Developing school board policy: What is best practice?
Celia Alvarez walked into her first official school board meeting full of anticipation and a desire to make a difference. She had campaigned on improving student mental health resources and was eager to act. During the meeting, a discussion arose about updating the district’s student wellness programs. Maria knew this item was the agenda, and she was ready: When she was recognized by the board president, she proposed implementing a new mental health day policy for students.
The room fell quiet for a moment before the board president responded, “That’s a great idea, Maria. But to make that change, we’d need to revise board policy.”
Maria was confused. “Can’t we just vote on it tonight?” she asked.
A veteran board member chimed in, “Not exactly. Our authority lies in setting and changing policy, not in direct administration. Staff implements policy — we set the framework.”
After the meeting, the superintendent explained how proposed changes go through a policy committee, followed by public review and formal board approval.
Maria realized that meaningful change wouldn’t be immediate — but it would be lasting. She left the meeting with a deeper respect for the process and a commitment to learning the policy handbook inside and out. If she wanted to help students, she had to start with policy.
Policy making is a major role of the school board and its primary governance tool. All decisions within the school district flow from policy. Policy governance means the school board establishes expectations through its policies, and staff work out how to meet those expectations.
Making policy, as Maria found out in our example, is not a quick and easy process. Nor is it done on the spur of the moment, without input from all the parties that might be impacted. Staff must ensure that new policies do not conflict with existing policies or state and federal regulations.
School board policy development
The policy development process often starts not with the board but with your administrative team. Staff members can draft drafting policy recommendations, with the board stepping in to assess the recommendations and decide how to craft the policies. Later, input from others will be vital to refining your draft policy and ensuring it meets the needs of those impacted.
Some boards prefer to draft the policy themselves. In either case, support for policy development and writing is available. Most state school board associations offer policy services to their members, as well as policy templates.
If you use board management software like Diligent Community, then its Policy Publisher feature helps you easily manage the templates and finalized policies.
Before the board approves new or revised policies, members may debate the pros and cons at their meeting. They also may hear from members of the public during the public comment section of their meeting, as well as through emails and conversations with the school community.
The types of policies set by school boards
Academic: These are policies that set out your goals and expectations around academic achievements, graduation requirements and testing and assessment.
Anti-bullying: When crafting your anti-bullying policy, it’s essential to include a definition of bullying; the effects bullying has; the scope of your policy, including any protected groups, and the reporting and investigation process.
Anti-fraud: Your anti-fraud policy should define fraud, set out the steps you will take to investigate it and detail the consequences for anyone breaking the policy. It should also heighten awareness of potential fraud to aid detection.
Attendance: The attendance policy sets expectations around attendance levels, support for students having difficulties and consequences for students who don’t meet them.
Cellphones: Although cellphones can be a distraction, they can also be an educational aid and, in an emergency, can be essential. Your cellphone policy should reflect these factors.
Clubs and organizations: Your policy on clubs and organizations should define a school-run (versus a student or externally organized) club and outline the application process.
Discipline: Your student discipline policy must detail the issues students will be disciplined for and the consequences of noncompliance. They also must be given support if their mental health or home environment are factors.
Diversity: A diversity policy, possibly created by a parent, teacher and community member diversity committee, sets out your school’s stance on diversity and inclusion.
Dress code: Does your school require a uniform? If so, details should be included in your dress code policy. If not, the dress code policy should detail expectations around appropriate and inappropriate school wear. The policy should be regularly updated.
Drop out prevention/alternative education: Here, your policies should detail how your school works to prevent drops outs and set out the alternative provision available for students who are not successful in mainstream education.
Evacuation drills: Your policy here should set out the possible reasons for evacuation (fire, earthquake, etc.) and the steps staff and students should take in the event of an evacuation.
Freedom: Your freedom policy should cover issues including freedom of speech, what students can and cannot wear and students’ and employees’ rights to express political views.
Parent/family engagement: Your policy on family engagement or involvement should set expectations around the interaction between parents and school, including family conferences, and outline how both school staff and parents/family should approach interaction.
Transportation: What can students expect in terms of transportation to school? Who is eligible for transportation? Will you offer transportation for students who participate in extra-curricular activities?
Streamline your policy management
From creation to adoption, Diligent Community’s Policy Publisher empowers you to streamline your policy management. Download our quick guide to find out more.
Give me the guide!5 key steps for creating policy
- Build proposals for policies to be developed, implemented and/or updated. As mentioned above, this can be achieved outside the board, but the board should review and have the final say on the adopted proposals.
- Ensure someone, or a team of people, are accountable for policy management and coordination. This may be one of your administrative staff or, in many cases, the superintendent.
- Produce a draft policy for consultation — this may be done by your district policy contact (the accountable person above).
- Ask for input on your draft policy from people who will be impacted by the policy. The introduction or amendment of some policies will be straightforward, while others will be more complex — requiring feedback from the local community, students, parents and others.
- Assess the policy and decide whether to adopt it. Once adopted, any new or updated policies should be communicated to the public, particularly those involved in any consultation and those directly impacted by the change.
The difference between policy, procedure and regulation
The distinction between school board policies and procedures can be unclear, but the two are different. Policies are legally binding and enforceable, based on the school’s adoption and adaptation of broader (e.g., federal or state) policies and regulations. Procedures are how these policies are carried out and enforced; they are not adopted or governed by the school board.
Similarly, there can be ambiguity and misunderstanding around the difference between school board policy and regulation. While policies describe what should be done, they are not regulations. However, regulations may require policies to be executed in a particular way, to specific deadlines (for example, in terms of reporting) or by a certain responsible individual.
Federal, state and local policies
Local school board policy covers all elements of school operations, which creates the framework within which the school superintendent carries out their duties.
Local school board policy covers areas including:
- Educational programs
- School finance
- Recruitment of staff
- Administration of student services
- Safety and security
State and federal legislation and mandates often require policy creation or updating. For policies related to specific state or federal laws, school boards and districts often rely on the state school boards association, an outside policy provider, or in-house or outside legal counsel to provide the language for a policy that meets the legislation's requirements.
The board leaves policy implementation to the superintendent and district administrative staff. The board’s role is then to oversee, monitor and evaluate the implementation of the policies set.
How technology can support school board policy development and governance
Policy making is essential to your district. It’s important to have a trusted partner to support policy management. Diligent Community developed Policy Publisher with the needs of school boards in mind. Policy Publisher streamlines the flow of policies through each stage of process with ease and efficiency, from creation to adoption.
Request a demo to see how we can help support your policy management.
