Procedures and Development of Policies

Approved: 8-8-12 (Combined BF and BFE)
Reviewed: 3-8-17


The South Sanpete Board of Education believes that one of its primary responsibilities is the development of education policy. The Board accepts the National School Boards Association definition of policy: “Policies are principles adopted by a School Board to chart a course of action. They tell what is wanted; they may include why and how much. Policies should be broad enough to indicate a line of action to be followed by the administration in meeting day-to-day problems, yet specific enough to give clear guidance.”


The purpose of this Policy is to establish the framework for the generation, review, approval, publication, and issuance of South Sanpete School District Policies and Procedures. The Board does not have authority to make policy in contravention of State Board Policy, Utah Law, or Federal Law.

In policy decisions affecting the educational programs of the District, each Board Member represents the best interests of the people of the District as a whole, rather than the interests of any community or special interest group.

Board Members act only when in a duly called Board meeting or when assigned by the Board to a specific duty. Three affirmative votes are required to pass policy. A majority vote of the quorum present is necessary to validate any other act of the Board, unless State Board Policy, Utah Law, or Federal Statutes state otherwise; however, when replacing a Superintendent or Business Administrator, other than at contract time, a vote of two thirds of the full Board will be required.

Changes in needs, conditions, purposes, objectives, and legislation will require changes to the policies of present and future Boards. Thus, policy development and enactment is an ongoing process.

1. Initiating Policy or Policy Changes
Any individual or group of citizens or employees may initiate to any Board Member proposals for new policies or changes to existing policies. All such proposals shall be referred to the Superintendent for study and the development of an initial draft.
The Superintendent shall provide the Board with a draft of the proposed policy, together with specific data and other information the Board requests or which the Superintendent feels may be pertinent. The Board expects the initial draft to harmonize the ideas of the Board, the views of the people to be affected by the policy, and the over-all good of the education system.

Policies shall include the following sequence and order:

TITLE (with effective revision dates) PHILOSOPHY (as appropriate) DEFINITION OF TERMS (if necessary) POLICY

2. Discussion and Development of Policy
The initial draft shall be considered by the Board in Open Meeting to ensure that interested individuals and groups may voice their opinions and register their approval or dissatisfaction. If the proposed policy encounters serious objection, it shall be referred back to the Superintendent for revision incorporating matters the Board deems important.

3. Enactment of Policy
If the proposed policy receives no objection, or the Board feels it should be adopted, it will be reviewed for one month, or until the next Board Meeting, and then passed by a majority vote of the Board Members present. In some cases, Board Members may choose to pass a policy on its first reading if a suspension of the rules is first called for and passed.

4. Procedures for Review
In order to maintain up-to-date policies, the Superintendent will regularly present policies for review to the Board. The approval by consent motion may be used as a means to accomplish the review process. Policies scheduled for review would be available to the public prior to the date of the Board Meeting.

5. PolicyDissemination
The Superintendent shall establish and maintain an orderly plan for preserving and making accessible the policies adopted by the Board. Copies of adopted policies shall be kept electronically on the District’s Website. Board Policy is a public record and shall be open for review and inspection.

6. Policy Administration
Execution and administration of all policies of the Board are the responsibility of the Superintendent, principals, and other administrative personnel. The Board shall evaluate the implementation of its written policies as a means to monitor the over-all business of the District.

7. Procedures for Administration
Authority for administration of Board Policy is vested in the Superintendent. The Superintendent may establish administrative procedures to guide staff in administering the policies of the Board. These administrative procedures of the Superintendent are subject to Board review.

8. Administration in PolicyAbsence
The Superintendent shall have the power to implement action within the school system if an emergency situation should develop for which the Board has provided no policy or approved no administrative rule. However, the Superintendent's action shall be subject to review by the Board at its next regular meeting and any action should conform to current Utah Legal Code and Utah State Board Policies.

It is the Superintendent's responsibility to inform the Board of any such action and of the need for an official policy.