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Preliminary Master List of Terms for Indexing Board of Education Minutes
Anyone considering indexing minutes should develop a master list of terms before beginning to index. This master list contains the standard vocabulary that you will use in the index, and it is important to have a standardized vocabulary so that you always index the same subject by using the same term. Using standardized terms will also improve searches by directing users to one term instead of many terms. A master list of terms also includes cross-references directing users from non-standard terms to standard terms. This feature minimizes useless searches by directing users to the right term each time.
No matter what indexing approach you take, maintaining and using standardized terms will be useful to both the indexer and the users of the minutes. If you develop an index in database form, you will use the standardized terms when you enter data into this system. If you decide to use free-text searching software (which search for character strings in electronic versions of your minutes), you will use the standardized terms while writing the minutes. By conscientiously using your standard set of terms as you write, you can be sure you will be searching for the right word when you use free-text searching to find information in your minutes.
A master list of terms for an index consists of several authority lists:
- The subject heading list should include main and secondary subject terms that reflect the activities of your government or agency and the topics before it. Within this list, you should include formal names for any personnel positions, committees and boards, government properties, geographical features in the region (such a names of bridges, highways, roads), businesses, organizations, and government agencies.
The subject list should also include See and See also references, which ensure that the indexer can remain consistent and that the users can always find the information they need. These references work in two different ways. See references: A user might want to look up information related to finance by looking up "Finance" in the master list. But since "Finance" is not a standard term in this master list, the word is followed by the note "See Fiscal," which indicates that "Fiscal" is the official term that the searcher or indexer must use. See also references: A user might look up "Planning and Zoning" and discover a note to "See also Urban Renewal." This means that "Planning and Zoning" is still a standard indexing term, but that the user might also find useful information under the related term "Urban Renewal." - The master list should include a list of actions before the board. Actions, which are explained below, are useful for two reasons. First, they help to isolate important discussions within the minutes. For example, someone reading and indexing the minutes will know that whenever an appointment is being made that this is an important action and should be indexed. Second, actions are another useful way for users to search for information. In an index kept in a database, a user can easily produce a list of all resolutions or all local laws, which are two separate types of actions. If using a text searching tool, you could achieve the same effect by consistently identifying resolutions in the text of your minutes with the word "Resolution."
- The master list should also include a list of departments or units within the government, noting the authorized name and any standard abbreviation used in the index or minutes. Many local governments find it useful to identify the department within the government that is most closely related to any action before the board. For the same reasons, state agencies may find it useful to develop lists of work units. In this way, any department can retrieve a list of board topics related to its own work. There is no list of departments or units included in this preliminary master list of terms, since this is an objective list that is easy to develop.
To help local governments develop their individual master list of terms, the State Archives has drafted a preliminary master list of terms for use by school districts and BOCES. This list represents those subjects that are frequent concerns of school districts. You should use this list as a starting place and add headings that you decide you need and eliminate subjects that are of no use to you. Occasionally, you may decide to use a different official term that will be more familiar to the users of your minutes. You will need to add the names of committees, boards, local businesses, organizations, and properties as well. Nevertheless, the list can be of great value to you-not only for the headings included, but also because it shows you how to incorporate additional subjects, secondary subjects and cross-references into your master list.
This preliminary list master of terms consists of three sections:
- Standardized terms for actions before a local government's board.
- & 3. Main and secondary subject headings.
1. Actions
You can make your index more useful by maintaining information on the type of actions that take place during the course of a meeting. Tracking actions can provide another way for people to search for information and can be a helpful way for indexers to identify what information in the minutes is important enough to index.
Below are some suggested actions, along with descriptions of when to use each. Use "Disapproval" for any motion that is not approved by the board. For all other actions, assume that the action has been approved or received by the board. To make the index as useful as possible, be sure to use the most specific terms possible whenever you have a choice between two actions. As with any part of this master list of terms, you should modify this list to suit your own needs.
Appointment. Use for official appointments of people to government positions.
Bond resolution. Use for any approved bond resolution, if you decide you need to track these separately.
Complaint. Use for any complaints received, whether received via discussion or correspondence.
Correspondence. Use for any cases where the board receives or sends a letter, including petitions from the public but not including complaints.
Disapproval. Use for any motion that is declined, rescinded, or not approved, if you decide to index these actions.
Discussion. Use for any cases that are merely discussions of a topic, ending in no formal decision.
Executive session. Use for cases where the board goes into executive session. In such cases, you can provide only minimal information on the subject related to the action.
Other action. Use for any actions that do not fit any of the descriptions of the other actions on this list; this is the "miscellaneous" category for actions.
Public hearing. Use for any formal public hearing.
Report. Use for any reports presented to the board by departments or committees.
Resolution. Use for those cases where the board formally expresses a particular opinion or takes a specific action.
Tabled. Use for situations where the board postponed making a decision on an issue.
2. & 3. Main and Secondary Subjects
The following is a suggested list of main subject headings that includes secondary subjects as well. Please note that many common secondary subjects do not appear in this list, but are included in the list of common ones above. You should integrate whatever secondary subjects from above into this list. Also, note that many but not all possible positions in municipal government are included in this list, always followed by "(Position)" after the title. You will need to add any other positions into this list, as well as other necessary subject terms.
Accidents and Injuries
Accounting
Adult Education. See Curriculum
Affirmative Action
Agreements. See Contracts and Agreements or Personnel
Aide, Teachers (Position)
Americans with Disabilities Act (ADA)
Annual Report. See subject of annual report
Anticipation Notes. See Fiscal
Assistant Superintendent (Position)
Associations. See Conference or specific topic
Athletics
At-Risk Students. See Students
Attendance
Attendance Officer (Position)
Attorney, School District (Position)
Audits, Performance. See subject of audit
Auto Mechanic (Position)
Banking. See Fiscal
BAN (Bond Anticipation Notes). See Fiscal
Benefits. See Personnel
Bills. See Fiscal
Bids. See subject of bid
Board of Cooperative Educational Services (BOCES)
Board of Education
Boards. See specific function or name of board
Board Member (Position)
Bond Anticipation Notes. See Fiscal
Bonding. See Personnel, Bonding
Bonds and Notes. See Fiscal
Bonds, Performance
Bonds, Surety
Bookkeeper (Position)
Boundaries, School District
Budgets. See Fiscal
Building, Reconstruction. See Public Property
Building Safety. See Safety
Buildings. See Public Property
Bus Driver (Position)
Bus Leases. See Transportation
Bus Purchase Options. See Transportation
Buses. See Transportation
Business Manager (Position)
Business Office (Position)
Cafeteria Manager (Position)
Cafeteria. See Food Services
Calendar
Cancellation, School. See Policy
Census
Certification, Teacher. See Personnel, Certification
Chairperson, Department (Position)
Change in Title. See Personnel
Civil Defense
Civil Service. See Personnel
Civil Service Employees Association. See Labor Unions
Class Trips. See also Field Trips
Clerk (Position)
Clerk, District (Position)
Closing of Roadways. See Transportation
Clubs. See Extracurricular
Coach (Position)
Cocurricular. See Extracurricular
Code of Conduct. See Policy and Procedures
Collective Bargaining. See Labor Unions
Colleges & Universities
Commemorations
Bequests
Condolences
Dedications
Memorials
Proclamations
Tributes
Commencement. See also Graduation
Commissions. See specific topic or name of commission
Committees. See specific topic or name of committee
Community Activities
Compensation. See Personnel
Complaints. See subject of complaint
Computers.
Automation
Hardware
Internet Services
Training
Services
Software
Conferences
Association of School Business Officials
School Boards Association
Training (Use for non-annual training events)
Consultants. See specific function
Construction. See Public Property
Contingency Fund. See Fiscal
Contingent Budget. See Fiscal
Continuing Education. See specific department or course of study
Contracts and Agreements. See specific function
Cook (Position)
Copier. See Office Operations
Curriculum
Adult Education
Course Approval
Distance Learning
Driver's Education
Evening Programs
Remedial Education Specific name, e.g., music, physical education, English
Vocational Education
Custodial Service. See Public Property, Janitorial & Maintenance Services
Custodian (Position)
DARE. See Drug Abuse Programs
Deeds. See Public Property
Delay, School. See Policy
Departments. See specific position
Disabilities. See Americans with Disabilities Act (ADA)
Disadvantaged Pupils. See Students
Diseases
AIDS
Lyme Disease
Tuberculosis
Discipline, Staff. See Personnel
Discipline, Student. See Students
Dismissals. See Personnel
District Clerk (Position)
Doctor, District (Position)
Donations. See subject of donation
Drug Abuse Programs
Drug Free Schools
Drug Policy
DARE (Drug Abuse Resistance Education)
Elections
Elementary Schools
Employee Agreements. See Labor Unions
Employee Handbook. See Personnel
Employment Certificates. See Personnel or Students
Equipment. See Office Operations
Evening Programs. See Curriculum
Expenditures. See Fiscal
Examinations
Extracurricular Activities. See also Specific department, club, or Cocurricular, e.g., Band
Facilities Planning
Federal Aid. See Income, Federal Aid
Federal Programs. See also Income, Federal Aid and See specific program or function
Field Trips. See also Class Trips
Finance. See Fiscal
Fire Safety
Drills
Inspections
Protection
Fiscal. See also Income
Appropriations
Audits
Banking
Bills
Bond Anticipation Notes (BANs)
Bonds and Notes
Budget, Contingent
Budgets
Consulting Services
Contingency Fund
Donations
Fees
General Fund
Investments
Loans
Payroll. See also Personnel, Salary and Wages
Petty Cash
Revenue Anticipation Notes (RANs)
Revenue Sharing
Tax Anticipation Notes (TANs)
Transfer of Funds
Food Service Worker (Position)
Food Services
Cafeteria
School Lunch Program
Freedom of Information Law, NYS (FOIL)
Open Meeting Law
Public Records Access
Free and Reduced Meals
General Fund. See Fiscal
Gifts and Memorials. See Fiscal, Donations or Commemorations
Graduation
Grants. See specific function or program
Grievance. See Labor Unions
Grounds. See Public Property
Guidance
Guidance Counselor (Position)
Handicapped. See Americans with Disabilities Act
Head Custodian (Position)
Head Start Program. See Preschool Programs
Health Insurance. See Insurance
Health Services
Dental Hygiene
Immunizations
Physicals
Hearings. See subject of hearing
High School
Holidays. See Calendar
Income. See also Federal Programs
Federal Aid
Sale of Property
State Aid.
Rental
Special Education
Taxation. See Tax, School
Tuition
Injuries. See Accidents and Injuries
Inservice Training. See Personnel, Training
Inspections
Inspector, Election (Position)
Insurance. See also Personnel
Disability
Fire
Health
Liability
Unemployment
Workers' Compensation
Investments. See Fiscal
Janitorial Services. See Public Property. Janitorial and Maintenance Services
Junior High School
Kindergarten
Labor Unions
Collective Bargaining
Employee Agreements
Grievance
Negotiations
Specific name of Union. E.g., CSEA
Learning Disability Program. See Special Education
Leases. See subject of lease
Leave of Absence. See Personnel
Legal Counsel (Position)
Legal Notices
Legislation. See specific topic
Legal Opinions. See specific topic
Library Media Specialist (Position)
Library
Lighting. See Public Property
Litigation. See specific topic or litigant
Loans. See Fiscal
Maintenance and Improvements. See specific topic
Maintenance Mechanic (Position)
Medical Insurance. See Insurance
Merit Pay. See Personnel
Microfilm. See Records Management
Middle School
Mileage. See Personnel
Negotiations. See Labor Unions
Newspaper
Nonpublic Schools
Nurse (Position)
Office Operations. See also Computers
Copiers
Equipment
Furniture
Storage Equipment
Surplus
Opinions of Commissioner. See specific topic
Parent-Teachers Association
Parking
Payroll. See Fiscal
Pensions. See Personnel, Retirement Plans
Performance Bond. See Bonds, Performance
Personnel
Bonding
Certification
Change in Title
Civil Service
Deferred Compensation
Discipline
Drug and Alcohol Testing Program
Employee Benefits
Employee Handbook
Insurance. See Insurance
Interns and Volunteers
Leaves of Absence
Meal Allowance
Merit Pay
Mileage Allowance
Performance Appraisal
Reimbursement of Expenses
Reinstatement
Retirement
Sabbatical
Salary and Wages. See also Fiscal, Payroll
Separations
Tenure
Training
Workers' Compensation
Petty Cash. See Fiscal
Planning
Playgrounds. See Public Property
Policy and Procedures. See also specific topic
Substance Abuse
School Cancellation
School Delays
School Uniforms
Code of Conduct
Preschool, Programs
Head Start Program
Principal (Position)
Principal, Assistant (Position)
Probation
Professional Services. See subject of the service
Property. See Public Property
Psychologist, School (Position)
Public Property
Athletic Fields
Construction
Building Sites
Equipment and Furnishings
Fixed Asset Management
Grounds
Janitorial and Maintenance Services
Playgrounds
Reconstruction
Rental of Property
Repairs
Specific name of property, e.g., Public School No. 23, Empire Middle School, Empire High School
Vehicles
Public Relations
Purchases. See subject of purchase
Racial Imbalance
RANs (Revenue Anticipation Notes). See Fiscal
Records, Access. See Freedom of Information Law
Records Access Officer (Position)
Records Management
Microfilm
Records Disposition
Records Storage
Records Management Officer (Position)
Recreation
Referendum. See topic of referendum
Registration. See Students
Religious Holidays. See Calendar
Remedial Education. See Curriculum
Rental. See specific subject of rental
Rental. See subject of rental
Reorganization, District
Repairs. See Public Property or name of specific building
Resignations. See Personnel, Separations
Retirement. See Personnel
Revenue Anticipation Notes. See Fiscal
Revenue. See Income
Sabbatical Leave. See Personnel
Safety
Building Security
Crossing Guards
Traffic Patterns
Salary and Wages. See Personnel, Salary and Wages
Scholarships
School Lunch Program. See Food Services
Schools. See specific name of school
Secretary (Position)
Separations. See Personnel
Sewers
Sick Leave. See Personnel
Sites, Possible School. See Public Property, Building Sites
Snow and Ice Removal
Social Work Service
State Aid. See Income, State Aid
Student Government
Social Worker (Position)
Speech Therapist (Position)
Students. See also Health Services
At-Risk Students
Disadvantaged
Discipline
Enrollment
Registration
Work Permits
Substitute Teacher (Position)
Special Education
Emotionally Disturbed
Physically Handicapped
Hearing Impaired
Learning Disabled
Placement
Speech Therapy
Summer School
Substitute Teacher (Position)
Superintendent Buildings and Grounds (Position)
Superintendent (Position)
Superintendent of Schools (Position)
Surety Bonds. See Bonds, Surety
Tax Anticipation Notes (TANs). See Fiscal
Tax Collector (Position)
Tax Exemption
Tax, Real Property
Assessment
Equalization Rates
Exemptions
Grievances
Revaluation
Teacher Certification. See Personnel, Certification
Teacher (Position)
Telephone
Tenure. See Personnel
Terminations. See Personnel
Textbooks
Disposal
Selection
Traffic
Training, Staff. See Personnel
Transportation
Bus Leases
Bus Purchase Options
Buses
Closing of Roadways
Transportation Supervisor (Position)
Travel
Treasurer (Position)
Treasurer, District (Position)
Tuition. See Income, Tuition
Tutoring
Unemployment Insurance. See Insurance
Uniforms. See specific department, Policy and Procedures or Extracurricular
Unions. See Labor Unions
Vacations. See Personnel, Employee Benefits
Vaccinations
Vandalism
Vocational Education. See Curriculum
Volunteer Programs
Volunteers. See Personnel
Voting
Wages. See Personnel
Waste Disposal
Water Supply
Work Permits. See Students
Worker's Compensation. See Personnel or Insurance
