Policy Department Resources

Introduction to MSBA Board Policies and Policy Maintenance

Policy development in a modern, forward-looking school district is a dynamic, on-going process. New problems, issues and needs give rise to the continuing obligation to develop additional policies or to revise existing policies.

School districts operate according to policies established by their Board of Education. The Board, which represents the state and local community, develops the policies after careful deliberation, and the school administration implements those policies through specific regulations, procedures and forms. The Board then appraises the effects of its policies and makes revisions as necessary.

In the interests of harmony, efficiency, uniformity of interpretation, coordination of effort, and in fairness to all concerned, the Board makes these manuals available to all who are affected by its policies.

For more information about core MSBA policy and forms manuals, click here.

How the Manuals Are Organized
The manuals are organized according to MSBA's modified coding system of the National School Boards Association (NSBA). The system provides an efficient means of coding, filing and locating policies, regulations, administrative procedures and other related forms.

Twelve major classifications, each represented by letter code, are utilized in the MSBA Classification System.

A -- Foundations and Basic Commitments
B -- School Board Governance and Operations
C -- General School Administration
D -- Fiscal Management
E -- Support Services
F -- Facilities Development
G -- Personnel
H -- Negotiations
I -- Instructional Program
J -- Students
K -- School-Community Relations
L -- Education Agency Relations

Subsequent policies under each classification heading are coded in logical alphabetical sequence. For example, policy CB is used for a general policy statement regarding the school superintendent. Policy CBA relates to the more specific topic of qualifications and duties of the superintendent. Policy CBA, therefore, is a "sub" code of CB, and CB is the "superior" code of CBA.

How to Find a Policy
There are three ways to find a policy in the manual:

A master index is in the front of each policy manual. A policy can be found by referring to this master document. Beside each title will be a breakdown of what is currently available in the areas of policy, regulation, procedure and form.

Consider where the policy would be filed among one of the 11 major classifications. Turn to that section index and glance down the listing until you find the title that most closely fits the topic you are seeking. Use the file code letters given for that title to locate the policy that will appear in alphabetical order by file code within that particular section.

Turn to the Code Finder Index at the end of the policy manual. The Code Finder Index is an alphabetical index of terms found in the classification system. It includes topics commonly used in education. Look up the desired subject as with any index, find the file code, and use the file code to locate the policy in the manual. The Code Finder Index lists hundreds of terms, but no index of useful size could include every possibility. If the topic you are seeking is not included, look up a synonym or a more general or specific term appropriate to your subject.

What if you can find the topic and file code but there is no policy in the district's manual? This probably means that the school district has no written policy in that particular area. All codes actually used in the manual appear in the master index and the section indexes. The Code Finder Index, however, contains codes that may not be in the current manual, but may be inserted at a later date. A brief statement related to the policy area you are seeking may be incorporated in a "superior" policy that covers the area generally. This "superior" policy will be coded under a more general term. To find it, move up the classification system. For example, a policy statement that relates to all meetings of the Board of Education might be filed under "Board Meetings" (BD) rather than "Regular Board Meetings" (BDA).

Use of Signs and Symbols
Various signs and symbols are used in connection with the classification system as follows:

-R Regulation
This symbol following a file code indicates that the statement is an administrative regulation, not a Board policy. Regulations are step-by-step processes, however different from administrative procedures because they require Board adoption and contain legal material necessitating their placement in the policy manual.

-AP Administrative Procedure
This symbol following a code identifies material of a procedural nature necessary for the implementation of Board policy. Procedures often reflect legal and regulatory requirements that do not require Board approval.

-AF Administrative Form
This symbol following a file code indicates that the statement is an exhibit or reference document, such as a calendar or form, for convenience in implementing policy.

Dates
Where possible, the original and revised dates of adoption/approval appear immediately following each document. In some instances, an approximate date or re-approval date is used.

Cross Refs:
Certain policies relate to others. Cross references are provided following many policy statements to help the reader find related information.

Legal Refs:
Pertinent legal references are given to tell the reader where one may find certain federal and/or state statutes that relate to the policy. Unless otherwise noted, all references direct the reader to the Missouri Revised Statutes. It is important to mention that additional laws and/or court decisions may also be applicable to a particular policy.

About Board Policies and Administrative Procedures
Generally, the role of a Board of Education is to set policy and the role of the administration is to execute it. The basic definitions of policies and procedures, as defined by the Missouri School Boards' Association, are as follows:

Policies are values or principles adopted by the Board that establish the framework for what is to be done. Policies provide general guidance for the district and are based on the philosophy of the school district. Policies include topics subject to direct board governance as well as those concerning the Board's own operation. The policy manual should include district goals as established by the Board of Education. Some policies are included in the manual because of laws or regulations that require them. Others are included at the discretion of the Board in order to provide for consistent operation of the district and to meet the educational needs of students.

Procedures put policy into practice. They tell how, by whom, where and when things are to be done. Procedures often reflect legal and regulatory requirements that do not require Board approval. The superintendent has discretion to develop and change many procedures provided they fall within the framework of adopted policy. However, there are some procedures that may not be changed at the discretion of the superintendent due to legal requirements.

These definitions reflect sound theory of governance and administration.

As long as the administration operates within the guidelines of a policy adopted by the Board, it may change administrative procedures without prior approval of the Board -- unless the Board has specifically asked for Board approval. However, only the Board may adopt new policies or revise current policies.

Order of Precedence
Board of Education policies and administrative procedures must be read and interpreted in the light of the Federal and Missouri Statutes and Missouri State Board of Education/Missouri Department of Elementary and Secondary Education regulations.

Wherever inconsistencies of interpretation arise, the federal and state laws and regulations shall prevail.