CC-P2 - Evaluation of Senior Administration

Preamble

The Board of Prairie Spirit School Division believes staff supervision and evaluation to be of vital importance in promoting the delivery of a quality education programming and division operations.  In support of this belief the Board is charged with the responsibility of ensuring that an appropriate, up-to-date evaluation process for Senior Administration is promoted within the Division.

The Senior Administration evaluation process is intended to be a positive occurrence designed to enhance the performance and effectiveness of the individuals involved and the system they serve.  It should be only one part of a process of ongoing, two way communication in an atmosphere of mutual respect and trust.  If additional support and resources are needed to complete the evaluation process consultation with Manitoba School Board Association (MSBA) may be required.

This procedure applies to both the Superintendent and the Secretary Treasurer positions. 

Purpose

1. To provide a formal performance appraisal of the Senior Administrators (Superintendent or Secretary Treasurer) which includes: 

   1. An opportunity for the Board and Senior Administration to clarify, communicate and develop a mutual understanding of expectations and responsibilities.

   2. To ensure that essential management functions, as set out in the job description, are performed effectively.

   3. To provide feedback that encourages personal and professional growth 

   4. To provide opportunities to recognize the special talents and contributions of the Senior Administrator. 

2. To provide an opportunity for the Board and the Senior Administrator to re-evaluate, prioritize and adjust divisional priorities and objectives.

3. To provide ongoing documentation to support contract renewals including salary adjustment and decisions for continued employment.

Duties

The duties and responsibilities of the Superintendent are outlined in the Job Description CDA-P1.

The duties and responsibilities of the Secretary Treasurer are as outlined in the Job description (DBA).

Frequency

The evaluation of the Senior Administrator shall be carried out by the Board and/or its committee.  The evaluations will be based on established guidelines which are known to both the Senior Administrator and conducted according to a schedule mutually agreed upon and stipulated within the employment contract. Supervision and evaluation should be a continuous process and formal evaluations should in no way prevent informal supervision.

It is recommended the Senior Administration roles are evaluated once during the probationary period, within the first 2 years and every 2-3 years thereafter.   The Board will attempt to complete required evaluations of senior administrators prior to the end of the Board’s term.  

The Board and/or its committee will determine the appropriate evaluation form based on their discretion and needs. There are two options

• Long Evaluation Form:  This detailed and expanded version covers each competency thoroughly with scoring requirements and opportunity for comments. Its use is recommended during a probationary period and within the first five years of employment.

  • Superintendent Long Form

  • Secretary Treasurer Long Form 

• Short Evaluation Form: This simplified version includes the same categories as the long form but fewer scoring requirements. Its use is recommended for Senior Administrators with over five years of experience who consistently meet expectations in the role.

  • Superintendent Short Form

  • Secretary Treasurer Short Form

The Board and/or its committee can authorize the use of the forms provided, create a new form and an evaluation may be initiated at any time upon the request of the Senior Administrator and/or the Board.

Criteria for Evaluation

To support the evaluation criteria, data can be compiled from, but is not limited to, the following sources:

• Financial statements and audit reports

• Board agenda, minutes and reports

• Strategic plans, updates and schedules (i.e. calendars)

• Administrative and operational meetings minutes

• Division presentation

• Supervision and evaluation documentation of direct reports

• Past evaluations of the senior administrator 

• Feedback from staff and the board of trustees

The evaluation of the Superintendent will be based on the following criteria:

• Board relations and Responsibilities

• Fiscal and Facilities Management

• Administrative and Divisional Responsibilities

• Staff Relations

• Workplace Professionalism

• Communication and Public Relations

• Principal Leadership

The evaluation of the Secretary Treasurer will be based on the following criteria:

• Board relationship and responsibilities

• Fiscal and facilities management

• Financial and Administrative leadership

• Staff relations

• Workplace Professionalism

• Communication and public relations

Process

In order for the process to be successful it must be conducted in an atmosphere of mutual trust, confidence, and support.

Step 1: The Board will appoint a committee of trustees to conduct the evaluation of the Senior Administrator.  The Chair of the committee will contact Manitoba School Boards Association for support and professional development in evaluation practices.

Step 2: Prior to commencement of the evaluation process, the Senior Administrator and the Committee will have a pre-evaluation conference to discuss the chosen form and to agree on a data collection process.

1. Sources to consider for data collection may include school staff, division office staff and the Board of Trustees. It is recommended the Senior Administrator offer a list of recommended staff and the committee will finalize which individuals will be sent an evaluation. 

2. If a process consensus cannot be achieved, an independent evaluation will be completed at the discretion of the Board. The process and criteria for an independent evaluation shall be determined by the Board. 

3. Each individual chosen to provide feedback will be sent an evaluation form with a completion deadline. 

4. The Senior Administrator will be required to fill out a self-evaluation form and will be encouraged to identify areas of performance in which he/she would like assistance and/or feedback.

5. The data will be collected, compiled and analyzed by the Board Committee.  Raw data collected remains confidential with the Board Committee.   

6. Recommendations related to unsatisfactory/development required performance that need to be addressed will  be determined in conjunction with Manitoba School Boards Association.

7. The resulting written evaluation report will be shared with the entire Board (in camera - board only) for approval prior to the evaluation meeting with the Senior Administrator.   

2. The approved evaluation will be shared with the Senior Administrator by the Committee Chair. One other Committee Trustee may attend at discretion of the chair. 

3. The report will be signed and dated by both the Committee Chair and the Senior Administrator.  One copy of the report will be given to the Senior Administrator and one copy will be placed in his/her personnel file at the Division Office.

4. If evaluation consensus can not be achieved or  Senior Administrator finds the normal evaluation procedure, criteria and/or the final written evaluation report unsatisfactory  they may record their perspective within the notes of the evaluation or in a separate document which will be placed in his/her personnel file at the division office.  The Committee Chair will share the Senior Administrator’s perspective as recorded with the Board of Trustees. 

ACCESS TO EVALUATION REPORTS

Access to the Senior Administration evaluations will be allowed only to the following:

1. The Secretary Treasurer or Superintendent specified on the form.

2. The Chair of the Board of Trustees, in conjunction with the Vice Chair of the Board of Trustees, are authorized to access Senior Administrator files for historical performance data. They may present relevant information to the board as deemed necessary

Revised November 27th, 2001

Revised August 2008

Revised May 2009

Revised June 2025