Section C: General School Administration

CA: ADMINISTRATION GOALS

The Smyth County School Board places the primary responsibility and authority for the administration of the school division in the superintendent. The superintendent is responsible for the direction, leadership, and coordination of students and staff in their efforts to reach educational goals adopted by the School Board.

The School Board expects the division superintendent to provide leadership in:

  1. Decision-making.
  2. Communication.
  3. Planning, organizing, implementing, and evaluating educational programs.
  4. Developing and maintaining close working relationships and channels of communication within the school system and community.

Adopted: June 26, 2008
Revised: April 24, 2012

Legal References

Cross References

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CBA: QUALIFICATIONS AND DUTIES FOR THE SUPERINTENDENT

  1. QUALIFICATIONS
    1. The candidate for superintendent shall meet the qualifications as set forth in State Board of Education Regulations Governing Licensure of School Personnel.
    2. Preference shall be given to those applicants whose experience and education demonstrate a balance between instruction and business administration.
    3. Eligibility shall be limited to individuals whose records indicate they possess the following attributes:
      1. Good character
      2. Management talent
      3. Leadership
      4. Knowledge of school law
      5. Understanding of special education
      6. Outstanding ability in career and technical and academic education.

      The position of superintendent is a performance-based position with remuneration directly dependent on the achievement of the performance goals and standards established by the School Board and the School Board's evaluation of the superintendent.

  2. MAJOR DUTIES
    1. Serves as chief executive officer of the School Board.
      1. Attends School Board meetings.
      2. Implements policies of the School Board.
      3. Reports to the School Board about the status of programs, personnel and operations of the schools.
      4. Recommends actions to the School Board.
      5. Communicates as liaison between the School Board and school personnel.
      6. Assists the chairman in developing and distributing notices and agenda of meetings of the School Board.
    2. Acts as the educational leader of the schools.
      1. Supervises the principals and assigned central office staff.
      2. Oversees planning and evaluation of curriculum and instruction.
      3. Develops for approval by the School Board procedures for adopting textbooks and other instruction materials.
      4. Visits schools on a regular basis.
      5. Maintains a current knowledge of developments in curriculum and instruction.
    3. Enforces school laws and regulations.
      1. Observes such directions and regulations as the Superintendent of Public Instruction or Board of Education may prescribe.
      2. Makes reports to the Superintendent of Public Instruction whenever required.
      3. Distributes promptly all reports, forms, laws and regulations which may be received from the Superintendent of Public Instruction.
      4. Enforces school laws, regulations and decisions of the Superintendent of Public Instruction and of the Board of Education.
      5. Prepares and maintains administrative procedures, guidelines and regulations to be used to implement School Board policy. If Board action is required by law or the Board has specifically asked that certain types of regulations be given prior Board approval, these regulations and guidelines shall be placed in the School Board manual. The administrative procedures, guidelines and regulations shall be discussed with the staff and made available for their information.
    4. Oversees staff personnel management.
      1. Organizes recruitment of personnel.
      2. Reassigns personnel to schools and offices.
      3. Insures administration of personnel policies and programs.
      4. Supervises evaluation of personnel.
      5. Provides for maintenance of up-to-date job descriptions for all personnel.
    5. Oversees facility management.
      1. Prepares long and short-range plans for facilities and sites.
      2. Ensures the maintenance of school property and safety of personnel and property.
      3. Inspects school property on a regular basis.
      4. Approves the utilization of school property.
      5. Monitors any construction, renovation and demolition of school facilities.
      6. Represents the schools before local or state agencies which control building requirements or provide financing for buildings.
      7. Closes public school buildings which appear to him to be unfit for occupancy.
    6. Oversees financial management.
      1. Prepares budget for School Board approval.
      2. Ensures that expenditures are within the limits approved by the School Board.
      3. Reports to the School Board on financial condition of the schools.
      4. Establishes procedures for procurement of equipment and supplies.
      5. Ensures that an accurate record of all receipts and disbursements of school funds is kept.
    7. Directs community relations activities.
      1. Articulates educational programs and needs to the community.
      2. Responds to concerns expressed in the community.
      3. Maintains contact with the news media.
      4. Participates in community affairs.
      5. Involves the community in planning and problem solving for the schools.
    8. Oversees pupil personnel services.
      1. Monitors pupil personnel services.
      2. Ensures adequate pupil record system.
      3. Implements policies and programs relating to behavior and discipline of pupils.
      4. Maintains programs for health and safety of pupils.
      5. Communicates as liaison between schools and community social agencies.

Adopted: June 26, 2008
Revised: June 28, 2011

Legal References

  • 8 VAC 20-22-600.
  • 8 VAC 20-390-10.
  • 8 VAC 20-390-40.
  • 8 VAC 20-390-50.
  • 8 VAC 20-390-60.
  • 8 VAC 20-390-70.
  • 8 VAC 20-390-80.
  • 8 VAC 20-390-90.
  • 8 VAC 20-390-100.
  • 8 VAC 20-390-110.

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    CBB: APPOINTMENT AND TERM OF THE DIVISION SUPERINTENDENT

    The School Board appoints the superintendent from the list of eligibles certified by the Virginia Board of Education and determines the term of employment. The superintendent’s term expires on June 30. The superintendent serves an initial term of not less than two years nor more than four years. At the expiration of the initial term, the superintendent is eligible to hold office for the term specified by the School Board, not to exceed four years.

    If the School Board fails to appoint a division superintendent within 180 days of a vacancy, the Virginia Board of Education will appoint a superintendent for the division. If the School Board has not appointed a superintendent within 120 days of a vacancy, it will submit a written report to the Superintendent of Public Instruction demonstrating its efforts to make an appointment and containing a status report with a timeline for making the appointment prior to the 180-day deadline. If the School Board does not appoint a superintendent within 180 days of a vacancy, it will immediately notify the Virginia Board of Education, in writing, of its failure to do so. Within 30 days of the 180th day after the vacancy occurs, the School Board will submit, in writing, its preferred candidate(s), not to exceed three, for the position. The Virginia Board of Education may consider these candidates and other eligible individuals. The Virginia Board of Education may authorize the State Superintendent of Public Instruction to conduct the search for a division superintendent.

    If the Virginia Board of Education appoints a superintendent, the contract for the superintendent will be negotiated by the School Board.

    Adopted: June 26, 2008

    Revised: April 13, 2015

    Legal References

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    CBCA: DISCLOSURE STATEMENT REQUIRED OF SUPERINTENDENT

    The division superintendent shall, as a condition to assuming employment, file a disclosure statement of his or her personal interests and other information as is required on the form prescribed by the Virginia Conflict of Interest and Ethics Advisory Council pursuant to Code of Virginia § 2.2-3117. Completed forms shall be filed and maintained as public records for five years in the office of the clerk of the Smyth County School Board. After the initial disclosure, the division superintendent must file this statement annually on or before January 15.

    Adopted: June 26, 2008
    Revised: June 28, 2017

    Legal References

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    CBD: SUPERINTENDENT'S COMPENSATION AND BENEFITS

    The superintendent's contract shall set forth the superintendent's compensation and benefit package. The superintendent's contract is available to the public pursuant to the Virginia Freedom of Information Act.

    The School Board shall not renegotiate a superintendent's contract during the period following the election or appointment of new members and the date such members are qualified and assume office.

    When the superintendent's contract is being renegotiated, each member of the school board will be notified at least 30 days in advance of any meeting at which a vote is planned on the renegotiated contract unless the members agree unanimously to take the vote without the 30 days notice. Each member's vote on the renegotiated contract will be recorded in the minutes of the meeting.

    Adopted: June 26, 2008
    Revised: May 13, 2013

    Legal References

    Cross References

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    CBE: SEVERANCE BENEFITS

    Any severance benefits provided to a departing Superintendent will be publicly announced prior to the Superintendent's departure.

    Adopted: June 26, 2008

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    CBG: EVALUATION OF THE SUPERINTENDENT

    It is the responsibility of the School Board to maintain and improve the quality of administration and instruction. One of the primary methods used in carrying out this responsibility is to work with the superintendent in improving his or her effectiveness.

    Annually, the superintendent will provide to the School Board a work plan designed to implement the goals set for the division by the School Board. The School Board shall evaluate the superintendent annually. The School Board shall develop the instrument to evaluate the superintendent after consulting (1) the uniform performance standards and criteria developed by the Virginia Board of Education and (2) the superintendent. The superintendent's evaluations will include student academic progress as a significant component and an overall summative rating. Informal evaluations may also take place as the Board deems appropriate, provided that specific criteria for such appraisals be communicated to the superintendent.

    Each board member will be involved in assessing the superintendent's job performance on a continuing basis and by completing the annual evaluation instrument. Upon conclusion of the annual performance appraisal, the evaluation will be reviewed with the superintendent by the Board or its designees.

    Adopted: June 26, 2008
    Revised: June 25, 2013

    Legal References

    Cross References

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    CF: SCHOOL BUILDING ADMINISTRATION

    The Smyth County School Board, upon recommendation of the superintendent, employs principals and assistant principals who hold licenses as prescribed by the Virginia Board of Education.

    A principal provides instructional leadership in, is responsible for the administration of and supervises the operation and management of the school or schools and property to which he has been assigned, in accordance with the rules and regulations of the School Board and under the supervision of the superintendent.

    A principal may submit recommendations to the superintendent for the appointment, assignment, promotion, transfer and dismissal of all personnel assigned to his supervision.

    Adopted: July 31, 2008
    Revised: May 13, 2013
    Revised: July 8, 2013

    Legal References

    Cross References

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    CH: POLICY IMPLEMENTATION

    Development of Regulations

    The School Board authorizes the superintendent to promulgate such regulations as are necessary to carry out the policies adopted by the Board. If Board action is required by law or the Board asks that certain regulations or types of regulations be approved by the Board, the superintendent will present those regulations to the Board for action. The superintendent shall make all regulations available to School Board members, employees and the public and shall see that the regulations are placed in the School Board Policy Manual or are kept with the Policy Manual.

    Dissemination of Policies and Regulations

    Administrators and supervisors are responsible for informing staff members of all newly adopted or revised policies and regulations.

    Adopted: July 31, 2008
    Revised: July 8, 2013

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    CL: ADMINISTRATIVE REPORTS

    The School Board shall require reports from its superintendent concerning conditions and needs of the schools.

    The superintendent shall complete and submit all reports required by law and by the Virginia Department of Education.

    In accordance with State Law, or as the superintendent deems necessary, reports shall be submitted to the School Board to keep members informed about the needs and conditions of the schools or school division.

    Special reports shall be prepared by the superintendent at the request of the Board.

    Adopted: July 31, 2008

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    CLA: REPORTING ACTS OF VIOLENCE AND SUBSTANCE ABUSE

    I. Acts Reported to the Principal

    1. Except as may otherwise be required by federal law, regulation, or jurisprudence, reports are made to the superintendent and to the principal (or designee) on all incidents involving:
      1. the assault, or assault and battery, without bodily injury, of any person on a school bus, on school property, or at a school-sponsored activity;
      2. (the assault and battery which results in bodily injury, sexual assault, death, shooting, stabbing, cutting, or wounding of any person, or stalking of any person as described in Va. Code § 18.2-60.3, on a school bus, on school property, or at a school-sponsored activity; any conduct involving alcohol, marijuana, a controlled substance, imitation controlled substance or an anabolic steroid on a school bus, on school property, or at a school-sponsored activity, including the theft or attempted theft of student prescription medications;
      3. any threats against school personnel while on a school bus, on school property, or at a school-sponsored activity;
      4. the illegal carrying of a firearm, as defined in Va. Code § 22.1-277.07, onto school property;
      5. (v) any illegal conduct involving firebombs, explosive materials or devices, or hoax explosive devices, as defined in Va. Code § 18.2-85, or explosive or incendiary devices, as defined in Va. Code § 18.2-433.1, or chemical bombs as described in Va. Code § 18.2-87.1, on a school bus, on school property, or at a school-sponsored activity;
      6. any threats or false threats to bomb, as described in Va. Code § 18.2-83, made against school personnel or involving school property or school buses;
      7. the arrest of any student for an incident occurring on a school bus, on school property, or at a school-sponsored activity, including the charge therefor; and
      8. any illegal possession of weapons, alcohol, drugs, or tobacco products.

      The principal of each school collects and maintains information on the above listed acts which occur on school property, on a school bus, or at a school-sponsored activity.

    2. The division superintendent and the principal or his designee shall receive reports from local law-enforcement authorities on offenses, wherever committed, by students enrolled at the school if the offense would be a felony if committed by an adult or would be a violation of the Drug Control Act (Va. Code § 54.1-3400 et seq.) and occurred on a school bus, on school property, or at a school-sponsored activity, or would be an adult misdemeanor involving any incidents described in clauses (i) through (viii) of subsection A and whether the student is released to the custody of his parent or, if 18 years of age or more, is released on bond.

      The superintendent may request that the reports include information regarding terms of release from detention, court dates, and terms of any disposition orders entered by the court. When the division superintendent receives notification that a juvenile has committed an act that would be a crime if committed by an adult pursuant to subsection G of Va. Code § 16.1-260, the superintendent reports such information to the principal of the school in which the juvenile is enrolled.

    II. Reporting Duties of the Principal and Superintendent

    The principal or designee reports all incidents required to be reported pursuant to section I of this policy to the superintendent. The superintendent annually reports all such incidents to the Virginia Department of Education for the purpose of recording the frequency of such incidents on forms that are provided by the Department and makes such information available to the public.

    In submitting reports of such incidents, principals and division superintendents shall accurately indicate any offenses, arrests, or charges as recorded by law-enforcement authorities and required to be reported by such authorities pursuant to subsection I.B. of this policy.

    Except as may otherwise be required by federal law, regulation, or jurisprudence, the principal immediately reports to local law-enforcement officials any of the acts listed in clauses (ii) through (vii) of subsection I.A. of this policy which may constitute a criminal offense and may report to the local law-enforcement agency any incident described in clause (i) of subsection I.A.

    In addition, except as may be prohibited by federal law, regulation, or jurisprudence, the principal also immediately reports any act enumerated in clauses (ii) through (v) of subsection I.A. of this policy that may constitute a criminal offense to the parents of any minor student who is the specific object of such act. Further, the principal reports that the incident has been reported to local law enforcement as required by law and that the parents may contact local law enforcement for further information, if they so desire.

    The principal or his/her designee notifies the parent of any student involved in an incident required to be reported pursuant to this policy, regardless of whether disciplinary action is taken against such student or the nature of the disciplinary action. Such notice relates to only the relevant student's involvement and does not include information regarding other students.

    III. Prevention and Intervention Activities

    Whenever any student commits any reportable incident as set forth in this policy, such student is required to participate in such prevention and intervention activities as deemed appropriate by the superintendent or superintendent's designee.

    The School Board develops, in cooperation with the local law-enforcement agencies, juvenile and domestic relations court judges and personnel, parents, and the community at large, programs to prevent violence and crime on school property and at school-sponsored events, which shall include prevention of hazing. Activities designed to prevent the recurrence of violence and crime, including hazing, may include such interventions as education relating to Virginia's criminal law, school crime lines, peer mediation, conflict resolution, community service requirements, and any program focused on demonstrating the consequences of violence and crime. The School Board may develop and use a network of volunteer services in implementing prevention activities.

    IV. Purpose

    The purpose of reporting acts of violence and substance abuse is to develop a program of prevention activities to provide a safe environment conducive to learning.

    Adopted: November 10, 2008
    Revised: April 11, 2011
    Revised: June 28, 2011
    Revised: April 13, 2015
    Revised: April 11, 2016

    Legal References

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    CM: SCHOOL DIVISION ANNUAL REPORT

    The Smyth County School Board, with the assistance of the superintendent, makes a report on or before September 15 of each year covering the work of the schools for the year ending June 30, to the Virginia Board of Education on forms supplied by the Superintendent of Public Instruction.

    Adopted: July 31, 2008
    Revised: July 13, 2015

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