Web viewMOUNTAINVIEW HIGH SCHOOL. POLICY FRAMEWORK . OPERATIONAL POLICIES . This manual has been compiled for the Mountainview High School Board of

MOUNTAINVIEW HIGH SCHOOLPOLICY FRAMEWORK

OPERATIONAL POLICIES

This manual has been compiled for the Mountainview High School Board of Trustees. It describes the governance and operational policies, the school’s Charter, the roles and responsibilities within our Board, and sets out the tasks, expectations and processes that go with them.

Trustees will often need to seek information and advice and a list of available resources (paper and people) is included in this manual. Our Trustees will be supplied with an Effective Governance booklet published by the Ministry of Education and the New Zealand School Trustees Association on joining the Board. We encourage our Trustees, whatever their experience to attend training when it is available.

Our Board has adopted a Code of Conduct for Trustees, which outlines the standards of integrity expected of our Board members. This code is included as part of the governance policies in this manual. There is an expectation that Board members will sign the Declaration of Eligibility.

The policies contained within will be reviewed every three years year as part of our self-review plan or as the need arises.

MOUNTAINVIEW HIGH SCHOOLPOLICY FRAMEWORK MANUAL

OPERATIONAL POLICIES

Operational Policies – The board’s expectations in areas it wishes to have some control over

1. Curriculum Delivery Policy (including timetable policy)

2. Personnel Policy (including management unit allocation policy, appointments policy, staff leave policy)

3. Finance Policy (including fundraising policy)

4. Property Policy (including asset protection policy)

5. Health and Safety Policy (including asset protection policy)

6. Legislation/Legal Responsibilities Policy

7. Treaty of Waitangi (including Maori and Pasifika Student Achievement Policy & International Students policy)

8. Concerns and Complaints Policy

9. Planning & Reporting Policy (including self review policy)

10. Protected Disclosures Policy

11. Theft and Fraud Prevention Policy

1. Curriculum Delivery PolicyPurposeTo ensure the curriculum is delivered in accordance with the National Education Guidelines.To ensure that every student at the school is able to attain his or her highest possible standard in educational achievement.

ReferencesThe National Education Guidelines. National Administrations GuidelinesNational Administration Guidelines. The NZ CurriculumThe School Curriculum National Education Priorities

Guidelines

1. The school will develop a holistic curriculum that provides each and every student the opportunity to reach and achieve their full academic potential.

2. The Strategic Plan will identify strategic curriculum goals, annual aims and student achievement targets.3. The school Curriculum Plan will outline the implementation of the National Curriculum Statements which

define the learning philosophies, principles, aims, attitudes and achievement objectives together with the Key Competencies.

4. A variety of learning and teaching styles and strategies will be employed as appropriate to the needs of students.

5. Student progress will be monitored and recorded against the National Achievement Objectives and School Objectives using a range of planned assessment procedures. These procedures are to be integrated into the teaching and learning programmes.

6. The school will identify students who are at risk of not achieving or not achieving and will seek to implement appropriate strategies to meet their needs.

7. Equal educational opportunities will be provided to all groups of learners and for individuals to ensure equity.

8. The school will recognise the need to consider the implications of the Treaty of Waitangi and to foster the requirements set out in the Treaty.

9. Programmes will draw upon the significant features of New Zealand’s diverse ethnic and cultural heritage.10. Curriculum Delivery for all Learning Areas of the NZ Curriculum will reflect the special nature of our

community.11. A self review programme will maintain the requirements laid out in this policy and the requirements of

the Learning Areas.12. A range of assessment practices will be developed and utilised to ensure that all students are able to

demonstrate the progress they have made.13. Assessment data is used for informing parents and the school community and for planning effective

teaching and learning programmes.14. Staff Professional Development will be prioritised, planned and provided within the confines of available

resourcing to support this policy.15. Every two years the school consults on the delivery of the health curriculum.16. The school will provide an integrated careers programme that ensures all students receive careers and

subject choice advice that is cohesive, sequential and effectively co-ordinated.17. NZQA achievement data will be tracked for individual students and groups of students and will be

provided to the Board of Trustees by Heads of Department annually in the form of statistical evidence supported by analysis.

Delivery of the curriculum shall foster student progress and achievement and meet all board expectations and legislative requirements. Therefore the principal must ensure:

1. achievement of the Charter aims and targets 2. compliance with the National Administration Guidelines 3. there is a focus on the national priority groups of Maori, Pasifika and students with special learning needs

in school planning and reporting4. that board approval is sought before changes to the school curriculum requiring increased expenditure or

significant changes to programmes or staffing are made

Adopted February 2015 See also Timetable Policy

TIMETABLE POLICY

Purpose:To provide a framework that ensures that Mountainview High School provides a balanced curriculum in accordance with the New Zealand Curriculum Framework and related documents.To ensure timetabling decisions are made with due regard to equity and fairness for staff and students.To ensure that good employer and EEO principles are taken into accountTo ensure that the requirements of the STCA are applied to teaching staff and that resources are used efficiently. Guidelines:This policy is in three parts:Part 1: GuidelinesPart 2: Collective Agreement ProvisionsPart 3: “Genuine Reason” Clarification

PART 1: Guidelines CurriculumAll students will have the opportunity to study a broad and balanced curriculum, consistent with the spirit of the New Zealand Curriculum Framework.The timetable will allow, as far as possible, for students to study with their peers and at an appropriate level.Student choice will be the first stage of the timetable process.Teacher preference will be a consideration when constructing the timetable.The timetable will be constructed in such a way that resources such as specialist rooms and teachers are used effectively.The timetable will be constructed in such a way that courses that are designed to meet the learning needs of specific groups of students are available to those students and that class numbers, to the greatest extent possible, are balanced within subjects.The school will endeavor to ensure that teachers are not peripatetic in consecutive years.Class SizesClass sizes are determined by the room and teacher resources available.The school will endeavour to limit classes for teachers with more than one class to an average of 26 students per class at all times of the year.Classes will not usually exceed 30 students. Consultation with the HOF is required if this is likely to occur.The school will endeavour to limit classes in Hard and Soft Materials, and Food Technology to 25 students. Support for small classes may include multilevel classes, reduced time allowance or dual enrolment at Correspondence School. The school will endeavor to cap multi-level classes to a maximum of 20 students. Decisions related to these options will be made each year by the Principal in consultation with the relevant HOF.Splitting classes between two or more teachers is avoided if possible. Any proposed class splitting requires consultation between the Principal, the relevant HOF and the affected teachers.Length of the timetable cycle and the number of teaching periods per dayThe timetable cycle consists of 5 one hour teaching periods per day (25 per week)Each 55 minute lesson constitutes a teaching hour for the purposes of this policy.Group time and assemblyGroup time or assembly does not constitute part of the formal timetable cycle.Other DutiesTeachers will have some pastoral responsibility, either as group teachers or Year level Deans, or as negotiated with the Principal.All full time teachers will be scheduled for up to three active supervision periods per week as required, except as negotiated with the Principal.Part time teachers will be scheduled for duty on a pro rata basis.

PART 2 Collective Agreement Provisions (these components are minimum requirements)

PART 3 “Genuine Reason” Clarification Teachers may only be asked to temporarily forgo their minimum entitlement to non-contact hours when:All reasonable options have been investigated and no alternative to a reduction in entitlement non-contact can be found. There is a sudden emergency that requires supervision of a class for its ongoing safety. All efforts will be made to find a day reliever.No day reliever can be found after timely and appropriate efforts have been made. On a longer term basis, and after all reasonable endeavours have been exhausted, the timetable can only be made to operate if a teacher teaches for a term, semester, or a year, at a higher level of contact than their minimum non-contact indicates.Teachers holding more than the minimum non-contacts have first been asked to forgo one or more of those additional non-contacts.

Where by virtue of demonstrated timetable or other constraints the allocation identified of non-contact hours or an average 26 students per class limit for any individual teacher cannot be implemented the teacher will be offered the opportunity to review the timetable and suggest changes that would allow the allocation of their non-contact entitlement or average class size entitlement. If it is subsequently agreed that there is genuine reason why it is not possible to provide the non-contact or average class size entitlement within the timetable then the principal and the teacher may mutually agree to compensate the teacher with:An equivalent increase in the allocation of time for non-contact teaching duties at another point in that school year; or

An equivalent increase in the allocation of time for non-contact teaching duties in the following school year; orAn equivalent reduction in non-teaching or supervisory duties outside the school’s timetabled teaching periods; orCompensatory relief cover for the teacher later in that school year; orSome combination of the above.

Where by virtue of genuine and demonstrated temporary constraints the allocation of non-contact hours to which an individual teacher is entitled cannot be met within any week then the principal and the teacher may, on each occasion, mutually agree to compensate the teacher with:An equivalent temporary allocation of non-contact time at another point in that school year; orAn equivalent temporary reduction in non-teaching or supervisory duties outside the school’s timetabled teaching periods; orRelief cover for the teacher later in that school year; orSome combination of the above.

2. Personnel Policy

Purpose1. To comply with the State Sector Act.2. To comply with all relevant collective and individual employment agreements.3. To ensure that the best appropriately qualified applicant for any position is appointed to the school.4. To have an appraisal process in place which meets all regulatory requirements.5. To ensure staff personal information is kept confidential and is used within the school’s privacy

procedures.6. To ensure that all employees and all applicants for employment are treated equitably.7. To ensure that all complaints relating to or from personnel are dealt with fairly and expeditiously.

ReferencesThe State Sector Act 1987 National Administration Guidelines.

Guidelines (the board delegates responsibility to the principal on all matters relating to the management of staff in the expectation that they will be managed in a sound, fair, and respectful manner in accordance with the current terms of employment documents and identified good practice. Therefore, the principal must ensure:

1. that all employment related legislative requirements are applied 2. all employees their rights to personal dignity and safety and ensure that matters are resolved in an

appropriate and fair manner3. that employment records are maintained and that all employees have written employment agreements 4. that performance agreements are established for all staff and that reviews are undertaken annually5. a suitable professional development programme, which takes into consideration the requirements of the

strategic and annual plans, is provided as part of each employee’s performance agreement6. the requirements of the Health and Safety in Employment Act 1992 are met7. Advice is sought as necessary from NZSTA advisors where employment issues arise8. An annual report on staff professional development is provided for the Board.9. Volunteers for tasks involved are known to Mountainview High School and are carefully selected and may

include police vetting to ensure they are suitable for the role.

The board delegates responsibility to the principal on all matters relating to the management of staff in the expectation that they will be managed in a sound, fair, and respectful manner in accordance with the current terms of employment documents and identified good practice. Therefore, the principal must ensure:

1. that all employment related legislative requirements are applied 2. all employees their rights to personal dignity and safety and ensure that matters are resolved in an

appropriate and fair manner3. that employment records are maintained and that all employees have written employment agreements 4. that performance agreements are established for all staff and that reviews are undertaken annually5. a suitable professional development programme, which takes into consideration the requirements of the

strategic and annual plans, is provided as part of each employee’s performance agreement6. board approval is sought for any requests for discretionary staff leave with pay of longer than five days7. board approval is sought for any requests for discretionary staff leave without pay of longer than five

days8. board approval is sought for any requests for staff travelling overseas on school business9. the board is advised of any staff absences longer than five school days10. the requirements of the Health and Safety in Employment Act 1992 are met11. Advice is sought as necessary from NZSTA advisors where employment issues arise

Adopted February 2015

See also management unit allocation policy - appointments policy and staff leave policy

MANAGEMENT UNIT ALLOCATION POLICY

PurposeTo facilitate the school’s obligations to consult with staff.To ascertain the best allocation of Units.To ensure that due recognition is given to staff for the duties they undertake.

ReferencesNational Administration GuidelinesPPTA Collective Employment Agreement for Teachers.

DefinitionEach year the roll of the school generates staffing allocation. Part of these allocations are units which carry a remuneration. There are three types of Management Units, Middle Management Allowances, and Senior Management Allowances.1. Units for permanent positions2. Fixed term units3. Middle management allowances4. Senior management allowancesThe school is required to consult with teaching staff on the allocation of fixed term units. The PPTA CEA contains guidelines on how any of these units should be allocated.

Guidelines1. The fixed term units are reviewed separately each year.2. The Principal will conduct a process of consultation with staff which allows all teachers an opportunity to

make suggestions regarding the use of surplus fixed term units.3. Fixed term management units may be allocated for a whole or part of a year, but not MNA’s or SMA’s.4. The process of consultation will be outlined to staff and the outcome of that consultation will be

presented to staff.5. The final decision on allocation will rest with the Principal in consultation with the Board 6. All management units allocated to the school will be used where possible.7. Management units will be advertised nationally where appropriate and internally when units are non-

permanent.


APPOINTMENTS POLICYPurposeAll staff appointments are made using fair, equitable and transparent procedures that ensure the best available person suited to the position is appointed.

1. Principal:The entire Board of Trustees (excluding the current Principal) manages the recruitment and processes for the appointment of the Principal. The Board may use the services of an external provider to assist with the process. Only elected and co-opted members with voting rights may vote in the final decision.

2. Deputy Principal:The Board of Trustees (including the Principal) will be involved in the initial process, selection and the appointment of the Deputy Principal.

3. Assistant Principal, Executive Officer, and Property Manager:Appointments to these positions are made by the Principal and Board of Trustees representative/s forming an appointment committee and developing a process for the appointment.

4. Management Unit Positions:Any appointments of MUs are made by an appointment committee that includes at least one Board member nominated by the Board.

5. Teaching Staff, Relievers, Fixed Term Positions:The Principal, along with a Senior Leader and/or Head of Faculty, by following established appointment processes.

6. Support Staff:Support staff appointments are made by the Principal and the relevant line manager.

7. Appointments should, as far as possible, reflect EEO guidelines.

8. All new staff are inducted appropriately.

9. All appointments are ratified at a Board meeting


STAFF LEAVE POLICY

PurposeThe Board of Trustees is empowered to make decisions on all staff discretionary leave. In considering leave applications the Board will take into account the needs of the school, the minimum of interruption to the needs of the students and their learning programmes and its good employer responsibilities.

Guidelines:1. Applications for leave will be judged on their own merits and former decisions will not be considered

precedents.2. The Board will abide by all relevant employment contracts and regulations. Staff will be aware of their

rights and responsibilities in this regard.3. The Principal is authorised to grant short term leave of up to and including five days duration taking into

account the needs of the school.4. For any applications for leave of more than 5 days, an application is made to the Board through the

Principal. A written case is required, together with a statement of any special circumstances that may be relevant (e.g. the need for refreshment leave after long service and study leave).

5. Leave of less than a year should coincide with the school terms, beginning and/or ending with a holiday period.

6. Leave of one year should coincide with the school year.7. PLEASE NOTE: Applications for long-term leave of longer than 1 term should be made at least 3 months

prior to the leave required unless there are exceptional circumstances. Leave applications of more than 5 days need to be received in time for the next Board meeting and leave of 5 days or less at least 5 days’ notice to the Principal.

8. Staff are advised not to enter into firm travel or other commitments prior to a decision on the leave applications having been made.

9. Where leave has been approved by the Principal or Board for any reasons covered by this policy and circumstances change so that the reason for the application is no longer valid (e.g. overseas travel arrangements not proceeded with) the Board must be informed immediately and leave will then be reconsidered in the light of the changed circumstances.

Criteria for Discretionary Leave:Criteria for approval of discretionary leave include:

1. The length of the applicant’s teaching service, and their length of service at the school.2. Unless there are exceptional circumstances, leave for a whole year will only be considered for staff who

have worked at the school for at least 5 years.3. Long term leave for less than one year will be at the discretion of the Board.4. The length of time since leave was last granted to the applicant.5. The purpose of the leave, and any special circumstances which may be of relevant e.g. compassionate

leave, secondment.6. The effect on colleagues of the applicant’s absence and its effect on existing programmes and staffing.7. The expressed intention of the applicant to return to the school at the end of the leave.


3. Finance Policy

Purpose1. To effectively manage the school’s financial resources and use them to achieve the goals set

within the Charter and Strategic Plan. 2. To maintain accountability for and control of the school’s financial resources. 3. To safeguard the assets of the school.

Guidelines1. Produce a draft budget for the coming year by 20 December. 2. Keep expenditure within budget and report monthly to the Principal and Board on performance against that budget. 3. Ensure all expenditure, and commitment of expenditure, is approved within the Board’s delegations.4. Ensure reports comply with public sector accounting standards, and that the annual financial statements are presented to the Ministry of Education on time. 5. Ensure records of all financial transactions are correct and up to date. 6. Financial Planning reflects the Board’s strategic goals. Function of the Board The Board of Trustees retains primary responsibility for the overall financial management of the school in accordance with governance obligations. From time to time it will delegate some of its authority and responsibilities to Committees and staff members, however in each of these cases it will retain an overseeing role. Specific Responsibilities Retained by the Board The Board has retained the following financial management responsibilities: • Approval of the finance policy • Approval of all delegations • Approval of the annual budget • Approval of any expenditure in excess of budgeted levels. In addition to this the Board will receive a report from the Principal at each Board meeting summarising the school’s performance against budget and outlining the expectations for the remainder of the year.

Responsibilities of the Principal

Budgeting • Ensure consultation with the school’s budget holders for budget preparation has occurred• Ensure budgets are drafted • Ensure the final budget is presented to the Board for approval. Monitoring Monitor budget control and cash flow Report unbudgeted expenditure to the Board. Reporting • Provide the Board of Trustees with a financial report at each meeting.• Ensure reports comply with legislation, authoritative accounting standards and generally accepted accounting principles • Ensure draft annual financial statements are presented to the Board prior to 31 March • Ensure the draft financial statements are provided to the auditor by 31 March • Present the audited final financial statements to the Board of Trustees as soon as is practicable.• Ensure the audited financial statements are provided to the Ministry of Education by

31 May.

Provide Advice • Give advice to the Board as required about the school’s financial management Record Keeping • Oversee the maintenance of the asset register. Following the auditors approving the year-end accounts the asset register is to be presented to the Finance Committee for review.The Principal will manage this policy on the Board’s behalf and ensure appropriate systems and procedures are in place to safeguard the school’s assets.


FUNDRAISING POLICY

PurposeTo ensure fundraising activities are appropriately controlled.To ensure that all financial activities comply with standard financial management procedures.

ReferenceNational Administration Guidelines

DefinitionFundraising involves internally driven initiatives.Sponsorship is provided by external funding.

Guidelines1. All fundraising activities must have the Principal’s approval.2. All sponsorship proposals require BOT approval.3. Any student involved in fundraising within the school community during school time must be in school

uniform and carry the appropriate authorisation.4. Sponsorship of sports teams must meet requirements of local schools’ sports organisation by-laws (if

applicable).5. Management of all funds raised must meet general school procedures on financial management and

accounting.6. PTA raised money is to be used in consultation with the Principal.


4. Property Policy

Asset Protection PolicyAssets may not be unprotected, inadequately maintained or unnecessarily risked. The principal is delegated day to day responsibility for ensuring that the programming and funding of general maintenance of the school grounds, buildings, facilities and other assets occurs in order to provide a clean, safe, tidy and hygienic work and learning environment for students and staff. Accordingly, the principal must:

1. Ensure all board assets are insured2. not allow unauthorised personnel or groups to handle funds or school property3. not subject plant and equipment to improper wear and tear or insufficient maintenance or inappropriate

use4. maintain an up to date asset register for all items of furnishing, plant machinery, equipment, text and

library books. The asset limit is $500.005. ensure the implementation of the 10 year property maintenance plan6. engage sufficient property maintenance staff for the school within budget limitations7. receive board approval for maintenance contracts over $5000 for any one contract8. conduct competitive tenders for all contracting9. protect intellectual property, information and files from loss or significant damage or unauthorised access

or duplication10. not receive, process or disburse funds under controls that are insufficient to meet the board-appointed

auditor’s standards11. not invest or hold operating capital in insecure accounts, or in non-interest bearing accounts except

where necessary to facilitate ease in operational transactions12. HIRE OF SCHOOL FACILITIES

(a) The Principal will consult with the board on all facility hire applications.(b) Established, Board approved procedures, will be followed when hiring out school facilities.


5. Health and Safety Policy

Purpose:Students and staff shall have a safe physical and emotional learning environment.

References:Smoke Free Environment ActHealth and Safety in Employment Act 1992

GuidelinesThe principal must:

1. take all reasonable steps to protect students, staff and visitors to the school from unsafe or unhealthy conditions or practices

2. ensure that the staff code of conduct is implemented effectively3. In accordance with school procedures - deal with bullying and harassment of any kind that are

unacceptable, including verbal, physical, text, cyber, sexual, racial, religious or any other form of unwarranted or inappropriate behaviour. This includes reporting suspected abuse and alerting relevant agencies whenever this is considered to be in the best interest of the victim.

4. comply with the provisions of the Health and Safety in Employment Act 19925. ensure a risk analysis management system (RAMS) is carried out 6. seek Board approval for all overnight stays/camps attesting first to their compliance with school

procedures and check that all EOTC procedures are carried out fully and appropriately including the securing of permissions

7. consult with the community every two years regarding the health programme being delivered to students8. advise the board chair of any emergency situations as soon as possible9. Ensure the school will be alcohol and drug free. (However alcohol may be served to adults with prior

consent from the principal during out of school events)10. In accordance with legal requirements - In cases where search and seizure is determined to be

appropriate, will ensure the safety of the student and or staff and their property 11. Will ensure a system of guidance and counselling is available for students and staff to support the

maintenance of good discipline.12. Ensure Mountainview High School has clear procedures to reinforce the implementation of behaviour

expectations as expressed in the schools values and expectations and as defined in the PB4L process and documentation.


6. Legislation/Legal Responsibilities Policy

School procedures will meet the legislative statutes and regulations as set down in the appropriate Acts, Ministry of Education circulars and the Education Gazette.


7. Treaty of Waitangi Policy

Purposes1. To ensure that curriculum delivery reflects a Maori perspective.2. To make equitable provision for the needs of Maori.3. To provide opportunities for students who wish to learn Maori language and culture.4. To provide for those wishing to be educated through the Maori Language.5. To recognised Maori values in resourcing the school.

ReferencesTreaty Document 1840

Guidelines1. Curriculum planning will ensure Maori perspective are embodied in the content, methodology and

assessment.2. Teaching strategies will utilise Maori examples.3. Opportunities will be provided for all students to learn Tikanga Maori.4. Pastoral care is provided through culturally appropriate ways.5. As far as practicable, Maori values and customs will be incorporated into school life.6. The school will actively seek to implement the Maori at every opportunity.7. Budgeting will reflect the need to meet Treaty obligations.


MAORI & PASIFIKA STUDENT ACHIEVEMENT

Purposes1. To raise the achievement levels of Maori and Pasifika students to enable them to have equitable access to

all educational, occupational and social opportunities.2. To comply with Treaty of Waitangi obligations.3. To implement strategies for improving the achievements of Maori and Pasifika students.

ReferencesMountainview High School Treaty of Waitangi Policy.National Administration Guidelines.

Guidelinesa. The Board will encourage participation of both Maori and Pasifika community representation on

the Board.b. The school management will identify Maori and Pasifika students and maintain a register of their

age, gender, academic progress and any issues affecting both individual and collective achievement.

c. The school management will in consultation with staff, in particular Maori teachers, appropriate community agencies, and the school’s Maori community, develop for consideration by the Board a programme of interventions, activities and resourcing aimed at raising achievement levels.

d. Ongoing monitoring of Maori and Pasifika achievement will be maintained and reported on annually to the Principal.

e. The school management will ensure that all teaching staff meet the appropriate teaching standards relating to te reo Maori and tikanga Maori.

FEE PAYING INTERNATIONAL STUDENTS

PolicyIt is the Policy of Mountainview High School to have an “international aspect” to the teaching and learning programmes that

● Helps prepare students for living and learning in an internationally integrated world● Fosters an international education perspective for students, staff and the local community.● Enhances the learning environment by exposing students to cultural diversity● Applies any surplus from international student fees to improve resources and facilities so that all students

benefit.

Purposes:1. To establish marketing guidelines.2. To establish an optimum number of fee-paying students in relation to the size of the school.3. To develop appropriate staffing practices to cater for international students.4. To establish an enrolment system suitable for international students.5. To provide firm guidelines on matters of pastoral care for international overseas students.6. To encourage greater understanding between students of different cultures.7. To provide international students

a. high quality programmes appropriate to their needs and abilitiesb. experience of New Zealand life and culture

References:

Teachers Collective Employment Contract, Education New Zealand Guidelines and PPTA Guidelines for the Enrolment of Fee Paying Students. Code of Practice for international Students.

Definition:

International Student means fee paying international student. This policy does not relate particularly to exchange students.

Guidelines:

1. Administration● All fee paying and non – fee paying international students will be under the management of a committee

comprising:- the Director of International Students who chairs the committee- the Principal- one other staff representative- one other B.O.T. representative

- the E.S.O.L. specialist teacher● This committee will consult the student representative on the Board of Trustees/or representatives from

the Executive Committee as necessary.● The Principal will report to the BOT on the activities of the students/committee● The committee will meet the week prior to each Board of Trustees meeting unless the International

Director is overseas..

2. Staffing● Director of International Students: The teacher in charge of international students, the Director of

International Students, will be granted time for marketing and other activities associated with international students, following consultation with the Principal.

● E.S.O.L. Teacher: The teacher of E.S.O.L. English is seen as a crucial and integral part of the International Student Programme. The Director will be responsible for the E.S.O.L. department. Staffing for the department will be allocated depending on the number of students and timetable constraints. E.S.O.L. class sizes must be kept small, i.e. between one and ten students. It is essential that ESOL staff are qualified in the ESOL teaching area.

● Staff Member Assistant to International Student Programme: As well as the ESOL some time may also be allocated to another staff member to assist the Director and E.S.O.L. staff with E.S.O.L. resources and programmes.

● Secretarial/Administration Assistance: Time may be allocated to assist with such things as, accounts, travel arrangements, medical insurance, timetables events and general office administration. The Principal may, from time to time, give authority for the Director of International Students to appoint staffing on a part time, temporary basis.

● Pastoral Care: It is the responsibility of the Director of International Students to ensure that all matters pertaining to the health, safety and wellbeing of students, including the establishment of suitable, screened and Police vetted homestay accommodation, meeting students on arrival in Christchurch and generally acting as a welfare officer and liaison person.

3. EnrolmentsThe Board of Trustees will set the ceiling on the number international fee paying students enrolled at Mountainview High School at any one time.

4. Fees ProtectionFees paid by International student are protected by having them placed in a separate investment in the School name and drawn down as necessary to cover the costs associated with providing those services to International Fee Paying Students in that current year.

References: (Both documents held in the International Directors Office)

- International Students Management Folder and - Code of Practice Annual Review.

REFUND OF FEES POLICY

Students who enrol at Mountainview High School and who do not complete their contracted time at the school will be subjected to the following refund policy;

1. The student will pay the tuition fee for two terms: the term they are in at the time of departure from the school as well as the additional one term.

2. The school will refund all other tuition fees held by the school.

3. The school will sell uniform items and return the proceeds to the student.

4. The school will refund all homestay fees to the student as long as four weeks notice is given, otherwise a two week fee will be charged.

5. There can be no refund of Medical Insurance fees.

6. If a student is asked to leave the school for any reason a fee of two weeks compensatory homestay fee will be charged.


8. Concerns and Complaints Policy

Purpose1. To assist the resolution of concerns and complaints and encourage this to be done in a positive manner.2. To provide clear policy and procedure that is well known to staff, students and parents, including information

that will help the parties to work through the process.3. To provide a basis for fair process.4. To include procedure to track complaints received and use this information to indicate areas that may need

improvement.

ReferencesNational Administration Guidelines, STA Handbook, Relative Collective Employment Agreements

Guidelines1) A concern should be raised with the teacher involved, or the Principal, who will arrange to address it.2) Complaints should be addressed to the Principal who may request the complaint be in writing. See 6 below.3) Parties should not remain anonymous. Anonymous complaints cannot be acted upon.4) There should be a definite completion of the process to ensure the issue is not left unresolved.5) Documentation should be stored in an appropriate complaints file.6) Serious complaints should be directed to the Principal and acknowledged within five school days.7) The Principal may refer the complaint to the Board of Trustees8) The Principal will keep the Board Chair informed of any serious complaints9) Complaints against staff must be in writing to the Principal and acknowledged within five school days.10) Complaints referred to the Board and/or complaints against the Principal must be in writing and the following

process will applyi) The Board of Trustees Chairperson will acknowledge receipt of the complaint within five school days

and table the complaint to the full Board of Trustees.ii) The Board of Trustees will respond within 5 days after the next Board of Trustees meeting, outlining

the process to be followed in addressing the complaint. This may include referring the complaint back to the Principal to address.

iii) The Board will meet to consider the evidence and/or information regarding the complaint and make a decision and/or recommendation.

iv) The authority for 10) iii) may be delegated to a Board committee which will investigate the complaint and report back to the Board.

v) The Board of Trustees response will be communicated to the parties of the complaint.11) The school must act in accordance with current employment agreements, the National Education Guidelines,

and the law when dealing with complaints and must act as a good employer.12) Staff are entitled to seek representation when any complaint against them is being investigated.13) The Board recognises that not all complainants will be satisfied with the outcome of a complaint. If a

complainant is not satisfied with the Board’s decision then the chairperson should advise the complainant of other avenues eg Ombudsman.

Refer flow chart


9. Planning and Reporting

SELF-REVIEW POLICY

Purposes1. Through self review the school will be enabled to ensure that each broad area of operation meets both

the quantitative and qualitative requirements. The programme will demonstrate to the Board that all facets of school operation are carried out effectively and efficiently. It will provide a vehicle to acknowledge those areas well provided for and those areas needing improvement or development.

2. To meet the requirements of the National Administrative Guidelines 2 (ii) – that each school operates a programme of self review.

ReferencesNational Administration Guidelines.Annual Analysis of VarianceAnnual Plan Final ReportGuidelines:


10. Protected Disclosures

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

Introduction

1. The Board accepts that it has a responsibility to have in operation internal procedures for receiving and dealing with information about serious wrongdoing in or by the School. The Board also accepts that it must regularly educate and train its employees on the internal disclosure system.

2. The Board agrees that this Policy must be published widely in the School, will be provided to all new employees and will be republished at regular intervals (at least annually).

3. The purpose of this policy is to provide information and guidance to employees of the School who wish to report serious wrongdoing within the school. The policy is issued in compliance with the Protected Disclosures Act 2000 and the Education Act 1989.

What is a Protected Disclosure?

4. A protected disclosure is a declaration made by an employee where they believe serious wrongdoing has occurred. Employees making disclosures will be protected against retaliatory or disciplinary action and will not be liable for civil or criminal proceedings related to the disclosure.

Definition of Serious Wrongdoing

5. Serious wrongdoing includes any serious wrongdoing of any of the following type:● an unlawful, corrupt, or irregular use of funds or resources; or● an act, omission or course of conduct that constitutes a serious risk to public health or public safety

or the environment; or● an act, omission or course of conduct that constitutes a serious risk to the maintenance of law,

including the prevention, investigation, and detection of offences and the right to fair trial; or● an act, omission or course of conduct that constitutes an offence; or● an act, omission or course of conduct by a public official that is oppressive, improperly

discriminatory, or grossly negligent, or that constitutes gross mismanagement.

Conditions for Disclosure

6. Before making a disclosure the employee should be sure the following conditions are met:● the information is about serious wrongdoing in or by the School;● the employee believes on reasonable grounds the information to be true or likely to be true;● the employee wishes the wrongdoing to be investigated; and● the employee wishes the disclosure to be protected.

Who can make a Disclosure?

7. Any employee of the school can make a disclosure. For the purposes of this policy an employee includes:● current employees and Principal;● former employees and principals; and● contractors supplying services to the school.

Protection of employees making disclosures

8. An employee who makes a disclosure and who has acted in accordance with the procedure outlined in this policy:● may bring a personal grievance in respect of retaliatory action from their employers;● may access the anti-discrimination provisions of the Human Rights Act in respect of retaliatory

action from their employers;● are not liable for any civil or criminal proceedings, or to a disciplinary hearing by reason of having

made or referred to a disclosure; and● will, subject to paragraph 15 in the Procedure, have their disclosure treated with the utmost

confidentiality.9. The protections provided in this section will not be available to employees making allegations they know

to be false or where they have acted in bad faith.

Procedure

10. Any employee of the School who wishes to make a protected disclosure should do so using the following procedure:

11. How to submit a disclosureThe employee should submit the disclosure in writing.

12. Information to be containedThe disclosure should contain detailed information including the following:● the nature of the serious wrongdoing;● the name or names of the people involved; and● surrounding facts including details relating to the time and/or place of the wrongdoing if known or

relevant.13. Where to send disclosures

A disclosure must be sent in writing to the Principal who has been nominated by the Board under the provision of Section 11 of the Protected Disclosures Act 2000 for this purpose.ORIf you believe that the Principal is involved in the wrongdoing or has an association with the person committing the wrongdoing that would make it inappropriate to disclose to them, then you can make the disclosure to the Board Chairperson.

14. Decision to investigateOn receipt of a disclosure, the Principal or Board Chairperson must within 20 working days examine seriously the allegations of wrongdoing made and decide whether a full investigation is warranted. If warranted a full investigation will be undertaken by the Principal or Board Chairperson or arranged by him/her as quickly as practically possible, through an appropriate authority.

15. Protection of disclosing employee’s nameAll disclosures will be treated with the utmost confidence. When undertaking an investigation, and when writing the report, the Principal or Board Chairperson will make every endeavour possible not to reveal information that can identify the disclosing person, unless the person consents in writing or if the person receiving the protected disclosure reasonably believes that disclosure of identifying information is essential:● to ensure an effective investigation; or● to prevent serious risk to public health or public safety or the environment.

16. Report of investigationAt the conclusion of the investigation the Principal will prepare a report of the investigation with recommendations for action if appropriate, which will be sent to the Board Chairperson.

17. Disclosure to an appropriate authority in certain circumstancesA disclosure may be made to an appropriate authority (including those listed below) if the employee making the disclosure has reasonable grounds to believe:● The Board Chairperson is or may be involved in the wrongdoing; ● Immediate reference to another authority is justified by urgency or exceptional circumstances; or● There has been no action or recommended action within 20 working days of the date of the

disclosure.

Appropriate Authorities include (but are not limited to)● Commissioner of Police● Controller and Auditor General● Director of the Serious Fraud Office● Inspector General of Intelligence and Security● Ombudsman● Parliamentary Commissioner for the Environment● Police Complaints Authority● Solicitor General● State Service Commissioner● The head of any public sector organisation

18. Disclosure to Ministers and OmbudsmanA disclosure may be made to a Minister or an Ombudsman if the employee making the disclosure has made the same disclosure according to the internal procedures and clauses of this Policy and reasonably believes that the person or authority to whom the disclosure was made:● has decided not to investigate; or● has decided to investigate but not made progress with the investigation within reasonable time; or● has investigated but has not taken or recommended any action; and the employee continues to believe on reasonable grounds that the information disclosed is true or is likely to be true.

Approval

19. When the Board approved this Policy it agreed that no variations of this Policy or amendments to it can be made except with approval from 75% of the Board members.

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


11. Theft and Fraud Prevention Policy

The Board of Trustees of Mountainview High School has consulted with staff and parents in the formulation of this Policy (the Policy). The Policy was approved and adopted by the Board at its meeting held on 31 October 2006 and became effective from that date.

Introduction

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

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

General

3. As preventative measures against theft and fraud the Board requires the Principal to ensure that:a. The School’s physical resources are kept secure and accounted for.b. The School’s financial systems are designed to prevent and detect the occurrence of fraud. All such

systems must meet the requirements and standards as set out in the Crown Entities Act 2004 and of generally accepted accounting practice promulgated and supported by the Institute of Chartered Accountants of New Zealand.

c. Staff members who are formally delegated responsibility for the custody of physical and financial resources by the Principal are proven competent to carry out such responsibilities and that such persons are held accountable for the proper execution of their responsibilities.

d. All staff members are aware of their responsibility to immediately inform the Principal should they suspect or become aware of any improper or fraudulent actions by staff, suppliers, contractors, students or other persons associated with the School.

4. In the event of an allegation of theft or fraud the Principal shall act in accordance with the following procedures:a. Decide to either immediately report the matter to the New Zealand Police or proceed as outlined

in this paragraph.b. So far as it is possible and within 24 hours:

i Record the details of the allegation, the person or persons allegedly involved, and the quantity and/or value of the theft or fraud.

ii Request a written statement from the person who has informed the Principal, with details as to the nature of the theft or fraud, the time and circumstances in which this occurred, and the quantity and/or value of the theft.

iii Decide on the initial actions to be taken including consulting with the person who provided the information and, if appropriate, confidentially consulting with other senior members of staff about the person who is the subject of the allegation.

iv Inform the Board Chairperson of the information received and consult with them as appropriate.

c. On the basis of advice received and after consultation with the Board Chairperson, the Principal shall decide whether or not a prima facie case of theft or fraud exists, and if not, to document this decision and record that no further action is to be taken.

d. The Principal shall then carry out the following procedures:i Investigate the matter further;

ii If a prima facie case is thought to exist to continue with their investigation;iii Invoke any disciplinary procedures contained in the contract of employment should the

person be a staff member;iv Lay a complaint with the New Zealand Police; v If necessary, commission an independent expert investigation;

vi In the case of fraud, require a search for written evidence of the possible fraudulent action to determine the likelihood or not of such evidence;

vii Seek legal advice; or viii Inform the Manager, National Operations, Ministry of Education local office and/or the

school’s auditors.e. Once all available evidence is obtained the Principal shall consult the Board Chairperson. The Board

Chairperson may, if they consider it necessary, seek legal or other advice as to what further action should be taken.

f. If a case is considered to exist the Principal or a person designated by them shall, unless another course of action is more appropriate:

i Inform the person in writing of the allegation that has been received and request a meeting with them at which their representative or representatives are invited to be present.

ii Meet with the person who is the subject of the allegation of theft or fraud and their representatives to explain the complaint against them.

iii Obtain a verbal or preferably a written response (all verbal responses must be recorded as minutes of that meeting, and the accuracy of those minutes should be attested by all persons present).

iv Advise the person in writing of the processes to be involved from this point on.5. The Board recognises that supposed or actual instances of theft or fraud can affect the rights and

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

6. The Board affirms that any allegation of theft or fraud must be subject to due process, equity and fairness. Should a case be deemed to be answerable then the due process of the law shall apply to the person or persons implicated.

7. Any intimation or written statement made on behalf of the School and related to any instance of supposed or actual theft or fraud shall be made by the Board Chairperson who shall do so after consultation with the Principal and if considered appropriate after taking expert advice.

Allegations Concerning the Principal or a Trustee

8. Any allegation concerning the Principal should be made to the Board Chairperson. The Chairperson will then investigate in accordance with the requirements of paragraph 4 of this Policy.

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

Approval

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

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


Documents

Web viewMOUNTAINVIEW HIGH SCHOOL. POLICY FRAMEWORK . OPERATIONAL POLICIES . This manual has been compiled for the Mountainview High School Board of