Policy Audits - Level 3

The district will receive an audit packet of suggested policy revisions developed in the period between the completion of their Policy Manual or the completion of the most previous Policy Audit. The packet of policies will be accompanied by a chart summarizing the rationale for the revisions. Ideally, Policy Audits are completed on an annual cycle. The next Policy Audit will not be developed until the district has reviewed and actioned the entire current Policy Audit. Only one Policy Audit will be provided per school year.

The ideal time to subscribe to this service is immediately upon completion of a new Policy Manual, it may also occur within 12 months of the completion of the development of a Policy Manual.

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The district will commit to working with Policy Services on the completion of the Policy Audit, following the designated timeline and process.

The district will review and revise all policies in the audit packet. The policies in the audit along with the policy audit chart should be shared with whoever is reviewing and revising the policies. For each policy included in the Policy Audit, the district should mark one of the following columns on the policy audit chart: "Adopted as is by District;" "Revisions made by District;" or "Not adopted by District." If a policy is "Adopted as is by District" or "Revisions made by District," the district must complete the "Adoption/Revision Date" column. The district must accurately complete the policy audit chart because this information is used by Policy Services to finalize the Policy Audit when returned by the district.

After the entire Policy Audit has been actioned by the district, the district must email its policy coordinator:

• All policies adopted or revised by the district as part of the Policy Audit;
• The completed policy audit chart; and
• Any other policies that the district has revised on its own outside the scope of the Policy Audit.

The district must clearly mark all revisions when returning the audit packet and any other policies to the policy coordinator.

The district must respond and complete the Policy Audit within a reasonable time frame, ideally one year, to ensure that Policy Manuals are updated in a timely fashion. Districts will not receive a new Policy Audit until they have completed the current Policy Audit.

After a district subscribes to the Policy Audit service, Policy Services will assign a policy coordinator to guide the district through the Policy Audit process.

The policy coordinator will prepare the audit packet, with suggested policy revisions to reflect changes in law, regulation, guidance, and best practices. The suggested policy revisions will be shown within the district's current policies with marked changes identified in the text utilizing different colored fonts. The policy coordinator will also prepare a policy audit chart to accompany the audit packet which will detail the rationale for the suggested policy revisions. Policy Services will provide instructions on how to process a Policy Audit.

The policy coordinator will email the district the audit packet, policy audit chart, and other necessary documents to assist in the district's review of the Policy Audit. The policy coordinator will be available to answer any district questions regarding the contents of the Policy Audit.

After the entire Policy Audit has been reviewed and actioned by the district and adopted by the board, the policy coordinator will incorporate the revisions into the district's Policy Manual. After incorporating the revisions, Policy Services will email the district a Word version of the updated Policy Manual.

Policy Services will also provide a limited number of CDs and flash drives and/or up to five paper copies of the updated Policy Manual. Additional paper copies may be provided upon request for an additional cost.

Policy Services will be available to answer questions at any stage of the process and provide additional information on various policy topics as needed.