International School of Helsinki

International School of Helsinki Policy Manual Section 1 The School Establishment 1.10 The School Name... 3 1.101 Mission... 4 1.102 Purpose... 5 1.103 Philosophy... 6 1.104 Periodic Review of Mission, Purpose, & Philosophy... 7 1.105 English Language Standard... 8 1.20 Legal Status and Governance... 9 1.201 Role of the Articles of Association (Association Act)... 10 1.202 Role of the Bylaws... 11 1.2021 Membership in the Parents Association... 12 1.2022 Annual Autumn General Meeting... 13 1.2023 Annual Spring General Meeting... 14 1.2024 Extraordinary General Meeting... 15 1.203 Role of the Helsinki Education Development Co. Oy... 16 1.204 Tax Status and Fiscal... 17 1.30 School Structure and Organization 1.301 The Authority of the Board of Governors... 18 1.302 The Head of School... 19 1.3021 Head of School s Recruitment and Selection... 20 1.3022 Head of School s Evaluation... 21 1.3023 Head of School and Board of Governors Relationship... 22 1.303 Organizational Chart... 23 1.3031 Leadership Team... 24 1.3032 Principals... 25 1.304 Formation of Administrative Procedures... 26

1.3041 School Handbooks... 27 1.3042 Review of Administrative Procedures 1.305 Divisions and Grade Levels... 29 1.40 Schedule of Instruction... 30 1.401 School Calendar... 31 1.402 School Day... 32 1.403 School Closure... 33 1.4031 Make-up of Emergency Closing Days... 34 1.50 Host Country 1.501 Relations with Host Country Government... 35

1.10 The School Name Policy No. 1.10 Date Adopted 22 September 1992 Last Amended 24 May 2011 The name of the school is the International School of Helsinki (hereinafter known as the school ). The school will be called the International School of Helsinki in English and in Finnish it will be called Helsingin kansainvälisen koulun vanhempainyhdistys, and its domicile is the City of Helsinki.

1.101 Mission Policy No. 1.101 Date Adopted 2 November 2000 Last Amended 24 August 2010 The mission of the International School of Helsinki is to provide excellence in education through a caring and diverse environment that encourages the holistic development of each student. We prepare students with the means to succeed in a challenging world. Cross-Reference: ISH Strategic Plan 2010-2015

1.102 Purpose Policy No. 1.102 Date Adopted 22 September 1992 Last Amended 7 October 2010 The school offers an international education for students aged 4 onwards in levels K1 to 12. The primary medium of instruction in the school is English, and the curriculum framework of the school is drawn from the International Baccalaureate Organization programmes - Primary Years Programme, Middle Years Programme and the Diploma Programme. The school will seek continual authorization from the International Baccalaureate Organization and continual accreditation from the Council of International Schools and the New England Association of Schools and Colleges (or their respective successor organizations). Cross-Reference: Bylaw 3 - Bylaws of Parents Association of the International School of Helsinki Policy 6.201 Schools, Programmes of Instruction, and Grade Levels

1.103 Philosophy Policy No. 1.103 Date Adopted 22 September 1992 Last Amended 20 January 2006 The primary focus of the school is the holistic education of the students. Enriched by its cultural diversity, the school strives to maximise the potential of the individual and will empower and inspire each student to acquire the knowledge, skills and attributes necessary to strive for personal excellence and become a responsible contributor to the global community. The school will also provide each student an exciting and rigorous educational experience designed to help each student grow to become a caring, thoughtful, principled, responsible, personally and socially well-balanced global citizen. Each student will have opportunities to become technologically literate, to learn to communicate effectively, to build teams, and to take risks in a supportive environment. The school will inspire each student to become a lifelong seeker of knowledge and excellence. Also Amended: 17 May 1994 15 January 2002 20 January 2004 20 January 2006 Cross-Reference: Policy 6.101 Instructional Objectives and Goals Policy 7.101 Responsive and Fair Educational Opportunities

1.104 Periodic Review of Mission, Purpose & Philosophy Policy No. 1.104 Date Adopted 24 May 2011 Last Amended Last Reviewed Since the school s mission, purpose, and philosophy are fundamental to all aspects of the school s program, it is the duty of the school s board of governors (hereinafter known as the board ) and the head of school (hereinafter known as the head ) to review these statements on a regular basis and to solicit input toward any revision of these statements from the school s constituents. The process that is followed in the review should be open, transparent, and inclusive of the stakeholders of the school.

1.105 English Language Standard Policy No. 1.105 Date Adopted 22 September 1992 Last Amended 24 May 2011 The teaching is in English and the school has a special task in education, which is based on the decision from the Ministry of Education (24.10.2005 register number 177/430/2003; 182/430/2003 and 11.02.2010 register number 264/530/2009), to give education in English with the main stress in English language and cultures in English speaking areas. English is the language of instruction at the school, except in classes specifically teaching other languages. The school will assure that a quality language learning environment is maintained across all grade levels and in every classroom. The official language of communication within the school is English. Cross-Reference: Policy 6.105 Language Policy 7.101 Responsive and Fair Educational Opportunities

1.20 Legal Status and Governance Policy No. 1.20 Date Adopted 15 April 2003 Last Amended 24 May 2011 Association: The education is organized by an association, which is called Helsingin Kansainvälisen Koulun Vanhempainyhdistys ry (the Parents Association of the International School of Helsinki) with its domicile in Helsinki. The purpose of the Association is to maintain and own a school called the International School of Helsinki and also to promote cooperation between the school and the parents. The school offers education which consists of two years preschool education, basic education and upper secondary school education. School: The school s operation is based on the organizing permission given by the Ministry of Education of Finland, which defines the conditions to organize the education and the division of the teaching hours in different grades. The curriculum that the school follows is accepted by the National Board of Education of Finland. In addition to these authority decisions, the education is organized according to the following Finnish Acts or decrees: Basic Education Act (628/1998) Basic Education Decree (852/1998) Upper Secondary School Act (629/1998) Upper Secondary School Decree (810/1998) Government Decrees Concerning General National Goals and Lesson Division (1435/2001), (955/2002) The organizing of school administration is based on the Act on Administration of Education Provided by the State and Private Providers (634/1998).

1.201 Role of the Association Act Policy No. 1.201 Date Adopted 24 May 2011 Last Amended Last Reviewed The Parents Association of the International School of Helsinki is registered as an Association under the Finnish Associations Act (503/1989). The operation of the Parents Association of the International School of Helsinki is prescribed in the Finnish Associations Act and in the Bylaws of the Association. The Finnish Associations Act sets out the legal framework for associations (including the school) and is under the jurisdiction of the National Board of Patents and Registration of Finland. All bylaws, policies and procedures of the school are subordinate to them. The Annual General Meetings (AGMs) are the highest level decision making forum in the Association. The board of governors is the executive organization, and it represents the Association and uses the authority vested in the board during board meetings. The Association has permission from the National Board of Patents and Registration in Finland (22.10.2003) to deviate from the Associations Act 33 concerning the residence of the chairperson of the board.

1.202 Role of the Bylaws Policy No. 1.202 Date Adopted 24 May 2011 Last Amended Last Reviewed The bylaws form the governing regulations for the Parents Association of the International School of Helsinki. The bylaws provide guidance and direction to the board of governors. All other policies and procedures of the school are subordinate to them.

1.2021 Membership in the Parents Association Policy No. 1.2021 Date Adopted 15 April 2003 Last Amended 24 May 2011 Before each AGM, the board of governors will confirm the list of members. The membership list will be updated after each open board meeting and kept on file. The membership list must include the full name and domicile of each member. A member may inspect the information in his/her own entry on the membership list during school hours. Cross-Reference: Bylaws 5, 6 and 7

1.2022 Annual Autumn General Meeting Policy No. 1.2022 Date Adopted 15 April 2003 Last Amended 24 May 2011 a) The Annual AutumnGeneral Meeting (AAGM) of the school's Parents' Association shall be held, in accordance with the Bylaws of the Association, between August and October on a date determined by the board of governors. b) Announcement of the AAGM must be sent to all members of the Association at least 14 (fourteen) days before the date of the meeting. The time and place of the meeting must be specified. c) The agenda of the AAGM must include the items defined in Bylaw 16.3 of the Bylaws of the Association, and the agenda must be sent with the official announcement of the AAGM. Proposed changes to the Bylaws must be included with the announcement of the AAGM. d) The board of governors should make every effort to have the Annual Report of the Association available to members before the AAGM. e) Voting at the AAGM is by majority of the votes cast, unless otherwise specified in the Bylaws of the Association (for example, Bylaw 45 on the amendment of the Bylaws) or as required by law. f) The finance manager of the school shall ensure that a record is kept of all members of the Association attending or voting by proxy at an AAGM. g) Minutes of an AAGM must be scrutinized by at least two volunteers chosen at the meeting for that purpose. The minutes must be signed by the scrutinizers and by the chair of the meeting. h) The minutes of an AAGM must be filed along with the list of participating members in (f), a copy of the invitation to the meeting, the agenda, and the Annual Report of the Association. Note: In the event that the AAGM approves changes to the Bylaws, a text of the minutes must be prepared in Finnish for submission to the Yhdistysrekisteri. The Finnish and English texts of the amended Bylaws as well as the Finnish text of the minutes should be approved by the school's lawyer or by some other competent authority. Two sets of the original documents in Finnish should be prepared in the event that a second effort is required to register the proposed changes. Changes not accepted by the Yhdistysrekisteri must be referred back to an AGM or EGM for reconsideration.

1.2023 Annual Spring General Meeting Policy No. 1.2023 Date Adopted 15 April 2003 Last Amended 24 May 2011 a) The Annual Spring General Meeting (ASGM) of the school s Parents Association shall be held, in accordance with the Bylaws of the Association, between April and June on a date determined by the board of governors. b) Announcement of the (ASGM) must be sent to all members of the Association at least 14 (fourteen) days before the date of the meeting. The time and place of the meeting must be specified. c) The agenda of the ASGM must include the items defined in Bylaw 16.2 of the Bylaws of the Association, and the agenda must be sent with the official announcement of the ASGM. d) Voting at the ASGM is by majority of the votes cast, unless otherwise specified in the Bylaws of the Association (for example, Bylaw 45 on the amendment of the Bylaws) or as required by law. e) The finance manager of the school shall ensure that a record is kept of all members of the Association attending or voting by proxy at an ASGM. f) Minutes of an ASGM must be scrutinized by at least two volunteers chosen at the meeting for that purpose. The minutes must be signed by the scrutinizers and by the chair of the meeting. g) The minutes of an ASGM must be filed along with the list of participating members (e), a copy of the invitation to the meeting, and the agenda.

1.2024 Extraordinary General Meetings Policy No. 1.2024 Date Adopted 15 April 2003 Last Amended 24 May 2011 An Extraordinary General Meeting (EGM) will be held when either a previous AGM so decides, or the board of governors regards an EGM as being required, or at least onetenth of the members of the Association have in writing requested the board of governors to hold an EGM to handle a specific issue. An EGM will be called in accordance with Bylaw 17.2. In general, all of the rules for an AGM with regard to calling a meeting and keeping records of the meeting apply to the EGM.

1.203 Role of the Helsinki Education Development Company Oy Policy No. 1.203 Date Adopted 24 May 2011 Last Amended Last Reviewed Helsinki Education Development Company Oy (hereinafter known as HEDCO) purpose is to build, own and maintain school building for the International School of Helsinki. HEDCO is a company registered under the Limited Liability Companies Act of Finland and is wholly owned by the Parent s Association of The International School of Helsinki (Helsingin Kansainvälisen Koulun Vanhempainyhdistys ry). The current school site (Selkamerenkatu 11) has been rented by HEDCO with a long-term lease from the City of Helsinki. The building is wholly used by the International School of Helsinki. The International School of Helsinki owns thirty (30) shares and votes as the sole owner of HEDCO. To represent ISH s interest, ISH will be represented on the board of HEDCO by at least the treasurer of ISH or in the absence of the treasurer by another existing board member of ISH. The treasurer or another existing board member of ISH shall nominate himself for the position of chairperson of the HEDCO board. ISH representation to the board of HEDCO will be made at the beginning of the school year by calling for a general meeting of HEDCO.

1.204 Tax Status and Fiscal Policy No. 1.204 Date Adopted 22 September 1992 Last Amended 10 May 2007 The International School of Helsinki is a non-profit association. Fiscal: The school finances are based on tuition fees, which are prescribed in the Decree on Grounds for Fees Collected from Pupils and Students (1323/2001) and other fees and income and on grants from the Finnish State and others. The Finnish State grant is based on average enrollment and a yearly established euro subsidy per student in preschool, basic education and upper secondary education. The calculation of the state grant is determined in the Act on the Financing of Education and Culture (635/1998) and the Decree on the Financing of Education and Culture (806/1998). The school can accept, in addition to these financial sources, voluntary donations. Responsibility: The board members and the head of school are each one personally responsible for financial loss, if it has been caused by intent or carelessness in school finances or in supervising of finances. The members of an association shall not be personally liable for the obligations of the association.

1.301 The Authority of the Board of Governors Policy No. 1.301 Date Adopted 15 April 2003 Last Amended 24 May 2011 The board of governors, hereinafter referred to as the board, is elected by the members of the Parents Association in accordance with the Bylaws. In accordance with the Finnish Associations Act and the Bylaws, the Board as a whole represents the Parents Association when the Board is serving as a legal body. As individuals, Board members have no authority over school affairs. The board will not be bound in any way by any statement or action on the part of an individual member of the board except when such statement or action is in pursuance of a specific instruction of the board. Cross-Reference: Policy 2.10 Role of the Board

1.302 The Head of School Policy No. 1.302 Date Adopted 22 September 1992 Last Amended 20 May 1997 The head of school is responsible for the day-to-day administration of the school and is the chief administrative and supervisory officer of the school. The head of school advises the board on all matters relating to the school, is responsible for the implementation of board policy, and when requested follows the lawful direction of the board. The board relies upon the head of school to administer its policies and programmes. In order to review performance and appraise results as compared with approved aims, policies and programmes, the board requires frequent reports from the head of school. Such reports shall deal with activities being carried on within the school as a whole or within classes; curriculum; faculty and staff morale; relationships with the school community and the international community as a whole; projections; policy recommendations; financial status; special projects; and any other area where information has been requested by the board.

1.3021 Head of School s Recruitment and Selection Policy No. 1.3021 Date Adopted 22 September 1992 Last Amended The board is responsible for the recruitment and selection of the head of school. The board shall select a qualified head of school for a negotiated term of not more than three years. The contract may be renewed at the option of the board. In the event that any vacancy occurs in the office of head of school, the board shall promptly fill such vacancy either by selection of an acting head of school or by selection of a new head.

1.3022 Head of School s Evaluation Policy No. 1.3022 Date Adopted 24 May 2011 Last Amended Last Reviewed The board will develop and maintain a comprehensive process for the evaluation of the head of school. The process will be reviewed regularly and agreed upon by the board and the head of school. Any revision of the evaluation process, as outlined in the head of school s evaluation procedures, will be done in consultation between the board and the head of school. The head of school s performance will be reviewed at least annually, and will include an evaluation of the head of school s competencies and achievement of board-approved goals. Through evaluation of the head of school, the board will strive to: Enhance the head of school s effectiveness Clarify the head of school s responsibilities Strengthen the working relationship between the board and the head of school Identify areas of strength, weakness, and areas where improvement is requested by the board Identify ways by which improvement can be made Enable the board to hold the head of school accountable for implementing board policy Enable the board to determine whether organizational goals as outlined in the head of school s annual operational plan of the school for the year and/or the school s strategic plan, are being met The evaluation results will be used by the board and head of school to cooperatively set goals for the head. They will also be used as a basis for planning a program of professional development for the head of school. The evaluation results will include discussion of both strengths and priority improvement areas and will be supported by objective documentation, whenever possible and appropriate. The evaluation document will be prepared in writing. The head of school will have an opportunity to review the document with the board in executive session. The report will be signed by the head of school and the board chair and a copy placed in the head of school s personnel file and available for review by any newly elected or appointed board members. The evaluation process will provide: An annual written assessment of the head of school s performance Documentation of the head of school s continuous performance over time Increased accountability as a result of objective evaluation Cross-Reference: HoS Evaluation Procedures (approved Oct 2009) ISH HoS Mid-Year Feedback Instrument ISH HoS Year-End Evaluation Instrument

1.3023 Head of School and Board of Governors Relationship Policy No. 1.3023 Date Adopted 15 April 2003 Last Amended 24 May 2011 The board believes that the legislation of policies is the most important function of a board and that the execution of the policies should be the function of the head of school. Delegation by the board of its executive powers to the head of school provides freedom for him/her to manage the school within the board's policies and frees the board to devote its time to policy-making and appraisal as well as its other duties. The board holds the head of school responsible for the administration of its policies, for the execution of board s decisions, for the operation of the internal machinery designed to serve the school programme, and for keeping the board informed about school operations and problems. The board shall annually devote part or all of one meeting, usually in May or at least nine months prior to the expiration of the head of school s contract, to a discussion of the working relationship between the head of school and the board. Subsequently, the chairperson shall give the head of school a written statement of the board's evaluation. The annual evaluation report should include a statement of the head of school s goals for the following school year. The board of governors shall: Give the head of school full administrative authority for properly discharging professional duties, holding him/her responsible for acceptable results Hold all meetings of the board in the presence of the head of school, except those pertaining to the head of school s performance and contract or otherwise specifically determined by the board Refer all complaints, criticisms, and requests to the head of school and discuss them only after failure of administrative solution Present personal criticisms of any employee directly to the head of school

1.303 Organization Chart Policy No. 1.303 Date Adopted 6 June 1995 Last Amended 24 May 2011 On an annual basis, as part of the staffing and budgeting process, the head of school will submit an updated organizational chart for the board s approval.

1.3031 Leadership Team Policy No. 1.3031 Date Adopted 22 September 1992 Last Amended 10 May 2007 The head of school bears the responsibility for managing the school under board policy. The board recognizes that the operation and management of a complex, modern school needs the best of all staff members. The leadership team, consisting of the finance manager, the principals, and, at times, the programme coordinators, shall act in an advisory capacity to the head of school. Although the board of governors and the head of school cannot abdicate their duty to establish and carry out policy for the school, the leadership team provides a valuable way for all levels of management to share information and benefit from group thinking. Also Amended: 16 May 1995 20 May 1997 30 November 1999

1.3032 Principals Policy No. 1.3032 Date Adopted 15 April 2003 Last Amended 24 May 2011 There are two principals, one who provides educational leadership for the lower school (K-5) and one for upper school (6-12).

1.304 Formation of Administrative Procedures Policy No. 1.304 Date Adopted 24 May 2011 Last Amended Last Reviewed The head of school or designee will draft administrative procedures consistent with the policies adopted by the board. Administrative procedures will be presented to the board as information items and will be inserted into all policy manuals.

1.3041 School Handbooks Policy No. 1.3041 Date Adopted 24 May 2011 Last Amended Last Reviewed The school will produce a handbook which will reflect relevant school policies and procedures. The head of school or designee will ensure that all statements in the handbooks comply with board policies and that handbooks are reviewed regularly.

1.3042 Review of Administrative Procedures Policy No. 1.3042 Date Adopted 24 May 2011 Last Amended Last Reviewed Normal Circumstances Administrative procedures may be developed or changed by the head of school without board approval except as required by law or when strong community attitudes or possible student or staff reaction make advance consultation with the board necessary or advisable. Procedures designed to implement policy may be developed by either the head of school or the board within the guidelines of board policy. In the Absence of Policy In cases when action must be taken and there are no relevant policies with respect to such matters, the head of school shall have the power to act. His/her decisions, however, shall be subject to review by the board at its next regular meeting. It shall be the duty of the head of school to inform the board promptly of such action and of the possible need for policy

1.305 Divisions and Grade Levels Policy No. 1.305 Date Adopted 22 September 1992 Last Amended 24 May 2011 The school is organized in two sections offering three programmes for the purposes of instruction. Sections The lower school includes kindergarten (K1) to grade 5. The upper school includes grades 6 through 12. Programmes The school has adopted and is fully authorized to offer all three programmes of the International Baccalaureate Organization. These programmes are divided between the two sections of the school as indicated below. Primary Years Programme (PYP) Lower School - Offered in grades kindergarten through 5. Middle Years Programme (MYP) Upper School Offered in grades 6 through 10. IB Diploma Programme Upper School Offered in grades 11 and 12 Also Amended: 30 November 1999 10 May 2007

1.40 Schedule of Instruction Policy No. 1.40 Date Adopted 22 September 1992 Last Amended 10 May 2007 The school year begins in August and dismisses during the last working day in the end of week 22. The number of school days is 190 days. If Independence Day, Epiphany or May Day, as national festivals, is other working day as Saturday, it will deduct from the total number of school days during the school year. Also Amended: 25 April 1995 15 May 2001

1.401 School Calendar Policy No. 1.401 Date Adopted 22 September 1992 Last Amended 10 May 2007 On or before its regular March meeting, the board shall adopt the school calendar for the ensuing school year. The head of school shall submit a recommended calendar to the board in advance of that meeting. The school year begins in August and dismisses during the last working day in the end of week 22. There are the following holidays during the school year: October break, the seasonal holiday, winter break, and spring break. In addition, the national festival holidays are not school days.

1.402 School Day Policy No. 1.402 Date Adopted 22 September 1992 Last Amended 24 May 2011 The length of a regular school day will be recommended by the head of school and approved by the board. As a general guideline, the school day begins at 8.45am. Lower school classes will finish at 3.15pm. Upper school classes will finish at 3.30pm. Students in the IB Diploma Programme may have classes that begin at 8.10am and end at 4.10pm. This is dependent on the individual student course selections and the schedule for classes in any given year. Extracurricular activities, e.g., clubs and student council meetings, take place at the end of the regular school day. Special classes may be arranged outside the regular school hours. Also Amended: 16 May 1995 30 November 1999 10 May 2007

1.403 School Closure Policy No. 1.403 Date Adopted 22 September 1992 Last Amended 24 May 2011 The Board recognizes that from time to time the School will have to be closed for emergency reasons related to weather, security etc. The head of school is authorized to announce the temporary closing of school if actual or potential hazards threaten the safety and wellbeing of students and employees. The decision to close school shall be made by the head of school or his/her designee upon consultation with members of the board (when feasible), professional staff, and/or other community agencies responsible for the safety and wellbeing of the community. If possible, public announcements and releases to news media may be made by the head of school. Cross-Reference: Policy 4.204 Threats Policy 4.205 Emergency Closing

1.4031 Make-up of Emergency Closing Days Policy No. 1.4031 Date Adopted 22 September 1992 Last Amended 24 May 2011 The head of school (in consultation with the board) will try to reschedule the instructional days lost due to emergency closing by resorting to extended days, Saturday classes, or an extended school year. The required annual number of teaching days will be reduced only in extraordinary circumstances and only with board approval.

1.501 Relations with Host Country Policy No. 1.501 Date Adopted 22 September 1992 Last Amended 24 May 2011 ISH will maintain relations with the host-country government, including local governments, city municipalities, and the like, through the chairperson of the board and the head of school. The school s legal counsel may also be involved whenever necessary. The leadership team members are authorized to conduct official business with the government.