The executive director must hold or be entitled to hold a valid Colorado type D certificate, preferably with the superintendent’s endorsement or an appropriate Colorado Administrators License. He shall have demonstrated educational leadership, ability to work with diverse school districts and student populations, had previous teaching and administrative experience, and had previous experience working with educational service agencies. He shall have had budget experience and knowledge of state and federal laws as pertains to the structure and function of school districts and Boards Of Cooperative Services. In addition, the executive director must be knowledgeable about federal and state laws governing special education.
Job performance standards
Supervision:
The Executive Director directly supervises all administrative staff and the staff secretary to the Board of Directors.
The Executive Director, through the administrative staff, indirectly supervises all BOCES staff.
Basic functions:
At the direction of the Board of Directors, the Executive Director works with the Superintendent’s Advisory Council (SAC), established subcommittees, and the BOCES staff in identifying and meeting the needs of member districts in terms of programs and services that can be provided by the SLV BOCES.
Major responsibilities
Develop and maintain effective written and oral communication with the Board of Directors.
Develop and maintain effective written and oral communication with the Superintendent’s Advisory Council (SAC).
Provide leadership for the development and execution of the policies and directions of the Board of Directors.
Manage and supervise the BOCES organization in compliance with all policies of the Board of Directors.
Maintain compliance with all applicable federal, state, and local laws and regulations.
Recommend the development and implementation of long and short range goals for the organization and its individual programs based on the recommendations of the SAC and its appointed sub committees.
Evaluate and review ongoing programs and provide leadership in coordinating the operations of the BOCES organization and the activities of staff members.
Present well-planned budgets to the BOCES Board of Directors for the operation of the BOCES and its programs and supervise the implementation and administration of those budgets.
Encourage appropriate staff to write competitive grant proposals for identified program needs.
Developed, implement and monitor constructive supervision procedures for all BOCES employees.
Submit to the Board of Directors the names of all employees recommended for employment, termination of employment, promotion or transfer. The Executive Director shall be authorized when necessary to decide temporary employment, promotion, or transfer, and to suspend any employee until the Board of Directors act on his recommendation.
Prepare an annual budget and recommend it to the budget committee and/or Board of Directors.
Keep the Superintendent’s Advisory Council and the Board of Directors appraised of all programs and activities assigned to the Special-Education Department.
Provide/conduct in-service and staff development for various specialties and general education throughout the year.
The Executive Director and Special-Education Director shall have the authority to require reports from all Special-Education employees. The Director shall submit any reports which are mandatory by statute.
The Executive Director and Special-Education Director shall have authority under power regulations to place students in Special Education programs.
The Executive Director and Special-Education Director shall have authority to make administrative rules and regulations regarding routine matters and which are in compliance with the operating policies of the SLV BOCES Board of Directors.
The Executive Director shall have the authority to approve contract addendums for current employees in amounts of less than $500. It shall be the responsibility of the Executive Director to keep the Board apprised of such contract addendums.
Adopted: January 20, 1999
Revised: January 18, 2006
LEGAL REF.: C.R.S. 22-9-106 (4)
The appointment of the executive director is a function of the Board. The Board shall conduct an active search to find the person it believes can most effectively translate into action the policies of the Board and the aspirations of the community and the professional staff.
The Board may seek the advice and counsel of interested individuals or of an advisory committee, or it may employ a consultant to assist in the selection. However, final selection shall rest with the Board after a thorough consideration of qualified applicants.
A vote of the majority of Board members present at a Board meeting for which due notice has been given of the intended action shall be required for the appointment of an executive officer.
Search process
When the Board conducts a search for the position, the writing or revising of the job description, requirement for applicants, selection procedures and applicable deadlines shall be adopted at a public meeting.
Records submitted to the agency by an applicant for the executive director position shall remain confidential until the applicant becomes a finalist for the position if only three or fewer candidates possess the minimum qualifications for the position, said candidates are all considered finalists.
A list of all finalists being considered for the position shall be made public at least 14 days prior to appointing one of the finalists to fill the position. No offer of appointment shall be made prior to public notice.
When an applicant becomes a finalist, all records submitted by the applicant shall be available for public inspection except that letters of reference or medical, psychological and sociological data shall remain confidential.
Adopted: January 20, 1999
Revised: January 15, 2003
LEGAL REFS.: C.R.S. 22-32-110 (1)(g)
C.R.S. 22-44-115 (4)
C.R.S. 24-6-402 (3.5)
C.R.S. 24-72-204 (3)(a)(XI)(a)
Directorate is becoming more demanding as the Executive Director’s responsibilities become more complex. The Board realizes that it is therefore increasingly important to attract able persons to the position by making the rewards of the position commensurate with its challenges. The Board further realizes that it is increasingly important to free the Executive Director from the pressures of groups in the community by ensuring security from the threat of sudden and unjustified dismissal.
The Board, upon the selection of the candidate or upon reappointment of the incumbent Executive Director, shall endeavor to secure the dignity of position and the freedom of leadership appropriate to the responsibilities of the directorship through an explicit contractual agreement. Such contract shall meet the requirements of state law and shall protect the rights of both the Board and the executive director.
Adopted: January 20, 1999
LEGAL REFS.: Constitution of Colorado, Article X., Section 20 (4)(b)
C.R.S. 22-9-109
C.R.S. 22-32-110 (1)(g)
C.R.S. 22-44-115 (4)
C.R.S. 22-63-202 (2)
CROSS REF.: CFBA, Evaluation of Evaluators
SAN LUIS VALLEY BOARD OF COOPERATIVE SERVICES
This contract is made and entered into this ______day of ______ ______, by and between San Luis Valley Board of Cooperative Services, hereinafter referred to as "SLV BOCES" and __________, hereinafter referred to as "EXECUTIVE DIRECTOR."
WHEREAS, the SLV BOCES and the EXECUTIVE DIRECTOR believe that a written contract is necessary to describe their relationship to and serve as the basis of effective communication between them in the fulfillment of their governance and administration of the educational and operation programs of the SLV BOCES.
NOW, THEREFORE, the SLV BOCES and the EXECUTIVE DIRECTOR, in consideration of the premises and the covenants herein specified, agree as follows:
TERM. The SLV BOCES hereby employs and the EXECUTIVE DIRECTOR hereby accepts employment as EXECUTIVE DIRECTOR of the SLV BOCES for a term commencing ___________ and ending ___________. Although this contract is for employment of the EXECUTIVE DIRECTOR for a period of two (2) contract years, the financial commitment on the part of the SLV BOCES contained in this contract is subject to annual appropriation by the SLV BOCES based upon the fiscal resources of the SLV BOCES and the parties agree that the SLV BOCES has no obligation to fund the financial obligations under this contract other than the current year of the contract term and that the SLV BOCES has not irrevocably pledged and held for payment sufficient cash reserves for the payment of salary or benefits herein for the entire term of the contract.
If the SLV BOCES does not notify the EXECUTIVE DIRECTOR in writing following the April Board meeting, that this contract will not be renewed, it shall be deemed that the SLV BOCES has renewed this contract for one year extending from the termination date set forth in the above paragraph. The EXECUTIVE DIRECTOR shall, by certified mail to each member of the SLV BOCES board or, as an alternative, placement of the topic on the SLV BOCES Board agenda, remind the Board of the existence of this automatic renewal clause. Such notice shall be provided prior to the April Board meeting of the pertinent year. Failure to mail or provide the required notice shall invalidate the automatic renewal clause.
CERTIFICATION. At all times during the term of this Contract, the EXECUTIVE DIRECTOR shall hold an endorsement appropriate for EXECUTIVE DIRECTOR of the SLV BOCES. If at any time the EXECUTIVE DIRECTOR fails to meet this requirement this Contract, without further action by either parties, shall thereupon be automatically terminated.
PROFESSIONAL RESPONSIBILILTIES OF EXECUTIVE DIRECTOR
A. Duties. The EXECUTIVE DIRECTOR shall have charge of the administration of the SLV BOCES under the direction of the Board of Directors and shall administer the SLV BOCES according to the Board policy and the requirements, directives, regulations and guidelines of the Board of Directors. He shall be the chief executive officer of the SLV BOCES; shall assign and direct teachers and other employees of the SLV BOCES under his supervision; shall organize, reorganize and arrange the administrative and supervisory staff, including instruction and business affairs, as best serves the SLV BOCES subject to the approval of the Board; shall timely prepare and submit budget, financial and other documentation, suggest regulations, rules and procedures deemed necessary for best operations of the SLV BOCES; and shall, in general, perform all duties incident to the office of the EXECUTIVE DIRECTOR and such other duties as may be prescribed by the Board.
B. Service. This contract is intended by the parties to be a full-time contract and the EXECUTIVE DIRECTOR shall devote his attention to the functions of EXECUTIVE DIRECTOR of the SLV BOCES at all times during the term of the Contract. It is not contemplated that the EXECUTIVE DIRECTOR will ordinarily perform services on weekends or legal holidays. However, it is intended that the EXECUTIVE DIRECTOR shall be available on such days to meet the responsibilities of the position of EXECUTIVE DIRECTOR of the SLV BOCES on such occasions as are necessary.
C. Relationship to Board. The Board of Directors and the SAC shall promptly refer all criticisms, complaints, and suggestions called to its attention to the EXECUTIVE DIRECTOR for study and recommendation unless the Board determines that the welfare of the SLV BOCES, its students or its staff requires action inconsistent with this provision. The EXECUTIVE DIRECTOR shall have the obligation, unless excused, to attend all Board meetings, serve as an ex-officio member of all board committees, and provide administrative recommendations on each item of business considered by each of these groups. The Board and the SAC shall have the option to meet without the EXECUTIVE DIRECTOR present.
D. Outside Activities. The EXECUTIVE DIRECTOR shall devote time, attention and energy to the business of the SLV BOCES. Participation in extended outside activities by the EXECUTIVE DIRECTOR shall be subject to approval by the Board. However, the Board shall endeavor to facilitate the attendance of the EXECUTIVE DIRECTOR at classes or conferences which will result in professional improvement.
4. SALARY. The SLV BOCES will pay the EXECUTIVE DIRECTOR for his services salary at a rate based on an annual amount of ___________ plus full family health plan to be paid in equal monthly installments commencing July, 2005 and continuing on the last calendar day of each month thereafter during which this Contract continues. The salary may be changed from time to time by written addendum to this Contract signed by each of the parties hereto.
5. FRINGE BENEFITS. The EXECUTIVE DIRECTOR shall be entitled to vacation and benefits as follows:
The EXECUTIVE DIRECTOR shall receive twenty (20) days of vacation annually, exclusive of regular school holidays and Saturdays and Sundays and which shall not be accumulated from year to year under this contract. Vacation shall be taken at such times agreed upon by the Board of Directors of the SLV BOCES and the EXECUTIVE DIRECTOR; provided, however, that the Board of Directors shall not unreasonably withhold such contract.
The EXECUTIVE DIRECTOR shall receive twelve (12) days of sick leave annually. Unused sick leave may be accumulated to a maximum of sixty (60) days. Upon resignation, unused sick leave accumulated, up to a maximum of thirty (30) days, shall be compensated at the substitute rate then in effect. Sick leave is accrued proportionately to the time of service in any given year, but the entire yearly allowance may be utilized at any time during the year, subject to reimbursement to the SLV BOCES if leave is taken in excess of the proportion finally accrued.
The SLV BOCES shall pay membership fees for the EXECUTIVE DIRECTOR to maintain membership in the Colorado Association for School Executives and one other professional organization. The EXECUTIVE DIRECTOR shall attend local and state professional meetings when feasible, subject to Board approval.
The SLV BOCES shall reimburse the EXECUTIVE DIRECTOR for reasonable expenses necessarily incurred by the EXECUTIVE DIRECTOR in carrying out his duties and activities hereunder subject to submission of paid receipts.
The EXECUTIVE DIRECTOR shall be provided paid full family health insurance coverage under the policies carried or sponsored by the SLV BOCES.
The EXECUTIVE DIRECTOR shall generally be entitled to other benefits, not addressed herein, applicable to twelve month administrative employees.
6. PROFESSIONAL LIABILITY
A. Hold Harmless. The SLV BOCES agrees that, to the extent it can legally do so, it shall defend, hold harmless and indemnify the EXECUTIVE DIRECTOR from any and all demands, claims, suits, actions, and legal proceedings at low or in equity (specifically excluding, however, any demand, claims, suits, actions, or legal proceedings brought against the EXECUTIVE DIRECTOR by or on behalf of the SLV BOCES, and any criminal proceedings brought against the EXECUTIVE DIRECTOR), in his individual capacity or in his official capacity as agent and employee of the SLV BOCES, provided the incident giving rise to the claim arose while the EXECUTIVE DIRECTOR was acting in good faith within the scope of his employment and not willfully or wantonly.
B. Provision of a Defense. The obligations of the SLV BOCES pursuant to this Section 6 shall be conditioned on (a) prompt notification to the SLV BOCES by the EXECUTIVE DIRECTOR of any threatened or reasonably contemplated claim; (b) full cooperation by the EXECUTIVE DIRECTOR within the SLV BOCES and legal counsel in defending the claim; and (c) the EXECUTIVE DIRECTOR not compromising, settling, negotiating or otherwise similarly dealing with the claim without the express consent of the Board of Directors of the SLV BOCES.
C. Reimbursement. In the event the SLV BOCES has provided a defense pursuant to this Section 6, and a court or other decision making body having jurisdiction over the matter determines that the act or omission of the EXECUTIVE DIRECTOR did not occur during the performance of his duties hereunder and within the scope of his employment or that the act or omission was willful or wanton or not in good faith, the EXECUTIVE DIRECTOR shall reimburse the SLV BOCES for all costs of such defense and indemnity actually incurred by the SLV BOCES.
D. No Liability. In no event shall individual Board Members be individually or collectively liable or responsible to the EXECUTIVE DIRECTOR for defending or indemnifying the EXECUTIVE DIRECTOR against such demands, claims, suits, actions, and legal proceedings.
7. GOALS AND OBJECTIVES. On or prior to the September SAC meeting the SAC and the EXECUTIVE DIRECTOR shall meet to establish and agree upon reasonable EXECUTIVE DIRECTOR goals and objectives for the school year. Said goals and objectives shall be reduced to writing and be among the criteria by which the EXECUTIVE DIRECTOR is evaluated as herein provided.
8. EVALUATION. The SAC shall evaluate and assess in writing the performance of the EXECUTIVE DIRECTOR on or about the April SAC meeting during each school year in which this Contract continues. The BOCES Board of Directors will assess in writing the performance of the EXECUTIVE DIRECTOR on or about the April meeting annually. This evaluation and assessment shall be based upon the goals and objectives with performance standards as agreed by the SAC and the EXECUTIVE DIRECTOR for the contract term. The evaluation and the processes involved shall be in accordance with the SLV BOCES duly adopted evaluation procedures.
At the conclusion of each evaluation, the Board and the EXECUTIVE DIRECTOR shall meet in executive session (unless specifically prohibited by law) for the purpose of discussing the evaluation. All or representatives of the SAC may be invited to this meeting at the discretion of the Board.
Nothing in this evaluation section shall be deemed to be a prerequisite to or condition of dismissal, termination, or other personnel actions as otherwise provided herein or as provided for by law.
TERMINATION OF EMPLOYMENT CONTRACT. This employment Contract may be terminated by:
A. Mutual Contract. The Contract may be terminated by mutual contract of the parties.
B. Disability of EXECUTIVE DIRECTOR.
1) The SLV BOCES may terminate this Contract by written notice to the EXECUTIVE DIRECTOR at any time after the EXECUTIVE DIRECTOR has exhausted any accumulated sick leave and such other leave as may be available and had been absent without pay from his employment for whatever cause for an additional continual period of sixty (60) days. All obligations of the SLV BOCES shall cease upon such termination.
2) If a question exists concerning the capacity of the EXECUTIVE DIRECTOR to return to his duties, the SLV BOCES may require the EXECUTIVE DIRECTOR to submit a medical examination, to be performed by a medical doctor. The SLV BOCES and the EXECUTIVE DIRECTOR shall mutually agree upon the physician who shall conduct the examination. If the parties are unable to mutually agree upon a physician one shall be designated by the Board President. The examination shall be done at the expense of the SLV BOCES, but in no event shall the SLV BOCES be obligated hereunder in excess of $500. The physician shall limit his or her report to the issue of whether the EXECUTIVE DIRECTOR has a continuing physical or mental disability which prohibits him for performing his duties.
C. Discharge for Cause. Throughout the term of his Contract, the EXECUTIVE DIRECTOR shall be subject to discharge for good and just cause, which included, but is not limited to, the failure to comply with the terms and conditions of this Contract. However the SLV BOCES shall not arbitrarily and capriciously call for the EXECUTIVE DIRECTOR’S dismissal and the EXECUTIVE DIRECTOR shall have the right to service of written charges, notice of hearing and a hearing before the Board of Directors of the SLV BOCES. If the EXECUTIVE DIRECTOR chooses to be accompanied by legal counsel at the hearing, said legal expenses shall, be paid by the EXECUTIVE DIRECTOR.
D. Unilateral Termination by SLV BOCES. The SLV BOCES may unilaterally terminate this Contract upon payment of any salary remaining due to the EXECUTIVE DIRECTOR under this Contract, provided that said payment shall be only that amount set forth in Section 4 above, and shall not include any other benefit provided the EXECUTIVE DIRECTOR as a consequence of this Contract.
E. Death of the EXECUTIVE DIRECTOR. This contract shall automatically terminate upon the death of the EXECUTIVE DIRECTOR.
F. The EXECUTIVE DIRECTOR agrees to pay damages to the BOCES and the Board agrees to collect or withhold damages from compensation due or payable to the EXECUTIVE DIRECTOR, with such damages being assessed against the EXECUTIVE DIRECTOR if the EXECUTIVE DIRECTOR abandons, breaches or otherwise refuses to perform services pursuant to this Contract, unless the EXECUTIVE DIRECTOR has given written notice to the Board on or before the first day of July that he will not fulfill the obligations of this contract during the succeeding academic year, or after the beginning of the academic year unless the EXECUTIVE DIRECTOR has given at least 30 days written notice to the Board to the effect that he wished to be relieved of this contract for the remainder of the year as of a certain date, and providing further that such damages shall not exceed ordinary and necessary expenses of the SLV BOCES to secure the services of a suitable replacement for the EXECUTIVE DIRECTOR.
10. SUSPENSION OF THE EXECUTIVE DIRECTOR. The Board of Directors may, at any time, suspend the EXECUTIVE DIRECTOR with pay and benefits for such purposes and period of time as the Board deems to be in the best interest of the SLV BOCES. In any case, the Executive Director shall be notified in writing of reasons for the suspension.
11. SAVINGS CLAUSE. If, during the term of this Contract, it is found that a specific clause of this contract is illegal under federal or state law the remainder of the Contract not affected by such a ruling remain in full force and effect.
12. BINDING EFFECT. This Contract is for personal services to be provided by John Tillman only and not be assigned. Any Compensation due and payable to the EXECUTIVE DIRECTOR under this Contract shall be payable to his heirs and the legal representative in the event of his death.
IN WITNESS WHEREOF, the SLV BOCES has caused this employment Contract to be approved on its behalf by the duly authorized officer of the Board of Directors and the EXECUTIVE DIRECTOR has approved this employment Contract effective on the day and year first above written
ATTEST:
________________________________
Secretary, Board of Directors
________________________________
President, Board of Directors
________________________________
Executive Director
___________________________________
SAC Chairman
The Executive Director shall observe rules of conduct established in law which specify that a school employee shall not:
Disclose or use confidential information acquired in the course of employment to further substantially personal financial interest.
Accept a gift of substantial value or substantial economic benefit tanamount to a gift of substantial value which would tend to improperly influence a reasonable person in the position or which the executive director knows or should know is primarily for the purpose of the reward for action taken in which discretionary authority was exercised.
Engage in substantial financial transaction for private business purposes with a person whom the executive director supervises.
Perform any action in which the executive director has discretionary authority which directly and substantially confers an economic benefit on a business or other undertaking in which there is substantial financial interest or in which the executive directors engaged as a counsel, consultant, representative or agent.
The phrase "economic benefit tantamount to a gift of substantial value"includes a loan at a rate of interest substantially lower than the prevailing commercial rate and compensation received for private services rendered at a rate substantially exceeding the fair market value.
It is permissible for the executive director to receive:
An occasional non-pecuniary gift which is insignificant in value.
A non- pecuniary award publicly presented by a nonprofit organization in recognition of public service.
Payment or reimbursement for actual and necessary expenditures for travel and subsistence for attendance at a convention or other meeting at which the executive director is scheduled to participate.
Reimbursement for or acceptance of an opportunity to participate in the social function or meeting which is not extraordinary when viewed in light of the position.
Items of perishable or nonpermanent value including but not limited to meals, lodging, travel expense or tickets to sporting, recreational, educational or cultural events.
Payment for speeches, appearances or publications reported as honorariums.
It shall not be considered a breach of contract for the Executive Director to:
Use agency facilities and equipment to communicate or correspond with constituents, family members or business associates on an occasional basis.
Accept or receive a benefit as an indirect consequence of transacting agency business.
An Executive Director may request an advisory opinion from the Secretary of State concerning issues relating to conduct that is prescribed by state law.
Adopted: January 20, 1999
LEGAL REFS.: C.R.S. 18-8-308
C.R.S. 22-32-110 (1)(k)
C.R.S. 24-18-104
C.R.S. 24-18-109
C.R.S. 24-18-111
The Board shall institute and maintain a comprehensive program for the evaluation of the executive director on a regular basis that is consistent with state law and agreed upon by the Board and the executive director.
Three valuation of the executive director, the Board shall strive to accomplish the following:
Clarify the Executive Director’s role in the agency is seen by the board by defining objectives that will contribute to the achievement of agency-wide goals.
Clarify for all Board members, the role of the executive director in view of the job description and the immediate priority among responsibilities as agreed upon by the Board and the executive director.
Develop positive communication and harmonious working relationships between the Board and the executive director.
Provide administrative leadership of excellence for the agency including improvement of the instructional program and implementation of curricular programs.
Measure the executive director’s professional growth and development and level of performance.
The Board shall consult with the executive director and the advisory agency personnel performance evaluation council when revising the process for evaluation of the executive director.
As a precondition to the evaluation process, the board and executive director shall develop a position description that sets forth expectations for the Executive Director. The Board shall have a plan setting forth goals for the agency.
The evaluation of the Executive Director shall be based on criteria that are determined prior to the evaluation. There should be a clear relationship among these criteria, the position description for the Executive Director in the goals of the agency.
Executive Director’s performance shall be reviewed at least annually in accordance with specified goals. The evaluation process shall afford each superintendent the opportunity to evaluate performance of the executive director on individual basis. Additional objectives shall be established at intervals agreed upon with the Executive Director.
The evaluation process shall afford each Board member the opportunity to evaluate performance of the executive director on individual basis. Evaluation document prepared by the Board shall represent a synthesis of information collected from individual Board members.
The evaluation document shall be prepared in writing. The Executive Director shall have an opportunity to review the document with the Board in executive session. The report shall be signed by the Executive Director, President of the Board, and the Chairman of the Superintendent’s Advisory Council. The signature of any person on the report shall not be construed to indicate agreement with the information contained therein.
The Executive Director may appeal the findings of the evaluation and request a hearing before the Superintendent’s Advisory Council if there is a disagreement. The evaluation document shall contain a written improvement plan, be specific as to performance strengths and weaknesses, specifically identify data sources and sources of information upon which the evaluation was based.
Those portions of the executive director’s written evaluation relating to the performance in fulfilling adopted agency objectives, fiscal management of the agency, agency planning responsibilities and supervision and evaluation of agency personnel shall be available for inspection by the public during regular office hours.
Nothing in this policy shall be construed to imply any manner the establishment of any personal rights not explicitly established by statute, Board policy or contract. All employment decisions remain within the sole and continuing discretion of the Board.
Adopted: January 20, 1999
LEGAL REF.: 22-9-101 et seq.
CROSS REFS.: ADA, Agency Goals and Objectives
BDFA, Agency Personnel Performance Evaluation Council
CBA/CBC, Qualifications/Powers and Responsibilities of Executive Director
CFBA, Evaluation of Evaluators
The Board will serve as the evaluator for the Executive Director. The process of evaluation will be used as a tool to improve communication and promote a better working relationship between the Board and the director.
Because of the special nature of the relationship between the Board and the director, procedures for evaluation of the executive director are significantly different than those set out evaluation system for evaluation of other certificated personnel. The following procedure will be used to implement the agency’s policy for evaluation of Director.
Prior to the evaluation
The board and the director will devise a position description that sets forth expectations for the Executive Director. The board will develop a plan that establishes goals for the agency. The criteria for evaluation of the director will be agreed upon in advance of the period under review by the Board and the director. These criteria will relate to the position description for the director and the goals of the agency.
The Board and the director will determine times, in advance, for establishing criteria for review and discussing the performance of the director in relation to these criteria.
Information collection
Conducting an evaluation is a matter of gathering information and then interpreting and summarizing it. Each member of the Board and Superintendent’s Advisory Council will be afforded an opportunity in accordance with the evaluation process to evaluate the performance of the director on an individual basis.
During the evaluation process, and individual Board member may base and evaluation of the executive director of personal perceptions of the executive director and recall of specific information. Board members also will refer to documents that have been prepared by the Executive Director or the staff, letters or other forms of correspondence they have received or reports that have been prepared about agency activities and issues.
Information will be collected from individual Board members in the manner described by the agency’s evaluation process. The process will provide a method for synthesizing the individual views into a collective Board position, although the range of views will be presented as a basis for discussion with the director.
The evaluation process will be based upon multiple sources of information that can be provided by members of the Board or the Director.
The director will have an opportunity for self review in relationship to the criteria employed by the Board prior to the time that the director meets with the board and SAC to discuss the results of the evaluation.
Written evaluation report
The evaluation process will result in a written summary of conclusions regarding the director’s performance based upon the information considered in relationship to the agreed-upon criteria. The report will include the following:
1. Specific information about the strengths and weaknesses in the Director’s performance.
2. Documentation showing information collected from individual Board and SAC members on which the conclusions were based.
3. A written improvement plan that is specific about areas which need improvement with recommendations for improvement.
The Board and the Director will discuss information relating to the director’s performance in an executive session. But time will be designated for this purpose, when all members of the board can be present.
The evaluation report will be signed by the President of the Board, the Chairman of the SAC and by the Director. The signature of any person on the report will not be construed to indicate agreement with the information contained therein. The report will be placed in the executive director’s personnel file.
The director will be allowed any written comments to the evaluation report.
Any suggestions for improving the performance of the executive director, modifying Board/director relationships and/or modifying the goals and objectives of the agency will be incorporated in the documents used to initiate the next evaluation.
Adopted: January 20, 1999
EVALUATION PROCEDURES
March SAC meeting Each Superintendent receives a copy of the Executive Director’s Evaluation form. Each Superintendent consults with their Board Member on filling out the evaluation.
End of March Each individual form is mailed to the SAC Chairman to compile and disseminate.
April SAC meeting Superintendents meet with the Executive Director to review evaluation and reach consonance.
April Board meeting SAC Chairman meets with the Board of Directors and the Executive Director to review the evaluation of the Executive Director.
Adopted: January 20, 1999
SAN LUIS VALLEY BOARD OF COOPERATIVE SERVICES
Employee’s Name________________________________________Position______________________
Name of Evaluator ________________Evaluation Date _____________________Job Description_____
Overall Rating _______ Remediation Plan (circle one): YES NO
Please rate the performance of the employee as follows:
1- Below agency standard
2 - Meets agency standard
3 – Above agency standard
Area A – Skills and Knowledge (see Job Description)
Rating ______ Comments:________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Area B – Relationships and Collaboration (see Job Description)
Rating _____ Comments:_________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Area C – Leadership (see Job Description)
Rating _____ Comments: _________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Area D – Professionalism (see Job Description)
Rating _____ Comments: _________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
What impressed you the most about the employee=s performance this year?
What specific recommendations do you have for the employee to improve performance?
What should be the priorities for the employee over the next year?
____________________________________ ____________________________________
Employee’s signature Evaluator’s signature
____________________________________ ____________________________________
Date Date
Note: Signature does not necessarily imply agreement.
Adopted: April 19, 1999
Revised: March 3, 2005
The Board recognizes that geographic area and low population density within the area require a several-tiered administrative structure to establish and maintain supervisory and administrative control for programs and special education services.
Therefore, the Director of Special Education shall perform most supervisory functions for Special Education programs. The Director shall communicate with both the district Superintendents of Schools and the Executive Director. The superintendents shall communicate with their district Board, the Superintendent’s Advisory Council, the BOCES Board and the Executive Director.
Adopted: January 20, 1999
All agency staff members working in more than one school shall follow the lines of authority outlined below.
Teachers shall be responsible to coordinators: coordinator shall be responsible to directors, and directors responsible to the Executive Director. All requests by agency staff shall be made in this sequence. Any staff member not specifically covered by this procedure shall contact the program director with whom he works.
Agency employee shall be responsible to the Executive Director, Superintendents’ Advisory Council members and Principals of the buildings in which they work.
All agency employees shall be responsible for reports and records as called for by the agency and its member school districts.
Employees are subject all policies and regulations adopted by or which may be adopted by the San Luis Valley Board of Cooperative Educational Services Board of Directors.
Adopted: January 20, 1999
CROSS REF.: GBN, Relations With Component District Staff’s
The board authorizes the Executive Director to establish such permanent or temporary councils, cabinets and committees as he deems necessary for proper administration of Board policies and for the improvement of the total educational program.
All council, cabinets and committees created by the Executive Director shall be for the purpose of obtaining to a maximum degree the advice and counsel of administrative and supervisory personnel of the agency and/or its member districts to aid in agency communication. Functioning in an advisory capacity, such groups may make recommendations for submission to the Board through the Executive Director. However, such groups shall exercise no inherent authority. Authority for establishing policy remains with the Board and authority for implementing policy remains with the Executive Director.
The membership, composition and responsibilities of administrative councils, cabinets and committees shall be defined by the Executive Director and may be changed at his discretion.
Expenses incurred by such groups for consultant services, materials and any investigative travel shall be paid from the general operating funds of agency, but only when the expenses are within budgetary allotments and approved by the agency in advance.
Adopted: January 20, 1999
All program directors shall act as the chief administrative officer of their own programs. They shall be responsible for and shall have authority over the actions of the students, professionals and support staff members, visitors and persons hired to perform special tasks.
In the absence of a program director, the Executive Director shall assume all authority and duties of program director.
Adopted: January 20, 1999
LEGAL RES.: C.R.S. 22-32-126
The Board, in keeping with state law, shall institute and maintain a comprehensive program for the evaluation of all administrative personnel.
The purpose of program administrator evaluations shall be to assist directors in developing and strengthening their professional abilities, improve the instructional program, enhance the implementation of curricular programs, and measure professional growth and development and level of performance of directors. The evaluation system also shall serve as a measurement of satisfactory performance and documentation for dismissal of unsatisfactory performance.
The evaluation process shall provide for:
Cooperative planning of job performance objectives by directors and evaluator.
Evaluation in relation to job description and objective accomplishments.
Means for self-evaluation.
The basic requirements of the evaluation system as it pertains to directors shall be:
The Board shall require regular evaluation of all program directors by properly certified supervisors who have administrator certification and education and training in evaluation skills which will enable them to make fairer, professional and credible and evaluations of personnel and their responsible for evaluating.
Evaluations shall be conducted in a fair and friendly manner and shall be based on predetermined written criteria, which pertain to the director’s position.
Standards for satisfactory performance of directors and criteria which can be used to determine whether performance meets such standards shall be developed. The Agency Personnel Performance Evaluation Council shall be an active participant in the development of standards of performance.
The system shall identify the various methods which will be used for information collection during the evaluation process such as direct an informal observation. All data on which an evaluation judgment is based will be a documented to the extent possible and available for the director’s review.
The evaluation system shall specify the frequency and duration of the evaluation process which shall be on a regular basis to ensure the collection of a sufficient amount of data from which reliable conclusions and findings may be drawn.
An evaluation document shall be prepared in writing. The evaluation document shall be specific as to performance strengths and weaknesses, specifically identified when a direct observation was made, identify data sources, and contain a written improvement plan. The written improvement plan shall be specific as to what improvements if any are needed in performance.
The directors concerned shall have an opportunity to review the document with the supervisor who makes the evaluation, and both shall sign it. The evaluation document shall be reviewed by a supervisor of the evaluator, whose signature also shall appear on it. If the executive director is the evaluator, the signature shall be that of the president of the Board of Education.
The system shall contain a process which shall be followed when a director’s performance is deemed unsatisfactory. In accordance with state law, this process shall provide a notice of deficiencies, a remediation plan and an opportunity to correct the deficiencies.
The agency shall conduct all evaluations so as to observe the legal and constitutional rights of certificated/licensed personnel. No informality in any evaluation or in the matter of making or recording any valuation shall invalidate the evaluation. No minor deviation in the evaluation procedures shall invalidate the process or the evaluation report.
The Executive Director shall make regular reports to the Board concerning the outcome of director evaluations.
Nothing in this policy shall be construed to imply in any manner the establishment of any property rights or exclude expectancy or entitlement to continued employment not explicitly established by statute, Board policy or contract. Neither shall this policy and/or the evaluation system be deemed or construed to establish any conditions prerequisite relative to renewal of contracts, transfer, assignment, dismissal or other employment decisions relating to the agency personnel.
Unless an evaluator acts in bad faith or maliciously with respect to the application of a procedures associated with the evaluation, any misapplication of a procedure, failure to apply a procedure, or adhere to a prescribed timeline shall not be an impediment to or prevent the Board from modifying an employees contract status or assignment under the terms of the employment contract and state law. The content of the evaluation, the ratings given in any improvement or remediation plan shall not be grievable under the agency’s formal grievance process.
All employment decisions remain within the soul and continuing discretion of the Board of Directors, subject only conditions and limitations prescribed by Colorado law.
Adopted: January 20, 1999
LEGAL REFS.: C.R.S. 22-9-101 et seq
C.R.S. 22-32-126
C.R.S. 22-63-301
C.R.S. 22-63-302 (8)
CROSS REFS.: BDFA, Agency Personnel Performance Evaluation Council
CFBA, Evaluation of Evaluators
GCQF, Discipline, Suspension and Dismissal of Professional Staff
Evaluations will be conducted in accordance with state laws were policy to assist Directors in developing and strengthening their pro professional abilities, improve instruction, enhance the implementation of programs in the curriculum, and measure the professional growth and development and level of performance of directors. Evaluations also will serve as a measurement of satisfactory performance for directors and documentation for dismissal for unsatisfactory performance.
Therefore, even though the evaluation process is designed to encourage and assist Directors to perform at a level consistent with the agency’s standards, the evaluator or Executive Director, if not the evaluator, may recommend to the Board of Directors that changes be considered in contract status or assignment.
The procedures necessary to administer and implement the agency’s evaluation policy are as follows:
Initial requirements
All directors will be evaluated. An organization chart or comparable document will be prepared to identify the evaluator by title or position for each administrator. The chart will indicate which position(s) each evaluator will evaluate which supervisor is responsible for evaluating the evaluator.
In most situations, evaluations will be made by the direct supervisor of the director to be evaluated. If the executive director is the evaluator, the Board of Directors will perform all duties of the supervisor of the evaluator.
A job description will be developed for each director's position. The director annually will establish job performance objectives in cooperation with the evaluator.
Written standards for satisfactory performance will be developed as well as criteria to be used to determine whether a director's performance meets agency standards. The agency personnel performance evaluation council will actively participate in the development of the standards.
Other criteria will be developed for the evaluation of each position prior to the evaluation. The criteria will relate to the particular position as set forth in the individual's job description and any outcomes which are expected from the position.
Information will be made available to each director about the evaluation system, the evaluation policy and procedures, the responsibilities of the evaluator and evaluatee, the standards for satisfactory performance and the evaluation criteria for the evaluatee’s position.
Information collection
The evaluator will use the most appropriate means of data collection available to assess the director's performance. The data collected primarily will be based on direct observation when appropriate and/or first-hand knowledge of the director's performance.
No evaluation information will be gathered by electronic devices without the consent of the evaluatee.
The evaluator will identify and document, to the extent possible, all relevant sources of data used as the basis for any evaluation judgments. The director’s self evaluation also will be considered as a source of information during the evaluation process.
Frequency and duration
Directors in their first two years of service with the agency will be evaluated twice during each year. All other directors will be evaluated at least once each year.
Variations will be permitted in this evaluation schedule, whether requested by the evaluator or evaluatee, only when the evaluatee is notified by the evaluator that an additional evaluation report is necessary for reasons consistent with one or more purposes of the evaluation system, and the evaluatee has an opportunity to meet with the evaluator.
The agency's evaluation system specifies that to direct observations when appropriate, and data collection for two months be completed before the evaluation report is written. Minor adjustments and variations will be allowed in order to ensure that the evaluation process is thorough and that sufficient data is collected from which reliable findings and conclusions may be drawn.
All evaluations will be completed before April 1 of each school year.
Documentation
The evaluator will prepare a written evaluation report at the conclusion of the evaluation process, which will include the following:
An improvement plan which is specific as to what improvements, if any, are needed in the performance of the director and which clearly sets forth recommendations for improvements including recommendations for additional education and training during director’s recertification process.
Specific information about the strengths and weaknesses in the performance of the director.
Documentation identifying when a direct observation was made.
Identification of all data sources.
The evaluation report will be discussed with the evaluate. Both evaluator and the evaluatee will sign the report, and each will receive a copy. The signature of any person on the report will not be construed to indicate agreement with the information contained therein.
The director may attach any written comments to the evaluation report before it is reviewed by the supervisor of the evaluator. Each report will be reviewed and signed by the supervisor of the evaluator.
The evaluator will maintain a cumulative file of all pertinent data relating to each director's evaluation, including the evaluation report. This file will be available for director’s review and will include any written comments signed and submitted by the director.
Unsatisfactory performance
A director whose evaluation indicates performance is unsatisfactory will be given notice of the deficiencies.
A remediation plan to correct deficiencies will be developed by the evaluator and the director.
The director will be given a reasonable period of time to correct the deficiencies and a statement of resources and assistance available to improve performance.
Further evaluations of a director on a remediation plan will occur on a different cycle than the annual evaluation, if necessary.
If the directors next evaluation shows the directors performing satisfactorily, no further action will be taken.
If the director’s next evaluation indicates the director still is not performing satisfactorily, the evaluator either will make for additional recommendations for improvement or take any necessary steps to recommend dismissal of transfer.
Appeal
The conclusions of the evaluator will not be subject to further review except as otherwise provided in these procedures.
The evaluatee may appeal the application of the evaluation procedures by submitting a request for review to the supervisor of the evaluator to determine if the procedures were followed during the evaluation.
Some flexibility is necessary for proper administration of the evaluation system. Minor deviations or variances in the procedures will be allowed as long as the variances do not result in significant hardship to or malicious treatment of the evaluatee.
Adopted: January 20, 1999
SAN LUIS VALLEY BOARD OF COOPERATIVE SERVICES
Employee’s Name________________________________________Position______________________
Name of Evaluator ________________Evaluation Date _____________________Job Description_____
Overall Rating _______ Remediation Plan (circle one): YES NO
Please rate the performance of the employee as follows:
1- Below agency standard
2 - Meets agency standard
3 – Above agency standard
Area A – Skills and Knowledge (see Job Description)
Rating ______ Comments:________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Area B – Relationships and Collaboration (see Job Description)
Rating _____ Comments:_________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Area C – Leadership (see Job Description)
Rating _____ Comments: _________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Area D – Professionalism (see Job Description)
Rating _____ Comments: _________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
What impressed you the most about the employee=s performance this year?
What specific recommendations do you have for the employee to improve performance?
What should be the priorities for the employee over the next year?
____________________________________ ____________________________________
Employee’s signature Evaluator’s signature
____________________________________ ____________________________________
Date Date
Note: Signature does not necessarily imply agreement.
Adopted: April 19, 1999
Revised: March 3, 2005
Provision shall be made for periodic evaluation of evaluators of professional staff to ensure that the total process is being carried out in a fair, professional and credible manner.
All persons who evaluate professional staff members shall possess an administrative certificate or principal or administrator license issued by the Colorado Department of Education and shall have received education and training in evaluation skills approved by the department. Issuance or renewal of certificate or license requires that the applicant has received such approved education and training in evaluation skills.
Evaluation instruments for all professional staff administrators shall include a section dealing with their evaluation skills and responsibilities. The Executive Director or designee shall review all evaluations done by professional staff administrators and when necessary, shall discuss them with them procedure and form.
The Executive Director's evaluation skills shall be part of the evaluation by the Board of Education.
As part of its ongoing review, the agency personnel performance evaluation council shall seek evidence that evaluators are implementing the process in a fair, professional and credible manner and shall report its findings and recommendations to the Board of Directors.
Adopted: January 20, 1999
LEGAL REF.: C.R.S. 22-9-106 (3.3)
CROSS REF.: BDFA
The Executive Director has responsibility for carrying out the policies established by the Board. The Executive Director shall develop additional administrative regulations consistent with Board policies.
In the development of administrative regulations, the Executive Director shall involve, at the planning stages, those who would be affected by such rules including staff members, students, parents and the public. The Executive Director shall weigh with care, the council given by representatives of the staff, student and community organizations. The Executive Director shall inform the board of such counsel in presenting reports of administrative regulations and in presenting any regulations for Board approval.
The Board itself shall approve regulations when specific state or federal laws require the Board to do so or when the Board or Executive Director consider such approval desirable.
The policies developed by the Board and the administrative regulation developed to implement policy are designed to increase the probability of an efficient and effective agency. Consequently, it assumes that all agency employees and students will carry them out willingly. The Executive Director will develop a method for disseminating district policies and regulations to district employees, students, parents/guardians and members of the public who are affected by them.
Disregard for Board policy and administrative regulations by employees may be interpreted as insubordination and/or willful neglect of duty.
Adopted: January 20, 1999
The Board reserves the right to review regulations issued by the administration at its discretion, but it shall revise or veto such regulations only when, in the Board's judgment, they are inconsistent with policies and regulations adopted by the Board. The Board will be provided with copies of all agency-wide regulations issued by the administration.
Regulations will be officially approved by the board when what this is required by state law and when strong community, staff or student attitudes make it advisable for the regulations to have Board approval.
Before issuance, regulation shall be properly titled and coded as appropriate to the policy codification system selected by the Board.
Adopted: January 20, 1999
CROSS REF.: BG
In order that pertinent Board policies and agency regulations may be known by all staff members, the administration is granted authority to issue staff and student handbooks as found necessary and desirable.
It is the essential that the contents of all handbooks conform with agency-wide policies and regulations. It is also important that all handbooks bearing the name of the agency or one of its programs be of a quality that reflects credit on the agency. Therefore, the Board expects all handbooks to the approved prior to publication by the Board and/or executive director.
The Board shall review and approve the San Luis Valley Board of Cooperative Educational Services Comprehensive Special-Education Plan and agency personnel handbook so that the contents of both may be accorded the status of Board approved policy and regulation. The Executive Director shall use his judgment as to whether other specific handbooks need board approval. However, all handbooks published shall be made available to the board for informational purposes.
Adopted: January 20, 1998
LEGAL REF.: 1CCR 301-8, Rules 2220-R-2.01 (5) AND 2.03
In cases when action must be taken and the board has provided no guides and policy for such action, the executive director shall have the power to act.
His decisions, however, shall be subject to review by the board at its next regular meeting. It shall be the duty of the executive director to inform the board promptly of such action and of the need for policy.
Adopted: January 20, 1998