Section 200


Peigan Board Administration Preface

The policies set out in this section are broad and overarching principles adopted by the Board to guide  the line of action to be taken on a regular basis by the Administration in meeting a number of situations and issues. This policy clearly defines the role of the Board, the role of the Superintendent and the delegation of authority from the Board to the Superintendent. Included are the rules and procedures that were developed to provide directions in order for the administration and school staff to put policy into practice.

 

The policies and procedures present specific information regarding lines of authority and necessary steps of meeting the day-to-day administrative activities of the schools, bussing services and post secondary education funding program. The Board deemed it important to state: how appeals and hearings will be conducted; how non-delegable matters such as school closures will be handled and which matters the Board has chosen not to delegate to the Superintendent.


Policy 201:  Organizational Structure

Effective Date: November 12, 2003

Revisions: October 201; November 12, 2003

 

 

Policy Statement

 

The Board recognizes that an organizational structure is required for the efficient and effective management of the Peigan Board of Education organization.

 

Regulations

 

1.              General Organizational Structure of Peigan Board of Education:

 

 

1.1.         Piikani Membership is composed of parents, students and Piikani community members who are registered members of the Piikani Nation. This group is recognized up front as the owners and stakeholders of the Peigan Board of Education schools organization.

 

1.2.         Peigan Board of Education (Society) is the organization whose authority is implemented through the Board of Trustees.  Board of Trustees are:

 

1.2.1.           Subject to and must adhere to the by-laws of the Constitution of the Peigan Board of Education;

1.2.2.           Responsible for setting overall Board policy direction;

1.2.3.           Responsible for carrying out the purposes of the Society through the Superintendent, who constitutes their only employee for whom all communication and leadership must flow through in accordance to the above organizational structure.

 

1.3.         Piikani Nation Chief and Council represent the Piikani Nation's leadership and holds the beneficiary responsibility to the Nation Members, as such, a representative is selected to sit on the Board of Trustees as a voting member of the Board and as a liaison to the Piikani Nation Chief and Council. The authority held by this position is as a member of the Board of Trustees with no more or less authority than any other Trustee.

 

1.4.         Elders Senate is an elected or selected group of elders who are called upon to provide leadership and direction for various policies, activities or committee obligations.

 

1.4.1.           The purpose of the Elders Senate holds no operational authority but will be called upon from time to time for the high value that is held within the culture and traditions of the Piikani Nation People.

 

1.4.2.           The Elders Senate is crucial to the continuance of Piikani cultural and traditional teachings and practised with the Peigan Board of Education organization.

 

1.5.         The Superintendent reports to the Board of Trustees and is their only employee. This position has five direct reports with line/management and budgetary responsibilities: financial administrator, operations & maintenance manager, transportation coordinator, post secondary coordinator, school principal.

 

2.              Board Level Structure:

 

2.1.         The Superintendent who is responsible for all organizational operations.

 

2.2.         Committees are set up for advisory and advocacy purposes and do not hold authority as they must report to the Board of Trustees.

 

2.3.         Board Financial Administrative Support duties are to be carried out by the financial administrator and will include: collection of annual dues for deposit; receives all monies paid to the Society for deposit; accounting and book keeping duties; financial reporting to the Board. This position reports to the Superintendent.

 

2.4.         Board Executive Administrative Support duties are carried out by the Executive Assistant to the Superintendent and will include: attend all meetings of the Society and Board; keep accurate minutes of these meetings; assists with the organizing of agendas, meetings, materials and minutes. This position reports to the Superintendent.

3.              Superintendent Level Structure


3.1.         This Superintendent is the position that holds the highest authority within the organization. This position provides leadership and direction to the employees of the Peigan Board of Education organization as stated in policy and outlined in the organization structure.

 

3.2.         The Financial Administrator is responsible for the budget, accounting, payroll, pension and benefits. This position is the alternate authority figure within the Peigan Board of Education organization in the absence of the Superintendent.

 

3.2.1.           The Financial Administrator supervises one administrative assistant who assists with office administration duties within the finance department on a part time basis. All administrative assistants provide support to the managers as well as fulfilling receptionist duties.

 

3.3.         The Certified Engineering Technologist position works directly with the Operations & Maintenance Manager assisting in capital asset maintenance. This position also works with the Financial Administrator on projects associated with operations and maintenance.

 

3.4.         Operations &Maintenance(O&M) Manager is responsible for the upkeep of Peigan Board of Education property, including buildings, mechanical systems, equipment and machinery as well as other structures within the property boundaries.

 

3.4.1.           The O&M Manager supervises maintenance employees and one part-time engineer; these employees carry out the necessary duties for the upkeep of the grounds and buildings

 

3.5.         Transportation Coordinator is responsible for managing and administering the school bus transportation system.

3.5.1.          The Transportation Coordinator supervises and directs bus drivers, bus contractors and one part-time administrative assistant

 

3.6.        Post Secondary Coordinator is responsible for managing and administering the post secondary funding program for PBOE. This position is the alternate authority figure within the Peigan Board of Education organization in the absence of the Superintendent and the Finance Administrator.

 

3.6.1.           The Post Secondary Coordinator supervises one part-time administrative assistant

 

3.7.         School Principal is responsible for managing school employees and education processes of the Piikani Nation Secondary School(PNSS) and Napi's Playground Elementary School(NPES).

 

3.7.1.           The School Principal supervises two Assistant Principals, teachers and support staff

 

3.8.         The Information Technologist Coordinator administers the Computers for Schools program for the Mii Kyaa Pii Center, works within the Schools to assist staff with data information; assists in configuring computer network and provides technical maintenance and support on-site to students and all PBOE staff.

 

 

References: The Constitution of the Peigan Board of Education; Appendix 200A to 200D (pg. 298 - 301); Board of Education Operations Policy 101- Role of Trustees (pg. 14); Board of Education Operations Policy 102 - Peigan Board of Education Trustee Code of Ethics (pg. 17)



Policy 202:  Board - Administrator Relations

Effective Date: November 12, 2003

Revisions: October 2015; November 12, 2003

Policy Statement

The Board believes that it can best exercise its powers by performing largely a governance role and delegating the administrative role to employees. The governance role will include such aspects as representing the Piikani Nation Membership in educational matters, formulating and evaluating policies and procedures. The governance role shall include execution of Board decisions, provisions of feedback on decisions and policies, and recommendations for policy changes.

 

Regulations

 

1.              The Board delegates to the Superintendent the task of formulating the regulations and procedures necessary for implementing Board policies.

 

2.              The Board shall support the actions of the administrative staff as it pertains to policy and procedures.

 

 

References: Policy 201 - Organizational Structure (pg. 36); Policy 203 - Role of the Superintendent (pg. 41); Appendix 200A - Duties of the Superintendent (pg. 298)

 


Policy 203:  Role of the Superintendent

Effective Date:  November 12, 2003

Revised: October 2015; November 12, 2003

Policy Statement

The Superintendent is the Chief Executive Officer of the Board. He or she has general responsibility for advising the Board on matters arising  in all areas of its jurisdiction, and for recommending appropriate policies adopted by the Board. In the execution of this general function, the Superintendent shall give particular attention to the approved job description and Board approved policies.

 

Regulations

 

1.              The Board, at its option may define the role of the Superintendent by a "written contract".

 

 

References: Appendix 200A - Duties of the Superintendent (pg. 298)



Policy 204:  Principal's Annual Report

Effective Date:  November 12, 2003

Revised: October 2015; November 12, 2003

Policy Statement

The Board believes that its primary function is to assure that there is a sound teaching/learning situation within the school. Since the principal is the Board's designated educational leader within the school, the responsibility for a sound teaching/learning situation is the responsibility of the principal. Thus, the Board wishes the principal to assure the Board, on an annual basis, that the Board's objectives have been duly considered. Code of Confidentiality needs to be implemented.

 

Regulations

 

1.              The Principal's report shall include the following:

 

1.1.         Outcomes as per strategic plan;

 

1.2.         Outcomes as per school evaluation;

 

1.3.         Standardized Achievement Test Results;

 

1.4.         Attendance by month and grade with yearly average;

 

1.5.         New program initiatives and evaluation;

 

1.6.         Concerns and recommendations for next year;

 

1.6.1.           Evaluation of Teachers as per Alberta Teacher Association Teacher Growth Supervision and Evaluation (ATA, TGSE);

1.6.2.           Evaluation of support staff;

 

1.7.         Summary of major successes and deficiencies;

 

1.8.         Adherence to Code of Confidentiality will be adhered to in the reporting process.

 

 

References: Peigan Board Administration Policy 208 - School System Evaluation (pg. 44); Peigan Board of Education School Programs Policy 506 - School Evaluations (pg. 129) ; Personnel Policy 407 - Confidentiality (pg. 80)


Policy 205:  Board of Trustees Annual Strategic Plan Review

Effective Date:  November 12, 2003

Revised: October 5, 2015; November 12

Policy Statement

The Board recommends an annual plan to be implemented and such a plan would outline the Board's mission statement and be used by the Board's administrators in planning for the year.

 

Regulations

 

1.              At the annual summer retreat each year, the Board shall develop and distribute to each administrator, an education plan for the subsequent year for each department. The Superintendent will distribute to each administrator the education plan which shall:

 

1.1.         List the goals and objectives the Board wishes emphasized during the coming year;

 

1.2.         State when the school shall be evaluated under the Board's School Evaluation Policy;

 

1.3.         List the programs the Board wants evaluated under the Program Evaluation Policy;

 

1.4.         Identify a number of policies for the Principal to review and report on the success of implementation;

 

1.5.         Identify the areas the Board believes should be in-serviced during the subsequent year.

 

 

References: Peigan Board Administration Policy 208 - School System Evaluation (pg. 44); Board of Education Operations Policy 101 - Role of Trustees (pg. 14)



Policy 206:  School System Evaluation

Effective Date: November 12, 2003

Revised: October 5, 2015; November 12, 2003

Policy Statement

The Board of Trustees believes that a school system evaluation is necessary to ensure that management and operation of the human, physical, social and economic resources are being utilized for the optimal benefit of the students.

 

Regulations

 

1.              The Board of Trustees shall initiate a school system evaluation and establish the terms of reference.

 

2.              The school system evaluation shall be conducted by an external team as determined by the Board and shall be completed no later than May 1 on the evaluation year.

 

3.              A school system evaluation will assume:

 

3.1.         appropriateness and completeness of Board policies and regulations;

 

3.2.         the achievement of Board policies and regulations;

 

3.3.         the efficiency of the system.

 

4.              The school system evaluation shall occur at least once every five years.

 

5.              The results of the school system evaluations shall be used to make decisions with respect to the maintenance, modification, or discontinuation of existing policies, regulations and practises.

 

6.              The school system evaluation will, in the final report to the Board, become a public document.

 

 

References: Peigan Board Administration Policy 208 - School System Evaluation (pg. 44); Board of Education Operations Policy 101 - Role of Trustees (pg. 14)

 


Policy 207:  Board Manual Update Procedure

Effective Date: November 12, 2003

Revised: October 5, 2015; November 12, 2003

Policy Statement

The policy manual is a dynamic guide to the Board's method of operation. As circumstances and conditions change the policy manual must adapt and reflect the current direction of the Board and the organization. Changes in the policies of the Board must be presented to the membership.

 

Regulations

 

1.              When policy additions or changes are approved the Financial Administrator is authorized to make changes within the physical policy manual.

 

1.1.         One physical original policy manual will be updated and kept in-tact in a secure location within the Board office safe.

 

1.2.         Manuals may be kept in the offices of the Superintendent, managers, Board Office, principal and the school office.

 

2.              The new policy will be included on the appropriate index page.

 

2.1.         One old version will be kept on record to provide historical perspective to be kept in a secure place for the purpose of preventing confusion and chaos of policy manuals;

 

2.2.         All other old copies must be shredded.

 

3.              The policy manual may be viewed in hard copy at Peigan Board of Education office or electronically on official web page.



Policy 208:  Piikani Chief and Council and Board Relations

Effective Date: November 12, 2003

Revised: October 5, 2014; November 12, 2003

Policy Statement

The Board has a constitutional responsibility to the Peigan Nation Chief and Council. This includes maintaining effective liaison relationships with Chief and Council. In part this responsibility lies with Council's appointed Board members. The Board furthers this relationship by making available the Superintendent to report to Council.

 

Regulations

 

1.              The Board or Superintendent may request audience with Council.

 

2.              It is the responsibility of the Council appointees to make regular monthly reports to the Council. The Council appointee may request the attendance of the Superintendent at such meetings.

 

3.              From time to time the Superintendent will bring specific concerns to Council's attention in person or by electronic media.

 

4.              In accordance with Section (C)-3(d) of the Board's constitution (by-laws) the Council's representatives are appointed to the Board of trustees as members with full voting privileges.

References: Peigan Board of Education Constitution; Peigan Board Administration Policy 201 - Organizational Structure (pg. 36)

 


Policy 209:  Board - School Communication

Effective Date:  November 12, 2003

Revised: October 5, 2015; November 12, 2003

Policy Statement

Through the monthly principals report the Board will be made aware of academic and extra-curricular activities at the school.

 

Regulations

 

1.              The Principal will make monthly presentations to the Board.

 

2.              The Principal shall make available to the Board the following:

 

2.1.         Staffing/student updates;

2.2.         Monthly newsletter;

2.3.         Curriculum update;

2.4.         Extracurricular updates.

 

3.              The Education Office shall maintain a Board mailbox for school correspondence.

 

4.              School plans to be submitted by end of October for the school year.

 

 

References: Peigan Board Administration Policy 201 - Organizational Structure (pg. 36);Peigan Board Administration Policy 204 - Principal's Annual Report (pg, 42); Peigan Board of Education School Programs Policy 509 - Student Evaluation (pg. 134)

 


Policy 210:  Access to Information

Effective Date: November 12, 2003

Revised: October 5, 2014; November 12, 2003

Policy Statement

The Board of Trustees encourages members to seek out and request information which is related to the operation of the Society. Provisions entitle society members to inspect and request a copy of items provided that payment for copying is made for such items.

 

Regulations

 

1.              Members of the Peigan Board of Education Society may, between the hours of 8:30 a.m. to 4:00 p.m., on the days that the education office is open, inspect any one or more of the following items:

 

1.1.         The agenda of any Board meeting or AGM;

 

1.2.         The minutes of any Board meeting or AGM;

 

1.3.         A by-law of the Board;

 

1.4.         An agreement entered into by the Board, with the exception of a contract of employment, student records, or staff personnel records;

 

1.5.         An audited financial statement prepared pursuant to a requirement of the Society Act.

 

2.              A member of the Society may request a copy of any item listed in Regulation #1 provided the following conditions have been met:

 

2.1.         The request for document form has been fully completed and signed by the Society Member;

 

2.2.         The copy fee has been received at a rate of $0.25 per page.

 

3.              The Executive Assistant to the Board shall provide the requested document within three working days of receipt of request.

 

 

References: Appendix 200E - Request for Documentation Form  (pg. 302)



Policy 211:  Security of Information

Effective Date: July 2009

Revisions: October 5 2015; July 2009

Policy Statement

Text Box: SECTION 200The Peigan Board of Education makes public information of value to the public and its members. Such information includes Board meetings minutes, audited financial records, school newsletters, and notices of meetings. Some information, because of its confidential and security nature, must be withheld and be protected by the organization.

 

Regulations

 

1.              The following information is confidential with restricted access to approved designated individuals:

 

1.1.         Personal and contact information for Board members, staff, volunteers and contracted workers;

 

1.2.         School and personal information of students in grades K  - 12 and in post secondary studies;

 

1.3.         Student records include: student performance, assessments (including third party), health, and behavioural records.

 

2.              Access to secured information is limited to authorized individuals appointed by the Superintendent. Parents or legal guardians of students under eighteen years of age may have access to their child’s student records through permission granted by the school principal. Parental review of their child’s records shall include the attendance of an authorized and qualified staff member to discuss the contents of the student records.

 

3.              Access to secured information is also permitted by regulation or law including the School Act, the Child Welfare Act, the Income Tax Act, and the Freedom of Information and Privacy Act.

 

4.              Only authorized individuals may amend, add or delete secured information.

 

5.              Authorized individuals in possession of secured information must ensure that such records are held in such a manner so as to prevent the disclosure or access of secured information by non- authorized individuals.

 

6.              The Superintendent shall set guidelines for the level of security necessary for the protection of electronic information, hard copy information, and security facilities such as storage rooms and file cabinets.

 

7.              During the use of secured information the authorized individual must follow a clear desk policy, which ensure that such information cannot be observed by any un-authorized individual.

 

8.              The Superintendent shall set guidelines for the disposal of secured information that is no longer required by law or for the needs of the organization.

 

9.              The Superintendent is appointed as the Freedom of Information and Privacy Protection Coordinator (as defined by the Freedom of Information and Privacy Protection Act of Alberta) and is responsible for addressing all privacy complaints.

 

10.           All staff will submit a Child intervention Check and Police Record Check yearly.

 

 

References: Peigan Board Administration Policy 201 - Organizational Structure (pg. 36) ;Peigan Board Administration Policy 203 - Role of the Superintendent (pg. 41 ); Appendix 200A - Duties of the Superintendent (pg. 298 ); Personnel Policy 407 - Confidentiality (pg. 80)

 

 


Policy 212:  Use of Electronic Information Resources

Effective Date: July 2009

Revisions: October 5 2015; July 2009

Policy Statement

The Peigan Board of Education believes that all electronic information and resources owned or in possession of the organization are strictly for the use of staff and students for the purposes of management, administration, learning and teaching.

 

Regulations

 

1.              Each organization manager is responsible for ensuring that use of electronic information resources are exclusively used for the management, administration, learning and teaching purposes of the organization.

 

2.              The Superintendent is responsible for the supervision of organization managers and the managers are responsible for the supervision of their staff. Teaching staff are responsible for the students under their supervision.

 

3.              Organization employees and students may not access electronic information resources for personal purposes. This includes internet websites, email, electronic storage, or software resources.

 

4.              The following electronic information resources are considered unacceptable use:

 

4.1.         Any vulgar or lewd descriptions of the human body including those of educational value and are part of approved learning resources;

 

4.2.         Any depiction of a sexual act that is not part of an approved learning resource is accessible only to adults;

 

4.3.         Information that encourages the use of illegal drugs, alcohol or tobacco or promotes the use of on-line gambling;

 

4.4.         On-line gambling;

 

4.5.         Vulgar gestures and offensive language;

 

4.6.         The promotion of violence or hatred towards individuals or groups;

 

4.7.         The promotion of illegal activities including terrorism, crime and violence;

 

4.8.         The transfer of copyrighted material without the permission  of the owner;

 

4.9.         The unauthorized transfer or access of secured information.

 

5.              The personal use of electronic information resources for inappropriate content or for illegal use by a staff member may result in the suspension or termination of the employee.

 

6.              The personal use of electronic information resources for inappropriate content or for illegal use by a student may result in the suspension or expulsion of the student.

 

7.              It is the responsibility of the organization’s managers to inform staff, on a regular basis, of the procedures for this policy.

 

8.              Teachers will rearrange the computer monitors to be visible at all times.

 

9.              Teachers will be visible and present at all times when students are using electronic information resources.

 

 

References: Information Technology Policy 702 - Network Maintenance (pg. 209); Information Technology Policy 703 - IT Handbook(pg. 211) ; Information Technology Policy 704 - Access to Network Resources (pg. 212)