BOT Policy on Child Absenteeism Adopted by the Board on 9 December 2009

Background
The BOT wants a policy that assists in the determination of whether or not a child's absence from school is justified.

Definition
Justifiable absences are:

Sickness
Attendance at a significant whanau event
A whanau holiday that has an educational component and that cannot take place during school holidays.

Parent /caregiver responsibilities

The school needs to be informed of the reason for all absences.
Except for sickness, all other absences need to be discussed with the individual child's teacher.
All absence must be reported to the school as soon as practicable.

An unjustified absence falls outside these 3 specific indications, or if no notification was given to the school or the teacher.

If an unjustified absence occurs a record of this will be made. If and when there is any concerns that this may interfere with a child's learning then relevant steps will be taken to ensure the child's educational needs are being meet.

APPOINTMENTS POLICY NO. 5.7

RATIONALE

It is to the best advantage of the pupils of this school that there is continuity of staff at all times. This policy is designed to ensure that this happens. In addition it should make certain that staff of the highest ability and motivation are appointed.

PURPOSES
1.             To appoint the best person for the position.
2.             To ensure that all positions are adequately filled.
3.             To give the Appointments Committee full information upon which to make a choice.
4.             To ensure that Equal Employment Opportunities are met.
5.             To ensure that appointments are made within the framework of the school's philosophy
and charter.
6.             To ensure registered teachers are appointed.

GUIDELINES
1.             Appointments to permanent positions in the school will be made by the Board of Trustees after considering recommendations from the personnel committee.
2.             Advertising for, short-listing, interviewing for and appointment to, the positions of Principal, Deputy Principal and Assistant Principal will be made by the Board of Trustees. All Board members have a right to be involved in this process.
3.             Outside professional advice will be sought during the appointment of the Principal.
4.             The Principal, in consultation with the Deputy Principals, will advertise for and appoint teachers and non-teaching personnel to relieving positions that are available for up to one year. The Board chairperson and personnel committee are to be kept informed of actions taken.
6.             All permanent positions are to be advertised nationally. Relieving positions may be advertised as appropriate in order to make a suitable appointment.
7.             Information to be made available to applicants for all positions will include:
(i)           a job and person description for the position.
(ii)           tenure of the position.
(iii)         information about the school and district.
(iv)         a statement of any information required to help the board make an appointment.
(v)           a statement about the level of expenses available to assist an applicant required for an interview.
(vi)         a timeline for the appointments process.
(vii)         other information requested by an applicant that it is considered reasonable to supply.
8.             A suitable process for appointing staff to positions is to be developed by and submitted to the Board for approval by,
(i)           the Board of Trustees for the positions that it is making directly.
(ii)           the appointments committee for the positions that it is making directly.
(iii)         the Principal and Deputy Principals for the positions the Principal is making.

CONCLUSION

The needs of the pupils in the school are paramount. Appointment of staff to teaching and
non-teaching positions will be carried out to ensure that this objective is met.

___________________________________________________________________________
Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

APPRAISAL MANAGEMENT POLICY NO. 5.9

RATIONALE
The Board of Trustees recognises the need to monitor the performance of all staff members and to offer training and supervision to ensure each staff member is able to contribute to the best of their ability, to the work of the school. A strong relationship should exist between appraisal and professional development. Where the purpose of appraisal is to identify professional development needs this will be referred to as appraisal for professional development.

PURPOSES
1             To provide feedback to staff about their work performance and evaluate this in relation to the purposes of the school.
2             To provide strong direction to staff development programmes that are appropriate to the needs of the school and the individual.
3             To encourage personal and professional development through well directed self appraisal.

GUIDELINES
1 All staff, including the Principal, will be appraised within a twelve-month timeframe.

The Principal will be responsible for ensuring a suitable framework for appraisal is developed for all staff. The Ministry of Education PMS series and the Professional standards for principals, deputy and assistant principals, and primary teachers will provide the basis for this.

3 The process of appraisal will include setting of performance expectations and development objectives and will incorporate both formal and informal procedures for gathering data and other information considered necessary for the appraisal process.

Staff members responsible for areas of development and/or staff will be delegated the task of formal or summative appraisal.

4             Individual staff members, with management support, will be responsible for arranging their own formative appraisal. Where this does not happen, the principal will arrange for summative appraisal to take place.
5             Staff will receive regular and written feedback and recognition on their performance in relation to teaching, management, and school wide responsibilities.
6             The appraisal system will be used to stimulate improved performance and encourage the acquisition of new skills.
7             The appraisal will indicate areas a staff member should seek to strengthen in order to help the school achieve its goals.

The appraisal will recognise a staff member's significant achievements.
Written records forming part of the support and appraisal system will be confidential to the appraisee, the appraiser, the Principal and others on a 'need to know' basis.

10           Reports on appraisal prepared by the Principal for the Board of Trustees will be general in their information and will not identify individuals.
11           The appraisal cycle will incorporate, self appraisal, interviews and discussion with an appraiser, observation of teaching, goal setting, recording and reporting.
12           An appeal process for dealing with disputes will be available for staff.
13           A procedural document encompassing the goals of the school self review will be prepared each year prior to any formal appraisal cycles taking place and may be used to prepare for the appraisal process.

CONCLUSION
Regular and professionally conducted performance appraisal should benefit staff as well as students. At the same time it should assist school management to achieve the goals of the school charter, strategic plan and Board of Trustees policies.
___________________________________________________________________________
Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

ATTENDANCE MANAGEMENT POLICY NO. 14.4

RATIONALE
Regular attendance at school and participation in appropriate programmes is both desirable and a legal requirement. The onus for regular attendance rests with both the care‑giver and the school.

PURPOSES

To provide guidelines for all parties to ensure attend school and take part in programmes.
To ensure that the Board meets its requirements under Part 111 of the Education Act 1989.

GUIDELINES

All children enrolled at this school must attend whenever it is open. (Sec 25 (1).
Class teachers are to keep a register of attendance in line with the instructions issued.
Parents are expected to advise class teachers in writing of the reasons for absences.
Class teachers will advise the principal of pupils who are absent without explanation, have a pattern of absences, or where it is felt that the absence was unjustified.
The services of the Truancy Officer or Public Health Nurse will be requested where appropriate.
Where attendances do not improve in spite of the school's intervention the Principal will report the matter to the Board. The Board will inform the caregivers in writing of their legal obligations in terms of section 25 of the Education Act of 1989.
If unsatisfactory attendance continues the Board may instruct the Principal to initiate proceedings as provided in Section 31 of the Education Act 1989.

CONCLUSION
All reasonable steps will be taken to ensure that children attend school regularly. Consultation and co operation between care-givers and the school should overcome most difficulties with attendance and thus avoid recourse to formal procedures.
___________________________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

BULLYING MANAGEMENT POLICY NO.13.2

RATIONALE
Bullying in any form by anybody will not be tolerated at Nelson Central School.
Young people, our employees and parent helpers have a right to feel safe and secure and not to be threatened.

PURPOSES
To identify and stop bullying at the earliest possible stage.

GUIDELINES

Parents/caregivers will be provided with a school statement on bullying.
Particular forms of bullying to watch for:

Psychological

Racism

Bullying or harassment of special needs children

Sexual harassment

Homophobic bullying

A record of inappropriate behaviours and how they were dealt with will be kept, analysed and used as a basis for implementing programmes to curb bullying behaviours.
Written procedures will be followed for dealing with bullying.
Those offenders who fail to improve their behaviour will be dealt with under the guidelines of the Student Management Policy.
Preventative programmes such as DARE, Kia Kaha and Keeping Ourselves Safe will be used as appropriate.
See also the guidelines contained in the School Cybersafety Policy

CONCLUSION
Bullying is part of a wider student management issue. The Board of Trustees will seek to minimise the occurrence of bullying by taking appropriate actions.

___________________________________________________________________________

Revision: Ratified: 19.9.07
Revision Date: Status: CURRENT

Cash Management Policy

Adopted by the Board of Trustees on 19 August 2009

The Board of Trustees (the Board) of Nelson Central School (the School) has consulted with staff and parents in the formulation of this Policy (the Policy). The Policy was approved and adopted by the Board at its meeting held on19 August and became effective from that date.

Introduction

1. The Board accepts that it has a responsibility to protect the cash resources of the School. The Board has agreed on the fundamental principles of this Policy, and has delegated responsibility for the implementation and monitoring of this Policy to the Principal.

2. In the formulation and approval of this Policy the Board has had due regard to the accepted standards of sound financial management and applied these to the School. The Board wishes to record that it sought the advice of a chartered accountant and consulted with the School's auditor in their role as agent of the Controller and Auditor General before approving this Policy.

3. The Board requires the Principal, as the chief executive and the Board's most senior employee, to implement and manage this Policy. The Principal may, from time to time, further delegate some of their responsibilities, and all such delegations must be attached as appendices to this policy.

4. This Policy must be read in conjunction with other Board Policies, and the exercising of all authority and responsibilities conferred under this Policy must be in accordance with the Schedule of Delegations and may not exceed an individual's established level of delegated authority.

Cheque and Call Deposit Accounts

5. The Board agrees that one cheque account shall be operated for Board general receipts and payments. The only other cheque account permitted shall be for the school's trust funds account.

6. The signatories to this cheque account shall be as follows:

the Board Chairperson
the Finance Committee Chair
the Principal
the Executive Officer
one other parent representative Board member, and,
the staff representative on the Board.

7. All cheques for operating expenses shall be signed by either the Principal and one other of the staff representative or the Executive Officer. All cheques for fixed assets and long-term investments are to be signed by the Board Chairperson and the Principal.

8. Under no circumstances is a cheque signatory to sign a blank cheque.

9. All cheques, except those for petty cash reimbursement, must be issued as 'Not Transferable – Account Payee Only'.

10. At no time shall the cheque account be operated in overdraft without permission from the bank and the Ministry if the overdraft exceeds the borrowing limits.

11. One at-call interest bearing deposit account shall be operated to hold cash resources not currently required for operating purposes. This account is only to be operated by the Principal or Executive Officer, with any transactions reported by the Principal at the next Board meeting.

12. Separate at-call deposit accounts shall also be operated for Fixed Asset Replacement and Cyclical Maintenance reserves as specified in the Board's policies for these matters.

Trust Fund Account

13. A separate bank account and call deposit account shall be used for the trusts funds held by the Board in trust for donor-specified purposes. The terms and conditions for the operation of these accounts shall be the same as for the general operating account referred to above.

Investments

14. Investments of School funds may only be made in accordance with the terms of Section 73 of the Education Act 1989.

15. Notwithstanding the requirements of Section 73, no investments may be made in equity stocks or in synthetic money market products (e.g. Forward Rate Agreements and Interest Rate Swaps).

16. Investments may only be made with the written authorisation of the Principal and the Board Chairperson.

Fundraising

17. The Board acknowledges that under Section 73 of the Education Act 1989 some professional fundraising contracts constitute an illegal fundraising contract. No such fundraising contract will be entered into by the School. If doubt exists about the legality of a proposed fundraising contract, the Principal will contact the regional Financial Adviser of the Ministry of Education for advice.

Cash Receipts

18. All cash and cheques received must be paid into the school office and properly receipted. This includes trading income, other local funds receipts and reimbursements for learning materials.

19. No cash received can be used to pay accounts in cash.

20. Only delegated staff may handle cash.

21. All receipts must be banked as soon as possible and preferably within one working day of receipt.

22. All cash and cheques kept on the premises must be kept secure and under the control of a delegated person.

Accounts for Payment

23. All accounts for payment, other than expense reimbursements and attendance fees, must be supported by a copy of the:

official school order form
the invoice, with certification by the orderer that each item has been received, prices and quantities are correct and the payee details are correct
the correctly completed cheque ready to be signed.

24. No person can sign off two of the documents that comprise the voucher except the order and the invoice. The invoice must be certified by the person who authorises the expenditure.

25. Expense reimbursements must be certified by the manager of the individual being reimbursed, provided the certifier has delegated authority to sign. An expense claim should be supported by GST receipts or invoices. Claims for the use of private motor vehicle usage must be certified by the Principal or delegate to indicate that approval was given. Scale rates as per the award will be the basis of reimbursement per kilometre.

Accounting Records

26. The Principal shall arrange for proper accounting records to be maintained. The records must satisfy all requirements specified in Acts of Parliament, financial reporting standards and other applicable standards.

27. The financial system must be so organised by the Principal that the Principal and Chairperson can sign without hesitation the annual Statement of Financial Responsibility as required by Section 155 of the Crown Entities Act 2004.

Periodic and Annual Financial Statements

28. For each calendar month the Principal shall prepare financial reports showing:

Statement of Financial Performance, including comparison to budget
an exceptions report
a summary Statement of Cashflow and
a summary Statement of Financial Position.

29. For each month the Principal shall present a written summary report that describes:

key (financial) achievements from the previous month
expectations for the month ahead and
significant matters and/or risks that must be addressed by the School.

30. This report shall be presented to the Finance Committee 7 days prior to the next meeting of the Board and tabled at the next meeting of the Board.

31. Any recommendations made to the Board for the purchase of fixed assets, investments and other use of cash resources must refer to the impact on the School's present cash resources and projected cashflows for the next 12 months.

Approval

32. When the Board approved this Policy it agreed that no variations of this Policy or amendments to it can be made except with the unanimous approval of the Board.

33. As part of its approval the Board requires the Principal to circulate this policy to all staff, and for a copy to be included in the School Policy Manual, copies of which shall be available to all staff. The school policy manual shall also be made available to students and parents at their request. The Board requires that the Principal arrange for all new staff to be made familiar with this Policy and other policies approved by the Board.

CHILD ABUSE MANAGEMENT POLICY NO. 10.7
RATIONALE
This school is committed to the prevention of child abuse and to the protection of children. This commitment means that the interests and welfare of the child will be of prime consideration when any decision is made about a child suspected of being abused.
PURPOSES

To ensure students do not suffer sexual abuse at school.
To ensure the rights and interests of children are upheld when abuse is suspected.

GUIDELINES
Definition of Child Abuse

Four forms of abuse are commonly identified. The following are simple working definitions.
Physical Abuse : All physical injuries to children where there is knowledge that the injury was not accidental, or knowingly not prevented.
Sexual Abuse: The use of a child for the sexual and/or physical gratification of someone who takes advantage of their power and/or the child's trust.
Neglect: Serious deprivation of children of necessities such as food, shelter, supervision appropriate to their age and essential physical and medical care.
Emotional Abuse: Negative attitudes and behaviours on the part of adults, which severely impact on the child's emotional, and physical development.
Staff members who become aware of possible abuse through observation and/or information should advise the Syndicate Leader and/or Principal.
Questioning or interviewing the child at length should be avoided.
All information and subsequent steps taken should be clearly documented and dated.
No staff member will act independently unless on the instructions of the Principal (or Deputy Principal in the absence of the Principal.)
The School's initial point of reference will be to Child, Youth & Family 0508 326 459
Reference to the Police will be dependent on the findings/advice/consultation of to Child, Youth & Family
If such a course is followed the Board of Trustees Chairperson will be informed of the action taken and supplied with documentation up to that point.
The point at which information is conveyed to the parent/caregiver will need to be a matter of judgment dependent on the nature of the abuse and the possible perpetrator.

CONCLUSIONS
When all reasonable steps are taken at school students should be safe from abuse. When abuse is suspected, the procedures above should safeguard the rights and interests of children.
___________________________________________________________________________
Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

CLASSIFICATION MANAGEMENT POLICY NO. 11.02

RATIONALE
The classification of a student is crucial to their social and educational development. A wide range of factors need to be taken into account when making initial classifications of students upon entry to school and again when they start each subsequent new year.

PURPOSES
1 To ensure students are placed in classes best suited to their educational and social needs.

GUIDELINES
1             All parents will be informed in October about the format in which they can make known their thoughts about class placements for their students for the coming year.
2             Teachers will be provided with criteria to be considered and used flexibly in the best interests of all students when making class placements. They will include consideration of:
- academic ability and especially suitable working groups
- social maturity and especially friendships
- matters parents/caregivers would like to have considered
3             Teachers will use all information supplied in accordance with guideline 1 and their best professional judgement when making class placements.
4             Where possible, students should progress through school with their same age peers.
5             Final class placements will be the responsibility of senior management. Appeals over placements may be made in writing to the principal who will make the a decision to uphold the placement or will make a new placement.
6             Class placements will take into account the Board of Trustees' enrolment scheme when this is in effect.
7             Class placements will take into account special teaching arrangements as approved from time to time by the Board of Trustees.
8             Class placements will take into account the total staffing and teaching spaces allocated to the school.
10           Composite classes will be an option for organisational purposes.
11           All parents of students new to the school to be provided with a copy of the Board of Trustees' classification policy and any conditions in force at the time.
12           Students whose 5th birthday falls in January, February or March, subject to guideline 14    below, will enter school classified as Year 1. They will be deemed to have completed one year at school by the end of the year in which they start school.
13           Students whose 5th birthday falls on or after 1 April, subject to guideline 14 below, will be classified as a new entrant (NE) and will start their Year 1 after the next summer holidays. Generally, they will be expected to attend a Year 1-2 class for up to 2 years 8 months.
14           There will be some flexibility for students whose birthday falls between 15 February and 15 May. These students will be assessed at between approximately 1 year 6 months and 1 year 10 months at school to determine whether of not    they should be classified as Year 2 or Year 3 for the following year.

CONCLUSIONS

Careful and considered class placements will ensure students have the best learning environment and opportunities the school can offer them.

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

CLASSROOM RELEASE TIME (CRT) MANAGEMENT POLICY NO. 5.12

RATIONALE
Classroom release time is an entitlement in the Primary Teachers Collective Employment Agreement.

PURPOSE
The intent of classroom release time is to address teacher workload while maximising benefits for student learning.

GUIDELINES
1.     The Principal will be responsible for the implementation of this policy.
2.     Classroom Release Time will be available to each full-time teacher on the basis of 1 hour per week per full time teacher.
3.     Each syndicate leader, in consultation with their team, will determine, in accordance with guideline 5 below, each term the basis (see 3. a-d below) for allocating the CRT to entitled teachers and will maintain suitable detailed records of leave taken.

Each teacher will be allocated one hour per week.
Each teacher will be allocated two hours per fortnight.
Each teacher will be allocated 2 days per term.
Any other time allocation as may from time to time be agreed with the syndicate leader

4. In making arrangements for classroom release time cognizance will be taken of the total amount of CRT time available and the availability of suitable relieving teachers.
5. This policy contains a list of the most common uses for classroom release time in our school.

Planning
Evaluation
Writing reports
Reporting to parents/caregivers
Personal professional development
Observing other teachers
Reading/Research
Syndicate meetings
Assessment

6.     Any other use agreed to from time to time between the teacher and the syndicate leader.
7.     Classroom release time should normally be taken on site unless otherwise approved.
8.     Where school sessions prevent allocation of precisely 10 hours of classroom release time, the school shall endeavour to provide as close as possible to the 10 hour entitlement including, where needed, advanced or delayed entitlement across the 4 terms of each school year.
9.     Where for genuine reasons, during term planning or at short notice, it is not possible to provide CRT to an individual or group of teachers the syndicate leader will:

Record the reason for non-delivery
Endeavour to reallocate the CRT at a later date in that school year
Contribute to a review the CRT policy if required
Use the record of non-delivery when reviewing the policy

10. This policy will be reviewed in December 2005or as required in the following instances:

Staff turnover
Recruitment/retention issues
New education initiative (e.g. introduction of specialisation)
Concern about benefits to student learning
Any other genuine issue or concern

CONCLUSION
The use of classroom release time will be professionally useful for the school's teaching and learning programmes, the teacher's professional growth and the learning needs of the students.

___________________________________________________________________________
Revision: Ratified: 20.9.05

Revision Date: Status: CURRENT

COMMUNICABLE DISEASES MANAGEMENT POLICY NO. 10.3

Blood Borne Viruses (including Hepatitis B and C and HIV/Aids)
RATIONALE

Nelson Central School is committed to a positive approach in dealing with any serious communicable disease (including Hepatitis B and C, and HIV/AIDS.) This policy sets out how all the parties interests can be maintained, and how the health and human rights of those with communicable diseases can be protected.

PURPOSES
1.             To ensure that students with communicable disease have the same degree of confidentiality as accorded to any other medical condition.
2.             To guarantee to staff and students with communicable diseases the same rights to work and study as all others.
3.             To educate staff and students about communicable diseases and to adopt sensible hygienic practices.

GUIDELINES
1.             a)             Individuals or families are obliged to disclose their medical status to the Principal when enrolling at the school.
b)           A place to be provided on the enrolment form for parents/caregivers to
indicate they wish to speak in confidence about their child's health.
c)             Under this policy the Principal will share information on a "need to know" basis.
2.             Immunisation is encouraged for all pupils.
3.             Applications from prospective students or staff to join the school will not be turned down on the basis of any known medical condition.
4.             Where a staff member or student's ability to perform normal work is in question, the situation will be considered in the same way as for any case of serious illness.
5.             Education about the prevention of communicable diseases should take place in the context of the school's health/human relationship programme.
6.             The school will have on display an effective set of hygiene practices for the handling of blood and should have the equipment needed to give effect to these procedures. All staff should be fully aware of the procedures, and training provided when necessary.
7.             a)             When a child is obviously unwell and should not be sent to school.
b)           If a child becomes ill at school and the parents/caregivers cannot be contacted, the Principal (or his/her agent) should take the child to a Doctor.
8.             In the specific case of Hepatitis B, shoes should be worn in the playground.

CONCLUSION
This policy should ensure that the potentially emotive elements of communicable diseases are minimised and that individual medical conditions are dealt with in the context of a healthy living environment.
___________________________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

COMMUNITY WAGE WORKERS MANAGEMENT POLICY NO. 5.15

RATIONALE
Work and Income New Zealand (WINZ) implements the Community Wage programme to assist people with employment opportunities. The Board of Trustees is prepared to allow the school to take part in these programmes subject to certain guidelines.

PURPOSES
To set out guidelines for participating in Community Work programmes developed by WINZ.

GUIDELINES

The principal will be responsible for organising suitable supervision of a Community worker's programme.
People who wish work in the school under the Community Wage programme will not be taken on unless they are prepared to sign a statement to acknowledge that they do so of their own volition and as volunteers.
Staff will not be expected to take responsibility for a community worker unless they wish to do so.
Community Work must be of benefit to the school.
Community Work should only be used where it may assist a person to move toward work.
Community Work should benefit people who participate by developing or maintaining their self-esteem, motivation, work disciplines and ethic and dignity (i.e. must assist clients into unsubsidised employment).
The opportunity for a person to take part in paid work, both part and full time should take precedence over community work.
People participating in Community Work will be available to continue to job search and undertake other appropriate work related assistance.
Community Work placements should resemble the paid work environment as much as possible without reducing incentives for participants to move into paid work.
Community Work should not result in the substitution and/or displacement of current or future paid workers.
Community Workers should be welcomed into the school in the same way as other people are made to feel welcome.
Community workers must provide a full personal history including details of all or any criminal convictions and medical and psychiatric history.

CONCLUSION
The guidelines should ensure mutual benefits for the person and the school.
_______________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

COMPLAINTS AGAINST THE PRINCIPAL MANAGEMENT POLICY NO. 5.2

RATIONALE
The Principal as Professional Leader of the School and Chief Executive of the Board is more likely than other Board members to be the subject of complaint. The Board recognises the need for clear and just procedures to deal with complaints in a way, which maintains the rights of all parties and in the best interests of the school as a whole.

PURPOSES
To provide guidelines for the handling of formal complaints against the principal from parents, students or staff members.

GUIDELINES

All formal complaints against the principal should be submitted in writing to the Board of Trustees and signed by the complainant.
Copies of the letters of complaint should be given to the principal for a written response.
The Board will acknowledge the complaint and inform the complainant of any actions taken in resolution.
Where the Board considers that the resolution is reasonable and effective the complainant and the principal should be advised by the Board that no further action is intended.
If the Board is not satisfied, the full board or a sub‑committee of the board may discuss the complaint and recommend actions to the principal. The principal should be invited to respond to the board's recommendations.
In the case of allegations, which have disciplinary implications, the Board should convene a sub‑committee to investigate and report only on the substance of the complaint. Such a sub-committee will include a professional or union representative nominated by the principal, as well as a professional or STA adviser selected by the Board.
The Sub‑Committee should report in writing to the board detailing all parties consulted and the content of any written submissions.
The principal should be invited to respond to the report.
In discussions at a board meeting of the principal's response, the principal may make a statement, answer questions, but not take part in the discussion on action on the complaint.
A professional or union advocate of his/her choice may represent the principal at all meetings with the board, or subcommittee of the board.
All business concerning the complaint and action resulting from it will be held "in committee".
Any member of the Board of Trustees who is personally interested in the complaint shall take no part in the discussion about it but may submit a statement on the matter. No person with any personal interest in the complaint shall be a member of any committee of inquiry.
While the formal procedures as set out above are available as a last resort, every effort should be made by all concerned to resolve the matter informally. The Chairperson of the Board has a key role in facilitating such a resolution.

CONCLUSION
The Board recognises its responsibility to balance the rights of individuals involved in a dispute against the collective good of the school as a whole and will ensure the principles of natural justice are adhered to.
___________________________________________________________________________
Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

COMPLAINTS AGAINST STAFF MEMBERS MANAGEMENT POLICY NO. 5.3

RATIONALE

The partnership of parents and school staff upon which the successful functioning of the school depends, requires mutual respect and trust between partners.

PURPOSES
To establish clear and fair procedures for working through differences between parents and staff to resolve problems in a way which is beneficial to all concerned.

GUIDELINES

All complaints whether written or verbal must, in the first instance, be directed through the principal.
Such complaints should be referred to the staff member concerned for a reply.
The principal will, after considering the nature of the complaint, attempt to bring about agreement between the parties as to an acceptable remedy.
If the parties concerned are unable to reach a mutually accepted agreement the principal will advise the complainant to make a formal written complaint to the board.
On receipt of a formal complaint the Board will refer the complaint to the principal who will advise the staff member of the complaint and of his/her right to seek union assistance. The board will also acknowledge receipt of the complaint and advise the complainant that they have referred the matter to the Board of Trustees Chairperson or other appropriate person.
The staff member will again be given the opportunity to respond to the formal complaint.
The assigned board member (assisted by the principal) will then undertake a formal inquiry to define the problem and attempt to reach agreement with those concerned as to a course of action to correct the situation.
The principal will report to the Board outlining action taken and/or to be taken. This action will take into consideration the nature of the problem: i.e., is it a question of professional competency or purely a disciplinary matter. Board policy and legal responsibilities will be taken into account. (cf policy statements P8 & P9).
The assigned board member will take all steps possible to keep the complainant informed of action being taken so far as confidentiality allows.
Full written records will be kept.
If resolution is not possible through mutual agreement further action will be taken in terms of the Board's policy on either (a) Professional Competency or (b) Staff Discipline.
Any member of the Board of Trustees who is personally interested in a complaint shall take no part in the discussion about it but may submit a statement on the matter.
All complaints shall be documented on a Complaints Record Sheet and filed by the principal.
All business concerning the complaint and action resulting from it will be held"

CONCLUS ION:
Every effort should be made to respond promptly to complaints so as to avoid the possibility of minor misunderstandings becoming major inter‑personal problems.
___________________________________________________________________________

Revision: Ratified: 19.9.07
Revision Date: Status: CURRENT

COMPLAINTS PROCEDURE FOR HANDLING MATTERS OF CONCERN TO PARENTS/CAREGIVERS NO. 5.2 & 5.3

GOAL

increase confidence and respect of parents and the community that staff can and do resolve parent issues

MEASURES OF SUCCESS:

Closure of cases
Satisfaction with the process we use
Reduction in the number of complaints received
Increase in the number of commendations received

GUIDELINES:

Teachers are to be the judges of when an issue qualifies under this requirement
Teachers will record incidences in the format attached
Teachers will act to resolve the complaints they receive and will record the actions they have taken to resolve the complaint
Where the complaint is beyond their authority teachers will refer the complaint along with details to the next appropriate person
Complaints will be resolved within 48 hours by confirming with the complainant the outcomes of any actions taken by the school
Where a complaint is likely to take more than 48 hours the principal will be advised of this
The record of complaints will be filed with the principal at the end of each week
The principal will report to the Board on the complaints

REVIEW:
This system will be reviewed on an as needs basis.
____________________________________________________________________________

Revision: Ratified:
Revision Date: Status: CURRENT

COPYRIGHT MANAGEMENT POLICY NO. 14.2

RATIONALE
The school is governed by Law with respect to the use of musical scores, videos, books, films and other copyright materials. Compliance is essential.

PURPOSES
To put in place copyright procedures which are fully compliant with the Law.

GUIDELINES
Under Section 221 of the Copyright Act, schools are permitted to copy and use copyrighted material for educational purposes so long as:

1.             a)             only a reasonable proportion of the work is copied and in any case no more than 10%.
b)           No more than one copy per person in the class is produced.
c)             No profit is made.
d)           It is used only for instruction.
e)             It is used for performance so long as the audience is limited to pupils and teachers and does not include parents.
f)             Any play or musical score for parent or public performance first has permission from the person holding performing rights.
2.             National Film Library films and videos are automatically usable as a blanket waiver covers them.
3.             Commercially hired videos, taped videos or TV programmes may be shown in the school subject to the provisions of the Copyright Act.
4.             Any staff member breaching legislation is liable to a fine to a maximum of $10,000. Staff will be responsible for adhering to the requirements of the legislation relating to Copyright.

CONCLUSION
Adherence to this policy will provide staff and the Board with protection from prosecution under the Copyright Act.
___________________________________________________________________________
Revision: Ratified:
Revision Date: Status: CURRENT

Credit Card Policy

Adopted by the Board of Trustees on 19 August 2009

The Board of Trustees (the Board) of Nelson Central School (the School) has consulted with staff and parents in the formulation of this Policy (the Policy). The Policy was approved and adopted by the Board at its meeting held on19 August and became effective from that date.

Introduction

1. The Board agrees that it has a responsibility to ensure that credit card expenditure incurred by the School must clearly be linked to the business of the School. The Board has agreed on the fundamental principles of this Policy, and has delegated responsibility for the implementation and monitoring of this Policy to the Principal.

2. The Board requires the Principal, as the chief executive and the Board's most senior employee, to implement and manage this Policy. The Principal may, from time to time, further delegate some of their responsibilities, and all such delegations must be attached as appendices to this policy.

3. This Policy must be read in conjunction with other Board Policies, and the exercising of all authority and responsibilities conferred under this Policy must be in accordance with the Schedule of Delegations and may not exceed an individual's established level of delegated authority.

Process for Issue of Credit Cards

4. Credit cards should only be issued to staff members after being authorised by the Board.

5. A register of cardholders should be maintained.

6. The limits set for credit card use should not exceed the overall financial delegation of the cardholder, as set out in the Schedule of Delegations. Any variations require Board approval.

7. Prior to the card being issued, the recipient must be given a copy of this policy and be required to sign it off to signify that they have read and understood it.

Procedures to be Followed when Using the Card

8. The credit card is not to be used for any personal expenditure.

9. The credit card will only be used for:

payment of actual and reasonable travel, accommodation and meal expenses incurred on School business; or
purchase of goods authorised by the principal.

10. All expenditure charged to the credit card should be supported by:

A credit card slip
A detailed invoice or receipt to confirm that the expenses are properly incurred on School business
For expenditure incurred in New Zealand of value greater than $50 (including GST) there should also be a GST invoice to support the GST input credit

11. The credit card statement should be certified by the cardholder as evidence of the validity of expenditure.

13. All purchases should be accounted for within 5 working days of receiving a credit card statement.

Cash Advances

14. Cash advances are not permitted except in an emergency.

15. Where cash advances are taken, the cardholder must provide a full reconciliation, with receipts wherever possible, of how the cash was used. Any unspent monies must be returned to the School.

Discretionary Benefits

16. Any benefits of the credit card such as a membership awards programme are only to be used for the benefit of the School. They should not be redeemed for personal use.

Cardholder Responsibilities

17. The cardholder should never allow another person to use the card.

18. The cardholder must protect the pin number of the card.

19. The cardholder must only purchase within the credit limit applicable to the card.

20. The cardholder must notify the credit card company and the school immediately if the card is lost or stolen.

22. The cardholder must return the credit card to the School upon ceasing employment there or at any time upon request by the Board.

Approval

23. When the Board approved this Policy it agreed that no variations of this Policy or amendments to it can be made except with the unanimous approval of the Board.

24. As part of its approval the Board requires the Principal to circulate this policy to all staff who hold a school credit card, and for a copy to be included in the School Policy Manual. The School policy manual shall also be made available to students and parents at their request. The Board requires that the Principal arrange for all new staff to be made familiar with this Policy and other policies approved by the Board.

Nelson Central School Cybersafety Policy

Important terms used in this document: (a) The abbreviation 'ICT' in this document refers to the term 'Information and Communication Technologies. (b) 'Cybersafety' refers to the safe and responsible use of the Internet and ICT equipment/devices, including mobile phones (c) 'School ICT' refers to the school's computer network, Internet access facilities, computers, and other school ICT equipment/devices as outlined in (d) below (d) The term 'ICT equipment / devices' used in this document, includes but is not limited to, computers (such as desktops, laptops, PDAs), storage devices (such as USB and flash memory devices, CDs, DVDs, floppy disks, iPods, MP3 players), cameras (such as video, digital, webcams), all types of mobile phones, video and audio players/receivers (such as portable CD and DVD players),Gaming Consoles, and any other, similar, technologies as they come into use.

Rationale

Nelson Central School has a statutory obligation to maintain a safe physical and emotional environment, and a responsibility to consult with the community. In addition Nelson Central School Board of Trustees has a responsibility to be a good employer.

These three responsibilities are increasingly being linked to the use of the Internet and Information Communication Technologies (ICT), and a number of related cybersafety issues. The Internet and ICT devices/equipment bring great benefits to the teaching and learning programmes, and to the effective operation of the school.

The Board of Nelson Central School places a high priority on providing the school with Internet facilities and ICT devices / equipment which will benefit student learning outcomes, and the effective operation of the school.

However, the Board recognises that the presence in the learning environment of these technologies
(some provided partly or wholly by the school and some privately owned by staff, students and other members of the school community), can also facilitate anti-social, inappropriate, and even illegal, material and activities. The school has the dual responsibility to maximise the benefits of these technologies, while at the same time to minimise and manage the risks.

The Board thus acknowledges the need to have in place rigorous and effective school cybersafety practices which are directed and guided by this cybersafety policy.

Policy

Nelson Central School will develop and maintain rigorous and effective cybersafety practices which aim to maximise the benefits of the Internet and ICT devices/equipment to student learning and to the effective operation of the school, while minimising and managing any risks.

These cybersafety practices will aim to not only maintain a cybersafe school environment, but also aim to address the need of students and other members of the school community to receive education about the safe and responsible use of present and developing information and communication technologies.

Policy guidelines

Associated issues the school will address include: the need for on-going funding for cybersafety practices through inclusion in the annual budget, the review of the school's annual and strategic plan, the deployment of staff, professional development and training, implications for the design and delivery of the curriculum, the need for relevant education about cybersafety for the school community, disciplinary responses appropriate to breaches of cybersafety, the availability of appropriate pastoral support, and potential employment issues.

To develop a cybersafe school environment, the board will delegate to the principal the responsibility to achieve this goal by developing and implementing the appropriate management procedures, practices, electronic systems, and educational programmes. These will be based on the latest version of the NetSafe® programme for schools, endorsed by the New Zealand Ministry of Education. The NetSafe® Kit for Schools, including its templates for policies and use agreements, will play a central role in this process.
A process for reporting back to the board by the principal will be agreed upon and established. Frequency and content of reporting will be included.

In recognition of its guardianship and governance role in the cybersafety of the school, the board will also develop a policy relating to board trustee use of ICT devices / equipment. This will cover all use of school-owned/leased and privately owned/leased ICT devices/equipment containing school data/information on or off the school site.

Guidelines for Nelson Central School cybersafety practices

The school's cybersafety practices are to be based on information contained in the latest version of the NetSafe® Kit for Schools, which is endorsed by the New Zealand Ministry of Education as best practice for New Zealand schools.
No individual may use the school Internet facilities and school-owned/leased ICT devices/equipment in any circumstances unless the appropriate use agreement has been signed and returned to the school. Use agreements also apply to the use of privately-owned/leased ICT devices/equipment on the school site, or at/for any school-related activity, regardless of its location. This includes off-site access to the school network from school or privately-owned/leased equipment.
Nelson Central School use agreements will cover all board employees, all students (including adult and community), and any other individuals authorised to make use of the school Internet facilities and ICT devices/equipment, such as teacher trainees, external tutors and providers, contractors, parents and other special visitors to the school.
The use agreements are also an educative tool and should be used as a resource for the professional development of staff.
Use of the Internet and the ICT devices/equipment by staff, students and other approved users at Nelson Central School is to be limited to educational, professional development, and personal usage appropriate in the school environment, as defined in individual use agreements.
Signed use agreements will be filed in a secure place, and an appropriate system devised which facilitates confirmation that particular individuals are authorised to make use of the Internet and ICT devices/equipment.
The school has the right to monitor, access and review all use. This includes personal emails sent and received on the schools computer/s and/or network facilities at all times.
The school has the right to audit at anytime any material on equipment that is owned or leased by the school. The school may also request permission to audit privately owned ICT devices/equipment used on the school site or at any school related activity.
Issues relating to confidentiality, such as sighting student or staff information, reasons for collecting data and the secure storage of personal details and information (including images) will be subject to the provisions of the Privacy Act 1993.
The safety of children is of paramount concern. Any apparent breach of cybersafety will be taken seriously. The response to individual incidents will follow the procedures developed as part of the school's cybersafety practices. In serious incidents, advice will be sought from an appropriate source, such as NetSafe, the New Zealand School Trustees Association and/or a lawyer with specialist knowledge in this area. There will be special attention paid to the need for specific procedures regarding the gathering of evidence in potentially serious cases. If illegal material or activities are suspected, the matter may need to be reported to the relevant law enforcement agency.

Additional information can be found on the Netsafe website

____________________________________________________________________

Revision: Ratified:
Revision Date: 1.5.07 Status: CURRENT

ENROLMENTS MANAGEMENT POLICY NO. 11.03

RATIONALE
The process of enrolment needs to be a pleasant and non threatening experience conducted in a relaxed and friendly manner. The opportunity to exchange information may be crucial in ensuring that the child and family make an easy entry into the school community.

PURPOSES
To ensure staff and parents have guidelines for ensuring students have a smooth transition to school.

GUIDELINES

All pre-school establishments contributing children to the school will be surveyed in October of each year to determine the number and date of entry of five year olds.
Each pre‑school establishment will be supplied with a number of pamphlets outlining features of the school, enrolment procedures and arrangements for visits to the classroom.
Where possible appointments will be made for enrolments.
The principal will conduct all enrolments.
Except for five year olds, entry to the classroom will be made on the day following the enrolment. This will allow time for the child to be appropriately placed and for the class teacher to arrange for furniture, buddy support and stationery.
Non-confidential data i.e. family name, address, telephone number and class will be supplied to the convenor of the School-Community Relations Advisory Group to arrange for a welcoming contact to be made.
Copies of enrolment forms will be given to the classroom teacher and to the school secretary for processing and
Before enrolments are accepted from parents wishing to change schools because of disenchantment with another local school counseling against such a move will be undertaken. Enrolments will be accepted if it can be established that all avenues have been explored to solve any problems which exist.
Enrolments involving the mainstreaming of children with Special Needs will be made, but where necessary attempts will be made to postpone attendance until adequate support systems are in place.

CONCLUSION
Enrolment procedures need to reflect the centrality of the child in the operation of the school.
___________________________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

Entertainment Policy

Adopted by the Board of Trustees on 19 August 2009

The Board of Trustees (the Board) of Nelson Central School (the School) has consulted with staff and parents in the formulation of this Policy (the Policy). The Policy was approved and adopted by the Board at its meeting held on19 August and became effective from that date.

Introduction

1. The Board agrees that it has a responsibility to ensure that expenditure on entertainment incurred by the School must clearly be linked to the business of the School. The Board has agreed on the fundamental principles of this Policy, and has delegated responsibility for the implementation and monitoring of this Policy to the Principal.

2. The Board requires the Principal, as the chief executive and the Board's most senior employee, to implement and manage this Policy. The Principal may, from time to time, further delegate some of their responsibilities, and all such delegations must be attached as appendices to this policy.

3. This Policy must be read in conjunction with other Board Policies, and the exercising of all authority and responsibilities conferred under this Policy must be in accordance with the Schedule of Delegations and may not exceed an individual's established level of delegated authority.

Purposes of Entertainment

Entertainment expenditure in general will be for the following purposes:
Building relationships and goodwill
Representation of the school in a social situation
Hospitality provided in the course of school business to external parties
Internal social functions

5. The purpose of all purchases should be transparent and the amount expended able to be demonstrated as reasonable and appropriate.

School Events and Staff Meetings

6. This includes conferences, seminars, workshops, training courses and meetings.

7. When deciding upon a venue, teachers should take into account location, accommodation standard and tariff rates. They should give due consideration to the nature of the event, total cost, expectations of participants and their home location.

8. When deciding upon catering, teachers should take into account the nature of the event and the quality of food required. Lunch should only be provided for staff meetings where it is not possible to arrange the meeting for a period which avoids the lunch break.

Alcohol Purchases

9. The school should only purchase alcohol for entertainment purposes.

10. Purchases are usually for the consumption by staff and guests at school hosted events. The amount expended needs to be demonstrably reasonable and appropriate for the event and should be sufficient for moderate consumption only.

Approval

11. When the Board approved this Policy it agreed that no variations of this Policy or amendments to it can be made except with the unanimous approval of the Board.

12. As part of its approval the Board requires the Principal to circulate this policy to all staff, and for a copy to be included in the School Policy Manual, copies of which shall be available to all staff. The School policy manual shall also be made available to students and parents at their request. The Board requires that the Principal arrange for all new staff to be made familiar with this Policy and other policies approved by the Board.

EQUAL EMPLOYMENT OPPORTUNITIES MANAGEMENT POLICY NO. 6.1

RATIONALE
Nelson Central School is committed to creating a workplace free from discrimination and ensuring all employees receive fair and equitable treatment.

PURPOSES

To ensure that discriminatory practices and policies do not influence employment opportunities.
To establish and maintain affirmative action programmes for Māori, Pacific Islanders, people with disabilities, ethnic or minority groups and those disadvantaged by age.
To annually review and monitor the school's E.E.O. programme.

GUIDELINES

The appointment and professional development policies will be equitable in the areas of recruitment and selection and training.
Data will be collected to provide an analysis of the Board of Trustee's employees and applicants for positions. In particular the position of the target groups is likely to be identified.
Target dates will be established for achieving the goals set in the annual plan.
In Term 4 the plan will be reviewed. This review will form the basis of a report to the Board of Trustees, staff and Ministry of Education. It will also provide direction for the subsequent plan.
An E.E.O. complaints procedure will be established and available to all staff.
A mediation committee will be established annually and staff will be notified of its membership.

CONCLUSION
Nelson Central School will be a workplace where all employees and potential employees are treated equitably.
____________________________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

EQUITY ISSUES MANAGEMENT POLICY NO. 6.2

RATIONALE
To achieve equity (the application of fairness) within the context of the school there is sometimes a need for the provision of unequal resources so that fairer outcomes can be achieved. The equity issue may arise in the areas of gender, race, socio-economic group belief system and/or disability.

PURPOSES
To ensure the school has guidelines for handling equity issues.

GUIDELINES

In the allocation of resources all aspects of equity will be kept in mind. Budget allocations, resource purchases, deployment of staff, utilization of space and equipment, classroom organisation and management, role models, and selection of staff will reflect the schools commitment to continually seeking to achieve equity.
Children in the school will be encouraged to consider equity issues through use of the teachable moment, discussion of class school‑based issues, role play, framing class rules/ guidelines, studies using literature, video, specifically designed units of work, conducting surveys, identifying priorities etc.
Where necessary rules, guidelines or strategies will be put in place, after discussion with appropriate groups, to attempt to gain fairer outcomes. eg. Such steps may need to be taken in classrooms to ensure girls achieve equity in the use of the computer). As the desired behaviours become established the 'controls' can relax.

CONCLUSION
With greater awareness of the issues, which can mitigate against fair outcomes, and a commitment to address them, the school will become better equipped to achieve its mission.
___________________________________________________________________________
Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

Finance Policy

Adopted by the Board of Trustees on 19 August 2009

The Board of Trustees (the Board) of Nelson Central School (the School) has consulted with staff and parents in the formulation of this Policy (the Policy). The Policy was approved and adopted by the Board at its meeting held on19 August and became effective from that date.

Goals

To effectively manage the school's financial resources and use them to achieve the goals set within the Charter and Strategic Plan.
To maintain accountability for and control of the school's financial resources.
To safeguard the assets of the school for future generations of students.

Objectives

Produce a budget for the coming year by 10 December and present it to the Board for approval.
Keep expenditure within budget and report monthly to the Principal and Board on performance against that budget.
Ensure all expenditure, and commitment of expenditure, is approved within the Board's delegations.
Ensure reports comply with public sector accounting standards, and that the annual financial statements are presented to the Ministry of Education on time.
Ensure records of all financial transactions are correct and up to date.

Function of the Board:
The Board of Trustees retains primary responsibility for the overall financial management of the school in accordance with governance obligations. From time to time it will delegate some of its authority and responsibilities to Committees and staff members, however in each of these cases it will retain an overseeing role.

Specific Responsibilities Retained by the Board
The Board has retained the following financial management responsibilities:

Approval of the finance policy
Approval of all delegations
Approval of the annual budget
Approval of any expenditure in excess of budgeted levels.

In addition to this the Board will receive a monthly report from the Finance Committee summarising the school's performance against budget and outlining the Finance Committee's expectations for the remainder of the year.

Function of the Finance Committee
The Board has created the Finance Committee to take responsibility for overseeing the day-to-day management of the school's financial resources, commitments and obligations. The Committee shall oversee the preparation of budgets, monitor the collection of revenue, monitor expenditure, and provide advice to the Board and to the Principal on financial matters.

Specific Responsibilities Delegated to the Finance Committee

Budgeting:

Consult with school's budget holders for budget preparation
Ensure budgets are drafted
Ensure the final budget is presented to the Board for approval.

Monitoring:

Monitor budget control and cashflow
Report expenditure outside the budget to the Board.

Reporting:

Provide the Board of Trustees with a monthly financial report
Ensure reports comply with legislation, authoritative accounting standards and generally accepted accounting principles
Ensure draft annual financial statements are presented to the Board prior to [Date]
Ensure the draft financial statements are provided to the auditor by 31 March
Present draft or final financial statements at the Annual General Meeting
Ensure the audited financial statements are provided to the Ministry of Education by 31 May.

Provide Advice:

Give advice to the Board as required about the school's financial management
Advise the Board of Trustees on financial procedures set out by the Ministry of Education
Advise the Principal on financial management.

Record Keeping:

Maintain a register setting out financial responsibilities and delegations
Oversee the maintenance of the asset register
Maintain appropriate accounting and purchasing procedures, and make recommendations to the Board on their implementation.

Responsibilities of the Principal:

The Principal will manage this policy on the Board's behalf and ensure appropriate systems and procedures are in place to safeguard the school's assets.

As part of its approval the Board requires the Principal to circulate this Policy to all staff, and for a copy to be included in the School Policy Manual, copies of which shall be available to all staff. The school policy manual shall also be made available to students and parents at their request. The Board requires that the Principal arrange for all new staff to be made familiar with this Policy and other policies approved by the Board.

FINANCIAL MANAGEMENT MANAGEMENT POLICY NO. 7.2

RATIONALE
The Board of Trustees is responsible for all finances in the school in accordance with its governance obligations. The Principal will manage the above policy on its behalf, setting up appropriate procedures to do so.

PURPOSES
1. To ensure the school's financial resources are used to work towards achieving goals within the charter and strategic plan.
2. To ensure accountability for and control of the school's financial resources.

GUIDELINES
1.             This policy to be read in conjunction with the policies on financial management, financial systems, and controlling and monitoring income & expenditure.
2.             The finance committee will undertake the duties as outlined in the board of trustees' statement about responsibilities for finance management.
3.             A budget will be produced by the end of November for the coming year, and presented to the Board for approval at the December meeting.
4.             Expenditure will be kept within budget by means of appropriate procedures, and regular monitoring.
5.             All expenditure, and commitment of expenditure, will be approved within recognised delegations.
6.             Monthly status reports of year to date expenditure will be tabled for the Board.
7.             Reports complying with Public Sector Accounting Standards will be prepared annually for audit by the auditor appointed by the Audit Office, and will be made available to the community.
8.             Records of all financial transactions will be kept accurate and up to date.
9.             Accounting and purchasing procedures will be developed and the Principal will be responsible for their implementation.
10.           A register setting out financial responsibilities and authorities will be maintained.
11.           An assets register will be maintained.

CONCLUSION
Financial management is crucial to the health of the school both in providing adequate funding for day to day needs, and in planning for the future.
___________________________________________________________________________
Revision: Ratified: 15.11.03
Revision Date: Status: CURRENT

FINANCIAL SYSTEMS MANAGEMENT POLICY NO. 7.1

RATIONALE
An adequate financial system is required in order for the school to function efficiently and effectively.

PURPOSE
1. To set some guidelines for putting in place and monitoring the Board's financial system.

GUIDELINES
1.             It is necessary for all school money to be paid into the school account, rather than into accounts created for activities or clubs. In no circumstances should staff put money through their own accounts. This policy should be read in conjunction with other statements on finance.
2.             Staff will be informed by the Principal of their role in the financial management system and where or to whom they go to find further information.
3.             The financial planning system should, as much as possible, be an open one. All staff should know how it operates, when and how the budgeting is done, and what the budget allocations are.
4.             It is vitally important that all staff understand the difference between authority to order goods or services and the administrative task of paying for them. Once goods or services are ordered, the money is committed, and the school has then entered into a contract with the supplier. The delegated authority to order goods or services will be properly established, monitored and controlled.
5.             Definite instruction will be provided when it comes to any aspect of internal control or system. Those controls will be well defined, understood by all staff, and consistently applied. Most of the systems are there not only to protect the Board's responsibilities, but also to avoid placing staff in situations where integrity can be questioned.
6.             Documentation will include but not be limited to invoices, receipts and bank statements. The school will collect the appropriate degree of data, and maintain the right records in order to have the information for management use for end-of-year reports.
7.             Make sure that the various elements of the system are consistent.   Consistent use will be made of the same set of codes and headings in the budget, chart of accounts, and monthly reports.

CONCLUSION
When a clearly defined financial system is in operation routine matters will be handled effectively and all staff will know and be able to use it as appropriate.
___________________________________________________________________________

Revision: Ratified:15.11.03
Revision Date: Status: CURRENT

FUNDING OF SCHOOL CAMPS MANAGEMENT POLICY NO. 11.01

RATIONALE
This policy is based on the school's philosophy that Camping experiences are an integral part of the school's Education Outside the Classroom programme.

PURPOSES

To ensure that where possible the expenses generated by school camps are covered by those taking part.
To ensure that no child is prevented from attending a school camp because of financial reasons.
To ensure that the expenses generated by a school camp are kept to a minimum.
To ensure that where fund raising is authorized for a school camp that any surplus funds are retained as an accumulative camp fund.
To ensure that a statement of accounts is kept for each camp.

GUIDELINES

An estimate of costs for a school camp will be part of the original proposal presented to the principal for approval.
The level of cost per child will be a consideration to be taken into account before approval is given for the camp to proceed.
Any activities designed to raise funds, other than direct charge on parents, should be included in the original proposal and will be subject to the principal's approval.
Anticipated claims for travel costs for pre‑camp visits, and/or emergency vehicle and school camp allowance payable to teachers should also be included in the original proposal.
All money received for the camp through direct charge, sponsorship or fund raising will be receipted and banked.
Camp fee to be paid by parent will be set when fundraising or sponsorship funds to hand.
A ledger will be kept for each camp.
All camp costs will be paid by cheque and will be supported by invoice, cash docket, receipt and/or reimbursement claim.
A statement of account will be produced for each camp itemizing receipts and expenditure.
Where a surplus occurs on camps solely financed through direct payment by parents this may be dispersed back to those who paid.
Where a surplus occurs on camps, which have been partly or wholly supported by fund raising or sponsorship this will be credited to an accumulative camp fund.
Where a camp incurs costs above the amount received the statement of accounts will be passed on to the Executive Group of the Board of Trustees for their decision on how the deficit will be met.
The Board of Trustees, through the Executive Group, will each year review the level of funding in the Camp Fund and consider its retention at the time, its disbursement to purchase equipment related to camping, its use to subsidize camps, or its allocation of funds from the Operational Grant.

CONCLUSION
This policy supplements that which outlines matters related to Education Outside The Classroom. Matters of funding will be a requirement of any proposal presented for approval to run a school camp.
___________________________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

FUNDRAISING MANAGEMENT POLICY NO. 7.3

RATIONALE
Enhancement of the school's facilities and resources to aid in providing a safe, attractive and stimulating learning environment will be more likely if a programme of co-ordinated fund raising is undertaken each year.

PURPOSES
To set out guidelines for handling fundraising issues in the school.

GUIDELINES

All major fund raising ventures undertaken in the name of the school, or by sections of the school, will require prior approval from the Board of Trustees.
The Board of Trustees will set a voluntary amenity levy each year.
The Board of Trustees will set charges to be made for the use of school facilities each year.
As a general practice fundraising for organisations outside of the school such as World Vision 40 Hour Famine and Jump Rope for Heart, will be subject to approval by the principal.
Minor fundraising activities for class or syndicate activities will be subject to approval by the principal.
Children will require parental approval before being used to take part in major fund raising events.
The organisers will carefully account for all proceeds raised by fund raising ventures.
The Board of Trustees requires written accounts for all major fund raising ventures.
All funds raised through approved fund‑raising ventures will be lodged in the Board of Trustee's Account.
Costs incurred by groups undertaking fund raising ventures must be supported by Tax invoices for payment by cheque.
Groups seeking approval for fund raising ventures will need to identify the purposes for which funds are being raised.
Approval for the expenditure of the proceeds of major fund raising will rest with the Board of Trustees.

CONCLUSION
Money raised through fund‑raising will provide experiences; facilities and resources which the operational grant cannot meet thus enhancing children's learning.

___________________________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

Gift Policy

Adopted by the Board of Trustees on 19 August 2009

The Board of Trustees (the Board) of Nelson Central School (the School) has consulted with staff and parents in the formulation of this Policy (the Policy). The Policy was approved and adopted by the Board at its meeting held on19 August and became effective from that date.

Introduction

1. The Board agrees that it has a responsibility to ensure that expenditure on gifts incurred by the School must clearly be linked to the business of the School. The Board has agreed on the fundamental principles of this Policy, and has delegated responsibility for the implementation and monitoring of this Policy to the Principal.

2. The Board requires the Principal, as the chief executive and the Board's most senior employee, to implement and manage this Policy. The Principal may, from time to time, further delegate some of their responsibilities, and all such delegations must be attached as appendices to this policy.

3. This Policy must be read in conjunction with other Board Policies, and the exercising of all authority and responsibilities conferred under this Policy must be in accordance with the Schedule of Delegations and may not exceed an individual's established level of delegated authority.

Giving Gifts

4. All gifts should be purchased through the School's normal purchase procedures.

5. A full register must be maintained of all gift purchases, including what was purchased, costs and recipients. The Board will review this register periodically.

6. The cost of a gift should be reasonable and appropriately reflect the benefit received.

7. If the gift is to be given during international travel, then the staff member should receive authorisation for the value of the intended koha/gift before the travel. If the need to purchase a gift arises unexpectedly during international travel, then a full record of the gift should be added to the gift register. The cost of such a gift should be justifiable to the Board.

Receiving Gifts

8. Gifts should not be accepted if there is concern that their acceptance could be seen by others as an inducement or a reward that might place the staff member under an obligation.

9. If gifts received are small and of little value (under $50), then the recipient may keep the gift.

10. If the gift is larger and more valuable, then the recipients must advise the Board of the gift. The gift will be given to the school to use unless the Board agrees to an exception to this policy.

11. If the gift arises from an employee's role as an employee of the Board, then the gift remains the property of the Board. Receipt of the gift should be declared to the Principal.

12. A formal register of gifts must be kept if the gift is obviously in excess of $50 in value or is attractive in nature. Gifts regarded as attractive in nature include jewellery, watches and electronic items.

Approval

13. When the Board approved this Policy it agreed that no variations of this Policy or amendments to it can be made except with the unanimous approval of the Board.

14. As part of its approval the Board requires the Principal to circulate this policy to all staff, and for a copy to be included in the School Policy Manual, copies of which shall be available to all staff. The School policy manual shall also be made available to students and parents at their request. The Board requires that the Principal arrange for all new staff to be made familiar with this Policy and other policies approved by the Board.

HEALTH AND SAFETY IN EMPLOYMENT POLICY NO. 10.6
RATIONALE
The Health and Safety in Employment Act requires the Board of Trustees, as an employer, to take all practicable steps to ensure the safety of employees at work. This includes teaching and non teaching staff and on-site contractors.vThe Board of Trustees is also required to take all practicable steps to see that its employees ensure the safety of students.
PURPOSES

To maintain or exceed minimum physical health/safety standards.
To implement health/safety management systems.

GUIDELINES

This policy should be read in conjunction with other polices on health and safety.
The Board of Trustees must:

Maintain, in consultation with employees, a plan to identify health/safety dangers/hazards.
Take action to eliminate/isolate/minimize immediately any identified danger/hazard; or, notify the Ministry of Edu cation immediately to ensure indemnity.
Inform employees about the nature of the hazards likely to be encountered in the workplace and to ensure that employees are adequately trained and supervised to perform their tasks safely.
Maintain first aid facilities.
Maintain a register of accidents (harm) and incidents (potential harm), and

record all accidents/incidents regardless of whether harm has occurred or not.
record treatments.
report all serious harm to Department of Labour and Ministry of Education (for indemnity).
investigate such occurrences to determine whether they were caused by or arose from a significant hazard.

The Board of Trustees will ensure that any contractor or sub-contractor involved with the school will meet the Board's safety standards. An appropriate way to clarify these issues is for such matters as safety policy, safe operating procedures, accident reporting and investigation and training be covered in the contractual arrangement between the parties.

CONCLUSION
Adherence to the Health and Safety in Employment Act will ensure the school is a safe and healthy environment for its employees and students, and will minimise the possibility of litigation against the school under the Act.
_____________________________________________________________________
Revision Date: Ratified: 14.09.99
Reviewed Status: Current

INJURY PREVENTION AND TREATMENT MANAGEMENT POLICY NO. 10.4

RATIONALE
Parents/Caregivers expect children to be safe while at school. If injuries do occur, adequate care shall be available.

PURPOSES

To keep records of injuries and use this information to identify and modify hazardous environments and activities so as to reduce the frequency and severity of injuries.
To maintain procedures for the treatment and referral of injured students.
To ensure that updated lists of emergency contacts and existing medical conditions are available for every student.
To assist with the rehabilitation of injured students.

GUIDELINES

This policy should be read in conjunction with other polices on health and safety.
The procedures for preventing and reporting injury will be in accordance with the Health and Safety in Employment policy.
Essential information relating to student health will be obtained on enrolment and will be updated as parents/caregivers notify the school of changes. This information will be readily accessible in the office for staff and health professionals.
The first priority of the school will be to ensure the student receives prompt and effective medical care. Parents/Caregivers or others noted in the student information file will be contacted whenever a student is injured at school.
First Aid Kits will be provided and maintained. A kit must be taken on school trips.
Suitable procedures for treating injuries will be used by people who deal with injuries.
First Aid Councillors will be trained to deal with minor injuries. If in doubt about treatment they will call the staff member with the responsibility for First Aid.
Procedural questions will be asked of injured students.
Criteria for referral of students to medical care will be displayed in the medical room and all staff will be requested to be familiar with them.
An injury report form must be completed by the teacher who attended the child when a student is referred by the school for further treatment.
The school, at its discretion, will hold and administer medication if asked by parents to do so. Staff, within reason, will be made familiar with how to administer medication.
A designated staff member will have responsibility to ensure administration procedures, reports and accident/injury statistics are updated, compiled and reported to the Principal, with recommendations to improve safety.
The Board of Trustees will fund the attendance of staff at First Aid Courses so that at all times at least four staff members have current certificates and all staff will receive basic First Aid training regularly.

CONCLUSION
Accidents will happen from time to time and the implementation of this policy will ensure the injuries are minimised and effective treatment is provided when personal injury has been sustained. Time away from the classroom environment will be minimised.
___________________________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

JOB DESCRIPTIONS MANAGEMENT POLICY NO 5.8

RATIONALE
A written conceptual job description sets out general expectations of the work to be performed by teachers. It is not meant to be definitive and provides scope for staff to determine what aspects of the job will be emphasised during what periods of time. Thus it places a lot of professional responsibility for accountability on staff.

PURPOSES

To serve as a frame of reference in defining the general and specific responsibilities of a teaching position.
To establish accountability relationships.

GUIDELINES

A job description will form part of the school's performance management system.
A job description will set out the scope of the work expected of a teacher in terms of objectives and desired outcomes.
The job description for non-teaching staff should cover broad performance areas relevant to the type of work being done.
For teachers a job description will set out how performance areas should be achieved in four important areas of school life; teaching a class or group of student, developing classroom culture, contributing to school culture, maintaining professional knowledge, carrying out specific responsibilities.
The 1985 NZEI publication, “Appraisal - a process for development” and
“The Reflective Principal” by Prebble and Stewart may be used to assist in the writing of job descriptions.
Job descriptions will be negotiated with the Principal before the end of February each year. The result of negotiations may be a 'rollover' that will be confirmed in writing by the Principal.
An agreed job description will be the starting point for preparation of performance objectives for appraisal and for summative appraisal purposes.

CONCLUSION
A job description will provide suitable expectations and guidance for a teacher and form the basis for negotiating other activities and responsibilities a teacher may exercise in the school.

___________________________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

JOB SHARE MANAGEMENT POLICY NO 5.16

RATIONALE
The Board of Trustees is responsible for ensuring suitable staffing in the school. Efforts have to be made to ensure staffing arrangements are in the best interests of students. Staffing arrangements need to take account of the Board's responsibilities to students, staff and the community.

PURPOSES

To provide guidelines within which job share arrangements will be considered.
To provide guidelines for the operation of job share arrangements in the school.
To ensure sound management of the school.

GUIDELINES

Applications will be considered where there is an opportunity to improve the skills base of teaching staff and enhance learning opportunities for children.
The number of teaching job share positions in the school at any one time will be limited to two.
The opportunity to job share will be available to all teaching staff subject to these guidelines.
People entering into a job share arrangement will be required to sign and work to an agreed contract based on the NZEI model and currently used in the school.
Job share arrangements will be reviewed on an annual basis with no commitment to continuing the arrangements.
Job share arrangements may be discontinued at any time if, in the opinion of the Principal, the arrangement is not in the best interests of students or the school.

CONCLUSION

When the guidelines above are exercised the interests of students, staff and community will be safeguarded.

___________________________________________________________________________

Revision: Ratified:
Revision Date: Status: CURRENT

LEAVE MANAGEMENT POLICY NO. 5.6

The processes by which leave is granted and the conditions, which will govern the granting of leave, need to be easy to interpret. In order that decisions can be made quickly as possible most applications for leave will be processed by the principal.

PURPOSES
To ensure staff have clear guidelines by which applications for leave are considered.

GUIDELINES

All applications for leave, except bereavement, compassionate and sick leave, will be lodged in writing.
Applications for leave of up to a week need to be lodged with the Principal at least a fortnight prior to the event.
Applications for leave of more than a week need to be lodged where possible with the Principal at least four weeks prior to the event.
Applications for leave of more than six weeks duration will be referred to the Executive Advisory Group. All leave of less than six weeks the principal will process.
All decisions regarding leave will be made in accordance with the conditions of the appropriate awards.
All decisions regarding written applications for leave will be made in writing to the applicant, with copies to syndicate leader, Board of Trustees Secretary and Treasurer, and the Payroll Manager of School Support Ltd.
All decisions regarding leave will be reported to the Board of Trustees through the Principal's Report.
Staff members seeking more than a year's leave may be required to resign their position.
Staff members with less than five years service may be required to resign their position if seeking leave of more than one term's duration.
Guidelines 8 and 9 will not apply to maternity leave, for which Special Award provisions apply.
Personal circumstances of applicants may lead to the Board of Trustees waiving or modifying Guidelines 8 and 9.
The Chairman and/or Executive Advisory Group will process leave applications lodged by the Principal.

CONCLUSION
In all matters involving leave the Principal and the Board of Trustees will act impartially giving consideration to: their role of being a good employer, cultural factors, and the demands of the charter, particularly the mission statement and EEO policy.
___________________________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

MANAGEMENT UNITS MANAGEMENT POLICY NO. 5.13

RATIONALE
The Primary Teachers Collective Employment Contract has presented a situation that needs managing.

PURPOSES
1.     To describe clear guidelines and procedures to ensure the process of handling the allocation or removal of units is transparent.
2.     To ensure the needs of the school are met.
3.     To ensure staff and students are treated fairly.
4.     To ensure there is a career structure for teachers.

GUIDELINES
1.     The terms of the Primary Teachers Collective Employment Contract will be observed.
2.     Up to 40% of units may be fixed term units.
3.     Relinquishing units:
a.      Units may be relinquished at any time
b.     Process for allocating units that have been relinquished
c.      Where there is no actual teacher vacancy units may be advertised internally
d.     Where the units concern a Deputy or Assistant Principal and there is an actual vacancy, the position and units will be advertised nationally
4.     When units need to be reduced -
e.      The terms of the Primary Teachers Collective Employment Contract will be followed.
f.      When considering a 'needs analysis' this will be carried out according to the school's strategic plan and other planning documents.
5.     When units are gained -
g.     The terms of the Primary Teachers Collective Employment Agreement will be followed.
h.     When it is necessary to decide between two candidates the school's strategic plan will inform the decision.
i.      Recommendations on how units are to be used will be made by the Principal, after consultation with staff, to the Board of Trustees who will make the final decision.
6.     People who disagree with decisions under this policy may do so in writing to the Chairperson of the Board of Trustees within 14 days of the decision. The Board will consider the objection and make a final and binding decision.

CONCLUSION:
The policy should allow for a smooth transition to the management of the units approach to management. The policy should also provide a suitable process for handling new situations that are likely to occur.

Revision:                                                                                                              Ratified: 21.05.02
Revision Date:                                                                                                     Status: CURRENT

NON-ENROLLED STUDENTS MANAGEMENT POLICY NO 14.5

RATIONALE
Nelson Central School recognises that there will be requests for non-enrolled students to attend school for varying purposes and periods of time.

PURPOSE

To provide support for the integration needs of students from Maitai school and from other state or integrated schools.
To ensure there is a suitable basis for allowing other non-enrolled students to attend the school for some purposes.
To ensure Nelson Central School staff and students are not disadvantaged by having non-enrolled students attending sessions at the school.

GUIDELINES

The Principal will be responsible for considering requests for non enrolled students to attend the school in consultation with teachers.
The school may make a charge for sessions attended.
Nelson Central school staff will take part in integration programmes only on a voluntary basis.
Nelson Central staff will not be responsible for adapting lessons or carrying out assessment for non enrolled students who attend the school under this policy.
Arrangements for such programmes must not be disruptive to Nelson Central school students' learning.
Suitable staff from the visiting organisation will be required to support visits by providing adequate supervision.
Host schools, Parents/Caregivers will take responsibility for their students while they are at Nelson Central School.
The principal will have the discretion to decline any request for attendance taking into account all relevant factors including class sizes and arrangements.

CONCLUSION
Reasonable requests from non-enrolled students will be considered and may be met where suitable arrangements can be made, taking into account all relevant factors. Where attendance of non-enrolled students is considered prejudicial to the smooth functioning of the school, permission to attend will be cancelled.
____________________________________________________________________________
Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

POLICE VETTING MANAGEMENT POLICY NO. 5.10

PURPOSES

The Board takes every reasonable measure to protect pupils from harm (NAG5) and ensures that all employees maintain proper standards of integrity and conduct. New employees after 21 April 2002, will have had their backgrounds checked.

GUIDELINES

From 22 April 2002, all new employees and new contractors will undergo a police vet.
The school commits to the guidelines outlined in STA LINK, 18 April 2002/14.
In the event of a negative outcome of the vetting procedure, the board chairperson and the principal will decide an appropriate action (STA Link P3). Special consideration is given to convictions for violence, recent dishonesty, or offences of sexual misconduct.
No adverse action will be taken against people with a negative vet until a fair and reasonable opportunity is given to respond to the information.
The school will maintain the privacy and confidentiality of the individual. (STA P4 No 25-28)
At the discretion of the principal, those voluntary helpers who have close and sustained contact with children may be vetted.
All employees will be vetted every three years.
The school will pay the $10.00 fee required for the vetting process of current employees.
Further updated detail is continually available from the STA web-site: www.nzsta.org.nz
Appointments may be made subject to a satisfactory vet.

CONCLUSION

The vetting process is one way to manage the risk of potential harm to students in our care.
___________________________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

POLICY MANAGEMENT MANAGEMENT POLICY NO. 000

RATIONALE
Policies are an essential element in the successful governance and management of the school. To fulfil the requirements of the school charter it is necessary to identify key issues in the school and to formulate a policy for each of these. Policies will identify the purposes and the broad guidelines for procedures to be followed.

PURPOSES

To provide information for staff, students, parents/caregivers and the wider community about how the Board expects to fulfil its requirements under the school charter.
To enable school priorities to be set.
To ensure continuity in school operations.
To establish a basis for the development of school programmes.
To provide a clear set of objectives which are consistent with the school charter.
To provide a basis for evaluation and accountability.

GUIDELINES

The Board of Trustees, after consultation with the community, will have final responsibility for approving the policies by which it operates.
A policy sub-committee of the Board will be delegated the responsibility to facilitate the policy management process by determining: policies to be written or reviewed, the composition of policy writing groups and the consultation process to be followed. The sub-committee will present draft policies to the Board for comment and approval. The attached flow chart indicates the procedure by which Board policy writing will occur.
The school community will be encouraged to take part in the development of all policies.
The community and the staff will be invited to make submissions and to take part in the policy process.
Student input into policy writing will be encouraged where appropriate.
Policies should be written on one page, they should follow a consistent format and they should be easy to understand.
Policies will be reviewed and ratified every year or when the need arises. The attached flow chart “Policy Writing Procedure” indicates the procedure by which policies will be written and reviewed.
Copies of policies to be distributed to members of the Board of Trustees, and all staff members.

CONCLUSION
The policy management process described here will allow policies to be efficiently formulated. This process is vital for the smooth operation of the school and will provide for realistic and genuine participation of the community and staff in the governance of the school.
___________________________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

PRIVACY OF INFORMATION MANAGEMENT POLICY NO. 6.4

RATIONALE
The Privacy Act grants everyone the right to privacy of information concerning themselves. The Board is bound to uphold that right by putting in place guidelines and procedures to supper the legislation on privacy.

PURPOSE
To promote and protect the privacy of individual children, staff, parents and all others in the collection, use and disclosure of information about them, and to ensure that all persons have access to information relating to themselves that is held by the school.

NOTE that this policy follows the key principles (referred to by number) of a piece of law called the Privacy Act (1993). For most purposes the best guide is to use good sense and to be constantly alert to the necessity for treating information about people with great respect.

GUIDELINES

Personal information is collected only for purposes connected with the function of the school, and only when it is necessary to have this information. The purpose for collecting information is made known. (1,3)
In general information is collected directly from the person concerned unless it is publicly available from elsewhere or the person's interests are not prejudiced when collected from elsewhere.(2)
The manner of collecting information is not unnecessarily intrusive. (4)
Reasonable safeguards are in place to protect information from loss, unauthorised access, use or disclosure. As a general rule information about any person is not given to a 3rd party without the person's knowledge. (5)
The school takes reasonable steps to make sure personal information is correct, up to date, relevant and not misleading. (8)
Individuals have access to information held about themselves, and may request correction of information held or, when not corrected, to require that there be attached to the information a statement of the correction requested.(6,7)
Information is only used for the purposes for which it was obtained except in certain circumstances (eg for statistical purposes where the person's identity is not disclosed).(10)
Information is kept only for as long as it is needed for the purposes for which it was obtained.(11)

REVIEW

This policy will be reviewed annually by the board in accordance with its self‑review timetable.
The review will be conducted in the form of a parent and staff survey, using the objectives listed above as the criteria for determining the effectiveness of the policy in action.
The board will make its review report available to parents and staff.

CONCLUSION
The Board of Trustees is committed to ensuring the privacy of information as provided for under the law.
___________________________________________________________________________
Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

PRIVATE CARS ON SCHOOL TRIPS POLICY NO. 10.7

RATIONALE

Current traffic legislation requires that where seat belts are fitted to a vehicle these must be used by passengers. This legislation is drafted to increase the degree of safety afforded the passengers being carried.

PURPOSES

To ensure that the use of private cars on school trips is made as safe as possible.
To ensure that overloading does not increase the potential dangers of using private cars on school trips.

GUIDELINES

Private vehicles should not always be the means of transport used on school trips.
All children travelling in private vehicles on school trips should be provided with a seat belt.
Lists of drivers and passengers will be made and left at the school office prior to leaving on a school trip.
Teachers will ensure that adequate instruction is given children to ensure that their actions while in the car, going to and/or leaving the car do not place themselves or others in danger.
No child will be transported on a school trip without prior written approval of a parent or care giver.
The principal, in conjunction with the class teacher will determine an appropriate charge.
Money will be used to supply drivers of cars with petrol vouchers.
The Board of Trustees will make budget provision for appropriate insurance cover.

CONCLUSION
Road Safety provisions are a life time necessity. We as a school can emphasise their importance, insist on adherence to them, and in doing so benefit our pupils now and in the future.
_______________________________________________________________

Revision Date: Ratified: 14.09.99
Reviewed: Status: Current

PROFESSIONAL DEVELOPMENT MANAGEMENT POLICY NO 5.11

RATIONALE
As professional people staff are expected to keep up to date with new developments in education and learning. School management has a responsibility to ensure staff have the information and skills teachers need in order to meet the requirements of the Ministry of Education and to do the best they job they can. Management has a responsibility to prepare school development goals and to ensure staff have the training to achieve those goals. Individual staff may also have personal work goals they would like to achieve.

PURPOSES

To ensure all staff have the training they need in order to carry out school development goals.
To ensure all staff have opportunities to meet professional development needs arising from the appraisal process.
To ensure all staff have an opportunity to meet personal development goals.

GUIDELINES

There will be three categories for professional development funding. Pool one will be reserved for training to meet school development goals. Pool two will be reserved for individual needs arising from the appraisal process. Pool three will be reserved for professional development needs arising from Ministry of Education initiatives.
All staff employed by the Board of Trustees will have a right to apply for professional development funding.
Staff who wish to access professional development resources will be required to submit an application form to the Principal.
Applications will be considered by the professional development committee, made up of senior staff and chaired by the Principal.
Applications will be considered as needed at the next available senior staff meeting or under urgency by the Principal.
Applications not presented in time for consideration at a senior staff meeting may not be resourced.
Priority will be given to applications that meet school development goals and Ministry of Education priorities.
Where a member of the professional development committee has a vested interest in an application, that person may not take part in the decision-making process relating to that application.
Applicants may attend the meeting to speak to their application but must retire after doing so and before a decision is made.
Applicants will be advised in writing of the outcome of their applications.
The professional development committee will set transparent criteria for funding for pools one and three.
Applicants who are not happy with the committee's decision will have the right to appeal the decision. The decision will stand until the appeal can be heard.

CONCLUSION
When staff have access to suitable professional development, Ministry of Education requirements and school goals will be achieved and student learning and development will be enhanced.
___________________________________________________________________________

Revision: Ratified: 16.5.2000
Revision Date: Status: CURRENT

PROTECTED DISCLOSURES MANAGEMENT POLICY NO. 5.17

RATIONALE
The Board of Trustees is required to have a policy to comply with the Protected Disclosures Act.

PURPOSE
To afford staff an avenue to disclose information about serious wrongdoings in or by the school and to protect staff who make these disclosures.

GUIDELINES
1.     An employee of the Board may disclose information in the manner provided by the Protected Disclosures Act.
2.     Only disclosures of information about serious wrongdoings as provided for in the Act are covered by this policy
3.     The Board acknowledges that the employee is not liable to civil or criminal proceedings relating to the disclosure ‑ notwithstanding other rules of law, oath or practice.
4.     The Board accepts that the employee may have access to the personal grievance procedures of the Employment Relations Act and the anti‑discrimination provisions of the Human Rights Act if any retaliatory action is taken against them.
5.     The Board recognises provision for confidentiality of identity of the employee making a disclosure.
6.     The following procedures apply in the administration of this policy:
7.     The school's Disclosure Officers are the Principal and the Chairperson of the Board of Trustees and any disclosure should be made directly to either person.
8.     Disclosures should be in writing and include all relevant details. Written statements should be signed and dated, and a return address provided.
9.     The school's Disclosure Officer(s) will acknowledge receipt of a disclosure in writing.
10.   Within 20 working days after receipt of a disclosure, the school's Disclosure Officer(s) will report to the staff member concerned what action has been taken or recommended to be taken.
11.   The school's Disclosure Officer(s) will report, in confidence, every disclosure to the Board chairperson who may refer the matter to the Board.
12.   This policy will be reviewed in accordance with the board's programme of self‑review, and the review report will be available to members of the school community after it has been approved by the board.
13.   The review will be conducted in the form of a Board survey, using the purpose listed above as the criteria for determining effectiveness of the policy in action.

CONCLUSION
Careful observance of this policy will help to ensure that wrong doing of a kind covered by the Protected Disclosures Act do not occur but if they do, they will be dealt with in an expeditious manner.
___________________________________________________________________________
Revision: Ratified: 19.06.01
Revision Date: Status: CURRENT

PROVISIONALLY REGISTERED TEACHERS POLICY NO. 5.10

RATIONALE
From time to time the school will likely have responsibility for provisionally registered teachers (PRT). The Board needs to describe how it will meet its obligations to a PRT.

PURPOSES
To describe the responsibilities and procedures for ensuring the Board's responsibilities for PRTs are met.

GUIDELINES

The principal is responsible for ensuring the policy for PRTs is implemented.
The principal will ensure procedures consider:

how matching of PRTs and Tutor Teachers will take place
a statement of responsibilities for Tutor Teachers and PRTs using the Teacher Registration Board requirements for registration and re-registration to set out what the PRT programme should cover specifying how the PRT programme relates to other support structures operating in the school
accountability mechanisms

a statement of resources to be made available and a process for dealing with dissension or disagreements.
Tutor Teachers will work with PRTs using guidelines set out in the publications held in the school for that purpose.
Tutor Teachers should discuss with the PRT how they will work together to implement the procedures above during the year. An outline of the proposal should be submitted to the principal for approval. Any changes considered necessary during the year should also be discussed with and approved by the principal.
The Tutor Teacher will provide the principal with records of meetings with PRTs. A monthly report will also be provided.
Opportunities for training PRTs and Tutor Teachers will be developed and be built into the school's professional development programme.
The PRT will have access to 0.2 FTTE release to undertake professional development activities. Another teacher will teach the class during the PRTs absence. Time may also be arranged to release the tutor teacher to undertake supervision and support activities on behalf of the PRT.
The principal will report to the Board each term on the progress of PRTs.

CONCLUSION
When the above policy guidelines are followed, the needs of PRTs and the obligations of the Board will be met.
_____________________________________________________________________
Revision Date: Ratified: 14.09.99
Reviewed: Status: CURRENT

SAFETY AND SAFE PRACTISES MANAGEMENT POLICY NO. 10.5

RATIONALE
A school needs to have procedures in place which reduce the potential for hazardous events to occur and must also, in the event of an emergency such as fire or earthquake, have clearly understood guidelines for staff and pupils to follow.

PURPOSES

To maintain clearly understood procedures in the event of fire, earthquake or other major disaster.
To ensure safe practices are taught and encouraged everywhere in the school and its grounds.

GUIDELINES

This policy should be read in conjunction with 10.1-10.7
Student movement around the school must conform to that set out in the booklet “School Guidelines for Behaviour”.
The orderly evacuation of all school buildings based on the emergency evacuation procedure will be practised at least once a term.
The safe use of tools and machinery needs to be an integral part of the school programme.
First Aid cabinets will be kept well stocked.
A system for the management, recording and administration of medication will be in place.
Flammable and toxic materials must be locked away when not in use.

CONCLUSION
This safety policy sets out in general terms the major points of consideration. Detailed explanation will be found in procedures especially written for each safety area eg. evacuation procedure, guidelines for behaviour, first aid document, etc. This policy demonstrates our concern that the safety of students and staff in the school environment be accorded high priority.

___________________________________________________________________________

Revision: Ratified:
Revision Date: Status: CURRENT

SAFETY ON THE ROAD MANAGEMENT POLICY NO. 10.2

RATIONALE
All children attending the school are road‑users in some sense. Whatever use the child makes of the road will open them up to a variety of hazards. Training will contribute to reducing the potential effects of hazards and lay the foundations of sound attitudes for safe road users.

PURPOSES
To ensure students receive instruction in how to keep themselves safe on the roads.

GUIDELINES

Close liaison will be maintained with the Ministry of Transport Road Traffic Instructors in providing appropriate training in pedestrian and cycling skills.
Cycle helmets are to be considered compulsory for children cycling to school.
The booklet introducing parents to the school will emphasise the need for careful parental consideration before allowing children below Standard Two to ride to school.
Children operating the control system on the Nile Street pedestrian crossing will only do so with training by RTI and under teacher supervision.
The traffic flows in Alton Street will be regularly monitored and parents made aware of procedures, which will aid safety.
The asphalt area in front of the hall will not be used as a pick‑up or putting‑down area during school hours.

CONCLUSION
Appropriate training at all levels, along with checking and monitoring of children's road use, will help to ensure that the roads are a safer place for children.
___________________________________________________________________________
Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

SCHOOL WIDE ASSERTIVE DISCIPLINE PLAN POLICY NO. 10.8

RATIONALE
Caregivers and parents send their children to school and expect that they will be safe and cared for at all times. The school has a responsibility to ensure that students develop a respect for each other and for the school environment.

PURPOSE

To create and maintain a safe and supportive environment for all students.
To ensure the school environment and property are cared for at all times.

GUIDELINES

Details to support this policy will be prepared by staff from time to time and will be made known to students and their families through school assemblies, newsletters and class notices.
The following rules will be explained and taught to all students :

Be in the right place at the right time
Keep your hands, feet and other objects to yourself
Use appropriate language at all times
Be polite
Leave dangerous things at home

Put rubbish in the bin
All staff in the school will support the rules.
Where ever possible, duty teachers should deal with discipline and reward matters in the playground.
Benches will be set out under the hall overhang as a 'time out' area for students who break the rules.
At least two teachers will be on duty at all times and extra supervision will be provided, by arrangement between teachers, for the first 15 minutes of lunchtime on a wet day.
Students may sit with whomever they wish during lunchtimes and may go to play when the 'end of lunch' bell rings
Lunchtime behaviour will be monitored on a week by week basis.
Generally, the reward for following the rules will be a clean, safe and supportive environment.
Where behaviour during lunchtimes is considered by the duty teachers to be not satisfactory, students will be required to take lunch in class groups and wait to be dismissed.

CONCLUSION
When the rules are reasonable, students know what they are and where teachers support the rules; students will have a safe, clean, caring and supportive environment.
_____________________________________________________________________
Revision Date: Ratified: 14.09.99
Reviewed: Status: CURRENT

SEXUAL HARASSMENT MANAGEMENT POLICY NO. 6.3

RATIONALE
Sexual harassment "takes away from the employee equal employment opportunities, by creating a working environment in which that employee's ‑ability to perform is impaired." (Section 15 of the Human Rights Commission Act).

Sexual harassment is not acceptable in the school and the Principal and/ or the Board of Trustees must consider complaints of sexual harassment sympathetically and seriously, and ensure the person making the complaint is not subjected to victimization.

PURPOSES
To set out guidelines and procedures for handling sexual harassment issues.

GUIDELINES

An Equal Employment Opportunities school support group will be elected. This will consist of staff members and may include a Board of Trustees representative.
A school staff member has been sexually harassed in the school if a Board of Trustees member, or another staff member:
makes a request of the staff member for sexual intercourse, or other form of sexual contact, or other form of sexual activity which implies or overtly promises preferential treatment in the school, or by the written or spoken word of a sexual nature; or physical behaviour of a sexual nature.

PROCEDURES

In the event of sexual harassment the complainant may, if appropriate approach: -
The Principal
Senior Staff member
Board of Trustee's member
The staff elected to the school E.E.O. support group
An NZEI staff liaison officer, counselor, or field officer.
The complainant should document the case with the assistance of the supporting person or persons.
The person responsible for the harassment should be confronted and informed that the behaviour is unacceptable and must stop. Assurances should be sought that the behaviour will stop. Assurances should be sought that the behaviour will stop and that an apology will be made.
If it is decided that further action should be taken, the harasser should be informed and a decision made to lay a complaint through one of the following avenues:

The Principal and/or the Board of Trustees (Award 2, 2, 3.)
Personal Grievance through an Industrial Advocate or an NZEI Field Officer (Award 9.1, 9.3)
Human Rights Commission through an NZEI Field Officer.

CONCLUSION
Staff must have support if they are subjected to offensive or unwelcome behaviour of a sexual nature, which is of such significance that it gives offense, detrimentally effects their employment, job performance, or job satisfaction.
___________________________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

SMOKE‑FREE SCHOOL ENVIRONMENT MANAGEMENT POLICY NO. 14.3

RATIONALE
Smoking endangers the health of smokers and others around them. Smoking increases the dangers of possible loss of life or property through fire.

PURPOSES

To promote a smoke-free environment for staff, students and visitors to the school.
To take positive steps to create an awareness amongst children of the need for a healthy environment.
To reduce fire hazards.

GUIDELINES

The whole school is a smoke-free zone during school hours.
No smoking is permitted inside school buildings at any time.
Prospective employees are to be made aware of this policy.
Visitors and persons making use of school facilities are to be made aware of this policy.

CONCLUSION
This policy is in accordance with the requirements of the Smoke Free Environments Act 1990.
___________________________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

STAFF DISCIPLINARY PROCEDURES MANAGEMENT POLICY NO. 5.5

RATIONALE
As a State Sector Employer the Board of Trustees recognises its obligations as a good employer to provide fair and just procedures for the discipline of staff where this is required to uphold the good conduct of the school.

PURPOSES
To set out guidelines to be followed by the principal in maintaining the standard of conduct expected of staff.

GUIDELINES

It is the delegated responsibility of the Principal to initiate any disciplinary action required to maintain the high standard of professional and
Where disciplinary action is considered necessary the following principles will be followed:
Personal conduct expected of all employees in our school.
The employee must be advised of their right to request union assistance and/or union representation at any stage.
The employee must be advised of the specific nature of the alleged conduct and a reasonable opportunity provided for the employee to respond.
The employee must be advised of any corrective action required to amend their conduct and give a reasonable opportunity to do so.
Before any substantive disciplinary action is taken, an appropriate investigation is to be undertaken by the Principal.
Depending upon the seriousness of the misconduct an oral warning should usually precede a written warning.
The process and results of any disciplinary action are to be recorded in writing, sighted and signed by the employee as having been seen, and placed on their personal file.
If the alleged conduct is sufficiently serious an employee may be either suspended on pay or transferred temporarily to
other duties pending an investigation under (d). In exceptional circumstances an employee may be suspended without
pay.
An employee who has been suspended under subclause (g) of this clause and the allegation is found to be without
substance must be entitled to resume the position from which they were suspended.
An employee aggrieved by an action taken by the employer must be advised of their right to pursue a grievance.
Nothing in this section prevents instant dismissal without notice in the case of serious misconduct.
Where a case is sufficiently serious as to necessitate suspension pending a formal inquiry, the principal will report to the Board's staffing committee which after considering the case may authorise suspension with or without pay while a formal inquiry is undertaken.
If, following an inquiry, the staffing committee believes dismissal is justified, it shall make such a recommendation to the full Board, which will review the case before deciding upon the committee ' s recommendation.
It is the responsibility of the Board Chairperson to initiate any disciplinary action in respect of the principal.
All business concerning a complaints and action resulting from it will be held "in committee".

CONCLUSION
Disciplinary action should only be regarded as an action of last resort. Good management practices should aim at ensuring problems do not reach a stage where formal sanctioning of employees is required.
___________________________________________________________________________
Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

STAFF PERFORMANCE SUPPORT AND APPRAISAL POLICY NO. 5.9

RATIONALE
Personal and collective performances in striving to achieve the school's mission can be improved and refined by a fair continuous and accepted process of support and appraisal.

GUIDELINES

All staff, including the principal will be open to appraisal.
The support and appraisal system will be used to:
provide staff members with feed back and recognition of current performance
stimulate, where necessary, and improved performance
encourage the acquisition of new skills
carry out a school-wide needs analysis
Matters of complaint, questions of competency and disciplinary procedures will be separate from the support and appraisal system.
The process of support and appraisal will be an on‑going one and incorporate both informal and formal procedures.
Self appraisal and self analysis of needs will be important aspects of the process.
Staff members responsible for areas of development and/or staff will be delegated the task of formal appraisal.
Training will be given to ensure that the skills required for effective support and appraisal are known and practised.
Any written records forming part of the support and appraisal system will be confidential to the appraisee, the appraiser and the Principal and signed by all parties as an acceptable and accurate record.
Reports on appraisal prepared by the Principal for Board of Trustee purposes will be general in their information.
Staff members will be able to request support or appraisal at any time but a formal yearly cycle will also be put in place.
The appraisal cycle will incorporate discussion self appraisal, interviews, observation, target setting, development programmes, recording and reporting.
A procedural document will be prepared each year prior to the formal cycle.
The Board of Trustees will make budget provisions for support and appraisal purposes.

CONCLUSION
Through a systematic and continuous process of support and appraisal the effectiveness and efficiency of the individual and the school as a whole will be improved and children's educational opportunities enhanced.
___________________________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

STAFF REIMBURSEMENTS MANAGEMENT POLICY NO. 7.4

RATIONALE
From time to time staff members can, for the sake of expediency, incur costs, which are legitimate charges against the financial resources of the school. Such costs may result from the direct purchase of goods and services, travel on official business, or out-of‑pocket expenses incurred while attending a camp, inservice course or meeting as a representative of the school. A process for seeking and reimbursing such costs will be put in place.

PURPOSES
To ensure there is a procedure so that staff are reimbursed for authorised expenditures.

GUIDELINES

Reimbursements will be made in accordance with the respective awards under which staff are employed.
Purchases totaling up to $10.00 will not require prior authority of an order number. Where costs are likely to exceed 010.00 prior authority of the principal will be required. This condition applies to purchases and travel.
Staff members will complete an approved form in order to claim reimbursements.
The Principal will have power to authorize the payment of reimbursements.
The Board of Trustees will budget for teacher reimbursements each year.
The Principal will be required to monitor spending and avoid excessive expenditure on the part of staff.

CONCLUSION
The Board of Trustees recognises that individual staff members should not be required to finance any of the operations of the class or school, and that providing for reimbursements is part of their role of being a good employer.
___________________________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

STUDENT MANAGEMENT MANAGEMENT POLICY NO 13.1

RATIONALE
Each student has the right to pursue their activities and interests without interruption or interference.

PURPOSE
1.             To ensure a safe environment for students and staff.
2.             To promote a positive learning environment in order for students to achieve success.
3.             To ensure each student can pursue approved school activities and interests without interruption or interference.
4.             To provide a way of defining and advising what are acceptable and unacceptable behaviours in school.
5.             To define suitable consequences for misdemeanours.

GUIDELINES

1.             Good relationships between students, staff and families will be fostered.
2.             The smooth running of the school will be ensured on a day to day basis.
3.             Desirable behaviours within the school will be encouraged through the development and implementation of suitable guidelines and programmes.
4.             The school will discourage and manage misbehaviour through the development and implementation of suitable guidelines and programmes.
5.             The school will manage abnormal behaviour through the development and implementation of suitable guidelines and programmes.
6             Guidelines for action to be taken to deal with students who fail to follow procedures or meet expectations will be developed
6.             Justice and fairness for students and teachers will be practised.
7.             An appreciation and respect of others' cultures will be developed and observed.
8.             Respect for the environment with regard to school tidiness, furniture, buildings and personal property will be enveloped.
9.             In conjunction with students, a set of school rules will be developed, managed and revised as appropriate.
10.           Parents/caregivers will be informed and involved in serious breaches of school rules, guidelines and expectations.
11.           Policies to deal with specific student management concerns will be developed as required.

CONCLUSION
By using a positive approach to behaviour, this school in partnership with parent/caregivers will guide students to an appreciation of the value of self-discipline as an aid in their full development potential.

This policy demonstrates a positive approach to student management to enable Nelson Central School to function effectively.

___________________________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

STUDENT TEACHERS MANAGEMENT POLICY NO. 5.18

RATIONALE
From time to time the school will be asked to host students from a College of Education. The school has an interest in ensuring students have access to practical school and classroom experiences with the support of suitable teachers.

PURPOSE

To ensure students have a successful teaching practice.
To ensure students meet the requirements of their teaching practice.
To ensure classroom and school programmes are supported.

GUIDELINES

Teachers may apply to become Associate Teachers. The principal is responsible for approving applications.
Associate Teachers will attend training sessions convened by the College of Education without expense to the school.
Associate Teachers are responsible for working with College of Education staff to ensure student's meet the requirements of their teaching practice.
Students are expected to observe the same professional standards and expectations required of all teachers.
Students are expected to be punctual - morning meeting begins at 8:20 am.
Students will attend meetings scheduled for their Associate Teachers, playground duty, as well as planning and evaluation meetings required by the Associate Teacher.
Students will be expected to meet the standards of planning and evaluation set by their Associate Teachers.
Reports required to be signed by the Principal will be placed with the Principal two days before the end of the teaching practice. Reports that do not meet this timeline may not be returned before the end of the teaching practice.
Students will discuss with their Associate Teachers the use of school resources including photocopying for classroom materials. Students will be expected to pay for personal photocopying. That can be discussed with the Administration Officer.
Claims for Associate Teacher Allowance will be completed at the end of the student's teaching practice.

CONCLUSION

When the guidelines above are followed the teaching experience will be rewarding for all parties.
____________________________________________________________________________

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

SUN SENSE MANAGEMENT POLICY NO. 10.1

RATIONALE
Research indicates that over exposure to the sun in childhood increases the risk of skin cancer and melanoma in later life. Nelson's incidence of skin cancers and melanoma has shown dramatic increase over recent years and is directly attributable to high sunlight hours and the clear atmosphere. Damage to the ozone layer is another likely contributor.

PURPOSES

To provide guidelines for parents and staff to ensure that all children are encouraged to take sensible precautions to help avoid over‑exposure to the sun.
To help students develop an awareness of and healthy respect for the benefits of keeping themselves safe in the sun, particularly during summer.
To help children treat the sun with a healthy respect during the summer.

GUIDELINES

The board will operate a "No hat, no play in the sun" policy.
All children will be required to wear an approved sunsafe "Australian Drill" style wide brimmed sun safe hat at all times of outdoor play during terms 1 and 4.
An approved style of Legionnaires hat that provides total protection from the sun will also be considered suitable.
Maximum possible use will be made of shade trees as a place to eat lunch and work out of doors.
Out of doors assemblies will be scheduled for early morning rather than between ll a.m. and 3 p.m. or held in the shade.
Children will be encouraged to seek shade while watching others swim, compete or entertain out of doors.
Sun bathing in the pool area will be actively discouraged.
Consideration will be given to the scheduling of events such as swimming sports, athletics and education out of the classroom to avoid high-risk periods.
The danger of exposure to the sun on windy and cloudy days will be highlighted.
Each teacher will provide a sensible role model and take planned steps to feature sense in the sun as part of their classroom programmes.

CONCLUSION
Awareness and support for the development of sensible sun habits will play its part in reducing the health hazards associated with over‑exposure to the sun.

____________________________________________________________________________
Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

TEACHER COMPETENCY MANAGEMENT POLICY NO. 5.4

RATIONALE
While on‑going Teacher Appraisal and Professional Development programmes are aimed at improving the quality of teaching in the school, special action to overcome specific difficulties may be required in some circumstances.

PURPOSES
To outline procedures to be followed by the principal in cases where the usual in‑school professional support has failed to remedy a concern about a teacher's professional competency.

GUIDELINES

The responsibility to initiate formal appraisal and development action to address any matter concerning the professional competency of a teacher is delegated to the principal.
The teacher must be advised in writing of the specific matter(s) causing concern of the corrective action required, and the time frame allocated. The teacher should also be advised to seek assistance from his/her professional organisation. (e.g., NZEI counselor).
The wishes of the teacher should be considered and fully discussed in planning for in‑school support. Staff responsibility for teacher support must be clearly established and stated. The process and results of any evaluation are to be recorded in writing, sighted and signed by the teacher.
Should the teacher's competency continue to cause concern the principal will inform the BOT that formal professional appraisal is taking place. The teacher will also be given a copy of the principal's report to the Board. All matters concerning teacher competency will be strictly confidential.
If the time agreed for corrective action elapses without satisfactory progress being made, the principal will initiate an independent evaluation by two experienced teachers, one nominated by the principal and one nominated by the teacher being evaluated.
The evaluation team will:

evaluate specific areas of performance causing concern;
consult with the teacher;
consult with the other parties involved; in-school support staff
identify corrective action required;
verify level of competence attained

The evaluators will provide the principal with a joint written report on the specific matters causing concern. This report will include details of both the process and results. The report will be signed as sighted by the teacher who will also receive a copy.
If the independent evaluation reports that competency has been established the principal reports accordingly to the BOT. A copy of this report is given to the teacher.
If the independent evaluation finds that the teacher remains incompetent the principal reports to the Board. The principal will report to the Registration Board on the teacher's competency. A copy of this report is given to the teacher.
The Board of Trustees will consider the teacher's further employment.
All business concerning teacher competency, and actions resulting, will be held "in committee".

CONCLUSION
The above actions will only be followed in extraordinary circumstances after normal appraisal and development procedures have failed to bring about a satisfactory change in the teacher's performance.

Revision: Ratified: 19.10.99
Revision Date: Status: CURRENT

Theft and Fraud Prevention Policy

Adopted by the Board of Trustees on 19 August 2009

The Board of Trustees (the Board) of Nelson Central School (the School) has consulted with staff and parents in the formulation of this Policy (the Policy). The Policy was approved and adopted by the Board at its meeting held on19 August and became effective from that date.

Introduction

1) The Board accepts that it has a responsibility to protect the physical and financial resources of the School. The Board has agreed that through its chief executive, the Principal, the School has a responsibility to prevent and detect theft and fraudulent actions by persons who are employed or contracted by the School or who are service recipients of the School. The Board accepts that any investigation into any theft or fraudulent actions will be conducted in a manner that conforms to the principles of natural justice and is procedurally just and fair.

2) The Board, therefore, requires the Principal to establish systems and procedures to guard against the actions of theft and fraud. The Principal is to report such actions to the Board Chairperson as prescribed in the procedures set out below.
General

3) As preventative measures against theft and fraud the Board requires the Principal to ensure that:
a) The School's physical resources are kept secure and accounted for.
b) The School's financial systems are designed to prevent and detect the occurrence of fraud. All such systems must meet the requirements and standards as set out in the Crown Entities Act 2004 and of generally accepted accounting practice promulgated and supported by the Institute of Chartered Accountants of New Zealand.
c) Staff members who are formally delegated responsibility for the custody of physical and financial resources by the Principal are proven competent to carry out such responsibilities and that such persons are held accountable for the proper execution of their responsibilities.
d) All staff members are aware of their responsibility to immediately inform the Principal should they suspect or become aware of any improper or fraudulent actions by staff, suppliers, contractors, students or other persons associated with the School.

4) In the event of an allegation of theft or fraud the Principal shall act in accordance with the following procedures:
a) Decide to either immediately report the matter to the New Zealand Police or proceed as outlined in this paragraph.
b) So far as it is possible and within 24 hours:
i) Record the details of the allegation, the person or persons allegedly involved, and the quantity and/or value of the theft or fraud.
ii) Request a written statement from the person who has informed the Principal, with details as to the nature of the theft or fraud, the time and circumstances in which this occurred, and the quantity and/or value of the theft.
iii) Decide on the initial actions to be taken including consulting with the person who provided the information and, if appropriate, confidentially consulting with other senior members of staff about the person who is the subject of the allegation.
iv) Inform the Board Chairperson of the information received and consult with them as appropriate.
c) On the basis of advice received and after consultation with the Board Chairperson, the Principal shall decide whether or not a prima facie case of theft or fraud exists, and if not, to document this decision and record that no further action is to be taken.
d) The Principal shall then carry out the following procedures:
i) Investigate the matter further;
ii) If a prima facie case is thought to exist to continue with their investigation;
iii) Invoke any disciplinary procedures contained in the contract of employment should the person be a staff member;
iv) Lay a complaint with the New Zealand Police;
v) If necessary, commission an independent expert investigation;
vi) In the case of fraud, require a search for written evidence of the possible fraudulent action to determine the likelihood or not of such evidence;
vii) Seek legal advice; or
viii) Inform the Manager, National Operations, Ministry of Education local office and/or the school's auditors.
e) Once all available evidence is obtained the Principal shall consult the Board Chairperson. The Board Chairperson may, if they consider it necessary, seek legal or other advice as to what further action should be taken.
f) If a case is considered to exist the Principal or a person designated by them shall, unless another course of action is more appropriate:
i) Inform the person in writing of the allegation that has been received and request a meeting with them at which their representative or representatives are invited to be present.
ii) Meet with the person who is the subject of the allegation of theft or fraud and their representatives to explain the complaint against them.
iii) Obtain a verbal or preferably a written response (all verbal responses must be recorded as minutes of that meeting, and the accuracy of those minutes should be attested by all persons present).
iv) Advise the person in writing of the processes to be involved from this point on.

5) The Board recognises that supposed or actual instances of theft or fraud can affect the rights and reputation of the person or persons implicated. All matters related to the case shall remain strictly confidential with all written information kept secure. Should any delegated staff member or any other staff member improperly disclose information the Principal shall consider if that person or persons are in breach of confidence and if further action is required. Any action the Principal considers must be in terms of the applicable conditions contained in their contract of employment and any code of ethics or code of responsibility by which the staff member is bound.

6) The Board affirms that any allegation of theft or fraud must be subject to due process, equity and fairness. Should a case be deemed to be answerable then the due process of the law shall apply to the person or persons implicated.
7) Any intimation or written statement made on behalf of the School and related to any instance of supposed or actual theft or fraud shall be made by the Board Chairperson who shall do so after consultation with the Principal and if considered appropriate after taking expert advice.

Allegations Concerning the Principal or a Trustee

8) Any allegation concerning the Principal should be made to the Board Chairperson. The Chairperson will then investigate in accordance with the requirements of paragraph 4 of this Policy.
9) Any allegation concerning a member of the Board of Trustees should be made to the Principal. The Principal will then advise the manager of the local office of the Ministry of Education and commence an investigation in accordance with the requirements of paragraph 4 of this Policy.

Approval

10) When the Board approved the Policy it was agreed that no variations of this Policy or amendments to it can be made except by the unanimous approval of the Board.
11) As part of its approval the Board requires the Principal to circulate this Policy to all staff, and for a copy to be included in the Kiwi Park School Policy Manual, copies of which shall be available to all staff. The school policy manual shall also be made available to students and parents at their request. The Board requires that the Principal arrange for all new staff to be made familiar with this Policy and other policies approved by the Board.

Travel Policy

Adopted by the Board of Trustees on 19 August 2009

The Board of Trustees (the Board) of Nelson Central School (the School) has consulted with staff and parents in the formulation of this Policy (the Policy). The Policy was approved and adopted by the Board at its meeting held on19 August and became effective from that date.

Introduction

1. The Board agrees that it has a responsibility to ensure that travel expenditure incurred by the School must clearly be linked to the business of the School. The Board has agreed on the fundamental principles of this Policy, and has delegated responsibility for the implementation and monitoring of this Policy to the Principal.

2. The Board requires the Principal, as the chief executive and the Board's most senior employee, to implement and manage this Policy. The Principal may, from time to time, further delegate some of their responsibilities, and all such delegations must be attached as appendices to this policy.

3. This Policy must be read in conjunction with other Board Policies, and the exercising of all authority and responsibilities conferred under this Policy must be in accordance with the Schedule of Delegations and may not exceed an individual's established level of delegated authority.

Principles

The Board agrees to ensure that:

the travel expenditure is on the Board's business, and the School obtains an acceptable benefit from the travel when considered against the cost;
expenses are reimbursed on an actual and reasonable basis; and
staff that are required to travel on business do not suffer any negative financial effect.

Process for Making Travel Arrangements

5. Under no circumstances may any staff member approve their own travel.

6. All booking for international and domestic travel is to be conducted through the School's normal purchase procedures. This includes the booking of accommodation, flights and rental cars.

Travel within New Zealand

8. The justification for travel within New Zealand must be documented. It is to be transparent and must relate to a school need. Travel within New Zealand is to be authorised on a one-up basis (for example the Principal should authorise any travel by the Deputy Principal and the Board should authorise any travel by the Principal).

9. All domestic air travel is to be economy class.

International travel

10. Prior to international travel being undertaken, the traveller must be given a copy of this policy and be required to sign it off to signify that they have read and understood it.

11. All international travel should be authorised by the Board before it is commenced. A proposal must be put to the Board detailing the purpose of the trip, the expected benefit to the Board which will arise from the trip and an estimate of the costs of the trip. The Board will approve the travel in writing.

12. A the end of the trip overseas, the traveller must prepare a trip report, which details the costs incurred during the trip, activities which took place during the trip and the benefits to the Board and the School of the trip.

13. Except where the flight time exceeds 10 hours, all international air travel is to be economy class.

14. Business class travel may be approved, where the Board considers appropriate, for travel more than 10 continuous hours in duration.

15. If a staff member has a travel time without a stopover in excess of 20 hours, a rest period of 24 hours before commencing work is permitted.

Accommodation

16. Staff should opt for good but not superior accommodation, for example Qualmark 2 star accommodation and must be prepared to justify exceptions to this rule to the Board.

17. Staff who stay privately will be reimbursed on production of receipts, for koha or for the cost of a gift given to the people they have stayed with. Prior to travel the staff member should receive authorisation for the value of the intended koha/gift. (Refer to Gift Policy)

Vehicles

18. When using rental cars, staff should opt for good but not superior model vehicles and should be prepared to justify any exceptions to this rule to the Board.

19. Use of private vehicles is to be approved on a one-up basis and reimbursement will be at the rate specified by the Inland Revenue Department.

20. If taxis are used, then staff should pay for the taxis out of their own pocket, obtain a receipt and seek reimbursement through petty cash or as part of an expense claim.

Reimbursement of Expenses

21. The reimbursement for business related travel expenses is on the basis of actual and reasonable costs. Actual and reasonable expenditure is defined as “the actual cost incurred in the particular circumstance, provided that it is a reasonable minimum charge”.

22. For travel within New Zealand, actual and reasonable expenses are those incurred above the normal day to day costs. For example, a staff member would normally incur personal expenditure for lunch on a daily basis and the cost of lunch when travelling should not be reimbursed unless the costs are greater than that normally incurred.

23. All personal expenditure is to be met by the staff member. Examples of this are mini bar purchases, in house movies, laundry and private phone call charges are to be paid separately by the travelling staff member.

24. All receipts must be retained and attached to the travel claim. The claim is to be authorised on a one-up basis.

25. For expenditure incurred in New Zealand of value greater than $50 (including GST) there should also be a GST invoice to ensure that GST can be reclaimed by the School.

26. Authorisation can still be given for expenditure less than $50 where there is no receipt, for example if it is not practical to obtain a receipt or if the receipt is lost. The expenditure can be reimbursed provided there is no doubt about its nature or the reasons for it.

Discretionary Travel Benefits

27. Travel benefits, including airpoints and loyalty scheme rewards/points (Flybuys, Global, etc), accrued from official travel are only to be used for subsequent travel on behalf of the School. They should not be redeemed for personal use.

28. Staff must travel by the most direct route unless scheduling dictates otherwise.

29. The School will not meet expenses incurred on behalf of a spouse or travelling companion. In the event of a person travelling with an employee, a reconciliation of expenses should clearly demonstrate that the School did in no way incur additional expenditure.

Approval

30. When the Board approved this Policy it agreed that no variations of this Policy or amendments to it can be made except with the unanimous approval of the Board.

31. As part of its approval the Board requires the Principal to circulate this policy to all staff, and for a copy to be included in the School Policy Manual, copies of which shall be available to all staff. The School policy manual shall also be made available to students and parents at their request. The Board requires that the Principal arrange for all new staff to be made familiar with this Policy and other policies approved by the Board.

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Definition Justifiable absences are: Sickness Attendance at a significant whanau event A whanau holiday that has an educational component and that cannot take place during school holidays. Parent /caregiver responsibilities The school needs to be informed of the reason for all absences. Except for sickness, all other absences need to be discussed with the individual child's teacher. All absence must be reported to the school as soon as practicable. An unjustified absence falls outside these 3 specific indications, or if no notification was given to the school or the teacher. If an unjustified absence occurs a record of this will be made. If and when there is any concerns that this may interfere with a child's learning then relevant steps will be taken to ensure the child's educational needs are being meet. APPOINTMENTS POLICY NO. 5.7 RATIONALE It is to the best advantage of the pupils of this school that there is continuity of staff at all times. This policy is designed to ensure that this happens. In addition it should make certain that staff of the highest ability and motivation are appointed. PURPOSES 1. To appoint the best person for the position. 2. To ensure that all positions are adequately filled. 3. To give the Appointments Committee full information upon which to make a choice. 4. To ensure that Equal Employment Opportunities are met. 5. To ensure that appointments are made within the framework of the school's philosophy and charter. 6. To ensure registered teachers are appointed. GUIDELINES 1. Appointments to permanent positions in the school will be made by the Board of Trustees after considering recommendations from the personnel committee. 2. Advertising for, short-listing, interviewing for and appointment to, the positions of Principal, Deputy Principal and Assistant Principal will be made by the Board of Trustees. All Board members have a right to be involved in this process. 3. Outside professional advice will be sought during the appointment of the Principal. 4. The Principal, in consultation with the Deputy Principals, will advertise for and appoint teachers and non-teaching personnel to relieving positions that are available for up to one year. The Board chairperson and personnel committee are to be kept informed of actions taken. 6. All permanent positions are to be advertised nationally. Relieving positions may be advertised as appropriate in order to make a suitable appointment. 7. Information to be made available to applicants for all positions will include: (i) a job and person description for the position. (ii) tenure of the position. (iii) information about the school and district. (iv) a statement of any information required to help the board make an appointment. (v) a statement about the level of expenses available to assist an applicant required for an interview. (vi) a timeline for the appointments process. (vii) other information requested by an applicant that it is considered reasonable to supply. 8. A suitable process for appointing staff to positions is to be developed by and submitted to the Board for approval by, (i) the Board of Trustees for the positions that it is making directly. (ii) the appointments committee for the positions that it is making directly. (iii) the Principal and Deputy Principals for the positions the Principal is making. CONCLUSION The needs of the pupils in the school are paramount. Appointment of staff to teaching and non-teaching positions will be carried out to ensure that this objective is met. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT APPRAISAL MANAGEMENT POLICY NO. 5.9 RATIONALE The Board of Trustees recognises the need to monitor the performance of all staff members and to offer training and supervision to ensure each staff member is able to contribute to the best of their ability, to the work of the school. A strong relationship should exist between appraisal and professional development. Where the purpose of appraisal is to identify professional development needs this will be referred to as appraisal for professional development. PURPOSES 1 To provide feedback to staff about their work performance and evaluate this in relation to the purposes of the school. 2 To provide strong direction to staff development programmes that are appropriate to the needs of the school and the individual. 3 To encourage personal and professional development through well directed self appraisal. GUIDELINES 1 All staff, including the Principal, will be appraised within a twelve-month timeframe. The Principal will be responsible for ensuring a suitable framework for appraisal is developed for all staff. The Ministry of Education PMS series and the Professional standards for principals, deputy and assistant principals, and primary teachers will provide the basis for this. 3 The process of appraisal will include setting of performance expectations and development objectives and will incorporate both formal and informal procedures for gathering data and other information considered necessary for the appraisal process. Staff members responsible for areas of development and/or staff will be delegated the task of formal or summative appraisal. 4 Individual staff members, with management support, will be responsible for arranging their own formative appraisal. Where this does not happen, the principal will arrange for summative appraisal to take place. 5 Staff will receive regular and written feedback and recognition on their performance in relation to teaching, management, and school wide responsibilities. 6 The appraisal system will be used to stimulate improved performance and encourage the acquisition of new skills. 7 The appraisal will indicate areas a staff member should seek to strengthen in order to help the school achieve its goals. The appraisal will recognise a staff member's significant achievements. Written records forming part of the support and appraisal system will be confidential to the appraisee, the appraiser, the Principal and others on a 'need to know' basis. 10 Reports on appraisal prepared by the Principal for the Board of Trustees will be general in their information and will not identify individuals. 11 The appraisal cycle will incorporate, self appraisal, interviews and discussion with an appraiser, observation of teaching, goal setting, recording and reporting. 12 An appeal process for dealing with disputes will be available for staff. 13 A procedural document encompassing the goals of the school self review will be prepared each year prior to any formal appraisal cycles taking place and may be used to prepare for the appraisal process. CONCLUSION Regular and professionally conducted performance appraisal should benefit staff as well as students. At the same time it should assist school management to achieve the goals of the school charter, strategic plan and Board of Trustees policies. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT ATTENDANCE MANAGEMENT POLICY NO. 14.4 RATIONALE Regular attendance at school and participation in appropriate programmes is both desirable and a legal requirement. The onus for regular attendance rests with both the care‑giver and the school. PURPOSES To provide guidelines for all parties to ensure attend school and take part in programmes. To ensure that the Board meets its requirements under Part 111 of the Education Act 1989. GUIDELINES All children enrolled at this school must attend whenever it is open. (Sec 25 (1). Class teachers are to keep a register of attendance in line with the instructions issued. Parents are expected to advise class teachers in writing of the reasons for absences. Class teachers will advise the principal of pupils who are absent without explanation, have a pattern of absences, or where it is felt that the absence was unjustified. The services of the Truancy Officer or Public Health Nurse will be requested where appropriate. Where attendances do not improve in spite of the school's intervention the Principal will report the matter to the Board. The Board will inform the caregivers in writing of their legal obligations in terms of section 25 of the Education Act of 1989. If unsatisfactory attendance continues the Board may instruct the Principal to initiate proceedings as provided in Section 31 of the Education Act 1989. CONCLUSION All reasonable steps will be taken to ensure that children attend school regularly. Consultation and co operation between care-givers and the school should overcome most difficulties with attendance and thus avoid recourse to formal procedures. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT BULLYING MANAGEMENT POLICY NO.13.2 RATIONALE Bullying in any form by anybody will not be tolerated at Nelson Central School. Young people, our employees and parent helpers have a right to feel safe and secure and not to be threatened. PURPOSES To identify and stop bullying at the earliest possible stage. GUIDELINES Parents/caregivers will be provided with a school statement on bullying. Particular forms of bullying to watch for: Psychological Racism Bullying or harassment of special needs children Sexual harassment Homophobic bullying A record of inappropriate behaviours and how they were dealt with will be kept, analysed and used as a basis for implementing programmes to curb bullying behaviours. Written procedures will be followed for dealing with bullying. Those offenders who fail to improve their behaviour will be dealt with under the guidelines of the Student Management Policy. Preventative programmes such as DARE, Kia Kaha and Keeping Ourselves Safe will be used as appropriate. See also the guidelines contained in the School Cybersafety Policy CONCLUSION Bullying is part of a wider student management issue. The Board of Trustees will seek to minimise the occurrence of bullying by taking appropriate actions. ___________________________________________________________________________ Revision: Ratified: 19.9.07 Revision Date: Status: CURRENT Cash Management Policy Adopted by the Board of Trustees on 19 August 2009 The Board of Trustees (the Board) of Nelson Central School (the School) has consulted with staff and parents in the formulation of this Policy (the Policy). The Policy was approved and adopted by the Board at its meeting held on19 August and became effective from that date. Introduction 1. The Board accepts that it has a responsibility to protect the cash resources of the School. The Board has agreed on the fundamental principles of this Policy, and has delegated responsibility for the implementation and monitoring of this Policy to the Principal. 2. In the formulation and approval of this Policy the Board has had due regard to the accepted standards of sound financial management and applied these to the School. The Board wishes to record that it sought the advice of a chartered accountant and consulted with the School's auditor in their role as agent of the Controller and Auditor General before approving this Policy. 3. The Board requires the Principal, as the chief executive and the Board's most senior employee, to implement and manage this Policy. The Principal may, from time to time, further delegate some of their responsibilities, and all such delegations must be attached as appendices to this policy. 4. This Policy must be read in conjunction with other Board Policies, and the exercising of all authority and responsibilities conferred under this Policy must be in accordance with the Schedule of Delegations and may not exceed an individual's established level of delegated authority. Cheque and Call Deposit Accounts 5. The Board agrees that one cheque account shall be operated for Board general receipts and payments. The only other cheque account permitted shall be for the school's trust funds account. 6. The signatories to this cheque account shall be as follows: the Board Chairperson the Finance Committee Chair the Principal the Executive Officer one other parent representative Board member, and, the staff representative on the Board. 7. All cheques for operating expenses shall be signed by either the Principal and one other of the staff representative or the Executive Officer. All cheques for fixed assets and long-term investments are to be signed by the Board Chairperson and the Principal. 8. Under no circumstances is a cheque signatory to sign a blank cheque. 9. All cheques, except those for petty cash reimbursement, must be issued as 'Not Transferable – Account Payee Only'. 10. At no time shall the cheque account be operated in overdraft without permission from the bank and the Ministry if the overdraft exceeds the borrowing limits. 11. One at-call interest bearing deposit account shall be operated to hold cash resources not currently required for operating purposes. This account is only to be operated by the Principal or Executive Officer, with any transactions reported by the Principal at the next Board meeting. 12. Separate at-call deposit accounts shall also be operated for Fixed Asset Replacement and Cyclical Maintenance reserves as specified in the Board's policies for these matters. Trust Fund Account 13. A separate bank account and call deposit account shall be used for the trusts funds held by the Board in trust for donor-specified purposes. The terms and conditions for the operation of these accounts shall be the same as for the general operating account referred to above. Investments 14. Investments of School funds may only be made in accordance with the terms of Section 73 of the Education Act 1989. 15. Notwithstanding the requirements of Section 73, no investments may be made in equity stocks or in synthetic money market products (e.g. Forward Rate Agreements and Interest Rate Swaps). 16. Investments may only be made with the written authorisation of the Principal and the Board Chairperson. Fundraising 17. The Board acknowledges that under Section 73 of the Education Act 1989 some professional fundraising contracts constitute an illegal fundraising contract. No such fundraising contract will be entered into by the School. If doubt exists about the legality of a proposed fundraising contract, the Principal will contact the regional Financial Adviser of the Ministry of Education for advice. Cash Receipts 18. All cash and cheques received must be paid into the school office and properly receipted. This includes trading income, other local funds receipts and reimbursements for learning materials. 19. No cash received can be used to pay accounts in cash. 20. Only delegated staff may handle cash. 21. All receipts must be banked as soon as possible and preferably within one working day of receipt. 22. All cash and cheques kept on the premises must be kept secure and under the control of a delegated person. Accounts for Payment 23. All accounts for payment, other than expense reimbursements and attendance fees, must be supported by a copy of the: official school order form the invoice, with certification by the orderer that each item has been received, prices and quantities are correct and the payee details are correct the correctly completed cheque ready to be signed. 24. No person can sign off two of the documents that comprise the voucher except the order and the invoice. The invoice must be certified by the person who authorises the expenditure. 25. Expense reimbursements must be certified by the manager of the individual being reimbursed, provided the certifier has delegated authority to sign. An expense claim should be supported by GST receipts or invoices. Claims for the use of private motor vehicle usage must be certified by the Principal or delegate to indicate that approval was given. Scale rates as per the award will be the basis of reimbursement per kilometre. Accounting Records 26. The Principal shall arrange for proper accounting records to be maintained. The records must satisfy all requirements specified in Acts of Parliament, financial reporting standards and other applicable standards. 27. The financial system must be so organised by the Principal that the Principal and Chairperson can sign without hesitation the annual Statement of Financial Responsibility as required by Section 155 of the Crown Entities Act 2004. Periodic and Annual Financial Statements 28. For each calendar month the Principal shall prepare financial reports showing: Statement of Financial Performance, including comparison to budget an exceptions report a summary Statement of Cashflow and a summary Statement of Financial Position. 29. For each month the Principal shall present a written summary report that describes: key (financial) achievements from the previous month expectations for the month ahead and significant matters and/or risks that must be addressed by the School. 30. This report shall be presented to the Finance Committee 7 days prior to the next meeting of the Board and tabled at the next meeting of the Board. 31. Any recommendations made to the Board for the purchase of fixed assets, investments and other use of cash resources must refer to the impact on the School's present cash resources and projected cashflows for the next 12 months. Approval 32. When the Board approved this Policy it agreed that no variations of this Policy or amendments to it can be made except with the unanimous approval of the Board. 33. As part of its approval the Board requires the Principal to circulate this policy to all staff, and for a copy to be included in the School Policy Manual, copies of which shall be available to all staff. The school policy manual shall also be made available to students and parents at their request. The Board requires that the Principal arrange for all new staff to be made familiar with this Policy and other policies approved by the Board. CHILD ABUSE MANAGEMENT POLICY NO. 10.7 RATIONALE This school is committed to the prevention of child abuse and to the protection of children. This commitment means that the interests and welfare of the child will be of prime consideration when any decision is made about a child suspected of being abused. PURPOSES To ensure students do not suffer sexual abuse at school. To ensure the rights and interests of children are upheld when abuse is suspected. GUIDELINES Definition of Child Abuse Four forms of abuse are commonly identified. The following are simple working definitions. Physical Abuse : All physical injuries to children where there is knowledge that the injury was not accidental, or knowingly not prevented. Sexual Abuse: The use of a child for the sexual and/or physical gratification of someone who takes advantage of their power and/or the child's trust. Neglect: Serious deprivation of children of necessities such as food, shelter, supervision appropriate to their age and essential physical and medical care. Emotional Abuse: Negative attitudes and behaviours on the part of adults, which severely impact on the child's emotional, and physical development. Staff members who become aware of possible abuse through observation and/or information should advise the Syndicate Leader and/or Principal. Questioning or interviewing the child at length should be avoided. All information and subsequent steps taken should be clearly documented and dated. No staff member will act independently unless on the instructions of the Principal (or Deputy Principal in the absence of the Principal.) The School's initial point of reference will be to Child, Youth & Family 0508 326 459 Reference to the Police will be dependent on the findings/advice/consultation of to Child, Youth & Family If such a course is followed the Board of Trustees Chairperson will be informed of the action taken and supplied with documentation up to that point. The point at which information is conveyed to the parent/caregiver will need to be a matter of judgment dependent on the nature of the abuse and the possible perpetrator. CONCLUSIONS When all reasonable steps are taken at school students should be safe from abuse. When abuse is suspected, the procedures above should safeguard the rights and interests of children. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT CLASSIFICATION MANAGEMENT POLICY NO. 11.02 RATIONALE The classification of a student is crucial to their social and educational development. A wide range of factors need to be taken into account when making initial classifications of students upon entry to school and again when they start each subsequent new year. PURPOSES 1 To ensure students are placed in classes best suited to their educational and social needs. GUIDELINES 1 All parents will be informed in October about the format in which they can make known their thoughts about class placements for their students for the coming year. 2 Teachers will be provided with criteria to be considered and used flexibly in the best interests of all students when making class placements. They will include consideration of: - academic ability and especially suitable working groups - social maturity and especially friendships - matters parents/caregivers would like to have considered 3 Teachers will use all information supplied in accordance with guideline 1 and their best professional judgement when making class placements. 4 Where possible, students should progress through school with their same age peers. 5 Final class placements will be the responsibility of senior management. Appeals over placements may be made in writing to the principal who will make the a decision to uphold the placement or will make a new placement. 6 Class placements will take into account the Board of Trustees' enrolment scheme when this is in effect. 7 Class placements will take into account special teaching arrangements as approved from time to time by the Board of Trustees. 8 Class placements will take into account the total staffing and teaching spaces allocated to the school. 10 Composite classes will be an option for organisational purposes. 11 All parents of students new to the school to be provided with a copy of the Board of Trustees' classification policy and any conditions in force at the time. 12 Students whose 5th birthday falls in January, February or March, subject to guideline 14 below, will enter school classified as Year 1. They will be deemed to have completed one year at school by the end of the year in which they start school. 13 Students whose 5th birthday falls on or after 1 April, subject to guideline 14 below, will be classified as a new entrant (NE) and will start their Year 1 after the next summer holidays. Generally, they will be expected to attend a Year 1-2 class for up to 2 years 8 months. 14 There will be some flexibility for students whose birthday falls between 15 February and 15 May. These students will be assessed at between approximately 1 year 6 months and 1 year 10 months at school to determine whether of not they should be classified as Year 2 or Year 3 for the following year. CONCLUSIONS Careful and considered class placements will ensure students have the best learning environment and opportunities the school can offer them. Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT CLASSROOM RELEASE TIME (CRT) MANAGEMENT POLICY NO. 5.12 RATIONALE Classroom release time is an entitlement in the Primary Teachers Collective Employment Agreement. PURPOSE The intent of classroom release time is to address teacher workload while maximising benefits for student learning. GUIDELINES 1. The Principal will be responsible for the implementation of this policy. 2. Classroom Release Time will be available to each full-time teacher on the basis of 1 hour per week per full time teacher. 3. Each syndicate leader, in consultation with their team, will determine, in accordance with guideline 5 below, each term the basis (see 3. a-d below) for allocating the CRT to entitled teachers and will maintain suitable detailed records of leave taken. Each teacher will be allocated one hour per week. Each teacher will be allocated two hours per fortnight. Each teacher will be allocated 2 days per term. Any other time allocation as may from time to time be agreed with the syndicate leader 4. In making arrangements for classroom release time cognizance will be taken of the total amount of CRT time available and the availability of suitable relieving teachers. 5. This policy contains a list of the most common uses for classroom release time in our school. Planning Evaluation Writing reports Reporting to parents/caregivers Personal professional development Observing other teachers Reading/Research Syndicate meetings Assessment 6. Any other use agreed to from time to time between the teacher and the syndicate leader. 7. Classroom release time should normally be taken on site unless otherwise approved. 8. Where school sessions prevent allocation of precisely 10 hours of classroom release time, the school shall endeavour to provide as close as possible to the 10 hour entitlement including, where needed, advanced or delayed entitlement across the 4 terms of each school year. 9. Where for genuine reasons, during term planning or at short notice, it is not possible to provide CRT to an individual or group of teachers the syndicate leader will: Record the reason for non-delivery Endeavour to reallocate the CRT at a later date in that school year Contribute to a review the CRT policy if required Use the record of non-delivery when reviewing the policy 10. This policy will be reviewed in December 2005or as required in the following instances: Staff turnover Recruitment/retention issues New education initiative (e.g. introduction of specialisation) Concern about benefits to student learning Any other genuine issue or concern CONCLUSION The use of classroom release time will be professionally useful for the school's teaching and learning programmes, the teacher's professional growth and the learning needs of the students. ___________________________________________________________________________ Revision: Ratified: 20.9.05 Revision Date: Status: CURRENT COMMUNICABLE DISEASES MANAGEMENT POLICY NO. 10.3 Blood Borne Viruses (including Hepatitis B and C and HIV/Aids) RATIONALE Nelson Central School is committed to a positive approach in dealing with any serious communicable disease (including Hepatitis B and C, and HIV/AIDS.) This policy sets out how all the parties interests can be maintained, and how the health and human rights of those with communicable diseases can be protected. PURPOSES 1. To ensure that students with communicable disease have the same degree of confidentiality as accorded to any other medical condition. 2. To guarantee to staff and students with communicable diseases the same rights to work and study as all others. 3. To educate staff and students about communicable diseases and to adopt sensible hygienic practices. GUIDELINES 1. a) Individuals or families are obliged to disclose their medical status to the Principal when enrolling at the school. b) A place to be provided on the enrolment form for parents/caregivers to indicate they wish to speak in confidence about their child's health. c) Under this policy the Principal will share information on a "need to know" basis. 2. Immunisation is encouraged for all pupils. 3. Applications from prospective students or staff to join the school will not be turned down on the basis of any known medical condition. 4. Where a staff member or student's ability to perform normal work is in question, the situation will be considered in the same way as for any case of serious illness. 5. Education about the prevention of communicable diseases should take place in the context of the school's health/human relationship programme. 6. The school will have on display an effective set of hygiene practices for the handling of blood and should have the equipment needed to give effect to these procedures. All staff should be fully aware of the procedures, and training provided when necessary. 7. a) When a child is obviously unwell and should not be sent to school. b) If a child becomes ill at school and the parents/caregivers cannot be contacted, the Principal (or his/her agent) should take the child to a Doctor. 8. In the specific case of Hepatitis B, shoes should be worn in the playground. CONCLUSION This policy should ensure that the potentially emotive elements of communicable diseases are minimised and that individual medical conditions are dealt with in the context of a healthy living environment. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT COMMUNITY WAGE WORKERS MANAGEMENT POLICY NO. 5.15 RATIONALE Work and Income New Zealand (WINZ) implements the Community Wage programme to assist people with employment opportunities. The Board of Trustees is prepared to allow the school to take part in these programmes subject to certain guidelines. PURPOSES To set out guidelines for participating in Community Work programmes developed by WINZ. GUIDELINES The principal will be responsible for organising suitable supervision of a Community worker's programme. People who wish work in the school under the Community Wage programme will not be taken on unless they are prepared to sign a statement to acknowledge that they do so of their own volition and as volunteers. Staff will not be expected to take responsibility for a community worker unless they wish to do so. Community Work must be of benefit to the school. Community Work should only be used where it may assist a person to move toward work. Community Work should benefit people who participate by developing or maintaining their self-esteem, motivation, work disciplines and ethic and dignity (i.e. must assist clients into unsubsidised employment). The opportunity for a person to take part in paid work, both part and full time should take precedence over community work. People participating in Community Work will be available to continue to job search and undertake other appropriate work related assistance. Community Work placements should resemble the paid work environment as much as possible without reducing incentives for participants to move into paid work. Community Work should not result in the substitution and/or displacement of current or future paid workers. Community Workers should be welcomed into the school in the same way as other people are made to feel welcome. Community workers must provide a full personal history including details of all or any criminal convictions and medical and psychiatric history. CONCLUSION The guidelines should ensure mutual benefits for the person and the school. _______________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT COMPLAINTS AGAINST THE PRINCIPAL MANAGEMENT POLICY NO. 5.2 RATIONALE The Principal as Professional Leader of the School and Chief Executive of the Board is more likely than other Board members to be the subject of complaint. The Board recognises the need for clear and just procedures to deal with complaints in a way, which maintains the rights of all parties and in the best interests of the school as a whole. PURPOSES To provide guidelines for the handling of formal complaints against the principal from parents, students or staff members. GUIDELINES All formal complaints against the principal should be submitted in writing to the Board of Trustees and signed by the complainant. Copies of the letters of complaint should be given to the principal for a written response. The Board will acknowledge the complaint and inform the complainant of any actions taken in resolution. Where the Board considers that the resolution is reasonable and effective the complainant and the principal should be advised by the Board that no further action is intended. If the Board is not satisfied, the full board or a sub‑committee of the board may discuss the complaint and recommend actions to the principal. The principal should be invited to respond to the board's recommendations. In the case of allegations, which have disciplinary implications, the Board should convene a sub‑committee to investigate and report only on the substance of the complaint. Such a sub-committee will include a professional or union representative nominated by the principal, as well as a professional or STA adviser selected by the Board. The Sub‑Committee should report in writing to the board detailing all parties consulted and the content of any written submissions. The principal should be invited to respond to the report. In discussions at a board meeting of the principal's response, the principal may make a statement, answer questions, but not take part in the discussion on action on the complaint. A professional or union advocate of his/her choice may represent the principal at all meetings with the board, or subcommittee of the board. All business concerning the complaint and action resulting from it will be held "in committee". Any member of the Board of Trustees who is personally interested in the complaint shall take no part in the discussion about it but may submit a statement on the matter. No person with any personal interest in the complaint shall be a member of any committee of inquiry. While the formal procedures as set out above are available as a last resort, every effort should be made by all concerned to resolve the matter informally. The Chairperson of the Board has a key role in facilitating such a resolution. CONCLUSION The Board recognises its responsibility to balance the rights of individuals involved in a dispute against the collective good of the school as a whole and will ensure the principles of natural justice are adhered to. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT COMPLAINTS AGAINST STAFF MEMBERS MANAGEMENT POLICY NO. 5.3 RATIONALE The partnership of parents and school staff upon which the successful functioning of the school depends, requires mutual respect and trust between partners. PURPOSES To establish clear and fair procedures for working through differences between parents and staff to resolve problems in a way which is beneficial to all concerned. GUIDELINES All complaints whether written or verbal must, in the first instance, be directed through the principal. Such complaints should be referred to the staff member concerned for a reply. The principal will, after considering the nature of the complaint, attempt to bring about agreement between the parties as to an acceptable remedy. If the parties concerned are unable to reach a mutually accepted agreement the principal will advise the complainant to make a formal written complaint to the board. On receipt of a formal complaint the Board will refer the complaint to the principal who will advise the staff member of the complaint and of his/her right to seek union assistance. The board will also acknowledge receipt of the complaint and advise the complainant that they have referred the matter to the Board of Trustees Chairperson or other appropriate person. The staff member will again be given the opportunity to respond to the formal complaint. The assigned board member (assisted by the principal) will then undertake a formal inquiry to define the problem and attempt to reach agreement with those concerned as to a course of action to correct the situation. The principal will report to the Board outlining action taken and/or to be taken. This action will take into consideration the nature of the problem: i.e., is it a question of professional competency or purely a disciplinary matter. Board policy and legal responsibilities will be taken into account. (cf policy statements P8 & P9). The assigned board member will take all steps possible to keep the complainant informed of action being taken so far as confidentiality allows. Full written records will be kept. If resolution is not possible through mutual agreement further action will be taken in terms of the Board's policy on either (a) Professional Competency or (b) Staff Discipline. Any member of the Board of Trustees who is personally interested in a complaint shall take no part in the discussion about it but may submit a statement on the matter. All complaints shall be documented on a Complaints Record Sheet and filed by the principal. All business concerning the complaint and action resulting from it will be held" CONCLUS ION: Every effort should be made to respond promptly to complaints so as to avoid the possibility of minor misunderstandings becoming major inter‑personal problems. ___________________________________________________________________________ Revision: Ratified: 19.9.07 Revision Date: Status: CURRENT COMPLAINTS PROCEDURE FOR HANDLING MATTERS OF CONCERN TO PARENTS/CAREGIVERS NO. 5.2 & 5.3 GOAL increase confidence and respect of parents and the community that staff can and do resolve parent issues MEASURES OF SUCCESS: Closure of cases Satisfaction with the process we use Reduction in the number of complaints received Increase in the number of commendations received GUIDELINES: Teachers are to be the judges of when an issue qualifies under this requirement Teachers will record incidences in the format attached Teachers will act to resolve the complaints they receive and will record the actions they have taken to resolve the complaint Where the complaint is beyond their authority teachers will refer the complaint along with details to the next appropriate person Complaints will be resolved within 48 hours by confirming with the complainant the outcomes of any actions taken by the school Where a complaint is likely to take more than 48 hours the principal will be advised of this The record of complaints will be filed with the principal at the end of each week The principal will report to the Board on the complaints REVIEW: This system will be reviewed on an as needs basis. ____________________________________________________________________________ Revision: Ratified: Revision Date: Status: CURRENT COPYRIGHT MANAGEMENT POLICY NO. 14.2 RATIONALE The school is governed by Law with respect to the use of musical scores, videos, books, films and other copyright materials. Compliance is essential. PURPOSES To put in place copyright procedures which are fully compliant with the Law. GUIDELINES Under Section 221 of the Copyright Act, schools are permitted to copy and use copyrighted material for educational purposes so long as: 1. a) only a reasonable proportion of the work is copied and in any case no more than 10%. b) No more than one copy per person in the class is produced. c) No profit is made. d) It is used only for instruction. e) It is used for performance so long as the audience is limited to pupils and teachers and does not include parents. f) Any play or musical score for parent or public performance first has permission from the person holding performing rights. 2. National Film Library films and videos are automatically usable as a blanket waiver covers them. 3. Commercially hired videos, taped videos or TV programmes may be shown in the school subject to the provisions of the Copyright Act. 4. Any staff member breaching legislation is liable to a fine to a maximum of $10,000. Staff will be responsible for adhering to the requirements of the legislation relating to Copyright. CONCLUSION Adherence to this policy will provide staff and the Board with protection from prosecution under the Copyright Act. ___________________________________________________________________________ Revision: Ratified: Revision Date: Status: CURRENT Credit Card Policy Adopted by the Board of Trustees on 19 August 2009 The Board of Trustees (the Board) of Nelson Central School (the School) has consulted with staff and parents in the formulation of this Policy (the Policy). The Policy was approved and adopted by the Board at its meeting held on19 August and became effective from that date. Introduction 1. The Board agrees that it has a responsibility to ensure that credit card expenditure incurred by the School must clearly be linked to the business of the School. The Board has agreed on the fundamental principles of this Policy, and has delegated responsibility for the implementation and monitoring of this Policy to the Principal. 2. The Board requires the Principal, as the chief executive and the Board's most senior employee, to implement and manage this Policy. The Principal may, from time to time, further delegate some of their responsibilities, and all such delegations must be attached as appendices to this policy. 3. This Policy must be read in conjunction with other Board Policies, and the exercising of all authority and responsibilities conferred under this Policy must be in accordance with the Schedule of Delegations and may not exceed an individual's established level of delegated authority. Process for Issue of Credit Cards 4. Credit cards should only be issued to staff members after being authorised by the Board. 5. A register of cardholders should be maintained. 6. The limits set for credit card use should not exceed the overall financial delegation of the cardholder, as set out in the Schedule of Delegations. Any variations require Board approval. 7. Prior to the card being issued, the recipient must be given a copy of this policy and be required to sign it off to signify that they have read and understood it. Procedures to be Followed when Using the Card 8. The credit card is not to be used for any personal expenditure. 9. The credit card will only be used for: payment of actual and reasonable travel, accommodation and meal expenses incurred on School business; or purchase of goods authorised by the principal. 10. All expenditure charged to the credit card should be supported by: A credit card slip A detailed invoice or receipt to confirm that the expenses are properly incurred on School business For expenditure incurred in New Zealand of value greater than $50 (including GST) there should also be a GST invoice to support the GST input credit 11. The credit card statement should be certified by the cardholder as evidence of the validity of expenditure. 13. All purchases should be accounted for within 5 working days of receiving a credit card statement. Cash Advances 14. Cash advances are not permitted except in an emergency. 15. Where cash advances are taken, the cardholder must provide a full reconciliation, with receipts wherever possible, of how the cash was used. Any unspent monies must be returned to the School. Discretionary Benefits 16. Any benefits of the credit card such as a membership awards programme are only to be used for the benefit of the School. They should not be redeemed for personal use. Cardholder Responsibilities 17. The cardholder should never allow another person to use the card. 18. The cardholder must protect the pin number of the card. 19. The cardholder must only purchase within the credit limit applicable to the card. 20. The cardholder must notify the credit card company and the school immediately if the card is lost or stolen. 22. The cardholder must return the credit card to the School upon ceasing employment there or at any time upon request by the Board. Approval 23. When the Board approved this Policy it agreed that no variations of this Policy or amendments to it can be made except with the unanimous approval of the Board. 24. As part of its approval the Board requires the Principal to circulate this policy to all staff who hold a school credit card, and for a copy to be included in the School Policy Manual. The School policy manual shall also be made available to students and parents at their request. The Board requires that the Principal arrange for all new staff to be made familiar with this Policy and other policies approved by the Board. Nelson Central School Cybersafety Policy Important terms used in this document: (a) The abbreviation 'ICT' in this document refers to the term 'Information and Communication Technologies. (b) 'Cybersafety' refers to the safe and responsible use of the Internet and ICT equipment/devices, including mobile phones (c) 'School ICT' refers to the school's computer network, Internet access facilities, computers, and other school ICT equipment/devices as outlined in (d) below (d) The term 'ICT equipment / devices' used in this document, includes but is not limited to, computers (such as desktops, laptops, PDAs), storage devices (such as USB and flash memory devices, CDs, DVDs, floppy disks, iPods, MP3 players), cameras (such as video, digital, webcams), all types of mobile phones, video and audio players/receivers (such as portable CD and DVD players),Gaming Consoles, and any other, similar, technologies as they come into use. Rationale Nelson Central School has a statutory obligation to maintain a safe physical and emotional environment, and a responsibility to consult with the community. In addition Nelson Central School Board of Trustees has a responsibility to be a good employer. These three responsibilities are increasingly being linked to the use of the Internet and Information Communication Technologies (ICT), and a number of related cybersafety issues. The Internet and ICT devices/equipment bring great benefits to the teaching and learning programmes, and to the effective operation of the school. The Board of Nelson Central School places a high priority on providing the school with Internet facilities and ICT devices / equipment which will benefit student learning outcomes, and the effective operation of the school. However, the Board recognises that the presence in the learning environment of these technologies (some provided partly or wholly by the school and some privately owned by staff, students and other members of the school community), can also facilitate anti-social, inappropriate, and even illegal, material and activities. The school has the dual responsibility to maximise the benefits of these technologies, while at the same time to minimise and manage the risks. The Board thus acknowledges the need to have in place rigorous and effective school cybersafety practices which are directed and guided by this cybersafety policy. Policy Nelson Central School will develop and maintain rigorous and effective cybersafety practices which aim to maximise the benefits of the Internet and ICT devices/equipment to student learning and to the effective operation of the school, while minimising and managing any risks. These cybersafety practices will aim to not only maintain a cybersafe school environment, but also aim to address the need of students and other members of the school community to receive education about the safe and responsible use of present and developing information and communication technologies. Policy guidelines Associated issues the school will address include: the need for on-going funding for cybersafety practices through inclusion in the annual budget, the review of the school's annual and strategic plan, the deployment of staff, professional development and training, implications for the design and delivery of the curriculum, the need for relevant education about cybersafety for the school community, disciplinary responses appropriate to breaches of cybersafety, the availability of appropriate pastoral support, and potential employment issues. To develop a cybersafe school environment, the board will delegate to the principal the responsibility to achieve this goal by developing and implementing the appropriate management procedures, practices, electronic systems, and educational programmes. These will be based on the latest version of the NetSafe® programme for schools, endorsed by the New Zealand Ministry of Education. The NetSafe® Kit for Schools, including its templates for policies and use agreements, will play a central role in this process. A process for reporting back to the board by the principal will be agreed upon and established. Frequency and content of reporting will be included. In recognition of its guardianship and governance role in the cybersafety of the school, the board will also develop a policy relating to board trustee use of ICT devices / equipment. This will cover all use of school-owned/leased and privately owned/leased ICT devices/equipment containing school data/information on or off the school site. Guidelines for Nelson Central School cybersafety practices The school's cybersafety practices are to be based on information contained in the latest version of the NetSafe® Kit for Schools, which is endorsed by the New Zealand Ministry of Education as best practice for New Zealand schools. No individual may use the school Internet facilities and school-owned/leased ICT devices/equipment in any circumstances unless the appropriate use agreement has been signed and returned to the school. Use agreements also apply to the use of privately-owned/leased ICT devices/equipment on the school site, or at/for any school-related activity, regardless of its location. This includes off-site access to the school network from school or privately-owned/leased equipment. Nelson Central School use agreements will cover all board employees, all students (including adult and community), and any other individuals authorised to make use of the school Internet facilities and ICT devices/equipment, such as teacher trainees, external tutors and providers, contractors, parents and other special visitors to the school. The use agreements are also an educative tool and should be used as a resource for the professional development of staff. Use of the Internet and the ICT devices/equipment by staff, students and other approved users at Nelson Central School is to be limited to educational, professional development, and personal usage appropriate in the school environment, as defined in individual use agreements. Signed use agreements will be filed in a secure place, and an appropriate system devised which facilitates confirmation that particular individuals are authorised to make use of the Internet and ICT devices/equipment. The school has the right to monitor, access and review all use. This includes personal emails sent and received on the schools computer/s and/or network facilities at all times. The school has the right to audit at anytime any material on equipment that is owned or leased by the school. The school may also request permission to audit privately owned ICT devices/equipment used on the school site or at any school related activity. Issues relating to confidentiality, such as sighting student or staff information, reasons for collecting data and the secure storage of personal details and information (including images) will be subject to the provisions of the Privacy Act 1993. The safety of children is of paramount concern. Any apparent breach of cybersafety will be taken seriously. The response to individual incidents will follow the procedures developed as part of the school's cybersafety practices. In serious incidents, advice will be sought from an appropriate source, such as NetSafe, the New Zealand School Trustees Association and/or a lawyer with specialist knowledge in this area. There will be special attention paid to the need for specific procedures regarding the gathering of evidence in potentially serious cases. If illegal material or activities are suspected, the matter may need to be reported to the relevant law enforcement agency. Additional information can be found on the Netsafe website ____________________________________________________________________ Revision: Ratified: Revision Date: 1.5.07 Status: CURRENT ENROLMENTS MANAGEMENT POLICY NO. 11.03 RATIONALE The process of enrolment needs to be a pleasant and non threatening experience conducted in a relaxed and friendly manner. The opportunity to exchange information may be crucial in ensuring that the child and family make an easy entry into the school community. PURPOSES To ensure staff and parents have guidelines for ensuring students have a smooth transition to school. GUIDELINES All pre-school establishments contributing children to the school will be surveyed in October of each year to determine the number and date of entry of five year olds. Each pre‑school establishment will be supplied with a number of pamphlets outlining features of the school, enrolment procedures and arrangements for visits to the classroom. Where possible appointments will be made for enrolments. The principal will conduct all enrolments. Except for five year olds, entry to the classroom will be made on the day following the enrolment. This will allow time for the child to be appropriately placed and for the class teacher to arrange for furniture, buddy support and stationery. Non-confidential data i.e. family name, address, telephone number and class will be supplied to the convenor of the School-Community Relations Advisory Group to arrange for a welcoming contact to be made. Copies of enrolment forms will be given to the classroom teacher and to the school secretary for processing and Before enrolments are accepted from parents wishing to change schools because of disenchantment with another local school counseling against such a move will be undertaken. Enrolments will be accepted if it can be established that all avenues have been explored to solve any problems which exist. Enrolments involving the mainstreaming of children with Special Needs will be made, but where necessary attempts will be made to postpone attendance until adequate support systems are in place. CONCLUSION Enrolment procedures need to reflect the centrality of the child in the operation of the school. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT Entertainment Policy Adopted by the Board of Trustees on 19 August 2009 The Board of Trustees (the Board) of Nelson Central School (the School) has consulted with staff and parents in the formulation of this Policy (the Policy). The Policy was approved and adopted by the Board at its meeting held on19 August and became effective from that date. Introduction 1. The Board agrees that it has a responsibility to ensure that expenditure on entertainment incurred by the School must clearly be linked to the business of the School. The Board has agreed on the fundamental principles of this Policy, and has delegated responsibility for the implementation and monitoring of this Policy to the Principal. 2. The Board requires the Principal, as the chief executive and the Board's most senior employee, to implement and manage this Policy. The Principal may, from time to time, further delegate some of their responsibilities, and all such delegations must be attached as appendices to this policy. 3. This Policy must be read in conjunction with other Board Policies, and the exercising of all authority and responsibilities conferred under this Policy must be in accordance with the Schedule of Delegations and may not exceed an individual's established level of delegated authority. Purposes of Entertainment Entertainment expenditure in general will be for the following purposes: Building relationships and goodwill Representation of the school in a social situation Hospitality provided in the course of school business to external parties Internal social functions 5. The purpose of all purchases should be transparent and the amount expended able to be demonstrated as reasonable and appropriate. School Events and Staff Meetings 6. This includes conferences, seminars, workshops, training courses and meetings. 7. When deciding upon a venue, teachers should take into account location, accommodation standard and tariff rates. They should give due consideration to the nature of the event, total cost, expectations of participants and their home location. 8. When deciding upon catering, teachers should take into account the nature of the event and the quality of food required. Lunch should only be provided for staff meetings where it is not possible to arrange the meeting for a period which avoids the lunch break. Alcohol Purchases 9. The school should only purchase alcohol for entertainment purposes. 10. Purchases are usually for the consumption by staff and guests at school hosted events. The amount expended needs to be demonstrably reasonable and appropriate for the event and should be sufficient for moderate consumption only. Approval 11. When the Board approved this Policy it agreed that no variations of this Policy or amendments to it can be made except with the unanimous approval of the Board. 12. As part of its approval the Board requires the Principal to circulate this policy to all staff, and for a copy to be included in the School Policy Manual, copies of which shall be available to all staff. The School policy manual shall also be made available to students and parents at their request. The Board requires that the Principal arrange for all new staff to be made familiar with this Policy and other policies approved by the Board. EQUAL EMPLOYMENT OPPORTUNITIES MANAGEMENT POLICY NO. 6.1 RATIONALE Nelson Central School is committed to creating a workplace free from discrimination and ensuring all employees receive fair and equitable treatment. PURPOSES To ensure that discriminatory practices and policies do not influence employment opportunities. To establish and maintain affirmative action programmes for Māori, Pacific Islanders, people with disabilities, ethnic or minority groups and those disadvantaged by age. To annually review and monitor the school's E.E.O. programme. GUIDELINES The appointment and professional development policies will be equitable in the areas of recruitment and selection and training. Data will be collected to provide an analysis of the Board of Trustee's employees and applicants for positions. In particular the position of the target groups is likely to be identified. Target dates will be established for achieving the goals set in the annual plan. In Term 4 the plan will be reviewed. This review will form the basis of a report to the Board of Trustees, staff and Ministry of Education. It will also provide direction for the subsequent plan. An E.E.O. complaints procedure will be established and available to all staff. A mediation committee will be established annually and staff will be notified of its membership. CONCLUSION Nelson Central School will be a workplace where all employees and potential employees are treated equitably. ____________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT EQUITY ISSUES MANAGEMENT POLICY NO. 6.2 RATIONALE To achieve equity (the application of fairness) within the context of the school there is sometimes a need for the provision of unequal resources so that fairer outcomes can be achieved. The equity issue may arise in the areas of gender, race, socio-economic group belief system and/or disability. PURPOSES To ensure the school has guidelines for handling equity issues. GUIDELINES In the allocation of resources all aspects of equity will be kept in mind. Budget allocations, resource purchases, deployment of staff, utilization of space and equipment, classroom organisation and management, role models, and selection of staff will reflect the schools commitment to continually seeking to achieve equity. Children in the school will be encouraged to consider equity issues through use of the teachable moment, discussion of class school‑based issues, role play, framing class rules/ guidelines, studies using literature, video, specifically designed units of work, conducting surveys, identifying priorities etc. Where necessary rules, guidelines or strategies will be put in place, after discussion with appropriate groups, to attempt to gain fairer outcomes. eg. Such steps may need to be taken in classrooms to ensure girls achieve equity in the use of the computer). As the desired behaviours become established the 'controls' can relax. CONCLUSION With greater awareness of the issues, which can mitigate against fair outcomes, and a commitment to address them, the school will become better equipped to achieve its mission. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT Finance Policy Adopted by the Board of Trustees on 19 August 2009 The Board of Trustees (the Board) of Nelson Central School (the School) has consulted with staff and parents in the formulation of this Policy (the Policy). The Policy was approved and adopted by the Board at its meeting held on19 August and became effective from that date. Goals To effectively manage the school's financial resources and use them to achieve the goals set within the Charter and Strategic Plan. To maintain accountability for and control of the school's financial resources. To safeguard the assets of the school for future generations of students. Objectives Produce a budget for the coming year by 10 December and present it to the Board for approval. Keep expenditure within budget and report monthly to the Principal and Board on performance against that budget. Ensure all expenditure, and commitment of expenditure, is approved within the Board's delegations. Ensure reports comply with public sector accounting standards, and that the annual financial statements are presented to the Ministry of Education on time. Ensure records of all financial transactions are correct and up to date. Function of the Board: The Board of Trustees retains primary responsibility for the overall financial management of the school in accordance with governance obligations. From time to time it will delegate some of its authority and responsibilities to Committees and staff members, however in each of these cases it will retain an overseeing role. Specific Responsibilities Retained by the Board The Board has retained the following financial management responsibilities: Approval of the finance policy Approval of all delegations Approval of the annual budget Approval of any expenditure in excess of budgeted levels. In addition to this the Board will receive a monthly report from the Finance Committee summarising the school's performance against budget and outlining the Finance Committee's expectations for the remainder of the year. Function of the Finance Committee The Board has created the Finance Committee to take responsibility for overseeing the day-to-day management of the school's financial resources, commitments and obligations. The Committee shall oversee the preparation of budgets, monitor the collection of revenue, monitor expenditure, and provide advice to the Board and to the Principal on financial matters. Specific Responsibilities Delegated to the Finance Committee Budgeting: Consult with school's budget holders for budget preparation Ensure budgets are drafted Ensure the final budget is presented to the Board for approval. Monitoring: Monitor budget control and cashflow Report expenditure outside the budget to the Board. Reporting: Provide the Board of Trustees with a monthly financial report Ensure reports comply with legislation, authoritative accounting standards and generally accepted accounting principles Ensure draft annual financial statements are presented to the Board prior to [Date] Ensure the draft financial statements are provided to the auditor by 31 March Present draft or final financial statements at the Annual General Meeting Ensure the audited financial statements are provided to the Ministry of Education by 31 May. Provide Advice: Give advice to the Board as required about the school's financial management Advise the Board of Trustees on financial procedures set out by the Ministry of Education Advise the Principal on financial management. Record Keeping: Maintain a register setting out financial responsibilities and delegations Oversee the maintenance of the asset register Maintain appropriate accounting and purchasing procedures, and make recommendations to the Board on their implementation. Responsibilities of the Principal: The Principal will manage this policy on the Board's behalf and ensure appropriate systems and procedures are in place to safeguard the school's assets. As part of its approval the Board requires the Principal to circulate this Policy to all staff, and for a copy to be included in the School Policy Manual, copies of which shall be available to all staff. The school policy manual shall also be made available to students and parents at their request. The Board requires that the Principal arrange for all new staff to be made familiar with this Policy and other policies approved by the Board. FINANCIAL MANAGEMENT MANAGEMENT POLICY NO. 7.2 RATIONALE The Board of Trustees is responsible for all finances in the school in accordance with its governance obligations. The Principal will manage the above policy on its behalf, setting up appropriate procedures to do so. PURPOSES 1. To ensure the school's financial resources are used to work towards achieving goals within the charter and strategic plan. 2. To ensure accountability for and control of the school's financial resources. GUIDELINES 1. This policy to be read in conjunction with the policies on financial management, financial systems, and controlling and monitoring income & expenditure. 2. The finance committee will undertake the duties as outlined in the board of trustees' statement about responsibilities for finance management. 3. A budget will be produced by the end of November for the coming year, and presented to the Board for approval at the December meeting. 4. Expenditure will be kept within budget by means of appropriate procedures, and regular monitoring. 5. All expenditure, and commitment of expenditure, will be approved within recognised delegations. 6. Monthly status reports of year to date expenditure will be tabled for the Board. 7. Reports complying with Public Sector Accounting Standards will be prepared annually for audit by the auditor appointed by the Audit Office, and will be made available to the community. 8. Records of all financial transactions will be kept accurate and up to date. 9. Accounting and purchasing procedures will be developed and the Principal will be responsible for their implementation. 10. A register setting out financial responsibilities and authorities will be maintained. 11. An assets register will be maintained. CONCLUSION Financial management is crucial to the health of the school both in providing adequate funding for day to day needs, and in planning for the future. ___________________________________________________________________________ Revision: Ratified: 15.11.03 Revision Date: Status: CURRENT FINANCIAL SYSTEMS MANAGEMENT POLICY NO. 7.1 RATIONALE An adequate financial system is required in order for the school to function efficiently and effectively. PURPOSE 1. To set some guidelines for putting in place and monitoring the Board's financial system. GUIDELINES 1. It is necessary for all school money to be paid into the school account, rather than into accounts created for activities or clubs. In no circumstances should staff put money through their own accounts. This policy should be read in conjunction with other statements on finance. 2. Staff will be informed by the Principal of their role in the financial management system and where or to whom they go to find further information. 3. The financial planning system should, as much as possible, be an open one. All staff should know how it operates, when and how the budgeting is done, and what the budget allocations are. 4. It is vitally important that all staff understand the difference between authority to order goods or services and the administrative task of paying for them. Once goods or services are ordered, the money is committed, and the school has then entered into a contract with the supplier. The delegated authority to order goods or services will be properly established, monitored and controlled. 5. Definite instruction will be provided when it comes to any aspect of internal control or system. Those controls will be well defined, understood by all staff, and consistently applied. Most of the systems are there not only to protect the Board's responsibilities, but also to avoid placing staff in situations where integrity can be questioned. 6. Documentation will include but not be limited to invoices, receipts and bank statements. The school will collect the appropriate degree of data, and maintain the right records in order to have the information for management use for end-of-year reports. 7. Make sure that the various elements of the system are consistent. Consistent use will be made of the same set of codes and headings in the budget, chart of accounts, and monthly reports. CONCLUSION When a clearly defined financial system is in operation routine matters will be handled effectively and all staff will know and be able to use it as appropriate. ___________________________________________________________________________ Revision: Ratified:15.11.03 Revision Date: Status: CURRENT FUNDING OF SCHOOL CAMPS MANAGEMENT POLICY NO. 11.01 RATIONALE This policy is based on the school's philosophy that Camping experiences are an integral part of the school's Education Outside the Classroom programme. PURPOSES To ensure that where possible the expenses generated by school camps are covered by those taking part. To ensure that no child is prevented from attending a school camp because of financial reasons. To ensure that the expenses generated by a school camp are kept to a minimum. To ensure that where fund raising is authorized for a school camp that any surplus funds are retained as an accumulative camp fund. To ensure that a statement of accounts is kept for each camp. GUIDELINES An estimate of costs for a school camp will be part of the original proposal presented to the principal for approval. The level of cost per child will be a consideration to be taken into account before approval is given for the camp to proceed. Any activities designed to raise funds, other than direct charge on parents, should be included in the original proposal and will be subject to the principal's approval. Anticipated claims for travel costs for pre‑camp visits, and/or emergency vehicle and school camp allowance payable to teachers should also be included in the original proposal. All money received for the camp through direct charge, sponsorship or fund raising will be receipted and banked. Camp fee to be paid by parent will be set when fundraising or sponsorship funds to hand. A ledger will be kept for each camp. All camp costs will be paid by cheque and will be supported by invoice, cash docket, receipt and/or reimbursement claim. A statement of account will be produced for each camp itemizing receipts and expenditure. Where a surplus occurs on camps solely financed through direct payment by parents this may be dispersed back to those who paid. Where a surplus occurs on camps, which have been partly or wholly supported by fund raising or sponsorship this will be credited to an accumulative camp fund. Where a camp incurs costs above the amount received the statement of accounts will be passed on to the Executive Group of the Board of Trustees for their decision on how the deficit will be met. The Board of Trustees, through the Executive Group, will each year review the level of funding in the Camp Fund and consider its retention at the time, its disbursement to purchase equipment related to camping, its use to subsidize camps, or its allocation of funds from the Operational Grant. CONCLUSION This policy supplements that which outlines matters related to Education Outside The Classroom. Matters of funding will be a requirement of any proposal presented for approval to run a school camp. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT FUNDRAISING MANAGEMENT POLICY NO. 7.3 RATIONALE Enhancement of the school's facilities and resources to aid in providing a safe, attractive and stimulating learning environment will be more likely if a programme of co-ordinated fund raising is undertaken each year. PURPOSES To set out guidelines for handling fundraising issues in the school. GUIDELINES All major fund raising ventures undertaken in the name of the school, or by sections of the school, will require prior approval from the Board of Trustees. The Board of Trustees will set a voluntary amenity levy each year. The Board of Trustees will set charges to be made for the use of school facilities each year. As a general practice fundraising for organisations outside of the school such as World Vision 40 Hour Famine and Jump Rope for Heart, will be subject to approval by the principal. Minor fundraising activities for class or syndicate activities will be subject to approval by the principal. Children will require parental approval before being used to take part in major fund raising events. The organisers will carefully account for all proceeds raised by fund raising ventures. The Board of Trustees requires written accounts for all major fund raising ventures. All funds raised through approved fund‑raising ventures will be lodged in the Board of Trustee's Account. Costs incurred by groups undertaking fund raising ventures must be supported by Tax invoices for payment by cheque. Groups seeking approval for fund raising ventures will need to identify the purposes for which funds are being raised. Approval for the expenditure of the proceeds of major fund raising will rest with the Board of Trustees. CONCLUSION Money raised through fund‑raising will provide experiences; facilities and resources which the operational grant cannot meet thus enhancing children's learning. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT Gift Policy Adopted by the Board of Trustees on 19 August 2009 The Board of Trustees (the Board) of Nelson Central School (the School) has consulted with staff and parents in the formulation of this Policy (the Policy). The Policy was approved and adopted by the Board at its meeting held on19 August and became effective from that date. Introduction 1. The Board agrees that it has a responsibility to ensure that expenditure on gifts incurred by the School must clearly be linked to the business of the School. The Board has agreed on the fundamental principles of this Policy, and has delegated responsibility for the implementation and monitoring of this Policy to the Principal. 2. The Board requires the Principal, as the chief executive and the Board's most senior employee, to implement and manage this Policy. The Principal may, from time to time, further delegate some of their responsibilities, and all such delegations must be attached as appendices to this policy. 3. This Policy must be read in conjunction with other Board Policies, and the exercising of all authority and responsibilities conferred under this Policy must be in accordance with the Schedule of Delegations and may not exceed an individual's established level of delegated authority. Giving Gifts 4. All gifts should be purchased through the School's normal purchase procedures. 5. A full register must be maintained of all gift purchases, including what was purchased, costs and recipients. The Board will review this register periodically. 6. The cost of a gift should be reasonable and appropriately reflect the benefit received. 7. If the gift is to be given during international travel, then the staff member should receive authorisation for the value of the intended koha/gift before the travel. If the need to purchase a gift arises unexpectedly during international travel, then a full record of the gift should be added to the gift register. The cost of such a gift should be justifiable to the Board. Receiving Gifts 8. Gifts should not be accepted if there is concern that their acceptance could be seen by others as an inducement or a reward that might place the staff member under an obligation. 9. If gifts received are small and of little value (under $50), then the recipient may keep the gift. 10. If the gift is larger and more valuable, then the recipients must advise the Board of the gift. The gift will be given to the school to use unless the Board agrees to an exception to this policy. 11. If the gift arises from an employee's role as an employee of the Board, then the gift remains the property of the Board. Receipt of the gift should be declared to the Principal. 12. A formal register of gifts must be kept if the gift is obviously in excess of $50 in value or is attractive in nature. Gifts regarded as attractive in nature include jewellery, watches and electronic items. Approval 13. When the Board approved this Policy it agreed that no variations of this Policy or amendments to it can be made except with the unanimous approval of the Board. 14. As part of its approval the Board requires the Principal to circulate this policy to all staff, and for a copy to be included in the School Policy Manual, copies of which shall be available to all staff. The School policy manual shall also be made available to students and parents at their request. The Board requires that the Principal arrange for all new staff to be made familiar with this Policy and other policies approved by the Board. HEALTH AND SAFETY IN EMPLOYMENT POLICY NO. 10.6 RATIONALE The Health and Safety in Employment Act requires the Board of Trustees, as an employer, to take all practicable steps to ensure the safety of employees at work. This includes teaching and non teaching staff and on-site contractors.vThe Board of Trustees is also required to take all practicable steps to see that its employees ensure the safety of students. PURPOSES To maintain or exceed minimum physical health/safety standards. To implement health/safety management systems. GUIDELINES This policy should be read in conjunction with other polices on health and safety. The Board of Trustees must: Maintain, in consultation with employees, a plan to identify health/safety dangers/hazards. Take action to eliminate/isolate/minimize immediately any identified danger/hazard; or, notify the Ministry of Edu cation immediately to ensure indemnity. Inform employees about the nature of the hazards likely to be encountered in the workplace and to ensure that employees are adequately trained and supervised to perform their tasks safely. Maintain first aid facilities. Maintain a register of accidents (harm) and incidents (potential harm), and record all accidents/incidents regardless of whether harm has occurred or not. record treatments. report all serious harm to Department of Labour and Ministry of Education (for indemnity). investigate such occurrences to determine whether they were caused by or arose from a significant hazard. The Board of Trustees will ensure that any contractor or sub-contractor involved with the school will meet the Board's safety standards. An appropriate way to clarify these issues is for such matters as safety policy, safe operating procedures, accident reporting and investigation and training be covered in the contractual arrangement between the parties. CONCLUSION Adherence to the Health and Safety in Employment Act will ensure the school is a safe and healthy environment for its employees and students, and will minimise the possibility of litigation against the school under the Act. _____________________________________________________________________ Revision Date: Ratified: 14.09.99 Reviewed Status: Current INJURY PREVENTION AND TREATMENT MANAGEMENT POLICY NO. 10.4 RATIONALE Parents/Caregivers expect children to be safe while at school. If injuries do occur, adequate care shall be available. PURPOSES To keep records of injuries and use this information to identify and modify hazardous environments and activities so as to reduce the frequency and severity of injuries. To maintain procedures for the treatment and referral of injured students. To ensure that updated lists of emergency contacts and existing medical conditions are available for every student. To assist with the rehabilitation of injured students. GUIDELINES This policy should be read in conjunction with other polices on health and safety. The procedures for preventing and reporting injury will be in accordance with the Health and Safety in Employment policy. Essential information relating to student health will be obtained on enrolment and will be updated as parents/caregivers notify the school of changes. This information will be readily accessible in the office for staff and health professionals. The first priority of the school will be to ensure the student receives prompt and effective medical care. Parents/Caregivers or others noted in the student information file will be contacted whenever a student is injured at school. First Aid Kits will be provided and maintained. A kit must be taken on school trips. Suitable procedures for treating injuries will be used by people who deal with injuries. First Aid Councillors will be trained to deal with minor injuries. If in doubt about treatment they will call the staff member with the responsibility for First Aid. Procedural questions will be asked of injured students. Criteria for referral of students to medical care will be displayed in the medical room and all staff will be requested to be familiar with them. An injury report form must be completed by the teacher who attended the child when a student is referred by the school for further treatment. The school, at its discretion, will hold and administer medication if asked by parents to do so. Staff, within reason, will be made familiar with how to administer medication. A designated staff member will have responsibility to ensure administration procedures, reports and accident/injury statistics are updated, compiled and reported to the Principal, with recommendations to improve safety. The Board of Trustees will fund the attendance of staff at First Aid Courses so that at all times at least four staff members have current certificates and all staff will receive basic First Aid training regularly. CONCLUSION Accidents will happen from time to time and the implementation of this policy will ensure the injuries are minimised and effective treatment is provided when personal injury has been sustained. Time away from the classroom environment will be minimised. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT JOB DESCRIPTIONS MANAGEMENT POLICY NO 5.8 RATIONALE A written conceptual job description sets out general expectations of the work to be performed by teachers. It is not meant to be definitive and provides scope for staff to determine what aspects of the job will be emphasised during what periods of time. Thus it places a lot of professional responsibility for accountability on staff. PURPOSES To serve as a frame of reference in defining the general and specific responsibilities of a teaching position. To establish accountability relationships. GUIDELINES A job description will form part of the school's performance management system. A job description will set out the scope of the work expected of a teacher in terms of objectives and desired outcomes. The job description for non-teaching staff should cover broad performance areas relevant to the type of work being done. For teachers a job description will set out how performance areas should be achieved in four important areas of school life; teaching a class or group of student, developing classroom culture, contributing to school culture, maintaining professional knowledge, carrying out specific responsibilities. The 1985 NZEI publication, “Appraisal - a process for development” and “The Reflective Principal” by Prebble and Stewart may be used to assist in the writing of job descriptions. Job descriptions will be negotiated with the Principal before the end of February each year. The result of negotiations may be a 'rollover' that will be confirmed in writing by the Principal. An agreed job description will be the starting point for preparation of performance objectives for appraisal and for summative appraisal purposes. CONCLUSION A job description will provide suitable expectations and guidance for a teacher and form the basis for negotiating other activities and responsibilities a teacher may exercise in the school. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT JOB SHARE MANAGEMENT POLICY NO 5.16 RATIONALE The Board of Trustees is responsible for ensuring suitable staffing in the school. Efforts have to be made to ensure staffing arrangements are in the best interests of students. Staffing arrangements need to take account of the Board's responsibilities to students, staff and the community. PURPOSES To provide guidelines within which job share arrangements will be considered. To provide guidelines for the operation of job share arrangements in the school. To ensure sound management of the school. GUIDELINES Applications will be considered where there is an opportunity to improve the skills base of teaching staff and enhance learning opportunities for children. The number of teaching job share positions in the school at any one time will be limited to two. The opportunity to job share will be available to all teaching staff subject to these guidelines. People entering into a job share arrangement will be required to sign and work to an agreed contract based on the NZEI model and currently used in the school. Job share arrangements will be reviewed on an annual basis with no commitment to continuing the arrangements. Job share arrangements may be discontinued at any time if, in the opinion of the Principal, the arrangement is not in the best interests of students or the school. CONCLUSION When the guidelines above are exercised the interests of students, staff and community will be safeguarded. ___________________________________________________________________________ Revision: Ratified: Revision Date: Status: CURRENT LEAVE MANAGEMENT POLICY NO. 5.6 The processes by which leave is granted and the conditions, which will govern the granting of leave, need to be easy to interpret. In order that decisions can be made quickly as possible most applications for leave will be processed by the principal. PURPOSES To ensure staff have clear guidelines by which applications for leave are considered. GUIDELINES All applications for leave, except bereavement, compassionate and sick leave, will be lodged in writing. Applications for leave of up to a week need to be lodged with the Principal at least a fortnight prior to the event. Applications for leave of more than a week need to be lodged where possible with the Principal at least four weeks prior to the event. Applications for leave of more than six weeks duration will be referred to the Executive Advisory Group. All leave of less than six weeks the principal will process. All decisions regarding leave will be made in accordance with the conditions of the appropriate awards. All decisions regarding written applications for leave will be made in writing to the applicant, with copies to syndicate leader, Board of Trustees Secretary and Treasurer, and the Payroll Manager of School Support Ltd. All decisions regarding leave will be reported to the Board of Trustees through the Principal's Report. Staff members seeking more than a year's leave may be required to resign their position. Staff members with less than five years service may be required to resign their position if seeking leave of more than one term's duration. Guidelines 8 and 9 will not apply to maternity leave, for which Special Award provisions apply. Personal circumstances of applicants may lead to the Board of Trustees waiving or modifying Guidelines 8 and 9. The Chairman and/or Executive Advisory Group will process leave applications lodged by the Principal. CONCLUSION In all matters involving leave the Principal and the Board of Trustees will act impartially giving consideration to: their role of being a good employer, cultural factors, and the demands of the charter, particularly the mission statement and EEO policy. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT MANAGEMENT UNITS MANAGEMENT POLICY NO. 5.13 RATIONALE The Primary Teachers Collective Employment Contract has presented a situation that needs managing. PURPOSES 1. To describe clear guidelines and procedures to ensure the process of handling the allocation or removal of units is transparent. 2. To ensure the needs of the school are met. 3. To ensure staff and students are treated fairly. 4. To ensure there is a career structure for teachers. GUIDELINES 1. The terms of the Primary Teachers Collective Employment Contract will be observed. 2. Up to 40% of units may be fixed term units. 3. Relinquishing units: a. Units may be relinquished at any time b. Process for allocating units that have been relinquished c. Where there is no actual teacher vacancy units may be advertised internally d. Where the units concern a Deputy or Assistant Principal and there is an actual vacancy, the position and units will be advertised nationally 4. When units need to be reduced - e. The terms of the Primary Teachers Collective Employment Contract will be followed. f. When considering a 'needs analysis' this will be carried out according to the school's strategic plan and other planning documents. 5. When units are gained - g. The terms of the Primary Teachers Collective Employment Agreement will be followed. h. When it is necessary to decide between two candidates the school's strategic plan will inform the decision. i. Recommendations on how units are to be used will be made by the Principal, after consultation with staff, to the Board of Trustees who will make the final decision. 6. People who disagree with decisions under this policy may do so in writing to the Chairperson of the Board of Trustees within 14 days of the decision. The Board will consider the objection and make a final and binding decision. CONCLUSION: The policy should allow for a smooth transition to the management of the units approach to management. The policy should also provide a suitable process for handling new situations that are likely to occur. Revision: Ratified: 21.05.02 Revision Date: Status: CURRENT NON-ENROLLED STUDENTS MANAGEMENT POLICY NO 14.5 RATIONALE Nelson Central School recognises that there will be requests for non-enrolled students to attend school for varying purposes and periods of time. PURPOSE To provide support for the integration needs of students from Maitai school and from other state or integrated schools. To ensure there is a suitable basis for allowing other non-enrolled students to attend the school for some purposes. To ensure Nelson Central School staff and students are not disadvantaged by having non-enrolled students attending sessions at the school. GUIDELINES The Principal will be responsible for considering requests for non enrolled students to attend the school in consultation with teachers. The school may make a charge for sessions attended. Nelson Central school staff will take part in integration programmes only on a voluntary basis. Nelson Central staff will not be responsible for adapting lessons or carrying out assessment for non enrolled students who attend the school under this policy. Arrangements for such programmes must not be disruptive to Nelson Central school students' learning. Suitable staff from the visiting organisation will be required to support visits by providing adequate supervision. Host schools, Parents/Caregivers will take responsibility for their students while they are at Nelson Central School. The principal will have the discretion to decline any request for attendance taking into account all relevant factors including class sizes and arrangements. CONCLUSION Reasonable requests from non-enrolled students will be considered and may be met where suitable arrangements can be made, taking into account all relevant factors. Where attendance of non-enrolled students is considered prejudicial to the smooth functioning of the school, permission to attend will be cancelled. ____________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT POLICE VETTING MANAGEMENT POLICY NO. 5.10 PURPOSES The Board takes every reasonable measure to protect pupils from harm (NAG5) and ensures that all employees maintain proper standards of integrity and conduct. New employees after 21 April 2002, will have had their backgrounds checked. GUIDELINES From 22 April 2002, all new employees and new contractors will undergo a police vet. The school commits to the guidelines outlined in STA LINK, 18 April 2002/14. In the event of a negative outcome of the vetting procedure, the board chairperson and the principal will decide an appropriate action (STA Link P3). Special consideration is given to convictions for violence, recent dishonesty, or offences of sexual misconduct. No adverse action will be taken against people with a negative vet until a fair and reasonable opportunity is given to respond to the information. The school will maintain the privacy and confidentiality of the individual. (STA P4 No 25-28) At the discretion of the principal, those voluntary helpers who have close and sustained contact with children may be vetted. All employees will be vetted every three years. The school will pay the $10.00 fee required for the vetting process of current employees. Further updated detail is continually available from the STA web-site: www.nzsta.org.nz Appointments may be made subject to a satisfactory vet. CONCLUSION The vetting process is one way to manage the risk of potential harm to students in our care. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT POLICY MANAGEMENT MANAGEMENT POLICY NO. 000 RATIONALE Policies are an essential element in the successful governance and management of the school. To fulfil the requirements of the school charter it is necessary to identify key issues in the school and to formulate a policy for each of these. Policies will identify the purposes and the broad guidelines for procedures to be followed. PURPOSES To provide information for staff, students, parents/caregivers and the wider community about how the Board expects to fulfil its requirements under the school charter. To enable school priorities to be set. To ensure continuity in school operations. To establish a basis for the development of school programmes. To provide a clear set of objectives which are consistent with the school charter. To provide a basis for evaluation and accountability. GUIDELINES The Board of Trustees, after consultation with the community, will have final responsibility for approving the policies by which it operates. A policy sub-committee of the Board will be delegated the responsibility to facilitate the policy management process by determining: policies to be written or reviewed, the composition of policy writing groups and the consultation process to be followed. The sub-committee will present draft policies to the Board for comment and approval. The attached flow chart indicates the procedure by which Board policy writing will occur. The school community will be encouraged to take part in the development of all policies. The community and the staff will be invited to make submissions and to take part in the policy process. Student input into policy writing will be encouraged where appropriate. Policies should be written on one page, they should follow a consistent format and they should be easy to understand. Policies will be reviewed and ratified every year or when the need arises. The attached flow chart “Policy Writing Procedure” indicates the procedure by which policies will be written and reviewed. Copies of policies to be distributed to members of the Board of Trustees, and all staff members. CONCLUSION The policy management process described here will allow policies to be efficiently formulated. This process is vital for the smooth operation of the school and will provide for realistic and genuine participation of the community and staff in the governance of the school. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT PRIVACY OF INFORMATION MANAGEMENT POLICY NO. 6.4 RATIONALE The Privacy Act grants everyone the right to privacy of information concerning themselves. The Board is bound to uphold that right by putting in place guidelines and procedures to supper the legislation on privacy. PURPOSE To promote and protect the privacy of individual children, staff, parents and all others in the collection, use and disclosure of information about them, and to ensure that all persons have access to information relating to themselves that is held by the school. NOTE that this policy follows the key principles (referred to by number) of a piece of law called the Privacy Act (1993). For most purposes the best guide is to use good sense and to be constantly alert to the necessity for treating information about people with great respect. GUIDELINES Personal information is collected only for purposes connected with the function of the school, and only when it is necessary to have this information. The purpose for collecting information is made known. (1,3) In general information is collected directly from the person concerned unless it is publicly available from elsewhere or the person's interests are not prejudiced when collected from elsewhere.(2) The manner of collecting information is not unnecessarily intrusive. (4) Reasonable safeguards are in place to protect information from loss, unauthorised access, use or disclosure. As a general rule information about any person is not given to a 3rd party without the person's knowledge. (5) The school takes reasonable steps to make sure personal information is correct, up to date, relevant and not misleading. (8) Individuals have access to information held about themselves, and may request correction of information held or, when not corrected, to require that there be attached to the information a statement of the correction requested.(6,7) Information is only used for the purposes for which it was obtained except in certain circumstances (eg for statistical purposes where the person's identity is not disclosed).(10) Information is kept only for as long as it is needed for the purposes for which it was obtained.(11) REVIEW This policy will be reviewed annually by the board in accordance with its self‑review timetable. The review will be conducted in the form of a parent and staff survey, using the objectives listed above as the criteria for determining the effectiveness of the policy in action. The board will make its review report available to parents and staff. CONCLUSION The Board of Trustees is committed to ensuring the privacy of information as provided for under the law. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT PRIVATE CARS ON SCHOOL TRIPS POLICY NO. 10.7 RATIONALE Current traffic legislation requires that where seat belts are fitted to a vehicle these must be used by passengers. This legislation is drafted to increase the degree of safety afforded the passengers being carried. PURPOSES To ensure that the use of private cars on school trips is made as safe as possible. To ensure that overloading does not increase the potential dangers of using private cars on school trips. GUIDELINES Private vehicles should not always be the means of transport used on school trips. All children travelling in private vehicles on school trips should be provided with a seat belt. Lists of drivers and passengers will be made and left at the school office prior to leaving on a school trip. Teachers will ensure that adequate instruction is given children to ensure that their actions while in the car, going to and/or leaving the car do not place themselves or others in danger. No child will be transported on a school trip without prior written approval of a parent or care giver. The principal, in conjunction with the class teacher will determine an appropriate charge. Money will be used to supply drivers of cars with petrol vouchers. The Board of Trustees will make budget provision for appropriate insurance cover. CONCLUSION Road Safety provisions are a life time necessity. We as a school can emphasise their importance, insist on adherence to them, and in doing so benefit our pupils now and in the future. _______________________________________________________________ Revision Date: Ratified: 14.09.99 Reviewed: Status: Current PROFESSIONAL DEVELOPMENT MANAGEMENT POLICY NO 5.11 RATIONALE As professional people staff are expected to keep up to date with new developments in education and learning. School management has a responsibility to ensure staff have the information and skills teachers need in order to meet the requirements of the Ministry of Education and to do the best they job they can. Management has a responsibility to prepare school development goals and to ensure staff have the training to achieve those goals. Individual staff may also have personal work goals they would like to achieve. PURPOSES To ensure all staff have the training they need in order to carry out school development goals. To ensure all staff have opportunities to meet professional development needs arising from the appraisal process. To ensure all staff have an opportunity to meet personal development goals. GUIDELINES There will be three categories for professional development funding. Pool one will be reserved for training to meet school development goals. Pool two will be reserved for individual needs arising from the appraisal process. Pool three will be reserved for professional development needs arising from Ministry of Education initiatives. All staff employed by the Board of Trustees will have a right to apply for professional development funding. Staff who wish to access professional development resources will be required to submit an application form to the Principal. Applications will be considered by the professional development committee, made up of senior staff and chaired by the Principal. Applications will be considered as needed at the next available senior staff meeting or under urgency by the Principal. Applications not presented in time for consideration at a senior staff meeting may not be resourced. Priority will be given to applications that meet school development goals and Ministry of Education priorities. Where a member of the professional development committee has a vested interest in an application, that person may not take part in the decision-making process relating to that application. Applicants may attend the meeting to speak to their application but must retire after doing so and before a decision is made. Applicants will be advised in writing of the outcome of their applications. The professional development committee will set transparent criteria for funding for pools one and three. Applicants who are not happy with the committee's decision will have the right to appeal the decision. The decision will stand until the appeal can be heard. CONCLUSION When staff have access to suitable professional development, Ministry of Education requirements and school goals will be achieved and student learning and development will be enhanced. ___________________________________________________________________________ Revision: Ratified: 16.5.2000 Revision Date: Status: CURRENT PROTECTED DISCLOSURES MANAGEMENT POLICY NO. 5.17 RATIONALE The Board of Trustees is required to have a policy to comply with the Protected Disclosures Act. PURPOSE To afford staff an avenue to disclose information about serious wrongdoings in or by the school and to protect staff who make these disclosures. GUIDELINES 1. An employee of the Board may disclose information in the manner provided by the Protected Disclosures Act. 2. Only disclosures of information about serious wrongdoings as provided for in the Act are covered by this policy 3. The Board acknowledges that the employee is not liable to civil or criminal proceedings relating to the disclosure ‑ notwithstanding other rules of law, oath or practice. 4. The Board accepts that the employee may have access to the personal grievance procedures of the Employment Relations Act and the anti‑discrimination provisions of the Human Rights Act if any retaliatory action is taken against them. 5. The Board recognises provision for confidentiality of identity of the employee making a disclosure. 6. The following procedures apply in the administration of this policy: 7. The school's Disclosure Officers are the Principal and the Chairperson of the Board of Trustees and any disclosure should be made directly to either person. 8. Disclosures should be in writing and include all relevant details. Written statements should be signed and dated, and a return address provided. 9. The school's Disclosure Officer(s) will acknowledge receipt of a disclosure in writing. 10. Within 20 working days after receipt of a disclosure, the school's Disclosure Officer(s) will report to the staff member concerned what action has been taken or recommended to be taken. 11. The school's Disclosure Officer(s) will report, in confidence, every disclosure to the Board chairperson who may refer the matter to the Board. 12. This policy will be reviewed in accordance with the board's programme of self‑review, and the review report will be available to members of the school community after it has been approved by the board. 13. The review will be conducted in the form of a Board survey, using the purpose listed above as the criteria for determining effectiveness of the policy in action. CONCLUSION Careful observance of this policy will help to ensure that wrong doing of a kind covered by the Protected Disclosures Act do not occur but if they do, they will be dealt with in an expeditious manner. ___________________________________________________________________________ Revision: Ratified: 19.06.01 Revision Date: Status: CURRENT PROVISIONALLY REGISTERED TEACHERS POLICY NO. 5.10 RATIONALE From time to time the school will likely have responsibility for provisionally registered teachers (PRT). The Board needs to describe how it will meet its obligations to a PRT. PURPOSES To describe the responsibilities and procedures for ensuring the Board's responsibilities for PRTs are met. GUIDELINES The principal is responsible for ensuring the policy for PRTs is implemented. The principal will ensure procedures consider: how matching of PRTs and Tutor Teachers will take place a statement of responsibilities for Tutor Teachers and PRTs using the Teacher Registration Board requirements for registration and re-registration to set out what the PRT programme should cover specifying how the PRT programme relates to other support structures operating in the school accountability mechanisms a statement of resources to be made available and a process for dealing with dissension or disagreements. Tutor Teachers will work with PRTs using guidelines set out in the publications held in the school for that purpose. Tutor Teachers should discuss with the PRT how they will work together to implement the procedures above during the year. An outline of the proposal should be submitted to the principal for approval. Any changes considered necessary during the year should also be discussed with and approved by the principal. The Tutor Teacher will provide the principal with records of meetings with PRTs. A monthly report will also be provided. Opportunities for training PRTs and Tutor Teachers will be developed and be built into the school's professional development programme. The PRT will have access to 0.2 FTTE release to undertake professional development activities. Another teacher will teach the class during the PRTs absence. Time may also be arranged to release the tutor teacher to undertake supervision and support activities on behalf of the PRT. The principal will report to the Board each term on the progress of PRTs. CONCLUSION When the above policy guidelines are followed, the needs of PRTs and the obligations of the Board will be met. _____________________________________________________________________ Revision Date: Ratified: 14.09.99 Reviewed: Status: CURRENT SAFETY AND SAFE PRACTISES MANAGEMENT POLICY NO. 10.5 RATIONALE A school needs to have procedures in place which reduce the potential for hazardous events to occur and must also, in the event of an emergency such as fire or earthquake, have clearly understood guidelines for staff and pupils to follow. PURPOSES To maintain clearly understood procedures in the event of fire, earthquake or other major disaster. To ensure safe practices are taught and encouraged everywhere in the school and its grounds. GUIDELINES This policy should be read in conjunction with 10.1-10.7 Student movement around the school must conform to that set out in the booklet “School Guidelines for Behaviour”. The orderly evacuation of all school buildings based on the emergency evacuation procedure will be practised at least once a term. The safe use of tools and machinery needs to be an integral part of the school programme. First Aid cabinets will be kept well stocked. A system for the management, recording and administration of medication will be in place. Flammable and toxic materials must be locked away when not in use. CONCLUSION This safety policy sets out in general terms the major points of consideration. Detailed explanation will be found in procedures especially written for each safety area eg. evacuation procedure, guidelines for behaviour, first aid document, etc. This policy demonstrates our concern that the safety of students and staff in the school environment be accorded high priority. ___________________________________________________________________________ Revision: Ratified: Revision Date: Status: CURRENT SAFETY ON THE ROAD MANAGEMENT POLICY NO. 10.2 RATIONALE All children attending the school are road‑users in some sense. Whatever use the child makes of the road will open them up to a variety of hazards. Training will contribute to reducing the potential effects of hazards and lay the foundations of sound attitudes for safe road users. PURPOSES To ensure students receive instruction in how to keep themselves safe on the roads. GUIDELINES Close liaison will be maintained with the Ministry of Transport Road Traffic Instructors in providing appropriate training in pedestrian and cycling skills. Cycle helmets are to be considered compulsory for children cycling to school. The booklet introducing parents to the school will emphasise the need for careful parental consideration before allowing children below Standard Two to ride to school. Children operating the control system on the Nile Street pedestrian crossing will only do so with training by RTI and under teacher supervision. The traffic flows in Alton Street will be regularly monitored and parents made aware of procedures, which will aid safety. The asphalt area in front of the hall will not be used as a pick‑up or putting‑down area during school hours. CONCLUSION Appropriate training at all levels, along with checking and monitoring of children's road use, will help to ensure that the roads are a safer place for children. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT SCHOOL WIDE ASSERTIVE DISCIPLINE PLAN POLICY NO. 10.8 RATIONALE Caregivers and parents send their children to school and expect that they will be safe and cared for at all times. The school has a responsibility to ensure that students develop a respect for each other and for the school environment. PURPOSE To create and maintain a safe and supportive environment for all students. To ensure the school environment and property are cared for at all times. GUIDELINES Details to support this policy will be prepared by staff from time to time and will be made known to students and their families through school assemblies, newsletters and class notices. The following rules will be explained and taught to all students : Be in the right place at the right time Keep your hands, feet and other objects to yourself Use appropriate language at all times Be polite Leave dangerous things at home Put rubbish in the bin All staff in the school will support the rules. Where ever possible, duty teachers should deal with discipline and reward matters in the playground. Benches will be set out under the hall overhang as a 'time out' area for students who break the rules. At least two teachers will be on duty at all times and extra supervision will be provided, by arrangement between teachers, for the first 15 minutes of lunchtime on a wet day. Students may sit with whomever they wish during lunchtimes and may go to play when the 'end of lunch' bell rings Lunchtime behaviour will be monitored on a week by week basis. Generally, the reward for following the rules will be a clean, safe and supportive environment. Where behaviour during lunchtimes is considered by the duty teachers to be not satisfactory, students will be required to take lunch in class groups and wait to be dismissed. CONCLUSION When the rules are reasonable, students know what they are and where teachers support the rules; students will have a safe, clean, caring and supportive environment. _____________________________________________________________________ Revision Date: Ratified: 14.09.99 Reviewed: Status: CURRENT SEXUAL HARASSMENT MANAGEMENT POLICY NO. 6.3 RATIONALE Sexual harassment "takes away from the employee equal employment opportunities, by creating a working environment in which that employee's ‑ability to perform is impaired." (Section 15 of the Human Rights Commission Act). Sexual harassment is not acceptable in the school and the Principal and/ or the Board of Trustees must consider complaints of sexual harassment sympathetically and seriously, and ensure the person making the complaint is not subjected to victimization. PURPOSES To set out guidelines and procedures for handling sexual harassment issues. GUIDELINES An Equal Employment Opportunities school support group will be elected. This will consist of staff members and may include a Board of Trustees representative. A school staff member has been sexually harassed in the school if a Board of Trustees member, or another staff member: makes a request of the staff member for sexual intercourse, or other form of sexual contact, or other form of sexual activity which implies or overtly promises preferential treatment in the school, or by the written or spoken word of a sexual nature; or physical behaviour of a sexual nature. PROCEDURES In the event of sexual harassment the complainant may, if appropriate approach: - The Principal Senior Staff member Board of Trustee's member The staff elected to the school E.E.O. support group An NZEI staff liaison officer, counselor, or field officer. The complainant should document the case with the assistance of the supporting person or persons. The person responsible for the harassment should be confronted and informed that the behaviour is unacceptable and must stop. Assurances should be sought that the behaviour will stop. Assurances should be sought that the behaviour will stop and that an apology will be made. If it is decided that further action should be taken, the harasser should be informed and a decision made to lay a complaint through one of the following avenues: The Principal and/or the Board of Trustees (Award 2, 2, 3.) Personal Grievance through an Industrial Advocate or an NZEI Field Officer (Award 9.1, 9.3) Human Rights Commission through an NZEI Field Officer. CONCLUSION Staff must have support if they are subjected to offensive or unwelcome behaviour of a sexual nature, which is of such significance that it gives offense, detrimentally effects their employment, job performance, or job satisfaction. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT SMOKE‑FREE SCHOOL ENVIRONMENT MANAGEMENT POLICY NO. 14.3 RATIONALE Smoking endangers the health of smokers and others around them. Smoking increases the dangers of possible loss of life or property through fire. PURPOSES To promote a smoke-free environment for staff, students and visitors to the school. To take positive steps to create an awareness amongst children of the need for a healthy environment. To reduce fire hazards. GUIDELINES The whole school is a smoke-free zone during school hours. No smoking is permitted inside school buildings at any time. Prospective employees are to be made aware of this policy. Visitors and persons making use of school facilities are to be made aware of this policy. CONCLUSION This policy is in accordance with the requirements of the Smoke Free Environments Act 1990. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT STAFF DISCIPLINARY PROCEDURES MANAGEMENT POLICY NO. 5.5 RATIONALE As a State Sector Employer the Board of Trustees recognises its obligations as a good employer to provide fair and just procedures for the discipline of staff where this is required to uphold the good conduct of the school. PURPOSES To set out guidelines to be followed by the principal in maintaining the standard of conduct expected of staff. GUIDELINES It is the delegated responsibility of the Principal to initiate any disciplinary action required to maintain the high standard of professional and Where disciplinary action is considered necessary the following principles will be followed: Personal conduct expected of all employees in our school. The employee must be advised of their right to request union assistance and/or union representation at any stage. The employee must be advised of the specific nature of the alleged conduct and a reasonable opportunity provided for the employee to respond. The employee must be advised of any corrective action required to amend their conduct and give a reasonable opportunity to do so. Before any substantive disciplinary action is taken, an appropriate investigation is to be undertaken by the Principal. Depending upon the seriousness of the misconduct an oral warning should usually precede a written warning. The process and results of any disciplinary action are to be recorded in writing, sighted and signed by the employee as having been seen, and placed on their personal file. If the alleged conduct is sufficiently serious an employee may be either suspended on pay or transferred temporarily to other duties pending an investigation under (d). In exceptional circumstances an employee may be suspended without pay. An employee who has been suspended under subclause (g) of this clause and the allegation is found to be without substance must be entitled to resume the position from which they were suspended. An employee aggrieved by an action taken by the employer must be advised of their right to pursue a grievance. Nothing in this section prevents instant dismissal without notice in the case of serious misconduct. Where a case is sufficiently serious as to necessitate suspension pending a formal inquiry, the principal will report to the Board's staffing committee which after considering the case may authorise suspension with or without pay while a formal inquiry is undertaken. If, following an inquiry, the staffing committee believes dismissal is justified, it shall make such a recommendation to the full Board, which will review the case before deciding upon the committee ' s recommendation. It is the responsibility of the Board Chairperson to initiate any disciplinary action in respect of the principal. All business concerning a complaints and action resulting from it will be held "in committee". CONCLUSION Disciplinary action should only be regarded as an action of last resort. Good management practices should aim at ensuring problems do not reach a stage where formal sanctioning of employees is required. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT STAFF PERFORMANCE SUPPORT AND APPRAISAL POLICY NO. 5.9 RATIONALE Personal and collective performances in striving to achieve the school's mission can be improved and refined by a fair continuous and accepted process of support and appraisal. GUIDELINES All staff, including the principal will be open to appraisal. The support and appraisal system will be used to: provide staff members with feed back and recognition of current performance stimulate, where necessary, and improved performance encourage the acquisition of new skills carry out a school-wide needs analysis Matters of complaint, questions of competency and disciplinary procedures will be separate from the support and appraisal system. The process of support and appraisal will be an on‑going one and incorporate both informal and formal procedures. Self appraisal and self analysis of needs will be important aspects of the process. Staff members responsible for areas of development and/or staff will be delegated the task of formal appraisal. Training will be given to ensure that the skills required for effective support and appraisal are known and practised. Any written records forming part of the support and appraisal system will be confidential to the appraisee, the appraiser and the Principal and signed by all parties as an acceptable and accurate record. Reports on appraisal prepared by the Principal for Board of Trustee purposes will be general in their information. Staff members will be able to request support or appraisal at any time but a formal yearly cycle will also be put in place. The appraisal cycle will incorporate discussion self appraisal, interviews, observation, target setting, development programmes, recording and reporting. A procedural document will be prepared each year prior to the formal cycle. The Board of Trustees will make budget provisions for support and appraisal purposes. CONCLUSION Through a systematic and continuous process of support and appraisal the effectiveness and efficiency of the individual and the school as a whole will be improved and children's educational opportunities enhanced. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT STAFF REIMBURSEMENTS MANAGEMENT POLICY NO. 7.4 RATIONALE From time to time staff members can, for the sake of expediency, incur costs, which are legitimate charges against the financial resources of the school. Such costs may result from the direct purchase of goods and services, travel on official business, or out-of‑pocket expenses incurred while attending a camp, inservice course or meeting as a representative of the school. A process for seeking and reimbursing such costs will be put in place. PURPOSES To ensure there is a procedure so that staff are reimbursed for authorised expenditures. GUIDELINES Reimbursements will be made in accordance with the respective awards under which staff are employed. Purchases totaling up to $10.00 will not require prior authority of an order number. Where costs are likely to exceed 010.00 prior authority of the principal will be required. This condition applies to purchases and travel. Staff members will complete an approved form in order to claim reimbursements. The Principal will have power to authorize the payment of reimbursements. The Board of Trustees will budget for teacher reimbursements each year. The Principal will be required to monitor spending and avoid excessive expenditure on the part of staff. CONCLUSION The Board of Trustees recognises that individual staff members should not be required to finance any of the operations of the class or school, and that providing for reimbursements is part of their role of being a good employer. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT STUDENT MANAGEMENT MANAGEMENT POLICY NO 13.1 RATIONALE Each student has the right to pursue their activities and interests without interruption or interference. PURPOSE 1. To ensure a safe environment for students and staff. 2. To promote a positive learning environment in order for students to achieve success. 3. To ensure each student can pursue approved school activities and interests without interruption or interference. 4. To provide a way of defining and advising what are acceptable and unacceptable behaviours in school. 5. To define suitable consequences for misdemeanours. GUIDELINES 1. Good relationships between students, staff and families will be fostered. 2. The smooth running of the school will be ensured on a day to day basis. 3. Desirable behaviours within the school will be encouraged through the development and implementation of suitable guidelines and programmes. 4. The school will discourage and manage misbehaviour through the development and implementation of suitable guidelines and programmes. 5. The school will manage abnormal behaviour through the development and implementation of suitable guidelines and programmes. 6 Guidelines for action to be taken to deal with students who fail to follow procedures or meet expectations will be developed 6. Justice and fairness for students and teachers will be practised. 7. An appreciation and respect of others' cultures will be developed and observed. 8. Respect for the environment with regard to school tidiness, furniture, buildings and personal property will be enveloped. 9. In conjunction with students, a set of school rules will be developed, managed and revised as appropriate. 10. Parents/caregivers will be informed and involved in serious breaches of school rules, guidelines and expectations. 11. Policies to deal with specific student management concerns will be developed as required. CONCLUSION By using a positive approach to behaviour, this school in partnership with parent/caregivers will guide students to an appreciation of the value of self-discipline as an aid in their full development potential. This policy demonstrates a positive approach to student management to enable Nelson Central School to function effectively. ___________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT STUDENT TEACHERS MANAGEMENT POLICY NO. 5.18 RATIONALE From time to time the school will be asked to host students from a College of Education. The school has an interest in ensuring students have access to practical school and classroom experiences with the support of suitable teachers. PURPOSE To ensure students have a successful teaching practice. To ensure students meet the requirements of their teaching practice. To ensure classroom and school programmes are supported. GUIDELINES Teachers may apply to become Associate Teachers. The principal is responsible for approving applications. Associate Teachers will attend training sessions convened by the College of Education without expense to the school. Associate Teachers are responsible for working with College of Education staff to ensure student's meet the requirements of their teaching practice. Students are expected to observe the same professional standards and expectations required of all teachers. Students are expected to be punctual - morning meeting begins at 8:20 am. Students will attend meetings scheduled for their Associate Teachers, playground duty, as well as planning and evaluation meetings required by the Associate Teacher. Students will be expected to meet the standards of planning and evaluation set by their Associate Teachers. Reports required to be signed by the Principal will be placed with the Principal two days before the end of the teaching practice. Reports that do not meet this timeline may not be returned before the end of the teaching practice. Students will discuss with their Associate Teachers the use of school resources including photocopying for classroom materials. Students will be expected to pay for personal photocopying. That can be discussed with the Administration Officer. Claims for Associate Teacher Allowance will be completed at the end of the student's teaching practice. CONCLUSION When the guidelines above are followed the teaching experience will be rewarding for all parties. ____________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT SUN SENSE MANAGEMENT POLICY NO. 10.1 RATIONALE Research indicates that over exposure to the sun in childhood increases the risk of skin cancer and melanoma in later life. Nelson's incidence of skin cancers and melanoma has shown dramatic increase over recent years and is directly attributable to high sunlight hours and the clear atmosphere. Damage to the ozone layer is another likely contributor. PURPOSES To provide guidelines for parents and staff to ensure that all children are encouraged to take sensible precautions to help avoid over‑exposure to the sun. To help students develop an awareness of and healthy respect for the benefits of keeping themselves safe in the sun, particularly during summer. To help children treat the sun with a healthy respect during the summer. GUIDELINES The board will operate a "No hat, no play in the sun" policy. All children will be required to wear an approved sunsafe "Australian Drill" style wide brimmed sun safe hat at all times of outdoor play during terms 1 and 4. An approved style of Legionnaires hat that provides total protection from the sun will also be considered suitable. Maximum possible use will be made of shade trees as a place to eat lunch and work out of doors. Out of doors assemblies will be scheduled for early morning rather than between ll a.m. and 3 p.m. or held in the shade. Children will be encouraged to seek shade while watching others swim, compete or entertain out of doors. Sun bathing in the pool area will be actively discouraged. Consideration will be given to the scheduling of events such as swimming sports, athletics and education out of the classroom to avoid high-risk periods. The danger of exposure to the sun on windy and cloudy days will be highlighted. Each teacher will provide a sensible role model and take planned steps to feature sense in the sun as part of their classroom programmes. CONCLUSION Awareness and support for the development of sensible sun habits will play its part in reducing the health hazards associated with over‑exposure to the sun. ____________________________________________________________________________ Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT TEACHER COMPETENCY MANAGEMENT POLICY NO. 5.4 RATIONALE While on‑going Teacher Appraisal and Professional Development programmes are aimed at improving the quality of teaching in the school, special action to overcome specific difficulties may be required in some circumstances. PURPOSES To outline procedures to be followed by the principal in cases where the usual in‑school professional support has failed to remedy a concern about a teacher's professional competency. GUIDELINES The responsibility to initiate formal appraisal and development action to address any matter concerning the professional competency of a teacher is delegated to the principal. The teacher must be advised in writing of the specific matter(s) causing concern of the corrective action required, and the time frame allocated. The teacher should also be advised to seek assistance from his/her professional organisation. (e.g., NZEI counselor). The wishes of the teacher should be considered and fully discussed in planning for in‑school support. Staff responsibility for teacher support must be clearly established and stated. The process and results of any evaluation are to be recorded in writing, sighted and signed by the teacher. Should the teacher's competency continue to cause concern the principal will inform the BOT that formal professional appraisal is taking place. The teacher will also be given a copy of the principal's report to the Board. All matters concerning teacher competency will be strictly confidential. If the time agreed for corrective action elapses without satisfactory progress being made, the principal will initiate an independent evaluation by two experienced teachers, one nominated by the principal and one nominated by the teacher being evaluated. The evaluation team will: evaluate specific areas of performance causing concern; consult with the teacher; consult with the other parties involved; in-school support staff identify corrective action required; verify level of competence attained The evaluators will provide the principal with a joint written report on the specific matters causing concern. This report will include details of both the process and results. The report will be signed as sighted by the teacher who will also receive a copy. If the independent evaluation reports that competency has been established the principal reports accordingly to the BOT. A copy of this report is given to the teacher. If the independent evaluation finds that the teacher remains incompetent the principal reports to the Board. The principal will report to the Registration Board on the teacher's competency. A copy of this report is given to the teacher. The Board of Trustees will consider the teacher's further employment. All business concerning teacher competency, and actions resulting, will be held "in committee". CONCLUSION The above actions will only be followed in extraordinary circumstances after normal appraisal and development procedures have failed to bring about a satisfactory change in the teacher's performance. Revision: Ratified: 19.10.99 Revision Date: Status: CURRENT Theft and Fraud Prevention Policy Adopted by the Board of Trustees on 19 August 2009 The Board of Trustees (the Board) of Nelson Central School (the School) has consulted with staff and parents in the formulation of this Policy (the Policy). The Policy was approved and adopted by the Board at its meeting held on19 August and became effective from that date. Introduction 1) The Board accepts that it has a responsibility to protect the physical and financial resources of the School. The Board has agreed that through its chief executive, the Principal, the School has a responsibility to prevent and detect theft and fraudulent actions by persons who are employed or contracted by the School or who are service recipients of the School. The Board accepts that any investigation into any theft or fraudulent actions will be conducted in a manner that conforms to the principles of natural justice and is procedurally just and fair. 2) The Board, therefore, requires the Principal to establish systems and procedures to guard against the actions of theft and fraud. The Principal is to report such actions to the Board Chairperson as prescribed in the procedures set out below. General 3) As preventative measures against theft and fraud the Board requires the Principal to ensure that: a) The School's physical resources are kept secure and accounted for. b) The School's financial systems are designed to prevent and detect the occurrence of fraud. All such systems must meet the requirements and standards as set out in the Crown Entities Act 2004 and of generally accepted accounting practice promulgated and supported by the Institute of Chartered Accountants of New Zealand. c) Staff members who are formally delegated responsibility for the custody of physical and financial resources by the Principal are proven competent to carry out such responsibilities and that such persons are held accountable for the proper execution of their responsibilities. d) All staff members are aware of their responsibility to immediately inform the Principal should they suspect or become aware of any improper or fraudulent actions by staff, suppliers, contractors, students or other persons associated with the School. 4) In the event of an allegation of theft or fraud the Principal shall act in accordance with the following procedures: a) Decide to either immediately report the matter to the New Zealand Police or proceed as outlined in this paragraph. b) So far as it is possible and within 24 hours: i) Record the details of the allegation, the person or persons allegedly involved, and the quantity and/or value of the theft or fraud. ii) Request a written statement from the person who has informed the Principal, with details as to the nature of the theft or fraud, the time and circumstances in which this occurred, and the quantity and/or value of the theft. iii) Decide on the initial actions to be taken including consulting with the person who provided the information and, if appropriate, confidentially consulting with other senior members of staff about the person who is the subject of the allegation. iv) Inform the Board Chairperson of the information received and consult with them as appropriate. c) On the basis of advice received and after consultation with the Board Chairperson, the Principal shall decide whether or not a prima facie case of theft or fraud exists, and if not, to document this decision and record that no further action is to be taken. d) The Principal shall then carry out the following procedures: i) Investigate the matter further; ii) If a prima facie case is thought to exist to continue with their investigation; iii) Invoke any disciplinary procedures contained in the contract of employment should the person be a staff member; iv) Lay a complaint with the New Zealand Police; v) If necessary, commission an independent expert investigation; vi) In the case of fraud, require a search for written evidence of the possible fraudulent action to determine the likelihood or not of such evidence; vii) Seek legal advice; or viii) Inform the Manager, National Operations, Ministry of Education local office and/or the school's auditors. e) Once all available evidence is obtained the Principal shall consult the Board Chairperson. The Board Chairperson may, if they consider it necessary, seek legal or other advice as to what further action should be taken. f) If a case is considered to exist the Principal or a person designated by them shall, unless another course of action is more appropriate: i) Inform the person in writing of the allegation that has been received and request a meeting with them at which their representative or representatives are invited to be present. ii) Meet with the person who is the subject of the allegation of theft or fraud and their representatives to explain the complaint against them. iii) Obtain a verbal or preferably a written response (all verbal responses must be recorded as minutes of that meeting, and the accuracy of those minutes should be attested by all persons present). iv) Advise the person in writing of the processes to be involved from this point on. 5) The Board recognises that supposed or actual instances of theft or fraud can affect the rights and reputation of the person or persons implicated. All matters related to the case shall remain strictly confidential with all written information kept secure. Should any delegated staff member or any other staff member improperly disclose information the Principal shall consider if that person or persons are in breach of confidence and if further action is required. Any action the Principal considers must be in terms of the applicable conditions contained in their contract of employment and any code of ethics or code of responsibility by which the staff member is bound. 6) The Board affirms that any allegation of theft or fraud must be subject to due process, equity and fairness. Should a case be deemed to be answerable then the due process of the law shall apply to the person or persons implicated. 7) Any intimation or written statement made on behalf of the School and related to any instance of supposed or actual theft or fraud shall be made by the Board Chairperson who shall do so after consultation with the Principal and if considered appropriate after taking expert advice. Allegations Concerning the Principal or a Trustee 8) Any allegation concerning the Principal should be made to the Board Chairperson. The Chairperson will then investigate in accordance with the requirements of paragraph 4 of this Policy. 9) Any allegation concerning a member of the Board of Trustees should be made to the Principal. The Principal will then advise the manager of the local office of the Ministry of Education and commence an investigation in accordance with the requirements of paragraph 4 of this Policy. Approval 10) When the Board approved the Policy it was agreed that no variations of this Policy or amendments to it can be made except by the unanimous approval of the Board. 11) As part of its approval the Board requires the Principal to circulate this Policy to all staff, and for a copy to be included in the Kiwi Park School Policy Manual, copies of which shall be available to all staff. The school policy manual shall also be made available to students and parents at their request. The Board requires that the Principal arrange for all new staff to be made familiar with this Policy and other policies approved by the Board. Travel Policy Adopted by the Board of Trustees on 19 August 2009 The Board of Trustees (the Board) of Nelson Central School (the School) has consulted with staff and parents in the formulation of this Policy (the Policy). The Policy was approved and adopted by the Board at its meeting held on19 August and became effective from that date. Introduction 1. The Board agrees that it has a responsibility to ensure that travel expenditure incurred by the School must clearly be linked to the business of the School. The Board has agreed on the fundamental principles of this Policy, and has delegated responsibility for the implementation and monitoring of this Policy to the Principal. 2. The Board requires the Principal, as the chief executive and the Board's most senior employee, to implement and manage this Policy. The Principal may, from time to time, further delegate some of their responsibilities, and all such delegations must be attached as appendices to this policy. 3. This Policy must be read in conjunction with other Board Policies, and the exercising of all authority and responsibilities conferred under this Policy must be in accordance with the Schedule of Delegations and may not exceed an individual's established level of delegated authority. Principles The Board agrees to ensure that: the travel expenditure is on the Board's business, and the School obtains an acceptable benefit from the travel when considered against the cost; expenses are reimbursed on an actual and reasonable basis; and staff that are required to travel on business do not suffer any negative financial effect. Process for Making Travel Arrangements 5. Under no circumstances may any staff member approve their own travel. 6. All booking for international and domestic travel is to be conducted through the School's normal purchase procedures. This includes the booking of accommodation, flights and rental cars. Travel within New Zealand 8. The justification for travel within New Zealand must be documented. It is to be transparent and must relate to a school need. Travel within New Zealand is to be authorised on a one-up basis (for example the Principal should authorise any travel by the Deputy Principal and the Board should authorise any travel by the Principal). 9. All domestic air travel is to be economy class. International travel 10. Prior to international travel being undertaken, the traveller must be given a copy of this policy and be required to sign it off to signify that they have read and understood it. 11. All international travel should be authorised by the Board before it is commenced. A proposal must be put to the Board detailing the purpose of the trip, the expected benefit to the Board which will arise from the trip and an estimate of the costs of the trip. The Board will approve the travel in writing. 12. A the end of the trip overseas, the traveller must prepare a trip report, which details the costs incurred during the trip, activities which took place during the trip and the benefits to the Board and the School of the trip. 13. Except where the flight time exceeds 10 hours, all international air travel is to be economy class. 14. Business class travel may be approved, where the Board considers appropriate, for travel more than 10 continuous hours in duration. 15. If a staff member has a travel time without a stopover in excess of 20 hours, a rest period of 24 hours before commencing work is permitted. Accommodation 16. Staff should opt for good but not superior accommodation, for example Qualmark 2 star accommodation and must be prepared to justify exceptions to this rule to the Board. 17. Staff who stay privately will be reimbursed on production of receipts, for koha or for the cost of a gift given to the people they have stayed with. Prior to travel the staff member should receive authorisation for the value of the intended koha/gift. (Refer to Gift Policy) Vehicles 18. When using rental cars, staff should opt for good but not superior model vehicles and should be prepared to justify any exceptions to this rule to the Board. 19. Use of private vehicles is to be approved on a one-up basis and reimbursement will be at the rate specified by the Inland Revenue Department. 20. If taxis are used, then staff should pay for the taxis out of their own pocket, obtain a receipt and seek reimbursement through petty cash or as part of an expense claim. Reimbursement of Expenses 21. The reimbursement for business related travel expenses is on the basis of actual and reasonable costs. Actual and reasonable expenditure is defined as “the actual cost incurred in the particular circumstance, provided that it is a reasonable minimum charge”. 22. For travel within New Zealand, actual and reasonable expenses are those incurred above the normal day to day costs. For example, a staff member would normally incur personal expenditure for lunch on a daily basis and the cost of lunch when travelling should not be reimbursed unless the costs are greater than that normally incurred. 23. All personal expenditure is to be met by the staff member. Examples of this are mini bar purchases, in house movies, laundry and private phone call charges are to be paid separately by the travelling staff member. 24. All receipts must be retained and attached to the travel claim. The claim is to be authorised on a one-up basis. 25. For expenditure incurred in New Zealand of value greater than $50 (including GST) there should also be a GST invoice to ensure that GST can be reclaimed by the School. 26. Authorisation can still be given for expenditure less than $50 where there is no receipt, for example if it is not practical to obtain a receipt or if the receipt is lost. The expenditure can be reimbursed provided there is no doubt about its nature or the reasons for it. Discretionary Travel Benefits 27. Travel benefits, including airpoints and loyalty scheme rewards/points (Flybuys, Global, etc), accrued from official travel are only to be used for subsequent travel on behalf of the School. They should not be redeemed for personal use. 28. Staff must travel by the most direct route unless scheduling dictates otherwise. 29. The School will not meet expenses incurred on behalf of a spouse or travelling companion. In the event of a person travelling with an employee, a reconciliation of expenses should clearly demonstrate that the School did in no way incur additional expenditure. Approval 30. When the Board approved this Policy it agreed that no variations of this Policy or amendments to it can be made except with the unanimous approval of the Board. 31. As part of its approval the Board requires the Principal to circulate this policy to all staff, and for a copy to be included in the School Policy Manual, copies of which shall be available to all staff. The School policy manual shall also be made available to students and parents at their request. The Board requires that the Principal arrange for all new staff to be made familiar with this Policy and other policies approved by the Board.

Copyright : Nelson Central School 2009

Cash Management Policy

Adopted by the Board of Trustees on ­­­19 August 2009

Credit Card Policy

Adopted by the Board of Trustees on ­­­19 August 2009

Nelson Central School Cybersafety Policy

Rationale

Entertainment Policy

Adopted by the Board of Trustees on ­­­19 August 2009

Finance Policy

Adopted by the Board of Trustees on ­­­19 August 2009

Gift Policy

Adopted by the Board of Trustees on ­­­19 August 2009

POLICE VETTING MANAGEMENT POLICY NO. 5.10

GUIDELINES

CONCLUSION

Theft and Fraud Prevention Policy

Adopted by the Board of Trustees on ­­­19 August 2009

Travel Policy

Adopted by the Board of Trustees on ­­­19 August 2009

Adopted by the Board of Trustees on 19 August 2009

Adopted by the Board of Trustees on 19 August 2009

Adopted by the Board of Trustees on 19 August 2009

Adopted by the Board of Trustees on 19 August 2009

Adopted by the Board of Trustees on 19 August 2009

Adopted by the Board of Trustees on 19 August 2009

Adopted by the Board of Trustees on 19 August 2009