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Development, Revision, and Adoption of Board Policies and Administrative Procedures

Old version: Administration, Development and Revision of Board Policies and Administrative Procedural Directives 

 

Policies are the responsibility of the Board of Education. Creating and adopting district policies are among the primary powers and duties of the board. 

Administrative procedures (formerly called procedural directives) are the responsibility of the superintendent or designee. They outline the operational processes required to implement district policies. Administrative procedures require approval from the superintendent in consultation with senior leadership.  

Developing or Making Significant Changes to a Policy or Procedure  

When an issue prompts the need for a new policy or procedure, the superintendent will assign an administrative leader to oversee its development. If an existing policy or procedure needs significant changes, the leader whose position is listed on the policy or procedure will oversee the changes.   

The administrative leader or designee will work with the policy analyst to research the topic and identify existing district documentation, relevant federal and state laws, and state rules and regulations. The policy analyst may also refer to the National School Boards Association and New Mexico School Boards Association for suggested language. 

The administrative leader or designee will form a committee, inviting those in the district and/or community with expertise in the matter to serve along with the policy analyst. The committee will use research, analysis, and data to formulate ways to address the issue. The policy analyst will act as a liaison with district leadership, department directors, and/or school leaders who may be affected by the policy or procedure, bringing suggestions and concerns to the committee. 

The administrative leader or designee and the policy analyst will draft the policy or procedure based on input from the committee. The policy analyst will research all cross-references and check language for legal concerns, working with legal counsel when necessary. The committee will review, discuss, and possibly revise the draft. 

All written policies and procedures will include:

  • Title

  • Narrative

  • Administrative position responsible for the policy or procedure

  • Department director(s) affected 

  • Legal, board policy, administrative procedure, and district forms cross-references

  • National School Boards Association Classification 

  • Approval, review, and revision dates 

Once the committee agrees on a draft policy or procedure, it will be posted on the APS website for public comment. Comments may be emailed to the policy analyst, who will review feedback from staff, students, families, and the community. The leader and policy analyst will determine the length of time for public comment. Feedback will be considered but may not be reflected in the final version of the policy or procedure. 

The administrative leader and policy analyst will take the final committee draft of the policy or procedure to the superintendent and cabinet for review, possible revisions, and approval. The policy analyst is responsible for making changes agreed upon by cabinet. The policy or procedure may be returned to the committee for additional review if deemed necessary. 

Once the superintendent and cabinet approve a policy or procedure, the policy analyst will submit it to legal counsel for review. Should the attorney suggest changes, the policy or procedure will again go before the superintendent and cabinet for review and approval. 

Once a procedure is approved by the superintendent, cabinet, and legal counsel, it will be posted to the APS website and shared with those affected by it. The Board Services Office will maintain digital copies of any relevant documentation. 

Procedures do not need board approval. 

Policy Adoption Process   

Once the final draft of a new or significantly changed policy has been approved by the superintendent, cabinet, and legal counsel, the policy analyst will work with the chair of the Board of Education Policy Committee on adding it to a meeting agenda. 

New or significantly changed policies go through the approval process outlined in the APS Board of Education’s Governance Manual, Section 4J: Board Policy Scope and Development. 

Once a new policy is approved, the administrative leader and policy analyst will work on creating a related procedure. Once a significantly changed policy is approved, the administrative leader and policy analyst will work on updating the related procedure. New and updated procedures must go to the superintendent and cabinet for final approval. 

The final policy and related procedures will be posted on the APS website. The Board Services Office will maintain digital copies of any relevant documentation. 

When necessary due to an emergency, and after consultation with the leadership team, the superintendent has the right to operate outside of this procedure. 

 

Administrative Position:

Superintendent

Board of Education Services Office Executive Director

References:

Legal Cross Reference: 

§22-5-4 NMSA 1978   

Board Policy Cross Reference: 

The related board policy (BG Board of Education Policy Development, Adoption, Revision and Revocation) was archived with the adoption of the Albuquerque Public Schools Board of Education Governance Manual 

NSBA/NEPN Classification: BD

Introduced: March 12, 2010
Reviewed: May 14, 2010
Approved: June 25, 2010
Reviewed: November 11, 2015
Revised: November 18, 2015
Reviewed: September 12, 2018
Revised: September 19, 2018
Reviewed: July 7, 2022
Revised: July 20, 2022

Reviewed: February 23, 2024

Revised: March 5, 2024