C Policies

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C GENERAL SCHOOL ADMINISTRATION

CA Goals and Objectives

CB Ethics

CBG Administrative and Supervisory Positions

CC Organization Charts

CD Line and Staff Relations

CE School Superintendent (Cf. ABD)/Selection/QualificationsCEB Duties Board/Staff RelationsCEC RecruitmentCED AppointmentCEE Compensation and Benefits (Cf. EGA) Contract Form and Execution SalaryCEG Professional Development Opportunities

CEH ConsultingCEI EvaluationCEK Resignation/Release From ContractCEL Retirement

CG Administrative Personnel (Cf. GA, GB)CGB PositionsCGD Hiring (Also see GAAC, GBN, GBNA)CGE Assignment (See GAMA)CGI EvaluationCGM Separation School Employment Procedures Act (Also see GBN, GBNA)

CGN ResignationCGO Retirement

CGPB Time SchedulesCGPBA School Office HoursCGPBB Central Office HoursCGPD Expenses (Cf. DJD) TravelCGPF Professional Leaves and Absences

CI Administrative Intern Program

CJ Consultants (Cf. BBG)

CK Professional Development Opportunities (Cf. GADI)

CM Policy Implementation (Cf. BD)CMA Administrative Rules

CN Administrative Records (Cf. BE)

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Date Approved: February 10, 2005

GENERAL SCHOOL ADMINISTRATION GOALS AND OBJECTIVES CA

The School Board assigns all executive and administrative duties to the Superintendent, who is properlylicensed and chosen in the manner prescribed by law. {MS Code 37-6-3(3-4); 37-9-7, 13, 14; 37-19-1(d);and 37-61-9}.

The Superintendent and other central office administrators take active leadership roles in the

implementation of educational policies and programs.

Active leadership on the part of the administration ensures successful implementation of School Board

policies and continual improvement of the educational system.

The district's administrative organization shall be designed so that all divisions and departments of the

central office and all schools are part of a single system guided by Board policies which are implementedthrough the Superintendent. Principals and central office administrators are expected to administer theirunits in accordance with Board policy and the Superintendent's rules and procedures. In addition, vision,

initiative, resourcefulness, and wise leadership are essential for effective administration.

The School Board shall be responsible for clearly specifying requirements and expectations of theSuperintendent, holding the Superintendent accountable by evaluating how well those requirements and

expectations have been met. The Superintendent shall be responsible for clearly specifying requirementsand expectations for all other administrators and holding each of them accountable.

ADMINISTRATIVE OPERATIONS

The School Board delegates to the Superintendent responsibility for the administration of the schools.

His/her authority to administer stems not only from this action but also from powers conferred upon

him/her by the Mississippi School Laws and the regulations of the State Board of Trustees.

To guide the Superintendent in determining the pattern of his/her administrative operations, the Board

offers the following statements of intent:

1. The Board will devote its major effort to clarifying and establishing goals for the school system,

to weighing and adopting policies to guide the professional staff, to appraising results achieved inrelation to the goals, and to performing such functions as required by law and state regulations.

2. The Board does not wish unnecessary barriers erected between itself and members of the

professional staff, or between and among residents and parents of the city, students of the schools,and members of the professional staff. The Board values the most free interchange of ideas as

preeminently desirable in the school system. Nothing should be allowed to interrupt the free andopen flow of ideas and assistance among personnel at every level.

3. The Board encourages the Superintendent to keep abreast of and to apply the best known

administrative concepts and procedures designed to harness the total talents of the school system'spersonnel in enthusiastic pursuit of the schools' goals.

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ETHICS CB

An educational administrators professional behavior must conform to an ethical code. The code must beidealistic and at the same time practical, so that it can apply reasonably to all educational administrators.The administrator acknowledges that the schools belong to the public they serve for the purpose of

providing educational opportunities to all. However, the administrator assumes responsibility for providing

professional leadership in the school and community. The responsibility requires the administrator to

maintain standards of exemplary professional conduct. It must be recognized that the administratorsactions will be viewed and appraised by the community, professional associates, and students. To theseends, the administrator subscribes to the following statements of standards.

The educational administrator:

Makes the well-being of students the fundamental value of all decision-making and actions. Fulfills professional responsibilities with honesty and integrity. Supports the principle of due process and protects the civil and human rights of all individuals. Obeys local, state, and national laws and does not knowingly join or support organizations that

advocate, directly or indirectly, the overthrow of the government.

Implements the governing Board of Trustees policies and administrative rules and regulations. Pursues appropriate measures to correct those laws, policies, and regulations that are not consistent

with sound educational goals.

Avoids using positions for personal gain through political, social, religious, economic, or otherinfluence.

Accepts academic degrees or professional certification only from duly accredited institutions. Maintains the standards and seeks to improve the effectiveness of the profession through research

and continuing professional development.

Honors all contracts until fulfillment, release, or dissolution mutually agreed upon by all parties tocontract.

Source: Statement of Ethics for School Administrators, American Association of School Administrators

CROSS REF.: CEB Duties of Superintendent

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ADMINISTRATIVE AND SUPERVISORY PERSONNEL POSITIONS CBG

All administrative and supervisory positions in this district are established initially by the Board of Trustees,or by Mississippi School Laws, or by regulations of the State Board of Trustees, or by a combinationthereof.

It is the intent of the Board of Trustees to activate such positions sufficient to promote the attainment of our

schools goals.

In each case, the Board will approve the purpose and function of the position in harmony with state laws and

regulation, approve a statement of job requirements as recommended by the Superintendent, and delegate tothe Superintendent the task of writing, or causing to be written, a job description for the position.

The Board directs the Superintendent to maintain continuously a comprehensive set of job descriptions forall such positions so as to promote efficiency and economy in the staffs operations.

Although positions may remain temporarily unfilled, only the Board may abolish a position.

This School Board selects all district personnel in the manner provided by law.

LEGAL REF.: MS CODE 37-7-301 (p) (1993)

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Date Approved: February 10, 2005Date Revised: November 12, 2009

ORGANIZATION CHARTS CC

The legal authority of the School Board is to be conveyed through the Superintendent by the organizational

chart for the district.

The School Board assigns all executive and administrative duties to the Superintendent who is properlycertified and chosen in the manner prescribed by law. MS CODE 37-6-3 (3-4); 37-9-7, 13, 14; 37-19-1 (d),

37-61-9

The effective operation of schools in the district requires an organizational structure, effective administrative

leadership at every level of responsibility, decision-making at the point in the structure where the decisioncan most effectively be made and communication between individuals affected by decisions made. It is thefunction of leadership at every level to examine relevant facts and alternatives and to involve appropriate

individuals in the process of reaching a decision. It is the responsibility of leadership to develop ways andmeasures that provide effective communication. Once a decision has been made, it is the function ofadministration and of persons affected by such decisions, not only to follow through to assureimplementation but also to evaluate continuously these decisions and to recommend revisions they think

should be made.

See Standard 3, Mississippi Public School Accountability Standards.

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LINE AND STAFF RELATIONS CD

Lines of direct authority shall be those approved by the Board and shown on the district organization charts.(See Policy CC.)

Personnel shall refer matters requiring administrative action to the administrator to whom they are

responsible. That administrator shall refer such matters to the next higher administrator when necessary.

All personnel shall keep the immediate administrator informed of their activities.

Personnel shall have the right to appeal any decision made by an administrative officer through grievance

procedures established through Board policy.

The established lines of authority represent direction of authority and responsibility. When the staff is

working together, the lines represent avenues for a two-way flow of ideas to improve the program andoperations of the school system.

The Superintendent is directly responsible to the Board of Trustees, and all matters to be brought before the

Board shall be presented to the Superintendent.

See Standard 3, MississippiPublic School Accountability Standards.

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SCHOOL SUPERINTENDENT SELECTION/QUALIFICATIONS CE/CEA

This school district shall have a Superintendent of Schools selected in the manner provided by law.

The School Board assigns all executive and administrative duties to the Superintendent who is properly

certified and chosen in the manner prescribed by law

The Superintendent shall hold a valid administrators license issued by the Mississippi Department ofEducation and shall have had not less than four (4) years of classroom or administrative experience.

LEGAL REF.: MS CODE 37-6-3 (3-4); 37-9-7, 13, 14; 37-19(d); and 37-61-9


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SCHOOL SUPERINTENDENT DUTIES CEB

Subject to review by this School Board, administrative control and direction of this school district shall bevested in the Superintendent. He/She shall have the authority to take actions necessary to secure effectiveand efficient operation of the school system, consistent with the policies of the Board of Trustees, provisions

of the school laws and regulations of the State of Mississippi and applicable federal regulations.

As executive officer of the School Board, the Superintendent shall interpret the policies of the Board ofTrustees and shall establish administrative procedures and regulations necessary for implementation of saidpolicies.

The School Board assigns all executive and administrative duties to the Superintendent, who is properly

licensed and chosen in the manner prescribed by law. {MS Code 37-6-3(3-4); 37-9-7, 13, 14; 37-19-1(d);

and 37-61-9}.

It shall be the duty of the Superintendent to administer the schools within the district and toimplement the decisions of the School Board. The Superintendent shall include as part of his/her

duties all process and performance standards required by the state as well as those imposed bylaw and local district policies.

In addition to all other powers, authority and duties imposed or granted by law, theSuperintendent shall have the following powers, authority and duties:

o To enter into contracts in the manner provided by law with each central officeadministrator, principal and teacher of the public schools under his/her supervision, aftersuch central office administrators, principals and teachers have been selected and

approved in the manner provided by law.

o To enforce in the public schools of the school district the courses of study provided bylaw or the rules and regulations of the State Board of Trustees and to comply with the law

with reference to the use and distribution of free textbooks.

o To examine the monthly and annual reports submitted to him/her by principals andteachers for the purpose of determining and verifying the accuracy thereof.

o To preserve all reports of Superintendents, principals, teachers and other school officers,and to deliver to his/her successor all money, property, books, effects and papers.

o To prepare and keep in his/her office a map or maps showing the territory embraced inhis/her school district, to furnish the county assessor with a copy of such map or maps,and to revise and correct same from time to time as changes in or alterations of school

districts may necessitate.

o To keep an accurate record of the names of all the members of the School Board showingthe districts for which each was elected or appointed, the post office address of each, andthe date of expiration of his/her term of office. All official correspondence shall be

addressed to the School Board and notice to such members shall be regarded as notice to

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the residents of the district and it shall be the duty of the members to notify such

residents.

o To deliver in proper time to the central office administrators, principals, teachers andBoard members such forms, records and other supplies which will be needed during the

school year as required by law or any applicable rules and regulations, and to give to such

individuals such information with regard to their duties as may be required.

o To make to the School Board reports for each scholastic month in such form as theSchool Board may require.

o To distribute promptly all reports, letters, forms, circulars and instructions which he/shemay receive for the use of school officials.

o To keep on file and preserve in his/her office all appropriate information concerning theaffairs of the school district.

o To visit the schools of his/her school district in his/her discretion, and to require thecentral office administrators, principals and teachers thereof to perform their duties asprescribed by law.

o To observe such instructions and regulations as the School Board and other publicofficials may prescribe, and to make special reports to these officers whenever required.

o To keep his/her office open for the transaction of business upon the days and during thehours to be designated by the School Board.

o To make such reports as are required by the State Board of Education.o To make an enumeration of educable children in the school district as prescribed by law.o To keep in his/her office and carefully preserve the public school record provided, to

enter therein the proceedings of the School Board and his/her decision upon cases andhis/her other official acts, to record therein the data required from the monthly and termreports of principals and teachers, and from the summaries of records thus kept.

o To delegate student disciplinary matters to appropriate school personnel.o To make assignments to the various schools in the district of all noninstructional and

nonlicensed employees and all licensed employees, as provided in Sections 37-9-15 and37-9-17, and to make reassignments of such employees from time to time; however, a

reassignment of a licensed employee may be only to an area in which the employee has a

valid license issued by the State Department of Education. Upon request from anyemployee transferred, such assignment shall be subject to review by the School Board.

o To comply with the compulsory education reporting requirements prescribed in Section37-13-91 (6)

o To perform such other duties as may be required of him/her by law.

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o To notify, in writing, the parent, guardian or custodian, the youth court and local lawenforcement of any expulsion of a student for criminal activity.

o To notify the youth court and local law enforcement agencies, by affidavit, of theoccurrence of any crime committed by a student or students upon school property or

during any school-related activity, regardless of location and the identity of the student or

students committing the crime..

o To employ and dismiss noninstructional and nonlicensed employees as provided by law. All funds to the credit of a school district shall be paid out on pay certificates issued by the

Superintendent upon order of the School Board of said school district properly entered upon theminutes thereof, and all such orders shall be supported by properly itemized invoices from thevendors covering the materials and supplies purchased. All such orders and the itemized invoices

supporting same shall be filed as a public record in the office of the Superintendent for a period of

five (5) years. The Superintendent shall be liable upon his/her official bond for the amount of anypay certificate issued in violation of the provisions of this section. The School Board shall have

the power and authority to direct and cause warrants to be issued against such district funds for

the purpose of refunding any amount of taxes erroneously or illegally paid into such fund whensuch refund has been approved in the manner provided by law.

The Superintendent shall be special accounting officer and treasurer with respect to any and alldistrict school funds for his/her school district. He/She or his/her designee shall issue all warrants

without the necessity of registration thereof by the chancery clerk. Transactions with thedepositories and with the various tax collecting agencies which involve school funds for such

school district shall be with the Superintendent or his/her designee.

It shall be the duty of the Superintendent to keep and preserve the minutes of the proceedings ofthe School Board.

MS Code 37-9-14 (1999)

LEGAL REF.: MS CODE as citedCROSS REF. Policies ABB Board Powers and Duties

CA General School Administration Goals and Objectives


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APPOINTED SUPERINTENDENT - RECRUITMENT CEC

When an opening in the superintendency occurs, the Board shall make every effort to fill the position withthe most capable person available. The Board shall consider only those candidates who meet both stateand local qualifications and who display the ability to successfully carry out the duties of Superintendent.

This Board shall solicit applications from qualified members of the staff and may list the vacancy with

placement offices at selected educational institutions in Mississippi and in neighboring states with othereducational placement agencies at its discretion.

Applications for the superintendency shall be screened and those candidates who appear to be mostpromising shall be interviewed. The Board shall endeavor to conduct interviews on a school day so that

applicants may visit the schools of the district while they are in session. This Board may, at its option,

utilize the services of the departing Superintendent and/or of an outside consultant in both recruiting andinterviewing candidates for the superintendency.

Legal Ref.: MS Code 37-6-3(3-4); 37-9-7, 13, 14; 37-19-1(d); and 37-61-9

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APPOINTED SUPERINTENDENT - APPOINTMENT CED

This School Board has the power and authority to select a Superintendent in the manner provided by law.37-7-301 (p)

It shall be illegal for the Superintendent to be elected by the School Board if said Superintendent is related

within the third degree by blood or marriage according to common law to a majority of the members of

the School Board. No member of the School Board shall vote for any person as Superintendent who isrelated to him/her within the third degree by blood or marriage or who is dependent upon him/her in afinancial way. Any contract entered into in violation of the provisions of this section shall be null and

void. 37-9-21 (1997)

The School Board has the power and authority, in its discretion, to employ the Superintendent. 37-9-25

The Superintendent, before entering upon the duties of his/her office, shall furnish a good and sufficientsurety bond in the penal sum of One Hundred Thousand Dollars ($100,000.00), with sufficient surety.

Such bond shall be filed and recorded in the office of the clerk of the chancery court in which this school

district is located, and shall be payable, conditioned and approved in the manner provided by law. Thepremium on said bond shall be paid out of the school district maintenance fund. 37-9-27

A new bond in an amount not less than that required by law shall be secured upon employment andcoverage shall continue by the securing of a new bond every four (4) years concurrent with the normal

election cycle of the Governor or with the normal election cycle of the local government applicable to the

employee. 25-1-15 (2000)

LEGAL REF.: MS CODE as citedMississippi Public School Accountability Standards

CROSS REF.: Policy CEA Superintendent Qualifications

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SUPERINTENDENTS COMPENSATION AND BENEFITS CEE

The amount of the salary to be paid any appointed Superintendent shall be fixed by the School Board. Inemploying a Superintendent and in fixing his/her salary, the School Board shall take into considerationthe character, professional training, experience, executive ability and teaching capacity of the

Superintendent. 37-9-37

The annual salary so fixed shall be made payable in equal monthly installments. If the Superintendent isreleased during the school term by agreement between the School Board and the Superintendent, he/sheshall be entitled to such proportion of the annual salary as the time which he/she shall have worked shall

bear to the total school term, and any balance which may be due him/her shall be paid not later than theclose of the current scholastic year. 37-9-39

It is unlawful for the Superintendent to deduct or permit to be deducted from his/her salary any dues, finesor penalties payable or alleged to be payable because of membership in any organization or association.However, dues or premiums in health associations or corporations and tax sheltered annuity deductions

authorized by the United States Internal Revenue Code may be deducted upon written authorization from

the Superintendent. 37-9-49

LEGAL REF.: MS CODE as cited

CROSS REF.: Policy DJCA Payroll Procedures

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SUPERINTENDENT PROFESSIONAL DEVELOPMENT OPPORTUNITIES CEG

The School Board shall encourage the Superintendent to pursue his/her own professional development.

To allow him/her to keep the Board and professional staff informed of new and promising educational

developments, the Superintendent is urged to attend educational conferences, seminars, and workshops, and

other professional meetings, visit other school systems, and use other means to be informed about

innovative educational thought and practices. The Superintendent shall give prior notice to the Boardpresident of any professional meetings which will cause him/her to be absent from the district for more thanthree days. Expenses incurred in such service, when authorized by the Board, shall be paid from district

funds as an expense of school administration.

The Superintendent and other central office administrators shall attend required sessions of the School

Executive Management Institutes.

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SUPERINTENDENT CONSULTING CEH

The Superintendent shall devote his/her time to the supervision of the school district. Only by prioragreement with the Board may the Superintendent undertake for remuneration consulting work, speakingengagements, or other professional obligations.

MS CODE 24-4-101 et seq.

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SUPERINTENDENT EVALUATION CEI

The School Board shall evaluate the Superintendent annually, using the components of the job descriptionsigned by the Superintendent and the Board president.

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SUPERINTENDENT RESIGNATION CEK

Should the Superintendent desire to be released from his/her contract, he/she shall make application inwriting to the School Board and state the reasons for such release. If the Board acts favorably upon theapplication for release, the Superintendent shall be released from his/her contract and said contract shall be

null and void on the date specified in the School Board's order. 37-9-55 (1987)

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SUPERINTENDENT RETIREMENT CEL

The Superintendent shall be retired from public employment under such conditions and provisionsestablished by the Public Employees Retirement System (PERS). 25-11-101 et seq.

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ADMINISTRATIVE AND SUPERVISORY PERSONNEL POSITIONS CGB

All administrative and supervisory positions in this district are established initially by the Board of Trustees,or by Mississippi School laws, or by regulations of the State Board of Trustees, or by a combination thereof.

The School Board shall activate such positions sufficient to promote the attainment of district goals.

In each case, the School Board will approve the purpose and function of the position in harmony with statelaws and regulations, approve a statement of job requirements as recommended by the Superintendent, anddelegate to the Superintendent the task of writing, or causing to be written, a job description for the position.

The School Board directs the Superintendent to maintain continuously a comprehensive, coordinated set of

job descriptions for all such positions so as to promote efficiency and economy in the staff's operations.

Although positions may remain temporarily unfilled, only the School Board may abolish a position.

This School Board selects all school district personnel in the manner provided by law.

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ADMINISTRATIVE PERSONNEL HIRING CGD

The School Board shall approve the hiring of administrative personnel upon the recommendation of theSuperintendent, unless documented reasons to the contrary are presented

No later than February 15 of each year, the Superintendent shall recommend to the School Board thereof

the administrators and principals to be employed in the district for the ensuing scholastic year.

Also see GBN, GBNA.

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ADMINISTRATIVE PERSONNEL ASSIGNMENT CGE

The Superintendent shall have the power and authority to make administrative assignments to the schoolsin the district and to make reassignments of such employees from time to time; however, a reassignmentof a licensed employee may only be to an area in which the employee has a valid license issued by the

State Department of Education. Upon request from any employee transferred, such assignment shall be

subject to review by the School Board. 37-9-14 (2) (s) (1999)


CROSS REF.: Policies CC Organization Charts

CEB Duties of Superintendent

CG Administrative PersonnelCGD Administrative Personnel Hiring

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ADMINISTRATIVE PERSONNEL EVALUATION CGI

Administrative personnel shall be evaluated annually.

As part of his/her duties the Superintendent shall visit the schools of his school district at his/her discretion

and require the central office administrators, principals and teachers thereof to perform their duties as

prescribed by law. MS Code 37-9-14

The school district implements a formal personnel appraisal system for licensed staff that includesassessment of employees' on-the-job performance. 37-3-46 (b)


CROSS REF.: Policies CA General School Administrative Goals and ObjectivesCEB Duties of Superintendent

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ADMINISTRATIVE PERSONNEL SEPARATION CGM

The school district shall provide the highest possible quality of education for the students enrolled in theschools of the Columbia School District. In order to achieve this goal it may be necessary, from time totime, to release from future employment principals and other administrative personnel whose performance

fails to meet the standards established by the State Department of Education and/or the Board or where their

services are no longer needed.

All proceedings related to nonrenewal of licensed personnel shall be conducted under and governed by theEducation Employment Procedures Law of 2001, where applicable. 37-9-101 et seq.

See Policy GBN, GBNA.

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ADMINISTRATIVE PERSONNEL RESIGNATION CGN

Any principal or licensed employee in this school district who is under contract to teach or perform otherduties and who desires to be released from such contract shall make application in writing to the SchoolBoard for release, in which application the reasons for such release shall be clearly stated. If the Board acts

favorably upon such application for release, such principal or licensed employee shall be released from

his/her contract, and said contract shall be null and void on the date specified in the School Board's order.

37-9-55 (1997)

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ADMINISTRATIVE PERSONNEL RETIREMENT CGO

As a condition of employment, principals and other professional educators shall become members of theretirement system (PERS). 25-11-105 (a) (1994)

Principals and other professional educators shall be retired from public employment under such conditions

and provisions established by the Public Employee Retirement System (PERS). 25-11-101 et seq.

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Date Approved: February 10, 2005Date Revised: August 9, 2007

ADMINISTRATIVE PERSONNEL TIME SCHEDULES CGPB

Principals and other professional employees shall be on duty the number of days shown on their currentemployment contract less and except those days granted by the Board.

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SCHOOL OFFICE HOURS CGPBA

School offices of the District are open from 7:30 a.m. to 4:00 p.m. each school day Monday throughThursday and from 7:30 a.m. to 3:30 p.m. each Friday that is a school day. Offices designated for operationon non-school days will be open during hours as needed to meet operational requirements.

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CENTRAL OFFICE HOURS CGPBB

The Superintendent has the authority to specify central office operational hours that are supportive ofefficient operation and provide for good school/community relations.

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ADMINISTRATIVE PERSONNEL EXPENSES CGPD

Administrative personnel who have been authorized by the Superintendent to travel in the performance oftheir duties shall be reimbursed their expenses under Policy DJD Expense Reimbursements.

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ADMINISTRATIVE PERSONNEL PROFESSIONAL LEAVES AND ABSENCES CGPF

The School Board recognizes the importance of developing, improving, and extending administrative skills.The Superintendent will assist the administration to gain opportunities as district funds allow to remainabreast of emerging information and technical knowledge.

Professional growth shall be provided through such means as:

1. Attendance at School Executive Management Institute.2. Planned staff development within the school system.3. Visits to other schools and attendance at conferences, workshops, and other professional meetings.4. Leaves of absence for advanced educational training.5. Salary credit for additional educational training in accordance with the salary schedule.The Superintendent shall have authority to approve release time for conferences and invitations andreimbursements for expenses within budget limitations.

The Superintendent, all principals, and other central office administrators/supervisors shall attend all

required sessions of the School Executive Management Institute. MS CODE 37-3-4

Administrative personnel wishing leave for professional reasons shall make such request in writing to theSuperintendent.

Also see GBRH.

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ADMINISTRATIVE PERSONNEL INTERN PROGRAM CI

An administrative intern program may be established and maintained to provide the district with a groupof well-trained personnel eligible for service as administrators and to provide a means through which personnel who desire to become school administrators may achieve training and experience which will

prepare them to perform that function either within or outside the district.

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CONSULTANTS TO THE ADMINISTRATIVE STAFF CJ

Consultants, whether temporary, part-time, or full-time, shall exercise no administrative authority over thework of the employees of the Board, but shall act only as advisors in those fields in which they are qualifiedto offer expert assistance.

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ADMINISTRATIVE PERSONNEL PROFESSIONAL

DEVELOPMENT OPPORTUNITIES

CK

All administrators in the Columbia School District are required to attend all training sessions mandated bythe Legislature and the State Department of Education. Each administrator is responsible for acquiring and

accounting for hours needed for updated licensure.

The Board encourages personnel to participate in meetings and organizations that will provide opportunitiesfor development in their job areas. Reimbursements for attendance at such meetings will be made uponBoard approval.

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BOARD POLICY IMPLEMENTATION CM

The Superintendent has the responsibility for carrying out, through administrative regulations, the policiesestablished by the Board.

The policies developed by the Board and the administrative regulations established to implement policy are

designed to increase the effectiveness and efficiency of the school system.

Administrators are responsible for informing subordinates of existing policies and regulations and for seeingthat they are implemented in the spirit intended. Continuous disregard for Board policy and administrative

regulations may be interpreted as insubordination and/or willful neglect of duty and may result intermination of employment with the Columbia School District.

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ADMINISTRATIVE RULES CMA

It shall be the duty of the Superintendent to administer the schools within his/her district and to implementthe decisions of the School Board. 37-9-14 (1) (1999)

This Board hereby delegates to the Superintendent the function of specifying required actions and designing

the detailed arrangements under which the schools will be operated except when specific state or federal

laws or rules require the Board to adopt such rules or when the Board or Superintendent considers suchadoptions desirable.

In the development of administrative rules, the Superintendent may involve those who would be affected bysuch rules, including staff members, students, parents, and the public when it is practical and appropriate to

do so.

Mississippi Public School Accountability Standards

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ADMINISTRATIVE RECORDS CN

The School Board, as created and empowered by law, shall keep and preserve permanently a copy of alldistrict-wide reports required by the State Board of Trustees to be filed on an annual basis.

Copies of those district-wide reports required by the State Board of Trustees on less than an annual basis

may be destroyed after five (5) years upon approval of the School Board.

All supporting documents necessary to compile such district-wide reports, except as delineated in Section37-15-8 may be destroyed after three (3) years following the academic year for which the report was

made upon approval of the School Board of the school district. 37-15-4 (1987)

The Superintendent of the school district shall have the authority, with the approval of the School Board

of the school district spread upon its minutes, to dispose of the following records:

(a) After five (5) years:

(1) Bank statements

(2) Canceled warrants and pay certificates(3) School Board paid bills(4) Bids received, either accepted or rejected, for supplies, materials, equipment and

construction(5) Depository receipt warrants

(6) School Board claims dockets, where claims are recorded on the minutes of the Board

(7) Original of School Board's orders after such orders have been recorded in the minutebook

(8) Canceled bonds and coupons

(9) Tax collector's reports of tax collection to Superintendent

(10) Transportation records.

(b) After three (3) years:

(1) Teacher contracts, computed from the expiration date thereof(2) Bus purchase documents

(3) Teachers registers, principals reports and other evidence necessary to prepare the

reports to the State Board of Trustees.

(c) After period to be set by the State Board of Trustees such other documents of a temporary

or transitory nature as the State Board of Trustees by regulation shall designate.

At no time may a permanent record of a student be destroyed, but cumulative folders may be destroyed by

order of the School Board in not less than five (5) years after the permanent record of the pupil has become inactive and has been transferred to the central depository of the district. However, where a

school district makes complete copies of inactive permanent records on photographic film or microfilmwhich may be reproduced as needed, the permanent records may be destroyed after the photographic film

or microfilm copy has been stored in the central depository of the district. 37-15-3 (1995)

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REQUESTS FOR ACCESS

The Columbia School District shall comply with the requirements of the Mississippi Public Records Act of1983 and shall make public records accessible subject to legal exceptions and requirements of the district

and state and federal laws. Requests for access shall be made on forms provided by the district under a fee

scale established by the Board of Trustees.

The following records are exempt from the Act and from this policy and shall not be subject to disclosure,except under other authority and under appropriate circumstances.

1. Records furnished to public bodies by third parties which contain trade secrets or

confidential, commercial or financial information, as provided by the Act.

2. Records which are confidential or privileged, as provided by constitutional, statutory or

case law of this state or of the United States.

3. Records which are developed among judges, judges and their aides, and juries.4. Personnel records, including but not limited to applications for employment, test questions and

answers used in employment examinations, and letters of recommendation.

5. Test questions and answers in the possession of a public body which are to be used infuture academic examinations.

6. Records which represent and constitute the work product of an attorney representing the

district, records which are related to litigation by or against the district, or in anticipationof prospective litigation, and communications between the district and the attorney in the

course of an attorney-client relationship.

7. Records which would disclose information about a person's individual tax payment or

status.

8. Records concerning the sale or purchase of property for public purposes prior to theannouncement of the purchase or sale where the release of the record would have adetrimental effect on the sale and purchase.

9. All educational records of students and former students, as defined by Policy JR StudentRecords and by the Federal Privacy Act; such exemption shall also apply to letters of

recommendation respecting admission to any educational agency or institution.

10. Records that are maintained regarding the process of detection and investigation of unlawful

activity, in addition to such records as defined in Section 45-29-1 of the Mississippi Code of

1972.

11. Commercial and financial information of a proprietary nature required to be submitted to the

district.

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DENIAL OF ACCESS

In the event that the district denies a request for access to or copies of public records, the denial will be inwriting and contain a statement of the reasons for the denial. The district will maintain a record of all

denials for a period of three (3) years.

LEGAL REF.: MS CODE 25-61-1 et seq.; 37-11-51 (1983)CROSS REF.: Policies BE School Board Records

CN Administrative RecordsJR Student Records

KL Access to Public Records

Documents

C Policies