Overtime policies in K-12 schools should be clear, consistent, and fair. But when it comes to deciding who makes the call — principals or the district office — the waters can get a little murky.
Teachers, administrators, and support staff each play vital roles in keeping schools running smoothly, yet overtime decisions don’t always account for the unique needs of each group. While principals lead their schools, they shouldn’t be in charge of setting overtime policies. That responsibility belongs to the district office.
Here’s why: When districts take the lead, it creates a structured, equitable, and legally compliant work environment that benefits everyone. Let’s break it down.
Principals vs. Districts: Who Handles What?
Principals lead their schools. Districts set the rules.
Principals: The Instructional Leaders
The primary responsibility of a school principal is to oversee the educational programs within their building, manage student performance, and ensure the day-to-day running of the school aligns with academic goals. Their role involves:
- Instructional leadership: ensuring that teachers are supported in delivering high-quality instruction.
- Resource management: allocating teaching resources to achieve optimal learning outcomes.
- School culture: creating an environment conducive to student learning and teacher development.
Districts: The Policy & Budget Experts
On the flip side, school districts operate as the central command, setting policies that impact all schools. Their responsibilities include:
- Setting district-wide policies: This includes staffing decisions, budgeting, and compensation structures.
- Ensuring consistency: Districts must ensure that all schools follow the same legal guidelines and ethical standards, including how they handle overtime.
- Maintaining legal compliance: The district ensures that district policies align with federal and state labor laws, such as the Fair Labor Standards Act (FLSA).
Why Districts Should Set Overtime Policies
A clear, centralized policy ensures fairness, budgeting control, and legal compliance.
Creating Equity and Consistency Across Schools
When overtime policies vary from school to school, fairness takes a hit. A staff member at one school might be compensated for extra time, while one at another school isn’t — simply because their principal interprets overtime differently.
With district-wide policies:
- Everyone plays by the same rules to reduce confusion and frustration.
- All employees are treated equitably, from custodians to office staff.
- Staff knows what to expect, creating a more transparent, trusting work environment.
Aligning Compensation with District Budgets
Overtime costs can quickly add up. Without a district-wide strategy, principals may make decisions that don’t align with long-term budget goals.
With district oversight:
- Spending stays in check to prevent budget overruns.
- Staffing models can be adjusted to reduce reliance on overtime.
- Efficiency improves to ensure that resources are allocated wisely.
Ensuring Legal Compliance
Overtime policies must align with federal and state labor laws, including FLSA. Misclassifying employees or failing to follow overtime laws can result in costly legal consequences.
A district-led approach means:
- Policies follow all labor regulations to reduce legal risks.
- Employees are properly classified to avoid wage disputes.
- Overtime approvals are consistent and fair to ensure compliance across all schools.
The Pitfalls of Principals Setting Overtime Policies
When each school sets its own rules, confusion, burnout, and budget issues follow.
Inconsistencies Lead to Frustration
When every principal enforces overtime differently, employees don’t know what to expect. For example, if one school allows overtime for after-hours events and another doesn’t, this can lead some staff to feel undervalued compared to colleagues in other buildings. The lack of a uniform policy could lead to tension, dissatisfaction, and low morale.
Conflict with Instructional Priorities
Principals already juggle instruction, student needs, and school culture. Adding overtime policy decisions to their workload creates potential problems:
- Burnout risks increase if staff are asked to work unsustainable hours.
- Principals who spend more time on HR issues have less time to focus on education.
- Short-term fixes may lead to long-term problems like high turnover or staffing gaps.
When the district takes charge, principals can stay focused on leading their schools.
Who Should Be Involved in the Overtime Policy Discussion?
While the district sets the policy, employees need a voice in the process.
It’s clear that the district should set the policy framework, but it’s also equally important that the perspectives of school employees are taken into account. Unions, classified staff organizations, and employee representative groups should be involved in discussions around overtime policies to ensure that the needs of the staff are met.
Unions and Employee Groups
Overtime policies impact staff at all levels, from custodians to cafeteria workers. Employee groups should be part of the conversation to ensure policies are fair and reflective of real-world workloads.
Support Staff Groups
Custodians, clerical staff, and other support personnel also often work beyond their regular hours. Their overtime needs should be considered separately, as they may differ from those of instructional staff.
By involving employee groups in policy development, the district can create a more balanced, transparent, and inclusive overtime policy that addresses both the operational needs of schools and the well-being of the staff.
The Bottom Line: Districts Should Lead on Overtime
Overtime policies shape work culture, legal compliance, and financial sustainability.
Setting overtime policies is about more than just making decisions on pay rates; it’s about creating a fair, consistent, and legally compliant work environment for everyone involved in the school system. While principals are focused on running their schools and supporting staff in their roles, it’s the district’s responsibility to set broad policies that govern compensation, including overtime.
When districts take the lead on overtime policy, they not only ensure that all employees are treated equitably, but they also protect the integrity of the instructional environment by minimizing the risk of burnout and legal issues. Principals can then focus on what they do best: leading their schools to academic success.
Modernize Your K-12 Human Capital Management Strategy
At Red Rover, we help school districts streamline time tracking, simplify HR operations, and ensure compliance so you can focus on what truly matters: supporting students and staff.
Ready to make 2025 the year your district levels up? Let’s talk.
