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Administrative Procedure:Evaluation of Assistant Superintendent and Secretary Treasurer
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EFFECTIVE DATE:
January 1, 2006
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ADMINISTRATIVE PROCEDURE CODE:
2.A.40
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AMENDED DATE:
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Policy Reference
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Legal Reference
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Bord
Border Land School Division recognizes the vital importance and expertise of the Assistant Superintendent and the Secretary-Treasurer in assisting the Superintendent in the delivery and management of human and financial resources that accompany quality educational programming.
Purpose
- To provide an opportunity for the Board, Superintendent, Assistant Superintendent, and Secretary-Treasurer to communicate and to develop a mutual understanding of expectations and responsibilities.
- To ensure that the essential management functions as outlined in policy are performed effectively.
- To provide an opportunity for the Superintendent to establish divisional and administrative opportunities for continuous improvement.
- To provide an opportunity for self reflection and professional growth.
- To provide a basis for salary adjustment and decisions with respect to continued employment
Duties
The duties of the Assistant Superintendent and the Secretary-Treasurer are outlined in the respective job description.
Frequency
Evaluation shall be a continuous process, resulting in the formation of mutual understanding and trust between the Superintendent, Assistant Superintendent, and the Secretary-Treasurer. The establishment of formal guidelines enhance this process and result in a valuable exchange of views and improved communications. A formal evaluation shall occur at the end of the first year. Within the first three months the Superintendent will meet with the Assistant Superintendent and/or the Secretary-Treasurer to review feedback and perceptions and to prepare a plan as to how the evaluation will be conducted.
In addition, so as to promote opportunity for continuous improvement, the Superintendent will engage the Assistant Superintendent and the Secretary-Treasurer in an annual review exercise. The purpose of this review is to recognize administrative accomplishments, issues, and progress on divisional priorities. A summary report will be prepared for the Board (see Procedure).
Subsequent evaluations shall be conducted on a four-year cycle.
The Superintendent shall carry out the evaluation of the Assistant Superintendent and the Secretary-Treasurer. The evaluation will be based on established guidelines that are known to both the Assistant Superintendent and Secretary-Treasurer.
Evaluation of the Assistant Superintendent
Prior to commencement of the evaluation process, the Assistant Superintendent and the Superintendent will have a meeting to discuss the criteria to be used and to agree on a data collection process. Sources to consider for data collection may include school administrators, Division office staff, the Board, and on site observations. At this conference, the Assistant Superintendent will be asked to set out his/her goals and objectives for the current year. The Superintendent and Assistant Superintendent will decide if an outside evaluator will be used in the process.
The Assistant Superintendent will be encouraged to identify areas of performance in which he/she would like assistance and/or feedback.
In the course of the evaluation process the evaluator(s) will conduct at least three formal meetings related to the evaluation process.
Upon the completion of the evaluation process, a post-meeting conference will be held to discuss the data collected, the meeting, and the perceived success of attaining the goals and objectives as stated by the Assistant Superintendent.
Following the post-visitation conference the evaluator(s) will prepare a confidential written report, which upon completion will be shared with the Assistant Superintendent. The report will be signed and dated by both parties. One copy of the report will be given to the Assistant Superintendent and one copy placed in his/her personnel file in the Division Office.
The Assistant Superintendent will have the opportunity to respond in writing to the confidential written report, and/or to initiate an appeal process.
Appeal procedure
To launch an appeal, the Assistant Superintendent shall prepare a written statement to the Board within three weeks of receiving the report.
The evaluation of the Assistant Superintendent will address the following areas:
- Board relation and responsibilities
- Fiscal and facilities management as per job description
- Assistant Superintendent / staff relations
- Educational leadership
- Personal and professional attributes
- Communications and professional relations
The evaluation form will be used as the basis for the final report (see appendix).
Annual Review Procedure
- The Superintendent will arrange for a time to meet individually or collectively with the Assistant Superintendent and/or the Secretary-Treasurer.
- The agenda for this meeting includes:
- Administrative goals and accomplishments
- Administrative or procedural matters
- Progress on Divisional priorities and related duties
- Administrative priorities for the following year
- A summary report will be prepared and presented to the Board.
EVALUATION OF ASSISTANT SUPERINTENDENT FORMS
BOARD RELATIONS AND RESPONSIBILITIES
Please check the appropriate box opposite each statement which best indicates your reaction as follows:
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Proficient
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Basic
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Unsatisfactory
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- Establishes and maintains a strong working
relationship with the Superintendent and Board.. ______ ______ ______
- Provides ample information to enable Board
members to make decisions. ______ ______ ______
- Implements Board policies. ______ ______ ______
- Keeps the Board informed on school programs,
as outlined in job description. ______ ______ ______
- Prepares clear concise reports. ______ ______ ______
- Accepts direction from the Board
and Superintendent. ______ ______ ______
- Treats Board members with respect. ______ ______ ______
- Assists the Division in the development of long
range plans. ______ ______ ______
Comments on strengths and weaknesses:
FISCAL AND FACILITIES MANAGEMENT
Please check the appropriate box opposite each statement which best indicates your reaction as follows:
Proficient Basic Unsatisfactory
- Is involved in budget preparations
and management as per job description. ______ ______ ______
- Allocates resources effectively. ______ ______ ______
- Assigns staff within established
budgetary limits and guidelines. ______ ______ ______
- Is fiscally accountable for
management of Division budget
for which he/she is responsible. ______ ______ ______
- Works effectively with the
department of the Secretary-Treasurer. ______ ______ ______
Comments on strengths and weaknesses:
ASSISTANT SUPERINTENDENT /
STAFF RELATIONSHIPS
Please check the appropriate box opposite each statement which best indicates your reaction as follo
- Exhibits strong interpersonal skills. ______ ______ ______
- Exhibits a sense of justice and fair play. ______ ______ ______
- Works at establishing good staff morale. ______ ______ ______
- Unites people towards common goals. ______ ______ ______
- Involves staff in decision making. ______ ______ ______
Comments on strengths and weaknesses:
_____________________
___________________________________________
EDUCATIONAL LEADERSHIP
Please check the appropriate box opposite each statement which best indicates your reaction as follows:
Proficient Basic Unsatisfactory
- A summary report will be prepared and presented to the Board.
- Monitors effectiveness of
instructional programs. ______ ______ ______
- Is involved in planning in-service
and staff development. ______ ______ ______
- Is knowledgeable of curriculum
and instructional trends. ______ ______ ______
- Exhibits a clear educational
Philosophy. ______ ______ ______
- Promotes and encourages
student excellence. ______ ______ ______
- Promotes and encourages
staff responsibility. ______ ______ ______
- Assists in the supervisory program
in assessing the performance of
divisional employees. ______ ______ ______
Comments on strengths and weaknesses:
PERSONAL AND PROFESSIONAL
Please check the appropriate box opposite each statement which best indicates your reaction as follows:
Proficient Basic Unsatisfactory
- Handles difficult situations. ______ ______ ______
- Is well organized. ______ ______ ______
- Manages personnel issues successfully. ______ _______ _______
- Exhibits professionalism. _______ _______ _______
- Promotes own professional growth. _______ _______ _______
- Is respected by colleagues and ______ ______ ______
community.
Comments on strengths and weaknesses
COMMUNICATIONS AND PUBLIC
RELATIONS
Please check the appropriate box opposite each statement which best indicates your reaction as follows:
Proficient Basic Unsatisfactory
- Communicates effectively, orally
and in writing. ______ ______ ______
- Handles the media effectively. ______ ______ ______
- Maintains working relationship
with Manitoba Education. ______ ______ ______
- Reflects the Board’s position on issues. ______ ______ ______
- Communicates with administrators,
coordinators, and support staff. ______ ______ ______
Comments on strengths and weaknesses:
Evaluation of the Secretary- Treasurer
Prior to commencement of the evaluation process, the Secretary -Treasurer and the
Superintendent will have a meeting to discuss the criteria to be used and to agree on a
data collection process. Sources to consider for data collection may include school administrators, Division office staff, the Board, and on site observations. At this conference, the Secretary-Treasurer will be asked to set out his/her goals and objectives for the current year. The Superintendent and Secretary-Treasurer will decide if an outside evaluation will be used in the process.
The Secretary -Treasurer will be encouraged to identify areas of performance in which
he/she would like assistance and/or feedback.
In the course of the evaluation process the evaluator(s) will make at least three formal meetings related to the evaluation process.
Upon the completion of the evaluation process, a post-visitation conference will be held
to discuss the data collected, the office visitations, and the perceived success of attaining
the goals and objectives as stated by the Secretary-Treasurer.
Following the post-visitation conference the evaluator(s) will prepare a confidential written report, which upon completion will be shared with the Secretary-Treasurer. The report will be signed and dated by both parties. One copy of the report will be given to the Secretary-Treasurer and one copy placed in his/her personnel file in the Division Office.
The Secretary-Treasurer will have the opportunity to respond in writing to the
confidential written report, and/or to initiate an appeal process.
The evaluation of the Secretary-Treasurer will be based on the following criteria:
EVALUATION OF SECRETARY-TREASURER FORMS
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BOARD RELATIONS AND RESPONSIBILITIES
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Please check the appropriate box opposite each statement which best indicates your reaction as follows:
Proficient Basic Unsatisfactory
- Establishes and maintains a strong working
relationship with the Superintendent and Board. ______ ______ ______
2. Provides ample information to enable the
Board to make decisions. ______ ______ ______
3. Implements Board policies. ______ ______ ______
4. Keeps the Superintendent and Board informed
on monitoring the divisional budget. ______ ______ ______
5. Prepares clear concise reports
as required. ______ ______ ______
- Accepts direction from the Board/
Superintendent and works
effectively with Board committees. ______ ______ ______
Comments on strengths and weaknesses:
FISCAL AND FACILITIES MANAGEMENT
Please check the appropriate box opposite each statement which best indicates your reaction as follows:
Proficient Basic Unsatisfactory
- Prepares the divisional budget as per
Divisional policy. ______ ______ ______
- Allocates resources effectively. ______ ______ ______
- Assists in the assignment of staff
within established budgetary limits
and guidelines. ______ ______ ______
- Is fiscally accountable for
managing the overall Divisional budget. ______ ______ ______
- Works effectively with Superintendent
and Assistant Superintendent. ______ ______ ______
- Effectively supervises the
maintenance and transportation services. ______ ______ ______
- Effectively supervises divisional
technology applications. ______ ______ ______
- Effectively supervises
purchasing procedures and policies . ______ ______ ______
- Effectively oversees adherence to all
constitutional or statutory laws and
provincial regulations. ______ ______ ______
- Supervision of all payroll, personnel records, and
payments effectively. ______ ______ ______
Comments on strengths and weaknesses:
SECRETARY-TREASURER /
STAFF RELATIONSHIPS
Please check the appropriate box opposite each statement which best indicates your reaction as follows:
Proficient Basic Unsatisfactory
- Exhibits strong interpersonal skills. ______ ______ ______
- Exhibits a sense of justice and fair play. ______ ______ ______
- Works at establishing good staff morale. ______ ______ ______
- Unites people towards common goals. ______ ______ ______
- Involves staff in decision making. ______ ______ ______
Comments on strengths and weaknesses:
EDUCATIONAL LEADERSHIP
Please check the appropriate box opposite each statement which best indicates your reaction as follows:
Proficient Basic Unsatisfactory
- Monitors effectiveness of
fiscal procedures. ______ ______ ______
- Is Involved in planning in-service
and staff development for support
staff associated with office,
maintenance, transportation, and
technology. ______ ______ ______
- Is knowledgeable of trends in
education, finance, maintenance,
transportation and technology. ______ ______ ______
- Promotes and encourages
continuous improvement in
support services. ______ ______ ______
- Promotes and encourages
student excellence. ______ ______ _____
- Promotes and encourages ongoing
professional development and
related training programs for support
staff. ______ ______ ______
- Assists in the supervisory program
in assessing the performance of
divisional employees. ______ ______ ______
Comments on strengths and weaknesses:
PERSONAL AND PROFESSIONAL
Please check the appropriate box opposite each statement which best indicates your reaction as follows:
Proficient Basic Unsatisfactory
1. Handles difficult situations. ______ ______ ______
- Is well organized. ______ ______ ______
- Manages personnel issues successfully. ______ ______ ______
- Exhibits enthusiasm for work. ______ ______ ______
- Promotes own professional growth. ______ ______ ______
- Is respected by colleagues and community. ______ ______ ______
- Prepares cost analysis studies and
annual financial reports. ______ ______ ______
Comments on strengths and weaknesses:
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COMMUNICATIONS AND PUBLIC
RELATIONS
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Please check the appropriate box opposite each statement which best indicates your reaction as follows:
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Proficient
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Basic
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Unsatisfactory
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1. Communicates effectively orally
and in writing. ______ ______ ______
2. Handles the media effectively. ______ ______ ______
3. Maintains working relationship
with Manitoba Education. ______ ______ ______
4. Reflects the Board’s position on issues. ______ ______ ______
5. Communicates with administrators,
coordinators, and support staff
and others as required. ______ ______ ______
Comments on strengths and weaknesses: