DBB-P1 - Evaluation of the Secretary Treasurer
SECTION D Procedures: Fiscal Management
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 program. In support of this belief the Board is charged with the responsibility of ensuring that an appropriate, up-to-date supervision and evaluation process for all administrative staff is promoted within the Division.
This statement is intended to provide a realistic and positive process to the supervision/evaluation of the Secretary Treasurer.
Purpose
To provide a formal appraisal of the performance of the Secretary Treasurer.
To provide feedback that encourages the personal and professional growth of the Secretary Treasurer.
To provide opportunities to recognize the special talents and contributions of the Secretary Treasurer.
To provide for clarification of performance expectations.
Duties
The duties and responsibilities of the Secretary Treasurer are as outlined in the Job description (DBA).
Frequency
Supervision and evaluation should be a continuous process. The establishment of formal guidelines should in no way prevent informal supervision.
The following procedures will determine the frequency and responsibility for conducting formal evaluations:
The Secretary Treasurer will be formally evaluated every two years at the initiation of the Board of Trustees.
Notwithstanding the above, formal evaluation may be initiated at any time upon the request of the Secretary Treasurer and/or the Board.
Process
In order for the process to be successful it must be conducted in an atmosphere of mutual trust, confidence, and support.
Prior to commencement of the evaluation process the Secretary Treasurer and the Contracts & Agreements Committee will have a pre-evaluation conference to discuss the criteria to be used and to agree on a data collection process (See Exhibit DBB-E3 Observation Form). Sources to consider for data collection may include school staff, division office staff and the Board of Trustees. 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.
The data collected will be compiled and analyzed by the Contracts & Agreements Committee.
The Secretary Treasurer will be encouraged to identify areas of performance in which he/she would like assistance and/or feedback.
The report will be signed and dated by both parties. One copy of the report will be given to the Secretary Treasurer and one copy placed in his/her personnel file in the Division Office.
The Contracts & Agreements Committee will meet with the Secretary Treasurer to share the confidential written report.
The Secretary Treasurer will have the opportunity to respond in writing to the confidential written report, and/or to initiate an appeal process.
Criteria for Evaluation
The evaluation of the Secretary Treasurer will be based on the following criteria:
Board relationship and responsibilities
Fiscal and facilities management
Secretary Treasurer/staff relations
Financial and Administrative leadership
Personal and professional attributes
Communication and public relations
The evaluation form will be used as the basis for the final report (see Exhibit DBB-E3 Observation Form).
ACCESS TO EVALUATION REPORTS
Access to the evaluations of Secretary Treasurer will be allowed only to the following:
The Secretary Treasurer
The Board of Trustees as a corporate body.
APPEAL PROCEDURE
The following will constitute an appeal procedure:
If, following discussions with the Contracts and Agreements Committee, a Secretary Treasurer finds the normal evaluation procedure, criteria and/or the final written evaluation report unsatisfactory, he/she should inform the Chairperson of the Board in writing within five (5) working days after signing the evaluation report.
If the concern cannot be resolved within three (3) working days, the Chairperson shall notify the Secretary Treasurer and refer the matter to the Board of Trustees in writing within two (2) additional working days. This matter will then be dealt with at the next Board Meeting, at which time the Secretary Treasurer will have the right to appear before the Board of Trustees.