1

FACULTY HANDBOOK

2017/2018 School Year (Last revised 13 November 2017)

Canadian Academy Koyo-cho Naka 4-chome

Higashinada-ku, Kobe 658-0032 JAPAN

2

The Faculty Handbook is designed to communicate the policies and administrative regulations of the School as they directly affect the employment of faculty members. This handbook should serve as an introduction to employment information for new faculty members as well as a reference for returning faculty members. We welcome your ongoing questions and/or feedback in relation to this handbook to ensure it is meaningful and useful.

Policies and Administrative Regulations 500 - Instructional Staff

Contents 501 Strategic Plan 502 Lines of Responsibility 502-1 Conflicts of Interest 503 Personnel Records 504 Relations with Host Country 505 Grievance Procedures 506 Employment and Contracts 507 Levels of Responsibility and Authority for Employment 508 Faculty member Orientation 509 Insurance on Faculty -Owned Motor Vehicles 510 Salaries and Benefits 510-1 Payment of Salary 511 Payment for After-School Activities 512 Retirement Allowance 513 Housing Policy for Full-Time, Non-Local Faculty member 514 Medical Benefits 515 Travel Allowances for Non-Local Faculty member 516 Freight Allowances for Non-Local Faculty member 517 Leave Days 518 Professional Development 519 One-Year Study Leave for Full-Time Faculty member 520 521 Japan Visa and Registrations 522 Borrowing against Retirement Fund 522-1 Emergency Assistance Loan 523 Faculty member Evaluation 524 525 Student Activities 526 Standing Policies 527 Rules of Employment 528 Additional Insurance Information 529 Substitute Teaching by C.A. Faculty member 530 Miscellaneous and Other

3

Appendix I - Salary Scale and Allowances Appendix II - Other Annual Allowances - Extra-Curricular Payment Scale Appendix III – Faculty member Laptop & Internet Support Policy Appendix IV - Responsible Use Agreement Appendix V – Levels of Financial Responsibility (Added 4/3/2014) Appendix VI – Student Protection Policy (Added 4/27/2015) 501 Strategic Plan The Board of Trustees has adopted a strategic plan that provides direction for our school improvement process. The Core Values, Mission, Strategic Objectives, and Strategic Delimiters guide our decision making while Strategies are adjusted periodically. Core Values We believe that: ● embracing human diversity provides opportunities for enrichment ● the health of our planet depends on the actions of each individual ● compassionate actions benefit communities ● what we envision can be achieved through knowledge, creativity, and passion ● critical inquiry is an essential component of more profound learning ● leading by example is the essence of integrity ● open, respectful, and inclusive communication builds trust ● challenging experiences are opportunities for learning and growth ● lifelong learning leads to self discovery and personal meaning ● flexibility is necessary for success in a world of accelerating change

Mission Canadian Academy inspires students to inquire, reflect, and choose to compassionately impact the world throughout their lives.

Strategic Objectives By 2020 each student will: ● continually generate challenging and meaningful questions, think critically, and

create novel responses. ● purposefully reflect on thought processes and experiences to inform subsequent

thinking and actions. ● continually and enthusiastically engage in actions that positively impact the

world.

Strategies We will: ● devise consistent policies, practices, and resources to attract, recruit, develop,

evaluate, and retain inspired employees, who assure a sustained commitment to our mission and strategic objectives

● do what is necessary to earn the understanding and support of all members of our diverse community to achieve our mission and strategic objectives

4

● articulate current curriculum and as necessary adopt and develop new curriculum to achieve our mission and strategic objectives

● fully recognize, embrace, and engage our diverse community in order to achieve our mission and strategic objectives.

Strategic Delimiters We will not adopt any new program or service unless it is: ● consistent with and contributes to our mission ● accompanied by the staff development and resources needed for effective

implementation ● accompanied by a plan to assess its effectiveness School wide goals CA annually develops school wide goals that become a part of an annual Operational Plan. The Operational Plan is the guiding document outlining the work to be done each school year. 502 Lines of Responsibility The Principal is the recognized professional leader of the respective school divisions; it is with him/her that the faculty member will discuss their organizational, administrative and instructional issues before presenting them to the Headmaster. It is the responsibility of the faculty member to encourage students and/or parents to discuss individual concerns prior to conferring with the Principal. Faculty members are responsible primarily to their Principals, who are in turn responsible to the Headmaster. The Board requires that all matters will be discussed and resolved by those immediately concerned and will be taken to higher authority only when resolution cannot be obtained. The Board considers the faculty member the key person contributing to the success of the students. It is the responsibility of the faculty member to discern and minister to the needs, interests and abilities of the students. The faculty member will be expected to participate, when called upon, in such in-service or professional development activities as curriculum improvement, study programs, school community projects and extra-curricular activities. In addition, all personnel have a legal obligation to keep complete and accurate academic and attendance records and to submit them when due. 502-1 Conflicts of Interest Any faculty member engaged in outside employment or non-school activities, which impairs the efficiency of the faculty member is subject to limitation by the Headmaster. In this regard, the faculty member will not, at any time, engage in any employment outside of the school which:

5

● would affect their usefulness as employees in the school; ● would interfere with their effectiveness in performing their contractual duties; ● would compromise the school; ● would adversely affect their employment status or professional standing; and ● would conflict with or violate professional ethics. ● has not been approved by the Headmaster in advance. Faculty members will not engage in any other employment or in any private business during the hours required to fulfill assigned educational duties. These hours are Monday through Friday from 8:00am to 4:00pm on a regular basis during the school year but also on other days and times as necessary to fulfill the faculty roles and responsibilities. Any exception to this policy requires formal application and Headmaster or his/her designee approval. Faculty members will not sell articles or provide services to students without prior approval of the Headmaster or his/her designee. Tutoring students For students seeking tutors, a list of tutors comprised of the faculty member, parents, other community members, and students is available from the counselors. Students or parents choose their own tutor, agree upon fees, and arrange times. It is inappropriate for faculty members to tutor any of their own students for a fee. Tutoring of other students for a fee should not be done at school, should be outside the official work day, and should not interfere with any other school obligations or responsibilities. To avoid any potential for a conflict, faculty member tutoring CA students should gain approval for providing this service in advance through their Principal. 503 Personnel Records The Headmaster’s Office maintains confidential personnel records for each faculty member. All material necessary for an accurate, continuous evaluation will be incorporated in the file. A Faculty member may view his/her file with a member of the administration. Any files that contain personnel documents and records outside of the Headmaster’s Office are not official from an employment perspective. 504 Relations with Host Country Understanding and appreciation of Japanese culture are important for expatriates working at CA and living in Kobe. Therefore, the school encourages its faculty members to study Japanese culture and language, but recognize that even though faculty members may study Japanese, sometimes they may still need assistance from school staff in connection with their personal business. This help may be to make a phone call in Japanese, to provide a simple translation or explanation of a written document, or to advise on a problem. CA supports this type of assistance by

6

Japanese staff so long as the personal requests do not take much time from the regular work duties or personal time of these staff members. Therefore, please ask this question when seeking assistance from local staff. Faculty members should also be aware of the services offered by Community House (phone: 078-857-6540) as well as the information contained in the "Living in Kobe" booklet. Banking (revised 8/16/2017) CA encourages faculty members to be as independent as possible when dealing with personal matters, including personal finances, but there are areas where the school provides support. One of those areas of support is in banking. The School has a relationship with three main banks, two Japanese and one foreign and will assist with opening a bank account with PRESTIA SMBC Trust Bank, which is on Rokko Island. Monthly salaries will be paid directly into an account opened with any one of these banks. Checking accounts are not generally used in Japan and checks are not available when you open an account at one of these banks. In addition, please note that under Japanese banking practice bank overdrafts are not allowed under any circumstances; so, good record keeping is essential. If you have an account passbook Therefore, you are encouraged to allow the accounting office to hold your account passbook so that it can be updated each month after the payroll deposit and you are encouraged to ask questions about your passbook if necessary, since all transactions will be in Japanese. It is also important to monitor your balance by stopping by the accounting office periodically to review your passbook and to ask for assistance if necessary. Faculty members may open other bank accounts at any time without going through the School. For foreign exchange transactions, the School recommends an account with PRESTIA SMBC Trust Bank Citibank as a convenient way to handle overseas transactions. Please note that Citibank is not located on island and there is a larger minimum balance required to open this account. Also, on one day a month the School will provide foreign exchange transactions, please see the Accounting Office for additional details. 505 Grievance Procedures Personnel Matters should be directed to the appropriate Leadership Team Member (Principals or Director of Finance and Business Operations). A faculty member who has a grievance on school policy or working conditions shall make appeal to the following in order: 1) Department Head/Coordinator 2) Respective Principal and/or Director of Finance and Business Operations 3) Headmaster 4) Board of Trustees Appeals to the Board of Trustees should be made in writing through the Headmaster with the decisions of the Board of Trustees being final and binding.

7

506 Employment and Contracts (revised 12/5/2012) Contracts The faculty member will be required to present evidence of relevant training, teaching licenses, and experience required for that position being accepted in support of a contract being issued by CA. The Headmaster is authorized on behalf of the Board of Trustees to offer contracts to individuals judged to be the most suitable candidates for vacant positions. Incoming full-time faculty members will be granted Local or Non-Local contract status on the basis of whether or not they require a school-sponsored work visa at the time of their hire, regardless of their nationality or point of hire. An acceptable physical examination at the School's expense is required before the initial offered contract becomes valid. Initial non-local employment contracts will normally be offered for a two-year period beginning on 1st of August and expiring on 31st July, with annual contracts thereafter as communicated through the contract renewal process. Shorter contracts may be offered based on the needs of the school. Probationary period All faculty members on initial contracts will have a probationary period of six months. At the end of the six-month period, if the employee has met expectations, the employee will be confirmed for employment subject to the policies and administrative regulations of CA. If the work has not met expectations, the employment relationship may be terminated with 30 days notice or payment in lieu of 30-day notice at any time during the probationary period. If deemed necessary by CA, the probation period can be extended up to another six months and/or the end of the school year. In this case, the school will notify the faculty member of this extension two weeks before the end of the primary probation period. If this faculty member is officially confirmed for employment, the probation period will be counted as part of the years of service in terms of compensation and benefit calculations. The school offers annual limited term contracts. Decisions regarding individual renewal are informed by the following criteria. ● Staffing needs based on student enrollment and staff member's experience,

training, and expertise for positions needed to fulfill program; ● Job performance and community contributions as documented through

employee appraisal system; ● Specific and consistent demonstrated support for the strategic direction of the

school; ● Years of service to the school;

8

● Positive contributions to cross-cultural environment at CA; ● Evidence of sound physical or mental health in order to fulfill employment

responsibilities; ● Integration of technology in curriculum and instruction in support of CA's one-

to-one environment. For contract purposes, dependents are defined as spouse and dependent children who have not completed high school and have not reached their 19th birthday, and are living with parent(s) in Japan. Intention Letter In order to support the faculty member in meeting job fair registration deadlines and in allowing the school to begin recruiting to replace a faculty member who is leaving before the fairs begin, the faculty member will be asked to respond to an intention letter to share with the school their intentions for returning or not the following school year. Intention letters will be distributed by the Headmaster no later than mid-October with the intention notification date for faculty member being the first Monday after the Fall Break. Intention letters are non-binding and do not represent a guaranteed contract offer from the school. Contract Renewal (Revised 8/16/2017) Contracts for the next school year will be issued by mid-November for eligible full-time faculty members and must be returned to the Headmaster’s Office no later than the first Monday of December each school year, except for non-local faculty member in the first year of a two-year contract or local faculty member in a first year contract. Part-time faculty members will be asked by the Headmaster to share their intention of return by mid-November each school year. Contracts for part-time employees will be offered when relevant staffing needs are confirmed. This may happen late in the school year. If a faculty member decides not to renew after receiving the contract, the faculty member must submit a letter of resignation to the Headmaster’s Office, preferably, as soon as this decision is made, but no later than the first Monday in December in lieu of returning the signed contract. A signed contract is binding and faculty members who decide to leave CA after making this commitment will forfeit the outbound shipping and repatriation travel benefits. In addition, these individuals may be liable for other financial costs incurred by the school as determined by the Headmaster. The Director of Finance and Business Operations will schedule a time to meet with those staff who are leaving CA at the end of each school year. During this meeting, information will be distributed to assist faculty members in planning and decision making related to their departure from Japan. Retirement Age (Board revised 6/1/2013)

9

The employment of a faculty member terminates on 31st July after the 65th birthday. The accrual of retirement benefits ceases at that time. Those full-time employees who express a continued desire to work at CA after the retirement age will be provided an opportunity to express this interest in written form to the Headmaster. This written expression of interest should be provided on an annual basis for each year the employee wishes to continue employment after reaching the retirement age. The decision to request an exception to the retirement age policy is made by the Headmaster based on the following criteria: ● Staffing needs based on student enrollment and staff member's experience,

training, and expertise for positions needed to fulfill program; ● Job performance and community contributions as documented through

employee appraisal system; ● Specific and consistent demonstrated support for the strategic direction of the

school; ● Years of service to the school; ● Positive contributions to cross-cultural environment at CA; ● Evidence of sound physical or mental health in order to fulfill employment

responsibilities; ● Integration of technology in curriculum and instruction in support of CA's one-

to-one environment. Requests for exceptions to retirement age policy are presented by the Headmaster to the Board of Trustees whose decisions are final. Non-renewal and Termination Contracts may be non-renewed by the School at any time for reasons of health, professional performance consistently below expectations, gross misconduct, reductions in enrollment, or Force Majeure (an event or effect that cannot reasonably be anticipated or controlled) as determined by the Headmaster in collaboration with Board of Trustees. In this event the faculty member has the opportunity of appeal in accordance with the Grievance Procedures in this Handbook. The School does not have tenure employment arrangements. The school may dismiss an employee with 30 days’ notice or immediately with 30 days’ pay in lieu of notice for any of the following reasons: ● Poor physical or mental health based on doctor’s diagnosis ● Gross inefficiency or improper attitude towards his/her work ● Immoral conduct or conviction in a criminal case ● When personnel reduction is necessary ● When the employee obviously does not accept or support the aims of the school ● When the employee cannot return to work after the period of absence ● When the employee is missing and the period of absence reaches 30 days ● When the school has judged that the employee during his/her probationary

period is not capable of his/her job ● When the employee practices religions and/or political activity in the school

10

● For other sufficient reason If the reason for dismissal is the result of the employee’s fault as below, the employee can be disciplinary dismissed, which means no notice or payment beyond pay due for work already completed. ● When the employee is charged for robbery, embezzlement, criminal action such

as injuring others, etc. inside and outside of school. ● When the employee is a bad influence on other employees and/or students,

e.g., gambling in school. ● When the employee has submitted a false CV. ● When the employee decided to work for another company or institution. ● When the employee does not come to work for more than two weeks without a

proper reason and does not respond to the school’s request to come to work. For those who live in school owned housing, they must leave the house within three days after their day of dismissal. For those who have taken a loan through the school, they must clear such loans owed before final pay earned will be provided by CA. Faculty members terminating their contract during the school year will incur costs for the outbound one-way airfare as well as the cost of outbound shipping. 507 Levels of Responsibility and Authority for Employment (revised 6/20/2013) Renewal and Termination

Staff Member

Investigation by

Recommendation by

Approval/Decision

Headmaster

Search Committee

Board of Trustees

Board of Trustees

*Principals

Headmaster and Search Committee

Headmaster

Board of Trustees

Department Heads

Principals Principals

Headmaster

Faculty member

Headmaster & Principals

Headmaster & Principals

Headmaster

Director of Finance and Business Operations

Headmaster

Board of Trustees

Department Manager

Director of Finance and Business Operations

Headmaster

Employees Department Manager Director of Finance

11

and Business Operations /Headmaster

* or equivalents (eg. head of maintenance, chief accountant) The Board of Trustees should receive prior notice of non-renewal or termination proposal for faculty member and staff. 508 Faculty member Orientation The Headmaster and the principals are responsible for planning orientation and in-service and/or professional development sessions before the start of classes each school year. All faculty members are required to attend these sessions as communicated by the leadership team. 509 Insurance on Faculty-Owned Motor Vehicles Faculty members and dependents owning motor vehicles must carry, in addition to that required by Japanese law, public liability, plus medical coverage, insurance for such vehicles to a level expected by the School. For information on what this level is, please see the Facilities Office. The school does not assume responsibility for damage to faculty-owned cars on the school premises. 510 Salaries and Benefits (Board revised 10/20/2013) (revised 12/19/2014) (revised 4/23/2013) (revised 5/20/2017) Compensation levels for all faculty members are reviewed annually by the Headmaster and the Board of Trustees. The Board establishes the compensation levels for each contract year through establishing the funding for the budget. The Employee Advisory Committee (EAC) also discusses compensation and benefit related items making recommendations for leadership team consideration as a part of this group’s meetings. The Annual Salary as stated in the salary schedule is in Yen as the net sum due to the faculty member after considering Japanese taxes. The School will pay Japanese taxes assessed on taxable compensation from the School, subject to possible capping, in the event that there are changes in the Japanese tax regulations. However, taxes on any non-CA income and for any benefit that becomes taxable because the faculty member elects to take that benefit in cash, where allowed, will be the responsibility of the faculty member. In addition, each faculty member is responsible for any home-country tax liability. Transportation to and from school on the school bus is free of charge for faculty member and their dependents at the pre-established bus stops.

12

All full-time faculty members are eligible to have up to two of their dependent children attend CA from the PreK3 through graduation provided that the student meets the school's admissions criteria and in the case of PreK3, space available, as well as meeting ongoing academic expectations from year to year. Employees with school age children must pay the PTA dues, student activity fees, Learning Support Assistants fees (if necessary) and for school trips. CA currently allows for the operation of a full-day 2 years old program (Peter Pan) for children of CA faculty member and the greater community on the CA campus. In conjunction with the 2 years old program, Peter Pan at CA has agreed to provide before and after-school daycare as well as daycare on faculty member work days, parent-faculty member and student-led conference days, and professional development days for CA faculty member children enrolled in PreK3 -Grade 2.

The school will not duplicate benefits given by another entity. Second Provider Policy (4/23/2013) If a faculty member has access to benefits from another source, such as from a spouse’s employment terms, then the faculty member may not be eligible to receive those benefits from CA. This applies to the following CA benefit policies & programs: Housing subsidy, Tuition reimbursement, Medical Insurance, Relocation, Repatriation, Dependent Airfare and Home Leave. Where a benefit provided under the spouse’s employment terms is less than that of CA’s benefit program, then CA would remain the secondary provider and would “top�up” to the full eligible CA benefit provision. PROCEDURES Faculty members must provide annually a declaration from their spouse’s employer confirming the benefit(s) for which the faculty member is applying is/are not provided under the spouse’s employment terms. The faculty member must immediately notify the school in writing of any changes to their marital status and/or if his/her spouse commences or ceases to receive any benefit covered by the Second Provider Policy. (Added 4/3/2014, Revised 8/25/2017) Receipts for reimbursement must be presented within 60 days of the purchase. Reimbursements must be picked up, in person, from the Cashier’s Office on the first floor. The Cashier will email you when your reimbursement is ready to be picked up. If necessary the Cashier will remind you after 7 days if you do not pick up the disbursement. Following that, disbursements will be sent to your bank account minus 600 yen for the cost of transfer.

13

This new procedure is being introduced to ensure disbursements are paid out in a timely manner. The business office reimburses for completed and approved requests via a deposit to staff bank accounts. Deposits occur twice monthly with completed/approved requests received by the 15th of each month credited by the end-of-month and those received by the end-of-month reimbursed by the following 15th. You will receive a message from the business office when the credit has been made. Properly completed and approved requests are processed in a timely manner. Incomplete documentation or the incorrect form will delay reimbursement. Questions regarding forms, documentation, and authorizations can be answered by Divisional office staff and the business office. Internet reimbursement of 3,000 yen is available to all full-time faculty members. These receipts can be presented every month or grouped together but must be submitted during the academic year in which they are paid. The exception to this is May, June and July bills, which may be difficult to submit due to the summer holidays. Therefore May, June and July bills will be accepted if presented to the cashier’s office before June of the following academic year. 510-1 Payment of Salary (revised 6/20/2013) All salaries and benefits are quoted in Japanese Yen. Normally all personnel are paid in Yen unless the faculty member has requested part of his/her salary in U.S. dollars through this process. In this case the following procedures apply: ● The Accounting Office will prompt full-time faculty member at least ten days

before the first working day in September and in February with an application that can be submitted to the Accounting Office designating for up to 50% of the base salary in U.S. dollars (does not include monthly or seasonal allowances). The rate of exchange will be determined upon the date of transfer on the funds on the first working day of September and February.

● The duration of each US$ exchange obligation shall be for 5 months each. For first semester the months are August, September, October, November and December and for second semester the months are January, February, March, April, and May. Salaries in June and July will be paid 100% in Yen only.

● The base salary will be calculated after Japanese taxes are paid with CA paying taxes as defined in 510.

● Once the US$ application is made, there cannot be a change to the percentage or duration of the transfer until the next application period.

● On a monthly basis the employee will receive a Yen salary deposited in the designated Japan bank and a U.S. dollar check. The employee is responsible for mailing this US$ check to be deposited into his/her own dollar account.

14

Please note and realize that any exchange of currency carries with it some risk. The school is not responsible for fluctuations in exchange rates after the faculty member commits to each 5-month duration noted above. Therefore, by participating in this transaction the faculty member acknowledges that some risk is involved. 511 Payment for After-School Activities Faculty member will be paid for after-school activities according to payment schedules set by the Director of Finance and Business Operations and the Headmaster as a part of the annual budget process. See Appendix II for the stipend schedule at the time of contract signing. The most current stipend schedule is available in the Headmaster's Office. 512 Retirement Allowance (Board approved 10/20/2012) (revised 12/19/2014) Canadian Academy has a Retirement plan approved by the US and Japanese Governments. It allows an employer contribution to the plan on behalf of each eligible participant as follows:

● Local employees are entitled to the Japanese Private School Employees

retirement system with its accompanying benefits in lieu of this retirement plan. ● Non-Local employees are entitled to an employer retirement plan contribution

according to the following years of service: Years of Participation Service Percentage of Plan Year Compensation After 1 year 5% After 2 years 5% After 3 years 5% After 4 years 10% The maximum number of Years of Service to be used in this calculation shall be 30 years. For Full-time faculty member hired before 1995 (referred to as “old retirement plan”) In addition to the above Retirement plan, a full-time faculty member who completed three years' service as of the school year ending 30 June 1995 and who was not under a pension plan to which the school contributes shall receive a retirement allowance computed as follows:

Final Annual Salary x (completed years of continuous full-time service as of 1995)2 200

The maximum years of service to be used in this calculation is 30. The retirement allowance will be paid net of Japanese income taxes. Faculty member of Japanese

15

nationality are eligible for the Japanese Private Schools Co-operative Association pension program in lieu of this retirement benefit. Accrual of all retirement benefits cease at retirement age. 513 Housing Policy for Full-Time, Non-Local Faculty member (revised November 14, 2016) The School subsidizes housing for full-time non-local faculty member. The Director of Finance and Business Operations will make faculty member housing assignments annually. Maximum subsidies are reviewed each year and periodically updated as appropriate based on the housing market. The housing subsidies for non-school owned housing are:

Family Size* Housing Subsidy per Month 1 ¥130,000 2 ¥140,000 3 ¥150,000

4+ ¥160,000 *This ¥10,000 per dependent subsidy will include a spouse plus any children from birth through graduation at CA under the legal guardianship of the family. ● The ratio of apartment size and number of rooms (LDK is a Japanese acronym

for Living room/Dining room/Kitchen plus number of bedrooms including the tatami room) to family size noted below serves as an approximate guide when faculty member are assigned their apartments.

Family Size LDK Size Range Apartment Size

Range 1 to 2 2-3 LDK 70-74 m2 2 to 3 2-3 LDK 75-79 m2 3 or 4 3-4 LDK 80-84 m2 4 or more 4 LDK 85 m2+

(Suspended as of August 1, 2016) The rent-offset chart below indicates what a faculty member will pay, on a monthly basis, for housing if they are in a school owned apartment as a minimum rent (see Housing Eligibility section, the Housing Point Chart, and Rent Offset Chart). Parking fees are the responsibility of the faculty member in school owned or leased housing. Rent Offset Chart for CA Owned Apartments

Family Size/Apartment size

70 - 74 meters2

75 - 79 meters2

80 - 84 meters2

85 meters2 +

1

¥10,000

¥15,000

¥20,000

¥25,000

2 ¥5,000 ¥10,000 ¥15,000 ¥20,000

16

3

0

¥5,000

¥10,000

¥15,000

4+

0

0

¥5,000

¥10,000

The rent-offset for school-owned housing is a combination of passing on property tax charges, and also maintaining parity between school-owned apartments and those leased in the local market. This amount will be reviewed and adjusted periodically as appropriate, based on the local housing market for leased apartments compared to school owned apartments. To avoid disparities in the rent-offset amount for new families that could occur due to first year faculty members being assigned housing based on what is available each year, these faculty members are not subject to the CA rent-offset chart in their first year. These non-local new faculty families will all pay the same flat monthly fee of ¥10,000 in their first year. This amount is subject to annual review as a part of the budget process, so it could change. After the first year, when new faculty can choose their housing, all faculty members will be subject to the rent-offset chart for school-owned housing. Non-local hires will pay a flat monthly fee of ¥6,000 per apartment for living in a CA-owned or non-CA owned apartment. This fee is a combination of passing on property tax charges, and also maintaining parity between school owned apartments and those leased in the local market. This amount is subject to annual review as a part of the budget process, so it could change. Parking fees are the responsibility of the faculty member in school owned or leased housing. The School provides basic household items such as a refrigerator, washing machine. In addition, the school provides a one-time relocation allowance of ¥250,000 for a single faculty member and ¥300,000 for a family upon arrival at the school. No alterations or remodeling may be made in CA provided housing without written permission. Faculty members are expected to take good and reasonable care of properties, including the keeping of lawns, yards and gardens. As often as the School decides it necessary, but at minimum upon departure from the apartment or house, it is required that a member of the Facilities Office along with the faculty member jointly inspect the premises. Costs of extraordinary cleaning or repair beyond reasonable wear and tear will be charged to departing faculty member based on a School estimate of the repair work involved. Unless a faculty member at the end of contract has been chosen to teach in the CA summer school program, the last day of occupancy of the school provided housing

17

will be the day of their departure, or June 30, whichever comes first. Rent subsidies will not be paid nor charges deducted from the faculty member’s pay in July unless the faculty member elects to work the entire CA summer school. A faculty member who is at the end of contract and who is committed to teach in the CA summer school may extend their use of a CA apartment by one week after the last day of summer school but no later than July 31. If departing teacher is in a non-CA owned apartment, they must vacate the apartment by June 30. Utility costs and telephone bills plus all minor maintenance costs not of the responsibility of the landlord are at the faculty member's personal expense and will be deducted as appropriate in the months following the faculty member’s departure from the funds remaining in the faculty member’s bank account. The school will contribute ¥3,000 per month to each full-time faculty member household to help offset internet access charges as CA requires all faculty member to have access to the internet from home as a part of our emergency preparedness. This benefit is only reimbursable through submitting the appropriate receipts to the Accounting Office. The Facilities Office will maintain an up-to-date evaluation of every school owned and leased apartment. Within budget parameters, every apartment will be kept to a minimum standard of repair, cleanliness and appliance conditions. Refurbishment will normally be accomplished in a ten-year cycle unless circumstances dictate earlier attention. Leased apartments will be considered for refurbishment if the cost of the refurbishment warrants the investment. It might be a better decision, for example, to cancel the lease on an apartment rather than refurbish it. Housing Moves The Board of Trustees continues to keep, as a priority, having faculty member live in school owned housing before seeking to lease housing for faculty member. While personal considerations will continue to be respected, the Director of Finance and Business Operations may need to move a family when an individual or family situation changes and/or faculty member needs have changed and school owned housing has become vacant. Additionally, in order to continue to attract top teachers to Canadian Academy, new faculty members and their families may need to be placed in specific apartments due to family size and other needs. This will be done at the Headmaster’s discretion in consultation with the Director of Finance and Business Operations. After the faculty member's first year of contract, the school will pay key money and advance rental obligations for one move initiated by the faculty member during the faculty member’s tenure at CA to non-school owned housing. Since faculty members have this opportunity to move after their first year, and thus gain control over their housing expenses, the actual rent by contract and applicable taxes, will begin in August of the faculty member's/family's second year. In addition, should the faculty member be forced to move, the school will undertake all leasing costs.

18

When faculty members earn enough points (see the Housing Eligibility System and Point chart below) to move out of CA housing, they should locate on Rokko Island in order for CA maintenance staff to service the property. This decision will be a joint one between faculty member and CA and will be approved by the Director of Finance and Business Operations. If faculty members decide to live off of Rokko Island, they are responsible for finding the apartment and all associated logistics. CA will NOT maintain or service off island properties. The Housing Eligibility Point System was designed to balance between seniority, single member households and multiple member households as compared to a simple seniority system when making housing allocation decisions. In addition, the current system attempts to balance family size and longevity for single faculty member. This system will be reviewed at regular intervals. Housing Point Chart Completed years at CA/Number in Household

One

Two

Three

Four+

entry

assigned housing

assigned housing

assigned housing

assigned housing

1

0

0

0

0

2*

2*

3*

3.5*

4*

3

3

4

4.5

5

4

4

5

5.5

6

5

5

6

6.5

7

6

6

7

7.5

8

7

7

8

8.5

9

8

8

9

9.5

10

9

9

10

10

-

10

10

-

-

-

Explanatory Notes: ● Dependent children receive 0.5 points up to a maximum of two (2) children.

19

● After the first year, all new hires are at equal status (0 points) and if an apartment becomes available then family size is the determining factor.

● In the second year of the first contract, when a signed commitment of employment is made for returning to CA for a third year, full housing points are returned to the faculty member (note asterisk).

● After any voluntary move, the faculty member returns to the points held in year 2, i.e., single = 2, couple = 3, etc.

● If a canceled lease forces a move, 1 extra point is given to the faculty member. ● If, after a voluntary move, the occupants are forced to later move, all removed

points are returned to the faculty member. ● In case of a tie in housing points for faculty member considering the same

property, the Director of Finance and Business Operations will make the tie-breaking decision based on factors including age of children, size of family, and family need.

● Two single faculty members wishing to share housing will be considered one (1) household for the purposes of both rent subsidy and housing points.

● Faculty member wishing to have pets will face restrictions that may make housing points not applicable when considering housing assignments.

Voluntary Moves for Returning Staff (Revised 4/3/2014) The timing of all housing moves and decisions regarding school-owned housing is left to the discretion of the Director of Finance and Business Operations in accordance with this policy. Generally no moves from existing housing will be allowed during a school year except when the faculty member agrees to pay all key money, deposits, advance and/or transitional rental obligations, unless the School is initiating the move. With the approval of the Director of Finance and Business Operations a faculty member may move without incurring costs, under the following conditions: ● When school owned housing occupied by a faculty member becomes available

through the natural attrition of faculty members. ● When a faculty member is asked to move at the request of the School or due to

the cancellation of a lease by a landlord. If you are interested in a voluntary move that is not as a result of the previous conditions, please be aware of other relevant moving conditions: CA will not pay any of the expenses you might have in your move. CA will not move your furniture, except that CA might need to coordinate the moving of air conditioners as this may involve professional reinstallation so this cost will be charged to the faculty member. If a faculty member asks students or CA staff to work to help with moving, the faculty member should pay them an hourly wage from your own resources. You cannot ask CA staff or summer student crews to help you during the regular work day.

20

You must be flexible about your summer holiday schedule if you choose to move, so keep your move dates and the time needed to move in mind when planning the dates of your summer holiday travel. In addition, you will be responsible for planning and coordinating your move. The school will not be involved in this process except for providing, without charge, the use of school vehicles for the move. The vehicle use schedule in May and June is very busy, so ensure you signup for the vans and/or the truck in person beginning 1 May each school year. If the space is available, CA may be able to provide temporary storage for the summer break. However, if storage is available, it will not be accessible until school closes and all items must be removed from temporary school storage before the first day that returning faculty member are expected to be on campus. Be careful and considerate when imposing on the current occupant of the house to which you will move. Permission to move items into your new home before the summer break must be obtained from both the faculty member moving out of the housing as well as CA. Also, please note that moving large household effects into your new place prior to the summer holiday may make it difficult or impossible to clean or refurbish the apartment between occupants. Remember to arrange for automatic deductions of your utility bills for your new apartment. These arrangements take 2 billing cycles (months) to start again so faculty members must make cash payments in the changeover period. Your current utilities will be canceled by the school on the place you are moving out of. Faculty is disallowed to house students in exchange for payment. Please see the Director of Finance and Business Operations for more details on each of these topics and any other questions you may have regarding housing. 514 Medical Benefits (Board revised 10/20/2012) Medical expenses of full-time faculty member and dependents are covered by a private plan for non-local faculty members and local Japanese health insurance plans for local faculty members, except if a non-local faculty member has worked in Japan previously then they must be covered by the local Japanese health insurance plans. Medical coverage will be provided to dependent children until their 22nd birthday while they are full-time students in accredited institutions. The school provides Global Benefits Group (GBG) coverage for all non-local hire full-time faculty member and families unless the faculty member can only be covered by the local plan due to previous work experience in Japan. The insurance premiums for the GBG plan are paid by the school; this private plan provides coverage for pre-existing conditions (please ask for plan details to understand requirements). Private Schools Cooperative Association health is the local Japanese plan and insurance premiums are paid by the School for local hire faculty member; this plan does not

21

provide coverage for pre-existing conditions. Additional details on insurance may be obtained from the Accounting Office. Dental and Vision expenses for non-local hire full-time faculty member and their dependents, not covered through the local Japanese health insurance plan, will be reimbursed by the School up to an annual total of ¥60,000 per person per year. This coverage is in effect with a plan coverage year of August 1 to July 31. The Dental coverage is for any qualified dental exam or treatment inside or outside of Japan. The vision coverage is for any qualified vision exam, including glasses, frames, surgery not covered in the medical plan and contacts, inside or outside of Japan. This coverage ceases on the last day of a faculty member’s residence in Japan or June 30 of the last year of the contract for the non-local hire faculty member, whichever comes first. Claims must be submitted for reimbursement of health related expenses within the contract year in which the bills were paid. Faculty members who are covered by GBG and will not be returning to CA for the next school year should ensure the coordination of claims submission with GBG for reimbursement to be sent to their next location. For faculty members covered by the local Japanese health insurance plan who will be leaving Japan should submit claims prior to their last day of work. The School offers faculty members the option of subscribing to long-term disability insurance with the School paying 75% of the premium and the employee paying 25% of the premium. CA does not have an external insurance provider for short-term disability coverage as this is self-insured. 515 Travel Allowances for Non-Local Full-time Faculty member (Revised 4/3/2014) Relocation and repatriation travel Allowances for non-local full-time faculty members, with a home country of record outside of Kobe, Japan, are provided for the intended purpose of covering the cost of relocating the faculty member and dependents from/to the home country of record to the School as noted below.

Relocation to Japan One way ticket Repatriation from Japan One way ticket

For non-local full-time faculty members with a continuing contract and a home country of record outside of Kobe, Japan, travel allowances are between Rokko Island via bus to the Kansai International Airport to the nearest home of record airport with economy air travel as noted below: Completion of one year None All subsequent years with renewal Round trip ticket Where both husband and wife are employed as faculty and/or leadership at the School, travel allowances will be provided in accordance with this clause for only one

22

employee contract. Under no circumstances can a CA employed husband and wife with dependents claim travel allowance under more than one employee contract. Bi-national full-time teaching couples are entitled to take their annual home leave in either teacher’s home of record, (but not both) in any given year. In the case that one of the teachers is a Japanese national, home leave must be taken outside of Japan to be eligible as a non-taxable benefit. Bi-national teaching couples will be able to nominate their annual home leave destination by email to the Director of Business and Finance by January 1st every year. Failure to do so by this date will mean the previous year’s destination will be used to ascertain a home leave quote for the current year. Changing the home leave destination after January 1st may result in the teacher assuming the responsibility for the 20% taxation caused by this change. Faculty members who complete their contract but do not renew are entitled to a one-way airfare to their home of record airport as noted above as repatriation. A faculty member who, for any reason, terminates the contract during the period for which the School finances the journey to Japan, may be required to return to the School the portion of the travel allowance not yet earned. In case of one-year sabbatical, round-trip transportation will not be offered for the year of sabbatical. If the contract is extended, the faculty member then falls under the normal transportation policy for all subsequent years. The Director of Finance and Business Operations will prepare a list of the approved travel allowance fares to be set in February of each year. This fare will be based on an evaluation of two to three different airline fare quotations based on most direct routing to the airport nearest to the faculty member’s home of record assuming a 62-day ticket. Most direct routing assumes that the number of stops and/or the length of layovers will be minimized based on departing KIX or Itami for the airport nearest the faculty member’s home of record. The school reserves the right to set this allowance based on the most competitive quotations for each faculty member. The allowance amount established under this policy will be credited to each faculty member's CA travel account to be utilized for one tax-free trip per calendar year. Under Japanese tax regulations, home leave allowance is designed to get the full-time faculty member and his/her dependent(s) home to maintain the “expatriated’ status with the local tax office. Provided that receipts include a route from Kobe to your home of record, you may break your journey for brief stopovers (e.g. one or two nights), including within Japan. Tax-free travel can only be used once in a calendar year. Receipts must be presented to ensure a refund; alternatively the school may be billed directly. A separate subsidy of up to 2,000 yen per person will be subsidized, and reimbursed upon submission of receipts for each journey to and from the airport (Kobe, KIX or Itami). Please see the guidelines below for travel allowance costs that are not subject to taxes and are eligible for reimbursement.

23

● international and domestic air transportation (regardless of class of service,

ie..economy, business, or first class) with an itinerary including your home country as a destination

● bus to/from Kobe, KIX or Itami airport ● train to/from Kobe, KIX or Itami airport ● airport shuttles to/from Kobe, KIX or Itami airport ● taxi to/from Kobe, KIX or Itami airport ● ferry to/from Kobe, KIX or Itami airport ● airport transfers

The above costs can only be reimbursed upon submission of the appropriate receipts to CA, including your travel itinerary with your home country as a destination. All eligible receipts should be submitted directly to the Accounting Office for reimbursement. A Japanese faculty member who receives this benefit and submits receipts for the above travel is subject to 20% income tax if this benefit is calculated using a home country of record outside of Japan. In this case, the income tax will be deducted from this benefit before reimbursement is provided. The following list represents examples of travel costs that are not eligible for reimbursement through the travel allowance benefit.

● road tolls ● shinkansen ● airport parking ● rental car ● hotel costs ● ground transportation beyond what is described above ● meals ● international and/or domestic air transportation that does not include your

home country as a part of the itinerary This benefit is not intended to be a cash benefit. Therefore, any unused travel allowance remaining in the faculty member’s home leave account after submitting receipts for reimbursement for eligible costs, as noted above, will be forfeited. 516 Freight Allowances for Non-Local Faculty member The Director of Finance and Business Operations will arrange a meeting with full-time faculty members who are leaving CA at the end of each school year to share information about what steps need to be taken for his/her departure from Japan and when these steps need to be taken, including information on the outbound shipment from Japan. Full-time faculty members are welcome to arrange for their own outbound shipment based on the guaranteed shipping allowance using the volumes formulas noted below. Any shipping costs in excess of the allowance will be the faculty member's responsibility. The business office will recommend shipping companies and faculty members are recommended to obtain at least two estimates to determine the most competitive bid in terms of amount and quality of service.

24

We encourage you to ensure quotations include door-to-door service and be reasonable in your negotiations with companies to ensure quality is maintained. The school will obtain two quotations for each faculty member’s shipment and will select the most competitive bid that reflects door-to-door service at a reasonable quality level. The School will pay an allowance quoted on ocean freight charges for door-to-door service, including necessary port handling costs, but not customs duties as noted below for initial travel into Japan from the faculty member’s home of record: ● 4 cubic meters or 1,000 lbs for each full-time faculty member ● 2 cubic meters or 500 lbs for each dependent spouse (if both husband and wife

are employed at CA, one spouse will be considered a dependent spouse) ● 1 cubic meter or 250 lbs for each dependent child This allowance will be paid for personal property shipped via ocean freight to Kobe Port. The School will arrange transportation to the faculty member’s permanent residence in Kobe. Any amount over the shipping allowance from port to residence will be the responsibility of the faculty member and can come at a considerable cost. Air freight or the postal service may be used if the charges are not greater than the ocean freight equivalent. Repatriation ocean freight allowances are based on the following volumes.

Head of Household yrs of service 2 3 4 5 6 7 8 9 10 cubic meters 6 6 7 7.5 8 8.5 9 9.5 10 Starting in year 10, the allowance is as noted above or the cost of a 20 ft. container, which is ~25-30 m3, whichever is cheaper. Beyond 10 years of service, one cubic meter will be added for each year of service from the 11th year onward to a maximum of 20 m3 or a 20 foot container, whichever is cheaper. Spouse yrs of service 2 3 4 5 6 7 8 9 10 cubic meters 2 2.5 3 3.5 4 4.5 5 5.5 6 Beyond 10 years of service, .5 cubic meters will be added for each year of service from the 11th year onward to a maximum of 10 m3.

Child (maximum of 2 dependents) yrs of service 2 3 4 5 6 7 8 9 10 cubic meters 1 1 1.25 1.5 1.75 2 2.25 2.5 2.75 Beyond 10 years of service, .25 cubic meters will be added for each year of service from the 11th year onward to a maximum of 5 m3.

25

Faculty members are welcome to arrange for their own means of sending freight home based on the allowance quoted for the above volumes. Any excess shipping is the faculty member's responsibility. Shipping allowances are determined based on door-to-door service, including packing costs for standard overseas packing up to the maximum freight allowance volume listed above as well as insurance premiums up to a maximum of 5% of total shipping costs. Charges for overland and freight shipped by rail or truck to or from Japan up to the allowance amount limits stated for ocean freight will be paid by the School. Overland express charges are not paid by the School.

517 Leave Days Personal Leave The intent of the CA personal leave is to permit an employee to attend to personal matters that make it necessary for the employee to be absent from work. This leave is not for use as a paid day of rest. Personal leave days may not be used immediately before or after any school holidays. Full-time faculty members are entitled to two (2) personal leave days in a school year without loss of pay subject to reasonable prior notice and approval by the Principal and/or Headmaster. Part-time faculty members are entitled to the following: 80% FTE - 2 personal leave days 51-79% FTE - 1 personal leave day 50% FTE and below - no personal leave days Requests for personal leave should be made in writing in advance so that a suitable substitute can be arranged. No reason will be requested from faculty members to support the personal day request. Approval of personal days will be subject to the ability to obtain appropriate substitutes as well as the number of other faculty member requesting for leave time during the personal day request period and the timing of the request in relation to activities or events occurring at school. Personal leave days will be charged in half day increments regardless of the number of hours missed or classes that are scheduled to be taught for the day of leave. The morning half-day personal leave is time off between 8am and 12pm and the afternoon half-day personal leave is time off between 12pm and 4pm. A faculty member who does not request the use of any personal leave days in a given school year will automatically accrue an additional personal leave day up to a maximum of 3 additional days accumulated. These accumulated accrued personal leave days can only be used for recruiting in the faculty member’s final year of employment at CA providing up to a maximum of 5 days of recruiting leave (two days of current year personal leave and a maximum of 3 days of prior year accumulation of personal leave days). Medical Leave (revised 6/20/2013) (Revised 4/3/2014)

26

The following leave guidelines will apply to full-time faculty members regardless of position and regardless of whether a substitute is required for the leave day. Part-time faculty members are entitled to a pro-rated number of medical leave days based upon their part-time status. The following describes leave available for time away from work related to medical reasons per school year for full-time faculty members: ● 10 days medical leave, including for the purpose of caring for a sick child or

spouse ● 2 days personal leave, including for the purpose of caring for a sick child or

spouse (see #1 Personal Leave above for additional guidelines for Personal Leave)

● 10 months extended medical leave due to hospitalization/short-term disability, inclusive of 10 days of medical leave, or the remainder of the contracted school year, whichever comes first (requires doctor report and documentation)

● medical leave beyond 10 months of CA total medical leave would be covered by long-term disability coverage provided by school insurance at a partial compensation rate based on the policies of the contracted insurance company

● medical leave taken beyond the above stated paid limits would be unpaid at a rate based on the individual’s daily base salary amount

Medical leave must be taken in the above order of available paid and unpaid leave. Compassionate Leave Based on prior approval of the Headmaster, full-time faculty members may be authorized up to 5 school days unpaid leave for local travel and 10 days unpaid leave for international travel per academic year for reasons related to illness or death among members of this immediate family. Immediate family is defined as spouse, grandfather, grandmother, children, mother, father and siblings. Compassionate leave does not accumulate. Bereavement Leave (Board revised 5/19/2012) In the event of the death of an immediate family member, defined as spouse, mother, father, sibling or child, the faculty member will receive an economy fare, round trip ticket to the location of the funeral. In addition, a full-time faculty member may be authorized up to 5 school days paid leave for local travel and 10 days paid leave for international travel for this purpose. (revised 4/3/2014) Flexibility in the use of this bereavement leave will be considered by the administration. Leave of Absence with Guaranteed Return and/or personal goal A leave of absence without pay may be granted to a full-time faculty member when it is clear that leave is the only way to accomplish an educational and personal professional goal. To apply, a written proposal must be submitted to the supervising administrator by the first Monday in November of the school year prior to the school year for which leave is being requested. Written notice of action by the Headmaster

27

will be provided to the faculty member by the first Monday of December of the school year. A leave of absence will typically be granted for a two-year period as determined by the needs of the school and the individual. Longer or shorter leaves may be considered at the discretion of the Headmaster. A leave will be considered only after a period of five consecutive years of service as a faculty member of CA. A leave of absence will automatically interrupt accrual and use, during the leave, of all benefits administered by the school. The employee is permitted to purchase health and life insurance benefits at the discretion of the Headmaster and as available through the appropriate health insurance plan. A written report and/or a presentation describing accomplishment during the leave will be submitted to the Headmaster before the opening date of the post-leave school year. Leave of Absence without Guaranteed Return This leave of absence does not guarantee return to employment. Conditions of application and expectations are the same as those found in “Leave of Absence with Guaranteed Return and/or personal goal” as applicable. Maternity and Adoption Leave A full-time female employee, who gives notice of pregnancy or adoption, is entitled to leave as follows: ● Barring unforeseen medical conditions, a continuous period of ten (10) calendar

weeks, with a minimum of one (1) week and a maximum of four (4) weeks to be taken prior to the expected date of birth or adoption date,

Beyond the 10 weeks granted, a female employee is eligible for an additional period of not more than four (4) weeks of paid leave on the grounds of illness or disability due to the pregnancy or birth or adoption, upon the provision of a medical certificate. A female employee is required to inform the School of her pregnancy as soon as possible, but at least 16 weeks after conception, so that proper arrangements for leave can be processed. The employee is required to produce a medical certificate confirming her pregnancy and specifying the expected date of birth. For adoption, the female employee is required to inform the School as soon as there is a confirmation from the relevant authorities related to the adoption as well as court dates are indicated. If the birth or adoption occurs prior to the commencement of scheduled leave, then the ten (10) week period begins on the date of birth or date of adoption, subject to the employee notifying the school of her birth or adoption within seven (7) calendar days of such birth or adoption.

28

Any days off or holiday break days that fall during maternity or adoption leave, will be counted as part of the leave and will not result in an additional paid day off or holiday break or day of leave.

Maternity and Adoption Pay A full-time female employee is entitled to payment for up to ten (10) weeks of maternity leave. Payment during this leave is at the normal rate of pay. If the employee chooses not to return to work at the end of the 10-week period, the paid leave time is reduced to a maximum of six weeks of pay and any pay already provided beyond the six weeks must be repaid to CA. If an employee cannot return to work due to medical reasons of the female employee or the child, see provision above for additional unpaid maternity/adoption leave and/or the voluntary long-term disability insurance, if purchased by the employee. Voluntary extension of maternity or adoption leave beyond 10 weeks will be viewed as a break in contract and the continuity of benefits accrued by full-time staff, specifically a loss of the retirement contribution in the year of the maternity or adoption leave, and in the following contract year, a step increase will not be granted on the pay scale and any percentage increase in the retirement benefit if eligible. Details of the faculty member's maternity and adoption leave plan will be included in a form for this purpose and filed with the Headmaster, Director of Finance and Business Operations and Accounting Office. Subject to review by the Headmaster, a female employee who has completed her maternity or adoption leave may be granted additional leave without pay, at the school's sole discretion. When such leave occurs near the beginning or end of the school year, the school may approve the additional leave as unpaid leave to provide for continuity of instruction by the substitute faculty member until an appropriate time for reentry or until the end of the school year. Paternity Leave (revised 4/3/2014) A member of the full-time faculty member who is the spouse or partner and who has or expects to have responsibility for the child, or spouse of faculty member who is adopting a child, will be entitled to a maximum of ten (10) working days paid paternity leave. The member of faculty member ideally should give notice no later than sixteen (16) weeks after conception or in the case of adoption as soon as the adoption court date has been indicated. If for any reason, the start date of the leave period needs to be changed, notice of change must be given at least twenty-eight (28) days in advance, unless this is not reasonably practical.

29

Paternity leave can start on any day of the week following the child's birth or adoption and must be completed within sixty (60) calendar days of the actual date of birth or adoption of the child. 518 Professional Development The continuing improvement of the faculty member is a primary focus area for Canadian Academy. The faculty member is expected to take advantage of continuing educational opportunities both internally and externally as coordinated with principals and the curriculum coordinator. The school provides in-service training and encourages self-improvement through school directed on- and off-campus opportunities during the school year as well as teacher directed professional development experiences. Release time for educational improvement may be arranged in consultation with the Principal for any full-time faculty member without reduction of salary. A full written statement of objectives, program and costs should be submitted with the request for approval by the Headmaster. However, because it is in the best interest of CA students to be taught by their regular faculty member, and as a cost control measure, faculty member will not be allowed to take time from their teaching responsibility to attend a professional conference outside of Asia during the school year.

Professional Development at CA is aligned with the following areas:

● Professional improvement goals - Each year every faculty member and administrator develops several professional improvement goals per year.

● Strategic Plan and annual Operational Plan ● Regional curriculum resources - CA uses EARCOS vetted staff development

professionals when appropriate.

● School-specific faculty member professional development needs - When the school has specific areas of need, additional professional development resources can be allocated and faculty member can be sent to courses or workshops (e.g., IB or balanced literacy workshops).

● Individual faculty member professional development needs – funds may be available for faculty member to support their own professional growth initiatives that may or may not be connected to the other professional development funding priorities.

In-service or Professional Development days during the school year CA typically schedules between three and five days of in-service or professional development when students do not attend school. Three days are expected of faculty member prior to the beginning of each school year. Some of that time is classroom preparation, some time for department or grade level meetings, and some

30

time for specialized training. Examples of specialized training include technology, IB training, and training in support of the school-wide operational plan. During the school year, usually, two in-service days have been scheduled; one in fall and another in spring when students do not attend school and faculty member attend workshops. During the fall schedule, special consultants and in-house training has typically been scheduled. In addition, Early Wednesday dismissal is a regular part of the professional development at CA to provide more frequent and regular professional development opportunities. Faculty members may be expected to stay in school until 5:00pm to participate in professional development opportunities on Wednesdays. Guidelines for Support The following may be used when determining whether or not an individual will receive CA support: ● Degree of alignment with school-wide goals ● Contract status (priority is for full-time and returning staff); ● Whether support will improve the faculty member’s current field rather than

advancement to another field; ● The overall number of requests from the faculty member ● Substitute availability; ● The number of times or years in succession the individual has received

assistance and/or the amounts granted. When a faculty member is asked by CA to attend training, for example an IB workshop, CA usually provides full support for the costs involved as per the policies on the Staff Development Expense Report form. Faculty members are expected to keep receipts for all professional development expenses. These are to be accurately recorded, totaled, and receipts attached to a summary form provided for this purpose by the school. The summary expense form includes policies on what types of expenses are allowed and other details. Faculty members are expected to share hotel rooms with other CA attendees (of the same sex) if doing so reduces the housing cost to the school. Additional costs for choosing a single room instead of a shared room are the requesting faculty member's expense. If the choice of a single room requires another faculty member to also reserve a single room, that added cost is also the requesting faculty member's expense. CA encourages continuous improvement through the use of funds that are allocated to professional development study, for full time faculty, in the summer or during the school year. Allocations vary from ¥100,000 to ¥150,000 depending on the number of requests received. The courses, conferences or workshops taken vary widely. For example, several full time faculty members have used the funds to complete a masters degree in their subject/grade level area, to attend a conference in the subject area or where they have curriculum responsibility, keep their computer skills

31

updated, and/or receive specialized training (IB or specific coaching or advisement skills). Support for this category of professional development can be significant in cost so the number of faculty member who can be supported or the total amount of money each faculty member can receive will be dependent upon the number of applicants and the amount requested in each application. Authorized professional development in this category will not include reimbursement for international airfare if the faculty member has received a home leave allowance from CA. In addition, faculty members who have not received a home leave allowance must seek advance approval for international airfare to be a reimbursable through this professional development category. Sharing of Professional Development We believe that our faculty members are an excellent resource for professional development opportunities. When faculty members attend courses, they are exposed to knowledge and ideas that benefit other faculty members and students. Upon completion of professional development courses financially supported by CA, faculty members are expected to share their experience and knowledge with colleagues in a formal manner. This may include the following:

• before/after school workshops • faculty member meeting presentation or demonstration • workshop on professional development or early dismissal days • model lessons for colleagues • flex time workshop

519 One-Year Study Leave for Full-Time Faculty member (Paid Sabbatical) Sabbaticals are granted to provide for professional development experiences that require a greater commitment over a longer period of time and are available to those faculty members who are committed to extended service at the School. The Headmaster will decide whether a faculty member is eligible, and notify the Board of Trustees as to his selection. The faculty member should have made a significant contribution, have at least five years of service, and present a study proposal of value to the School. The faculty member must also contract to serve the School for two additional one-year contracts at the completion of the study leave. The applicant shall present to the Headmaster a report of physical health and a detailed statement of a plan of study. This should include the reasons for selecting the particular course of study and institution as well as an estimate of the time required to complete the program. The course of study must be for one complete academic year, preferably including summer school study. Final approval of the study leave is contingent upon the applicant's acceptance as a regular full-time student in the institution specified in the proposed course of study. At the completion of the study leave the transcript of all courses as well as a written report describing the study leave activities is to be submitted to the Headmaster. Anything

32

that causes a major change in the study program should be reported to the Headmaster, and the Headmaster will take appropriate action. Financial Arrangements: A faculty member who has been granted a one-year study leave shall receive, as a loan, the following: ● 60% of the annual salary for the period of the leave based on the current salary

during full-time employment. ● The cost of all medical insurance deemed appropriate by the Headmaster. ● No travel allowances will be paid for faculty member on Sabbatical. These will

become the responsibility of the faculty member during the sabbatical. ● The loan shall be considered repaid in full at the completion of the two

additional years of service. Failure to complete any of the contractual agreements will mean this loan must be repaid to CA within 2 years at the prevailing interest rate. Sabbatical year salary is based on the salary of the faculty member at the time the sabbatical is approved, and the salary upon return will be one step higher with any allowance for advanced degree as appropriate to the salary scale.

All other obligations of the School for travel expenses cease during the time the study leave is in effect. These obligations are resumed when the faculty member returns to teaching responsibilities at the School. Due to the cost of this benefit, the CA only offers sabbatical on a periodic basis, dependent upon the projected enrollment, the financial health of the school, and other factors. 520 Intentionally Left Blank 521 Japan Visa and Registration (6/20/2013) Visas and Reentry into Japan All CA faculty members must have a visa to enter Japan for residency and employment. The Headmaster’s Office will assist with the paperwork and process for obtaining the original visa to enter Japan. In addition, assistance will be provided when requesting an extension of visa or a change of status should be made through the Immigration Office. Applications for extension can be made from three months prior to the expiration date. Change of status is required, for example, when one changes employment or when a dependent wishes to obtain full-time and sometimes, part-time work. CA will handle all processes related to visa renewal and residence registration while you are in Japan. In addition, fees related to visa renewal required every three years will be borne by the School. Passport renewal costs are the responsibility of faculty members and not reimbursed by CA. Resident Registration (revised 6/20/2013)

33

Japanese law requires that non-Japanese nationals carry proper identification documents at all times: • If visiting for less than 90 days, you must carry a valid passport when you travel

in Japan. • If you remain in Japan for more than 90 days, you must register with your local

city or ward office (kuyakusho) and carry at all times the Residence Card that is issued to you when you travel in Japan.

One of the above identification documents must be presented for inspection whenever requested by a Japanese government official. Failure to do so could result in detention arrest and/or a fine. Residence Card is sometimes required in order to claim registered mail. In addition, it is required when applying for a Japanese driver's license and opening a bank account. Any change in the information contained in your Residence Card must be reported to your ward of residence or city office within 14 days following the change in order to amend your card. For example, a new passport number or a change of address must be reported. If you move into the jurisdiction of another ward or city office, you must report to the city or ward office in your new place of residence within 14 days in order to amend your Residence Card. Registration of Recent Birth or Adoption Application should be made at the local, city or ward office for a Certificate of Resident Registration within 30 days of the birth using the following procedure: • Birth Certificate should be obtained from the hospital, filled in and signed by

parents and a doctor. • Birth Certificate should be submitted to the Ward Office - Shiminka, Koseki-

gakari within two weeks. • Submit the papers together with the Birth Certificate to obtain a passport or

“temporary certificate”. • If you have obtained a passport, take the passport to the Immigration Office

along with the parent’s passports and the birth certificate to obtain dependent visa.

• If you do not have time to securing a new passport within the 30 days, obtain a "temporary certificate" for the baby from the Immigration Office.

Foreign Residence Requirements The Immigration Office, located on the second floor of Kobe Chiho Godo Chosha, Kaigan-dori, Chuo-ku, will answer any questions regarding visas, reentry permits, or registration of a new baby. The office is open weekdays from 9:00 to 11:45 a.m. and 1:00 to 4:00 p.m., except for national holidays and at the New Year from 12/29 to 1/3. Copies of immigration rules and regulations are available in English through the Immigration Office, the Japan Times, or the Community House and Information Center. However, it is advised that you talk with the Headmaster’s Assistant on any questions you have prior to traveling to the Immigration Office.

34

522 Borrowing against Retirement Fund (6/20/2013) Faculty members employed before 1995, with the approval of the Headmaster, may borrow against his/her CA retirement fund at the prevailing interest rate compounded annually up to an amount not to exceed the calculated retirement amount if the employee retired at that date. Faculty members employed after 1995 and contributions made in the new retirement plan for those faculty member employed before 1995 must arrange for any loan directly from the plan administrator as these funds are not held by CA. 522-1 Emergency Assistance Loan This type of loan requires a written request to the Headmaster and will only be approved if significant emergency circumstances can be substantiated. If approved, this loan will be charged against salary and will be approved at the discretion of the Headmaster to offer assistance to foreign and Japanese faculty member and staff in times of significant emergency and not related to expenses that could be anticipated against salary. The rate of the loan is 10%. 523 Faculty member Evaluation The Board delegates to the Headmaster responsibility for developing and implementing an annual program for evaluating the faculty member. Individual principals are responsible for evaluating their respective faculty member and staff and may seek assistance with the process. The evaluation process for teachers and administrators will be developed and aligned through the Inspired Employee priorities of the Strategic Plan and will include goal setting, consistent and defined rubrics for assessment, informal and formal classroom visits, timelines for observation, reflection and feedback, and documents for the process. 524 Intentionally left blank 525 Student Activities The leadership team is responsible for adopting the necessary procedures for the smooth functioning of student activities and clubs and field trip activities. All faculty members are expected to participate in the sponsorship of student activities at CA. 526 Standing Policies The term "Standing Policies" shall be considered to refer to all policies, whether or not appearing in the Policy Manual, which are enacted by the Board of Trustees.

35

527 Rules of Employment All provisions of the Standing Policies, which relate to the compensation and benefits for faculty members shall be collectively considered to be the "Rules of Employment” for the group of employees provided a faculty contract. 528 Additional Insurance Information (Revised 8/25/2017) The school provides specific insurance beyond health coverage for faculty members while at work, including after-school activities and travel while on official school business as noted below.

Accident Insurance---up to 1.0 million yen for either medical costs or compensation

Accident Insurance--- up to 20 million yen for death or permanent disability This coverage provides for reimbursement of incurred expenses or compensation in the case of permanent disability or death. The school provides additional insurance for faculty members while at work, including for after-school activities and travel while on official school business as noted below.

Accident Insurance---1.5 million yen for either death, disability or medical Accident Insurance--- up to 10 million yen for death or disability Employer's Liability--- up to 50 million yen for death or disability

The amount of payment for each accident is determined by the nature of the accident and the age of the injured employee. Accident Insurance The accident insurance policy provides coverage for accidental injury up to an amount of ¥1,500,000 for death, physical, impairment or medical expenses as a result of an accident occurring during school hours, while traveling directly between school and home, or while participating in school organized trips or activities. Medical expenses covered by this policy are limited to costs incurred within 180 days of the accident. Faculty member wishing to obtain more extensive coverage should consider taking out additional insurance on their own after taking into consideration the School's overall Medical Benefits Plan. The Business Office can recommend an agent to assist with this personal coverage. 529 Substitute Teaching by CA Faculty member The Principals have, at their discretion, the ability to arrange for faculty member substitution, which may on occasion require utilizing CA faculty member. In the event that an outside substitute remains unavailable or an internal substitute provides superior coverage of a class session, the Principal may fill the substitution with CA faculty member. CA faculty members are only allowed to substitute for one

36

class period per school day. As this is a cooperative and reciprocal arrangement among faculty member, no compensation for internal substitution is provided. 530 Miscellaneous and Other Professional Dress Expectations It is expected that all faculty members will dress in a professional manner. The leadership team expects faculty members to dress in "smart casual" fashion each work day. Unique teaching assignments, such as P.E. or field trips, may modify dress expectations. Smoke-Free Campus Policy Smoking on campus is prohibited. At the Headmaster’s discretion, a smoking area for employees may be established so long as there is no risk that second hand smoke will be inflicted on non-smokers. Appendix I (edited 12/18/2014) Salary Scale and Allowances Canadian Academy Faculty member Annual Salary Scale: Step 1 ¥4,050,000 Step 10 ¥5,766,000 Step 2 ¥4,218,000 Step 11 ¥5,952,000 Step 3 ¥4,416,000 Step 12 ¥6,126,000 Step 4 ¥4,614,000 Step 13 ¥6,306,000 Step 5 ¥4,830,000 Step 14 ¥6,492,000 Step 6 ¥5,016,000 Step 15 ¥6,654,000 Step 7 ¥5,190,000 Step 16 ¥6,858,000 Step 8 ¥5,406,000 Step 17 ¥7,026,000

37

Step 9 ¥5,592,000 Step 18 ¥7,224,000

The placement on the salary scale is determined by the following table: Entry Level Chart onto Canadian Academy Salary Scales Years of Teaching experience

1 2 3 4 5 6 7 8 9 10

11

12

13

14

15 16 1

7 18 19 2

0

Step on CA Salary Scale 1 1 1 2 2 3 3 4 4 5 5 6 6 7 7 8 8 9 9 1

0 Years + Advanced Degree

2 2 2 3 3 4 4 5 5 6 6 7 7 8 8 9 9 10 10 1

1

● The maximum step for initial hiring is step 10. After the first year, each year of

full-time teaching at Canadian Academy will be credited with one step advancement.

● Faculty members with no degree will start at one step below that calculated in the maximum step placement.

● Voluntary extended leave will result in a loss of full-time employment status. The faculty member will be ineligible for a retirement contribution in the year of less than full-time employment, and forego a step and/or retirement percentage increase in the subsequent contract year.

● Any advanced degree, Masters or Doctorate, will receive one additional step credit on the salary scale. While employed, a faculty member who completes an advanced degree approved by the administration will advance one additional step on the salary scale.

● Faculty members without a Bachelor's degree will not progress beyond step 14. ● Faculty members with only a Bachelor's degree will not progress beyond step

16. ● Faculty members with advanced degrees, Masters or Doctorate, will not

progress beyond step 18. ● Kobe City income taxes are a “look back system” which means taxes begin to be

charged (and offset by the school) in the second year of employment based on the faculty member’s first year earnings. When a faculty member leaves CA or retires, the last City tax bill is due the year after the faculty member ceases CA employment. Faculty members who remain in Japan will receive compensation for anticipated City taxes in their final pay packet and pay these income taxes themselves when billed in the following year. For faculty members who have left Japan, CA receives the City income tax bill and pays it directly.

38

Appendix II Other Annual Allowances (last updated November 2011) Extra-Curricular Payment Scale The following guidelines for high school extra curricular pay have been formulated by the number of contact units for each activity. Contact units are the minimum required times to meet with the students or group for each activity. A unit is a scheduled time with students (not hours).

Head position with 40 + contact units ¥250,000 Head or assistant position with 30-40 contact units ¥200,000 Middle School with 20-25 contact units, plus intramural ¥170,000

Assistants will be available if the student participation in that activity approaches or exceeds the numbers noted in ( ). These numbers for sports teams are based on an APAC traveling squad, plus the number of a second team and one. The numbers for other activities are based on a workable group established by the committee. If participation in a sport reaches a number higher than the ones noted in ( ), a second coach will be added at the rate of 80% of the head coaches pay.

High School CA/APAC H. S. Band ¥250,000 CA/APAC H. S. Orchestra ¥250,000 CA/APAC H. S. Choir ¥250,000 CA/APAC H. S. Theater ¥150,000 APAC/Theater/Event Tech Support ¥250,000 HS Theater Support Staff Fund ¥125,000 divided HS Student Ushers Fund ¥130,000 H. S. Drama Director ¥250,000 Model United Nations (30) ¥200,000 Model United Nation Asst. ¥136,000 Senior Project Coordinator ¥125,000 Personal Projects Coordinator ¥125,000 K-12 Director of Service ¥250,000 Habitat for Humanity ¥100,000 6-12 Department Head (+) ¥200,000 each Student Body Council ¥200,000 K.I.S.S. Advisor ¥175,000 Lucidus Pulpa Advisor ¥100,000 CAS Coordinator ¥250,000 Girls Varsity Volleyball (17) ¥250,000 Boys Varsity Volleyball (17) ¥250,000 Boys JV Volleyball ¥200,000 Girls JV Volleyball ¥200,000 Girls Varsity Soccer (28) ¥250,000

39

Boys Varsity Soccer (28) ¥250,000 Boys JV Soccer ¥200,000 Girls JV Soccer ¥200,000 Girls Varsity Basketball (16) ¥250,000 Boys Varsity Basketball (16) ¥250,000 Boys JV Basketball ¥200,000 Girls JV Basketball ¥200,000 Boys Varsity Baseball (24) ¥250,000 Boys JV Baseball ¥200,000 Girls Varsity Softball (24) ¥250,000 Girls JV Softball ¥200,000 Boys and Girls Tennis (16) ¥150,000 x 3 Boys Varsity Rugby ¥250,000 Boys JV Rugby ¥200,000 H. S. Badminton ¥200,000 x 2 Dance ¥250,000 Dance Assistant ¥200,000 Kobe Kaisei Intern Coordinator ¥80,000

Middle School The following guidelines for middle school extra curricular pay have been formulated by the number of contact units for each activity. Since the middle school activities only meet two times per week, contact units are the minimum required times to meet with the students or group for each activity, and the positions are based on the high school scale. The middle school coaches will also be responsible for an intramural season at the end of the school year.

MS Drama Director (1 position) ¥250,000 MS theater Support Staff Fund ¥125,000 divided Student Body Council ¥200,000 MS Grade Level Leaders (+) ¥200,000 each Boys Soccer (30) ¥170,000 Boys Soccer Assistant ¥136,000 Boys Soccer Intramural ¥100,000 Girls Soccer (30) ¥170,000 Girls Soccer Assistant ¥136,000 Girls Soccer Intramural ¥100,000 Boys Basketball (19) ¥170,000 Boys Basketball Assistant ¥136,000 Boys Basketball Intramural ¥100,000 Girls Basketball (19) ¥170,000 Girls Basketball Assistant ¥136,000 Girls Basketball Intramural ¥100,000 Boys Volleyball ¥170,000 Boys Volleyball Assistant ¥136,000 Boys Volleyball Intramural ¥100,000

40

Girls Volleyball (19) ¥170,000 Girls Volleyball Assistant ¥136,000 Girls Volleyball Intramural ¥100,000 Boys Baseball (24) ¥170,000 Boys Baseball Assistant ¥136,000 Boys Baseball Intramural ¥100,000 Girls Softball ¥170,000 Girls Softball Assistant ¥136,000 Girls Softball Intramural ¥100,000 MS Tennis ¥50,000 x 2

Other coaching positions will be considered on a yearly basis during the budget process, based on a proposal to the Athletic Director and approval by the Leadership Team. Elementary School The following guidelines for elementary school extra curricular pay have been formulated by the number of contact units for each position. Contact units are the minimum required times to meet with the group for each activity, and the positions are based on the high school scale.

Leadership Club Advisor ¥100,000 each ES Drama Director ¥170,000 ES Musical Director ¥170,000 Curricular Leaders ¥150,000 each Grade Level/Department Coordinators ¥ 50,000 each

All School

Health Office Supervisor ¥125,000 Japanese Class for New Faculty member ¥100,000

41

Appendix III Faculty Member Laptop & Internet Support Policy

Eligibility and Priority

• Full time administrators, teachers, counsellors, and professional librarians will be supplied with a new laptop.

• Part time administrators, teachers, counsellors, and professional librarians will be supplied with a used laptop from the school loaner pool.

Three options are available to full time staff: Option 1 The school can supply a MacBook Air for you.

• This laptop is yours to keep after 3 years' use for no further cost. • If you leave CA after one year's use of this laptop, you may return the laptop

in usable condition, or you may purchase it for 2/3 of its initial cost. • If you leave CA after two years' use of this laptop, you may return the laptop

in usable condition, or purchase it for 1/3 of its initial cost.

Option 2 You may choose an Apple laptop of any model or specification, and the school will subsidize it to the value of the MacBook Air in option 1. The school will purchase the laptop for you.

• Any extra cost above the subsidy for the laptop will be deducted from your salary.

• This laptop is yours to keep after 3 years' use for no further cost. • If you leave CA after one year's use of this laptop, you may return the laptop

in usable condition, or you may purchase it for 2/3 of the school subsidy. If

42

you return the laptop, you will not be reimbursed for the extra cost you have paid for the laptop.

• If you leave CA after two years' use of this laptop, you may return the laptop in usable condition, or purchase it for 1/3 of the school subsidy. If you return the laptop, you will not be reimbursed for the extra cost you have paid for the laptop.

• You must tell us the exact model laptop you wish to purchase, specifying all the options available to you on the Apple Japan educational store (Model, screen size, processor, hard disk or SSD, RAM etc).

• The before tax price stated on the website is close to the cost of the laptop to CA, but until Apple gives us an exact quote, we can not tell you exactly how much extra your laptop will be. We will confirm this with you before ordering.

• Once the laptop is ordered, you may NOT change or cancel your order.

Option 3 You may buy a laptop of any brand or operating system, and the school will subsidize it up to the value of the MacBook Air in option 1. You will be reimbursed up to the value of the school subsidy, once the Finance Office has been given a copy of your purchase receipt. You must first authorise with the IT Director your choice of model, to ensure interoperability with CA's systems.

• This laptop is yours to keep after 3 years' use for no further cost. • If you leave CA after one year's use of this laptop, you must reimburse

Canadian Academy 2/3 of the school subsidy. • If you leave CA after two years' use of this laptop, you must reimburse

Canadian Academy 1/3 of the school subsidy.

If you purchase a Windows computer, please realise that over 95% of our students are on Macs, and this may or may not prove to be a hindrance in explaining technical matters in the classroom, depending on what your computer instruction involves. This is not much of a problem these days as so much work is browser based, and the programs we use look similar on both major platforms. CA can supply you with Adobe Creative Suite 6 and the latest version of Microsoft Office regardless of your computer's operating system, and we have not encountered any problems running other commonly used CA programs. PC access to Apple TVs may be more limited, although good third-party AirPlay solutions exist such as AirParrot. iTunes for Windows natively supports AirPlay, but only for content that plays in iTunes. We can also use Chromecast to broadcast Chrome browser content to projectors, so this is another alternative available to both Mac and Windows users. Please finally note that if your laptop is bought outside of Japan, even if the same brand sells PCs in Japan, getting the PC repaired or serviced locally can be very difficult. For those looking at this third option, Dell Japan provides English language Windows with US keyboard laptops for purchase through their website, and will

43

provide English language warranty support. Other companies may also have similar English language models and support available in Japan. Please authorise your choice of computer with us first before purchasing it, just in case we foresee any issues. Ownership

• All laptops, although managed and used by the recipient, remain the property of Canadian Academy.

• Each laptop is clearly labeled with an Asset ID number. The label must not be removed.

• Complete ownership of the laptop is transferred to the faculty member after 3 years, or on earlier payment of the laptop's remaining value according to the schedule stated above.

Maintenance, Repairs and Replacement

• If the computer breaks down due to mechanical or design failure, the school will cover the cost of repair or replacement up to the level of the basic MacBook Air in Option 1, and replace the laptop with a loaner laptop until the error/failure is rectified.

• In the event the laptop is negligently damaged or mismanaged, the recipient is responsible for full costs of repair or replacement.

• A final decision on damage or mismanagement costs rests with the administration and ICT Director.

• After 3 years ownership of a computer transfers to the teacher, and the school is not responsible for further maintenance.

• Just like anything else in your work area, ultimate responsibility for this computer is yours. If you experience any problems with your computer or installed software please contact the ICT Department.

• Please place your computer in a laptop bag or use a slipcover, to prevent unnecessary wear and tear during transportation.

Software

• Canadian Academy supplies some software for computers, including Microsoft Office and Adobe Creative Suite.

• Canadian Academy ICT Department will provide software support for the running of all school owned laptops.

• Recipients of laptops can install additional legally obtained software themselves.

• Backups of personal data and software are the responsibility of the recipient of the laptop.

• When a computer is no longer school owned, school supplied software must be deleted from it and any backups of the computer.

44

Internet Subsidy Each teaching household is required to have Internet access. Each teaching household will receive ¥3000/month to subsidize the cost of Internet connection at home.

Other issues Any questions, concerns or interpretations of this policy will be resolved at the discretion of the ICT Director and school administration.

Appendix IV Faculty Responsible Use Agreement

*Leading by Example*

Inquirer

• I will use a variety of tools to conduct my inquiry, such as subject specific search engines, databases, and curated collections.

• I will evaluate web sites and other technology resources for reliability before using them to satisfy my inquiry.

• I will participate positively in online learning communities of my choice, seeking and sharing information relevant to my subject of inquiry.

Knowledgeable:

• I will regularly update the systems and security on my digital devices. • I will use reliable resources to understand the best programs and systems for

my technology devices. • I will review and consider Terms of Service/Terms of Use.

Thinker:

• I will consider my profile and the purpose of accounts I create • I will consider the information and materials I choose to share and create.

Communicator:

• I will consider language, register and tone when I communicate online. • I will consider my purpose and my audience when selecting a tool to share or

create information. • I will use technology to communicate beyond the walls of my classroom. • I will license my work to be clear to others how it is intended to be used and

shared.

Principled:

• I will behave online in a way that represents myself and my school positively.

45

• I will use and share media legally. I will respect the intellectual property rights of other digital citizens.

• I will give attribution in the manner appropriate to the task and the creator’s wishes.

• I will respect the school and other people’s digital property and data.

Open Minded:

• I will respect the rights and views of others. • I will encourage tolerance and acceptance in digital environments.

Caring:

• I will be responsible with all the digital devices I use. • I will contribute positively to online communities. • I will offer constructive feedback and commentary on the work of others. • I will consider the impact and limit my printed assignments and use of the

copier.

Risk Taker:

• I will participate in the open culture of the Internet by sharing my work and accepting critical feedback.

Balanced:

• I will balance how much technology I consume by creating products with technology.

• I will experiment with a variety of technology tools and choose the most effective technology tools for the tasks at hand.

• I will manage my time spent with technology, ensuring that it is a tool which complements but does not control my life.

Reflective:

• I will regularly reflect on and update my digital footprint so it accurately represents who I am.

• I will make informed, considered choices about what and how I share online. • I will reflect on my limitations as a technology user and pursue learning

formally and informally to improve as a user of technology.

CA Faculty Rights and Responsibilities

• Internet site addresses accessed, including web sites and email, are retained in electronic logs. ICT staff do not track individuals inside our network, but evidence of unacceptable activities found in school logs will be investigated.

46

• ICT staff have the right to access, open, examine and/or delete electronic files that violate this Responsible Use Policy on school owned computers (not including those rented or leased from the school by families under the Laptop Usage Agreement), and remote or local school servers without the users consent.

• CA staff do not have the rights to search personal computers, without the consent of the principal and parents. This includes computers rented or leased from the school by families under the Laptop Usage Agreement.

• Canadian Academy is not responsible for any loss of data. • Elementary teachers may access the following on student used school

computers: • any student work stored • student web browsing history • anything in addition can only be done with Principal permission

47

Theatre

Appendix V (Added 4/3/2014, Revised 9/2017) Levels of Financial Responsibility

Effective September 2017

Chair of the Board Responsible for over 2,500,000 yen

Director of Finance & Business Operations Responsible for up to 2,500,000 yen

Head of School Responsible for up to 2,500,000 yen

SS Principal Up to 300,000 yen

Head of Department (HOD) Builds the budget with Principal

SS Teachers Seek authorization from HOD for purchases over 5,000 yen

Activities Director Up to 150,000 yen

Head of Facilities Up to 100,000 yen

Head of General Affairs Up to 100,000 yen

ES Principal Up to 300,000 yen

SS Associate Principal (in absence of SS Principal)

Director of Admissions Up to 300,000 yen

Director of Curriculum Up to 300,000 yen

Director of Technology Up to 300,000 yen

Health Office

ES Teachers Seek authorization from Principal for purchases over 5,000 yen

Librarians Up to 100,000 yen Dorm Head

Seek authorization from Associate Principal for purchases over 5,000 yen

48

Appendix VI

Canadian Academy Student Protection Policy – Board (5/24/2014)

It is the goal of the Canadian Academy to maintain a school environment for all students free from abuse. No Canadian Academy employee may engage in any activity constituting abuse. Canadian Academy employees must report to the headmaster or division principal any suspected abuse either in or out of school. Abuse is described as inappropriate behavior of an adult toward a Canadian Academy student. The following factors will be considered when determining whether abuse happened or not:

1. Physical Abuse – Physical injury inflicted by other than accidental means upon a student by another person and includes willful cruelty or willful infliction of pain.

2. Sexual abuse – Sexual assault or exploitation of a student. 3. Emotional abuse – This includes the use of threats, intimidation, acts of

injustice or indignity by verbal or physical means. PREVENTION OF STUDENT ABUSE

1. Canadian Academy will not hire staff that have a record of abuse. Background checks will be part of the hiring process for employees. Applicants for Canadian Academy positions will agree in writing with the terms of this policy as part of the contracting process.

2. Abuse prevention and awareness training are mandatory for Canadian Academy faculty and staff.

3. Canadian Academy will develop and maintain Student Protection guidelines for faculty and staff to address the prevention, reporting, and investigation of student abuse.

49

Student Protection Administrative Regulations

It is the goal of the Canadian Academy to maintain a school environment for all students free from abuse. All Canadian Academy employees share a collective responsibility for the safety of Canadian Academy students. No Canadian Academy employee may engage in any activity constituting abuse. It is intended that this policy will apply to all employees of Canadian Academy.* The Headmaster and division principals will also ensure that outside contractors or volunteers who act in a teaching or supervisory role with students are aware of and follow these regulations. Canadian Academy employees must report to the Headmaster or division principal any suspected abuse that takes place either in or out of school. Abuse is described as inappropriate behavior of an adult toward a Canadian Academy student. The following factors will be considered when determining whether or not abuse occurred:

1. Physical Abuse – Physical injury inflicted by other than accidental means upon a student by another person; includes willful cruelty or willful infliction of pain.

2. Sexual abuse – Sexual assault or exploitation of a student. 3. Emotional abuse – The use of threats, intimidation, acts of injustice or

indignity by verbal or physical means. Preventive Steps

1. Canadian Academy will foster a climate of “freedom to tell” so that individuals feel safe to report suspected cases of abuse.

2. Abuse prevention training is mandatory for Canadian Academy faculty and staff.

3. Canadian Academy employees should maintain appropriate professional distance with students at all times. They must avoid dual relationships that might impair their objectivity and increase the risk of harm to students (e.g. engaging in personal communications via phone calls, texting, social media, emails, or similar technology to have one-on-one private communication with students for non-school related matters.) If a dual relationship does exist (e.g. a student babysitting for a teacher’s children), the employee is responsible for taking action to eliminate or reduce the potential for harm to the student through safeguards, which might include informed consent from

50

the parents, consultation, supervision and documentation, such as a journal of interactions. **

4. Canadian Academy employees should not be socializing with students off campus without approval of the students’ parents beforehand. This includes such events as team dinners and trips to coffee shops. When in doubt, inform the parents or guardians and gain their approval. Chance encounters with students in public spaces do not need to be avoided, but neither should they be prolonged.

5. No Canadian Academy student other than a Canadian Academy employee’s or legal guardian’s own child is allowed to live in an employee’s home without Headmaster’s approval.

6. School sponsored overnight trips in which students and chaperones will be sleeping in the same venue will have at least two male and two female chaperones when both girls and boys are on the trip. For local day trips and APAC trips involving both girls and boys, both male and female chaperones are desired, though not required. In such cases, parents will be informed before the trip commences who will be chaperoning and will have the option of disallowing their child(ren)’s participation.

7. Before engaging in any counseling on sensitive issues, Canadian Academy employees should make clear to any student who wishes to confide in them that they are required to report any allegations of abuse, as defined in the policy.

8. The Headmaster and division principals, as well as the parents, should be aware of any counseling that is going on regarding abuse,

9. Canadian Academy employees should never suggest nor agree that confidential discussions be kept from school officials or parents when involving potential abuse.

10. Exceptions to points 8 and 9 above are when school officials or parents themselves are alleged to have committed the abuse. If a school official is alleged to have committed the abuse, the Board Chair will be notified. If a parent is alleged to have committed the abuse, school officials alone should be notified.

11. Canadian Academy employees are required to inform the Headmaster or division principals of any repeated violations of these regulations that they observe or otherwise have a reasonable basis to suspect.

12. Canadian Academy employees who are involved in or accused of abuse will immediately be removed from contact with students until the Headmaster or his/her designee determines whether there is a significant threat that the alleged abuse could be repeated. The administration may need to take protective action before an investigation can be resolved, such as temporary suspension or reassignment. The situation will be quickly and thoroughly

51

investigated under the guidance of the school administration and Board of Trustees.

13. Deliberately false accusations, as determined by the Headmaster or his/her designees, will result in punitive consequences, including the possibility of being asked to leave the school.

Discovery and Reporting

1. All employees are mandated to report suspected abuse to the Headmaster or divisional principal, who will maintain utmost confidentiality pending the results of an investigation.

2. Reports, in oral or written form, should be made as soon as possible after observing or reasonably suspecting abuse.

2. Reasonable suspicion must be based on specific and articulable facts, upon which a second, reasonably objective person of similar experience and training could be expected to draw similar inferences or conclusions.

3. No person at Canadian Academy making a report in good faith will be penalized by the school for making the report.

Investigation

1. The Headmaster, in consultation with the Board Chair, will determine who will lead the investigation. In some cases, independent third party investigators and/or authorities may be called in. The investigator will conduct a prompt, confidential and thorough investigation to determine whether reasonable grounds exist to believe that abuse occurred. A written report of the investigation will be submitted to the Headmaster.

2. The accuser should put his/her allegations in writing. If the accuser is a young student and/or incapable of drafting a complete and coherent statement, an oral interview may be justified. If this is necessary, it is recommended that the student’s parent or guardian be present for the interview. Whoever conducts the interview should produce a written transcript of the interview as soon as it has ended.

3. Other than as required to investigate allegations or fulfill legal obligations, care must be given to protect the alleged victim(s), the alleged perpetrator(s), and the reporter by restricting information access to those who need and have the authority to know.

4. An “investigation file” will be opened and maintained in a safe, confidential location. The investigation file will not be part of the employee’s personnel file unless the investigation concludes there has been wrong-doing.

5. Investigators will forward investigation reports to the Headmaster who will contact the Board Chair.

52

6. The school will report any alleged child abuse that meets the standard of reasonable suspicion to Japanese authorities as required by law, including pursuant to Article 5 of the Child Abuse Prevention Act.

Consequences

1. If the investigation indicates that reasonable grounds do not exist to support allegations of abuse, a written statement to that effect will be given by the Headmaster to the Canadian Academy employee in question. Others involved may also be informed of this conclusion, as determined appropriate by the Headmaster in consultation with the wrongly accused.

2. If inappropriate behavior did exist but does not constitute abuse, as determined by the Headmaster, the perpetrator will be subject to appropriate disciplinary consequences.

3. If the investigation indicates that reasonable grounds do exist to believe that abuse has occurred, the Headmaster will submit a copy of the investigation report to the Board Chair.

4. The Headmaster, in consultation with the Board Chair, will determine suitable disciplinary action, which could result in termination of employment as well as notification of relevant legal authorities.

5. Canadian Academy employees who violate any of these regulations will be officially reprimanded in writing, at a minimum. Any such written reprimands will be delivered in a meeting involving the Headmaster and divisional principal. Depending on the circumstances, a first offense may lead to immediate termination.

6. Deliberately false accusations, as determined by the Headmaster or his/her designees, will result in punitive consequences, including the possibility of being asked to leave the school.

NOTES:

* We also recognize the possibility of abusive conduct by one student to another, particularly where there is a difference in power based on age or physical/emotional capability. The administrators of the respective divisions have the responsibility for addressing inappropriate conduct that may occur between students in accordance with Canadian Academy’s Student Policies.

** Source: American School Counselor Association, Ethical Standards for School Counselors