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HCPSS / POLICIES

Policy 2020 – Policy Development and Adoption

This policy provides a uniform and consistent format for Board policies and establishes comprehensive processes by which policies are monitored, reviewed, developed, revised, and modified in a timely manner.

Policy Document

Implementation Procedures

I. Policy Value Statement

The Board of Education of Howard County (Board), with the advice of the Superintendent, sets goals and expectations for the Howard County Public School System (HCPSS) through the creation, revision, and adoption of policies. These policies guide the development and implementation of educational programs and the management of system operations. Board policies are aligned with the HCPSS mission and goals, as well as applicable federal, state, and local laws. The Board believes that sound policy decisions require the consideration of HCPSS employee recommendations and community input.

II. Purpose

This policy provides a uniform and consistent format for Board policies and establishes comprehensive processes by which policies are monitored, reviewed, developed, revised, and modified in a timely manner.

III. Standards

  1. Initiating Policy Development, Revision, or Modification

    Policy development, revision, or modification can be initiated in any of the following ways:

    1. By majority vote of the Board, following the recommendation of one or more Board members.

    2. By the Superintendent subsequent to regular policy monitoring and maintenance activities (see Section III.B.2. below).

    3. By HCPSS employees, upon approval by the Superintendent/designee, in accordance with procedures established by the Superintendent.

  2. Policy Monitoring and Maintenance

    1. All Board policies will be assessed within a six-year cycle by the Policy Office.

    2. The Superintendent/designee will present an annual report to the Board for approval of policies that:

      1. Need a comprehensive examination.

      2. Are in good standing and do not need revision at this time.

      3. Need revision to the implementation procedures only.

      4. Need some modifications by an HCPSS content expert but not a comprehensive examination.

    3. A Standing Policy Advisory Committee (SPAC) will be convened to consider new and/or revised policy language when a policy requires a comprehensive examination.

      1. Representatives of the community and other HCPSS stakeholder groups will be invited to serve on the committee(s) for a two (2) year cycle.

      2. The school system will post a public notice on standard HCPSS communication channels to solicit public participation from at least one general resident.

      3. The Policy Office will assemble a committee, striving for equal representation of HCPSS employees and other stakeholders.

      4. The public is encouraged to provide written input on any policy anytime during the policy development or revision process, using the form included by hyperlink.

    4. Policies designated by the Policy Office as in good standing with no revision needs will, upon Board approval, be designated as reviewed and will continue until the next scheduled assessment period.

  3. Policy Approval Process

    The Board will adhere to the following process, unless the Board determines otherwise, in considering, adopting, and amending its policies:

    1. The policy analysis will be presented to the public at a regularly scheduled Board meeting. The policy analysis will include:

      1. Statement of issues or questions addressed, including staff submission of issues or questions;

      2. Cost analysis and fiscal impact on HCPSS;

      3. Relationship to other Board policies;

      4. Legal requirements, such as federal, state or local laws or regulations that mandate the policy or require certain standards contained in the policy;

      5. Similar policies adopted by other Maryland school systems;

      6. A draft of the proposed policy;

      7. Other alternatives considered by staff;

      8. The Superintendent will report on the implementation of the policy; and

      9. A timeline for adoption.

    2. First Reading:

      1. During first reading, the public and Board members or Board’s Policy Committee will have the opportunity to comment on the policy proposal during the regular public meeting or by any other means. Members of the public may reach out to the Policy Office by email (policy@hcpss.org) or sign up for public comment at a Board Meeting within 30 days of the first reading to make comments on proposed policy changes.

      2. For policy modifications, the first reading will take place at a Board Policy Committee meeting.

    3. Optional review by the Board’s Policy Committee: Following first reading, in the event that the public or members of the Board present suggested revisions to the policy, the Board Policy Committee has the option of reviewing and incorporating in its proposal those comments from the public and Board members.

    4. Second Reading: During second reading, the Board votes on the proposed adoption, revision or deletion of the policy.

    5. Technical updates and adjustments to policy formatting, definitions, or titles within a policy, such as position titles, office titles, form name titles, previously approved Board policy titles, and legislation related name titles, will be submitted to the Board as an information item.

    6. Policies that go through a comprehensive examination will take effect on July 1 following their adoption unless otherwise directed by the Board.

  4. Policy Format

    All policies will begin with an outline to provide an overview of the structure of the policy. As appropriate, it is expected that related standards will be grouped together under headings. The History section will include a footnoted key. Policies of the Board will include the following format:

    1. Policy Value Statement

    2. Purpose

    3. Standards

    4. Responsibilities

    5. Delegation of Authority

    6. Definitions

    7. References

    8. History

IV. Responsibilities

  1. The Superintendent/designee will publish and maintain Board Policies and ensure that information is made available to all HCPSS employees, employee associations, students, and the community regarding newly developed, revised, or modified Board policies and implementation procedures.

  2. The Superintendent/designee will develop a process to ensure the continuous monitoring of how policies are meeting their stated goals and their implementation including, as appropriate, the submission of reports to the Board that link data sources to policy implementation.

V. Delegation of Authority

  1. The Superintendent is authorized to develop appropriate procedures for the implementation of this policy within the limits set forth by this policy.

  2. The Superintendent is authorized to suspend a Board policy in circumstances in which implementation of the policy is reasonably believed to compromise the health, safety, or welfare of HCPSS students, employees, or others.

    1. If the Superintendent acts to suspend a Board policy, the rationale for the suspension will be provided to the Board at its next scheduled meeting. The Board must vote to approve or deny this request.

    2. The suspension will not extend beyond the date of the meeting at which the rationale is provided unless its continuation is approved by the Board.

    3. The Board will approve the reinstatement of the suspended policy based on the recommendation of the Superintendent.

VI. Definitions

Within the context of this policy, the following definitions apply:

  1. Comprehensive Examination – An evaluation of a policy that uses a Standing Policy Advisory Committee to look at all aspects of a policy and consider the development and/or revision of policy language.

  2. Effective – The date a policy is implemented throughout the HCPSS, typically July 1 following Board action.

  3. Implementation Procedures – Administrative directives adopted by the Superintendent that provide specific instructions related to the execution of Board policy.

  4. Information Item – Documents presented to the Board for informational purposes only and Board approval is not required.

  5. Modification – A change to a policy that may occur during or outside the policy’s designated review cycle due to legal mandates, federal/state/local/HCPSS Board/HCPSS Superintendent guidance, and best practices.

  6. Modified – The date the Board took action to alter a policy that, based on the recommendation of the Superintendent/designee, did not require a comprehensive examination.

  7. Policy – A written document adopted by the Board that furthers the mission of the HCPSS and guides the development and implementation of educational programs and system operations.

  8. Report/Action – A Board agenda item for the purpose of obtaining approval of a policy modification.

  9. Reviewed – The date the status of a policy was assessed by the Superintendent’s Standing Policy Group.

  10. Revised – The date the Board took action on a policy that based on the recommendation of the Superintendent/designee, needed a comprehensive examination.

  11. Standards – Parameters that specify the required behavior or outcome that follows from the broad intent of a policy.

  12. Standing Policy Advisory Committee – A standing group of HCPSS employees and stakeholders who discuss and make recommendations to the Superintendent regarding the development or revision of a policy.

VII. References

A. Legal

  • Md. Ann. Code, Education Article, §4-108(3) and (4)

B. Board Policies

C. Relevant Data Sources

D. Other

VIII. History

ADOPTED: January 22, 2004

REVIEWED: ' MODIFIED:

REVISED:

  • April 27, 2006

  • January 26, 2012

  • September 5, 2019

  • March 26, 2026

EFFECTIVE: July 1, 2026

Policy History Key

  • Adopted-Original date the Board took action to approve a policy
  • Reviewed-The date the status of a policy was assessed by the Superintendent’s Standing Policy Group
  • Modified-The date the Board took action to alter a policy that based on the recommendation of the Superintendent/designee did not require a comprehensive examination
  • Revised-The date the Board took action on a that policy based on the recommendation of the Superintendent/designee needed a comprehensive examination
  • Effective-The date a policy is implemented throughout the HCPSS, typically July 1 following Board action.