2. The Board will acquire monitoring data by one or more of three methods:
    1. By internal report, in which the Superintendent discloses compliance information to the Board.
    2. By external report, in which an external disinterested third party selected by the Board assesses compliance with Board policies.
    3. By direct Board inspection, in which a designated member or members of the Board assess compliance with the appropriate policy criteria.
  3. The process for an individual Board member to request direct inspection of the Superintendent is as follows:
    1. The Board member submits an agenda item requesting discussion and possible action on a Board policy by an individual, committee, or the whole Board.
    2. The Board convenes to discuss the direct inspection request and take action accordingly.  A majority vote of the full Board is needed to proceed.
    3. The outcome of the direct inspection is posted as an agenda item for discussion and possible action upon completion of the inspection.
  4. In every case, the standard for compliance will be the Superintendent’s reasonable interpretation of the Board policy being monitored. The Board is final arbiter of reasonableness, but will always judge with a “reasonable person” test rather than with interpretations favored by Board members or by the Board as a whole.
  5. When rating monitoring reports, the Board will find the Superintendent “in compliance” of the policy when a two-thirds majority of the provisions have been answered with supporting evidence, or “out of compliance” when a majority of the provisions have not been answered with supporting evidence.
    1. When a monitoring report is rated “in compliance” the Board has the option to note “with exception” in cases where one or more of the provisions of the policy are deemed “out of compliance,” or “with commendation” when one or more provisions of the policy have been met above and beyond the intent of the policy.
    2. When a monitoring report is rated “out of compliance” the Board will proceed as follows if non-compliance is deemed due to:
      1. Outside factors: The Board will require and accept a plan or timeline from the Superintendent for compliance and add it to the policy;
      2. Unclear policy: The Board will consider changes to the policy; or
      3. Actions of the Superintendent: The Board will ask the Superintendent when the policy will be in compliance or the Board takes further action.
  6. All policies that instruct the Superintendent will be monitored at a frequency and by a method chosen by the Board. The Board can monitor any policy at any time, by any method but will ordinarily depend on receiving the Superintendent’s monitoring reports on the attached schedule.
  7. Evaluation of the Superintendent’s performance will be accomplished as follows:
    1. Any changes to Ends and Executive limitations by which the Superintendent's performance will be judged for the upcoming year must have been completed by April in accordance with policy
      GP 108, section B.
    2. During July of each year, the Board will meet with the Superintendent to discuss the updated Ends and Executive Limitations by which the Superintendent's performance will be judged during the upcoming school year.
    3. Each December, the Board will conduct a formal summative evaluation of the Superintendent. The summative evaluation will be based upon data collected during the previous school year from the monitoring of Board policies on Ends and Executive Limitations. A written evaluation document be will be prepared by the Board, and will be reviewed by the Board and the Superintendent at an open meeting.
    4. The evaluation instrument will consist of:
      1. The monitoring report data developed by the Superintendent and previously submitted to the Board under the attached schedule and monitoring data requested by the Board pursuant to section B, items 2 and 3 of this policy and rated at the time of submission. If the reports have been rated pursuant to schedule, there is no need to rate them again during the evaluation process.
      2. A summary of the monitoring report ratings for the current evaluation cycle, prepared by the leadership of the Board.
  8. In an effort to resolve concerns and safeguard the reputation of the Superintendent and the Board, should any difference of opinion arise between the Superintendent and a member of the Board, the following steps will be applied before either of those parties make his or her difference of opinion a matter of public discussion.
    1. The Superintendent and Board member agree to meet privately and commit to keeping efforts positive and constructive.
    2. The Superintendent and Board member will provide sufficient time adequate to remedy any concern that is presented in the initial meeting.
    3. If either party does not feel that the concern has been addressed sufficiently the concern shall be brought to the attention of the Board of Education in closed session or study session, as allowed by the Utah Open and Public Meeting Act.
    4. If discussion with the entire Board of Education is not deemed to have resolved the issue by either the Superintendent or a majority of the Board present, either party is allowed to request further exploration of the issue through continued discussion of the issue, requesting private recommendations from disinterested third parties, or creation of a committee selected by the Board.The Superintendent or any Board member has the right to invoke B/SC 204 section H. in closed session or study session and request that the Board instruct the affected parties to follow the steps as outlined.
  9. The Superintendent and the Board president will sign and date the completed Superintendent summative evaluation following the performance evaluation meeting.
MONITORING SCHEDULE JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
EL300 Global Executive Limitations (Internal) X
EL301 Treatment of Students and Their Families (Internal)  

 

X
EL302 Treatment of Staff (Internal) X
EL303  Communication & Support (Internal) X
EL304 Annual Reports to the Public (Internal/External) X
E400 Global Mission Statement (Internal) X
BSC204 Monitoring Superintendent Performance (Internal) X
BSC205 Monitoring Business Administrator Performance (Internal) X