Administrative Manual Development - Year 2
As a supplemental service to the Policy Manual, the Administrative (Regulation) Manual is usually developed upon completion of the Policy Manual and defines the areas for which administrators are responsible. Administrative Manuals are the link between written board policies and the successful implementation of those policies. The Administrative Manual helps to ensure that the district's board and administration are in congruence with the operation of the district.
Erie 1 BOCES Policy Services assists districts in developing a new Administrative Manual through the provision of sample regulations and forms and the assignment of a policy coordinator to guide them through the process. The coordinator will be available to answer questions, discuss the process, and assist the district at each stage of development of the Administrative Manual. In addition, the district will also receive our Monthly Administrative Updates at no additional charge while they are in the process of developing the new Administrative Manual.
After the new Administrative Manual is finalized, a Word version of the completed Administrative Manual will be emailed to the district. The district will be provided with CDs, flash drives, and/or a limited number of paper copies of the completed Administrative Manual.
The Administrative (Regulations) Manual is usually developed in the next two years following the completion of the Policy Manual. However, it may also be developed in conjunction with the Policy Manual. An Administrative Manual is developed to provide regulations and forms that are up-to-date with law and to reflect district policy and practice. Administrative Manuals provide documented implementation of board policy and promote consistency within the district.
Cost: $9,400 (usually split over two academic years)
First year of development = $4,700
Second year of development = $4,700
Extension year = $2,600 (if necessary)
Once a district makes a commitment for the development of a new Administrative Manual, they must complete the second year of the contract.
The district will contact Policy Services to discuss their needs and the feasibility of developing a new Administrative Manual and to request cross-contracts or service level agreements as applicable. Once the district is subscribed to the Administrative Manual Development service, the district will appoint a representative to serve as the main contact for the project and communicate this information to Policy Services.
At the beginning of the Administrative Manual development process, the district will provide a copy of their Policy Manual to their assigned policy coordinator. The district's Policy Manual will be used to ensure that regulations and forms in the Administrative Manual are numbered to match the district's Policy Manual as closely as possible.
After the district's first draft Administrative Manual is prepared, it will be sent to the district along with supporting documents, including review procedures and revision instructions, to assist the district with its review of the first draft. The district should review and revise the entire first draft following the review procedures and revision instructions provided. District administrators and/or counsel must review and revise all regulations and forms in the first draft to ensure they reflect district-specific circumstances and practices.
After the district has finished reviewing and revising the entire first draft, all district revisions must be compiled and placed into one complete master copy of the draft to return to Policy Services for incorporation and preparation of a second draft. The second draft will include the district's first draft revisions and suggested revisions to regulations and forms due to changes in law, regulation, guidance, and best practices since the first draft was created.
After the district's second draft Administrative Manual is prepared, it will be sent to the district along with supporting documents, including a customization and commentary chart, to assist the district with its review of the second draft. Revisions to the second draft should be made by the district and returned to their policy coordinator following the review procedures and revision instructions provided with the first draft.
The district will be provided a completed Administrative Manual after the district's final revisions have been incorporated by Policy Services. Once finalized, a Word version of the completed Administrative Manual will be emailed to the district. A limited number of CDs, flash drives, and/or paper copies of the completed Administrative Manual will be provided.
After completion of the Administrative Manual, districts should select a maintenance level in order to keep the completed Administrative Manual up to date. The three levels of service to assist districts in maintaining their Administrative Manual are Monthly Administrative Updates (Level 1), Quarterly Administrative Revisions (Level 2), and Administrative Audits (Level 3). For more information on these services, descriptions can be found in the service directory.
Districts considering the development of a new Administrative (Regulation) Manual are encouraged to discuss the process with their policy coordinator as they approach the completion of the Policy Manual. If a district is not in the process of currently developing a Policy Manual, they are encouraged to contact the manager of Policy Services to discuss the district's needs and obtain information about the process of developing a new Administrative Manual. If the district decides to subscribe to the Administrative Manual Development service, the manager of Policy Services will prepare and send any necessary cross-contracts or service level agreements to the district.
Once the district is subscribed to the Administrative Manual Development service, a policy coordinator will be assigned to work directly with the district and guide them through the process.
The policy coordinator will request a copy of the district's current Policy Manual, in order to make sure that the Administrative Manual matches the Policy Manual numbering. Policy Services will prepare the district's new first draft Administrative Manual. Policy Services' sample language is used to prepare the first draft as it is up to date with law, regulation, guidance, and best practices. Policy Services generally does not review and/or comment on a district's existing Administrative Manual when developing the first draft.
Policy Services will email the district the first draft along with supporting documents, including review procedures and revision instructions, to assist the district with its review of the first draft.
Once Policy Services receives the district's first draft revisions, a second draft Administrative Manual is prepared. Policy Services will not create a second draft Administrative Manual for the district until the district has returned all revisions to the entire first draft Administrative Manual.
In preparing the second draft, Policy Services will incorporate the district's first draft revisions and make any other needed revisions due to changes in law, regulation, guidance, and best practices since the first draft was created.
Policy Services will email the second draft to the district along with supporting documents, including a customization and commentary chart, to assist the district with its review of the second draft. The customization and commentary chart details which regulations or forms need customization, a rationale for any substantive revisions made by Policy Services, and any questions or concerns Policy Services has related to the district's revisions.
After the district has communicated to the policy coordinator that its' review of the second draft is complete, the policy coordinator will work with the district to determine the next steps to complete the development of the Administrative Manual. After Policy Services receives all final revisions, a completed Administrative Manual will be prepared.
The policy coordinator will email the district a Word version of the completed Administrative Manual. A limited number of CDs and flash drives and/or up to five paper copies of the completed Administrative Manual will be provided. Upon request, Policy Services will provide additional paper copies of the completed Administrative Manual for an additional cost.
Following completion of the Administrative Manual, the policy coordinator will discuss with the district the three maintenance levels that Policy Services offers to keep newly completed Administrative Manuals up to date. The three levels of service are Monthly Administrative Updates (Level 1), Quarterly Administrative Revisions (Level 2), and Policy Audits (Level 3). For more information on these services, descriptions can be found in the service directory.