Expectations and Protocols for District Leadership Team Members

1. Expectations and Protocols for District Leadership Team Members Presenter Suzanne P. Kelly, Chief of Staff Hiway Federal Credit Union September 9, 2011

2. Purpose • The purpose of this presentation is to provide guidance to Saint Paul Public Schools on the expectations and protocols governing their work. At the conclusion of this presentation participants should have a better understanding of expectations related to items including Board interaction and communication; providing information and materials to the Superintendent and expectations of responsiveness.

3. Presentation Overview • Roles and Membership • Leadership Expectations • Communication with Board Members • Board Meeting Protocols • Miscellaneous Items • Questions

4. Composition of Cabinet and District Leadership Team • Cabinet • Five Chiefs • Four Assistant Superintendents • Other senior district staff as assigned by the Superintendent • District Leadership Team • All Cabinet members • Direct reports to Cabinet members as assigned by the Chiefs and the Superintendent

5. Role of the Cabinet • Intentionally engage in the disciplined actions required to deliver the outcomes of the Mission and Vision of St. Paul Public Schools (SPPS) • Model SPPS vision, mission and values • Guide and monitor implementation of Strong Schools, Strong Communities Strategic Plan • Examine SPPS policies, procedures and actions through a racial equity lens • Establish systemic priorities and timelines; align resource allocations to priorities

6. District Leadership Protocols/Expectations • School/Site Visits and Community Participation • Value of being visible & connected • On-Call Positions • Time outside of work is valued and will be respected • SPPS leaders must be available to deal with emergencies when they arise • SPPS leaders must be able to be reached by the Superintendent or Chief of Staff • All department heads must identify a second during absences (vacation, extended illness, etc.)

7. District LeadershipProtocols/Expectations • Communication with Superintendent’s • Superintendent’s Abstract • Send all documents via the abstract method unless specifically directed to do otherwise by the Superintendent or the Chief of Staff • The Superintendent requires a minimum of 24 hours to review and sign abstracts. • Superintendent’s E-mail • Do not use e-mail to communicate issues that require an action • Use abstract process unless issue is a true emergency • E-mails that require immediate attention: NR (needs response) by [date] should be included in the subject line.

8. District LeadershipProtocols/Expectations • Superintendent Meetings • All staff should clear meeting requests through appropriate Chief • If meeting with the Superintendent and a group, always provide advance material for Superintendent to review • The Superintendent should not be asked to meet with vendors

9. Board Member Communication • Board communication flows through the Superintendent • Tiered process for direct contact from BOE member • Answer simple requests directly. No follow-up necessary • Request time for nuanced replies. Advise that you will investigate and reply through the Superintendent’s Office. • Requests that require reports, data analysis or more than 20 minutes of work must first be routed to the Superintendent’s Office and copied to the Chief of Staff.

10. Board Member Communication • Self-generated or constituent-generated Board e-mails are logged and tracked by the Board Secretary • Request for response will come from the Superintendent or Chief of Staff • Response time is no longer than 72 hours • Responses come back to the Chief of Staff for dissemination to the Board

11. Board Member Communication • Weekly Update • Material generated by District Leadership Team members; submitted by Chiefs to Chief of Staff • Update material due to Chief of Staff no later than 12 p.m. (noon) each Thursday • Material should be: • high-level • strategic • focused on policy or governance questions • provide information BOE needs to take an action • anticipatory of issues that may arise from constituents (internal or external) that may soon rise to Board level.

12. Board Meeting Protocols • The regular BOE presents our public face to the community • Goal is to provide relevant, high-level, overview of material with clarity and brevity • Presentations should be previewed by the Cabinet before going live at BOE • All staff must adhere to parliamentary procedure and decorum • Keeps meetings on time and provides information without focusing on fine details

13. COB Meeting Protocols • All COB materials must be approved by Superintendent’s Office before being sent to the Board Secretary • Cabinet reviews COB PowerPoint decks or handouts one week prior to meeting • Meeting follows formal protocols unless otherwise directed by the committee chair • When a board member asks a question, the Superintendent will answer or refer the answer to the person s/he believes to be the appropriate staff member. • The Board table is for Board members, Superintendent and Board Secretary; staff rotate based on presentation

14. Miscellaneous Items • District-wide Communication • The Bridge is the official communication mechanism for relaying information to all schools and programs within the district. • Communication to all principals and staff should be done via The Bridge • Staff should not send group e-mails to principals, separate from The Bridge. Exceptions require clearance from the Chief of Schools or the Chief of Staff. • All District Leadership Team members are expected to read The Bridge when it comes out on Mondays and reiterate relevant information during their staff meetings. • Media Requests • All media requests for interviews or information should be directed to the Office of Communications, Marketing and Development for coordination.

15. Miscellaneous Items • Assistant Superintendents • Provide supervision of principals • Must be included in any discussions or issues related to schools • Any change in program procedures that affect school must involve Assistant Superintendents • Tele-chain • Required for all departments by September 30; back-up to Connect-Ed • Forward a copy to the Chief of Staff

16. Miscellaneous Items • Department Publications & Reports • All departmental reports/publications need to be discussed and approved by the appropriate Chief(s) before publishing • [ex. a report on the disproportionate rate of African American male referrals to Special Education should be vetted by both the Chief Academic Officer and the Chief Accountability Officer]. • If the document is to be widely disseminated, the Director of the Office of Communications, Marketing and Development must be involved as well as the Accountability Office if data is used. • Postings • Only the Superintendent can authorize hiring of principals, assistant principals, District Leadership Team or Cabinet level positions. • All new or replacement postings need to be discussed and approved by the appropriate Chief [and the Superintendent for Assistant Director and above] before turning it in to HR. • HR must have an approved budget code for the position before it will be posted. • Grants • Before making commitments to or holding exploratory meetings with external funders or corporate partners, first contact the Director of the Office of Communications, Marketing who will then analyze the opportunity with the Chief of Staff or appropriate Cabinet member.

17. QUESTIONS?