ADMINISTRATIVE PROCEDURES MANUAL Edmonton Catholic Separate School District No. 7 May 2017 {00065987v1} Page 1 of 7
PREFACE This is designed to be the primary written source of administrative direction for the Division. It is designed to be entirely consistent with the Board Policy Handbook, and is an extension of policy in the form of procedures. This Manual may make further reference to other detailed administrative documents that have been developed to provide specific guidelines on selected matters. There are five categories in which administrative procedures are placed in the Manual. The categories are: 100 General Administration 200 Instructional Programs and Materials 300 Students 400 Personnel and Employee Relations 500 Business Administration Procedures placed in the 100 section are those of a general administrative nature or those which have applicability to at least two other categories in the Manual. The procedures in 200, 300, and 400 are specific to each of the titles. The Business Administration procedures include finance, facilities, and student transportation matters. A logical flow of procedures is attempted in the categories. For example, criteria for student admission is followed by attendance area requirements, by various safety considerations, by the maintenance of records, by daily attendance, by supervision and discipline, and lastly, by evaluation procedures. Gaps in the numbering sequence facilitate the insertion of additional administrative procedures that may be developed at a future time. It is to be noted that the electronic versions of both the Board Policy Handbook and the as well as any handbooks/manuals referenced are always the most current documents available. {00065987v1} Page 2 of 7
AP 100 AP 101 AP 102 AP 103 AP 105 AP 110 AP 110 AP 120 AP 121 AP 130 AP 131 AP 131 AP 132 AP 140 AP 140 AP 141 AP 142 AP 144 AP 145 AP 146 AP 147 AP 150 AP 151 AP 152 AP 152 A GENERAL ADMINISTRATION District Three-Year Education Plan District Annual Education Results Report School Accountability Targeted Instruction Support Review Site-Based Stewardship School Councils Resolution of Conflicts Involving School Council Members Policy and Procedures Dissemination Development and Review of Administrative Procedures School Year Calendar School Hours of Operation Outdoor Activities During Inclement Weather Emergency School Closings Responsible Uses of District Information Technology Resources Passwords Portable Technology Security Software Installation Digital Citizenship Use of Personally Owned Devices (PODs) Electronic Social Media Commercial Electronic Messages (Anti-Spam) District Communications Media Relations Dealing with Parent-School Conflict Management Religious Subject Matter Appeals AP 152 AP 153 AP 154 AP 155 AP 156 AP 157 AP 160 A C D E F AP 162 AP 162 A AP 162 AP 163 AP 163 AP 164 AP 165 AP 165 A Anonymous Letters Material Distribution to Schools Political Canvassing on School Property Protocol for Invitations to the Board of Trustees Visit Protocol Flag Protocol Commitment to Inclusive Communities in Edmonton Catholic Schools Health and Safety First Aid Employee Injuries and Accidents Joint Health and Safety Committees Entering Confined Spaces Scent in the Workplace Workplace Inspections Communicable and Sexually Transmitted Diseases Routine Hygiene Procedures List of Communicable Diseases Possession, Use or Consumption of Tobacco, Cannabis and Other Inhalants Smudging / Pipe Ceremonies Nutrition Emergency Preparedness Fire {00065987v1} Page 3 of 7
AP 165 AP 167 AP 168 AP 169 AP 170 AP 171 AP 171 A AP 171 Reporting Suspicious People Pandemic Response Automated External Defibrillator (AED) Policy Possession and Consumption of Alcohol and Cannabis Ethno-Cultural Relations Respect in the Workplace Respect in the Workplace - Employees Respect in the Workplace Contractors and Volunteers Respect in the Workplace A guide to understanding our Respect in the Workplace Procedure AP 180 AP 180 AP 181 AP 182 AP 185 AP 185 AP 190 AP 190 AP 192 Access to Information District Public Website Video Surveillance of Facilities and Property Video Monitoring on School Buses District Records Management Student Records Use of Copyrighted Materials Fair Dealing Guidelines Sale and Distribution of District Produced Print and Media Resources AP 200 AP 201 AP 203 AP 205 AP 206 AP 210 AP 211 AP 212 AP 213 AP 214 AP 215 AP 216 INSTRUCTIONAL PROGRAMS AND MATERIALS Organization for Instruction Religious Dimension of Education First Nations, Metis and Inuit Education Dealing with Sensitive Issues Human Sexuality Education Early Childhood Services English as a Second Language French and International Language Programs Inclusive Education and Programming Knowledge and Employability Courses Career and Technology Foundations/Studies Off-Campus Education AP 218 AP 219 AP 220 AP 223 AP 230 AP 235 AP 250 AP 255 AP 260 AP 261 AP 270 AP 280 AP 290 Special Projects Locally Developed and Acquired Junior and Senior High School Courses Focus Schools and Alternate Programs Piloting Courses Online Education Alternative Education Learning Commons Animals in Schools Field Trips Co-Curricular Activities Home Education Program Evaluation Research Studies {00065987v1} Page 4 of 7
AP 300 AP 301 AP 302 AP 304 AP 305 AP 306 AP 307 AP 315 A C D E AP 320 AP 321 AP 322 AP 325 AP 330 AP 330 STUDENTS Admission of Students International Fee Paying Students Fourth and Fifth Year High School Students Student Exchange School Attendance Areas Out of District Placements PowerSchool Serious Injury or Accidents Administering Medication and Medical Treatment to Students Administering Medication and Medical Treatment to Students Administering Prescription Medication Administering Non-Prescription Medication Administering Medical Treatment Life-Threatening Medical Condition Access/Retention/Disposal of a Student Record Young Offender Information Sharing Guardianship, Custody or Access Rights Reporting of Children in Need of Intervention Services Attendance of Students Student Attendance and Re-engagement AP 340 AP 341 AP 343 AP 350 AP 351 AP 352 AP 353 AP 354 AP 355 AP 356 AP 357 AP 360 AP 361 AP 362 AP 365 AP 370 AP 375 AP 390 AP 391 AP 392 Specialized Services for Students and Children Provision of any Privately Funded Services to District Students on District Property Admission of Community Instructors to Schools Student Responsibility Student of Conduct Student Conduct on School Buses Investigation of Child Intervention Complaints on School Premises Cooperation with Police Student Suspension and Expulsion Controlled Substance Use and Possession of Paraphernalia Associated with Controlled Substances Vandalism Assessment Promotions and Student Placement Specialized Assessment Course Challenge Student Scholarships and Awards Graduation Exercises Student and Parent Appeals of Decisions Review of Senior High Final Marks Student Voice {00065987v1} Page 5 of 7
A C D AP 401 AP 402 AP 402 AP 403 AP 404 AP 405 AP 406 AP 407 AP 408 AP 409 AP 410 AP 411 AP 412 AP 413 AP 414 AP 415 AP 416 AP 417 AP 418 AP 419 AP 420 PERSONNEL AND EMPLOYEE RELATIONS Hiring and Appointing Personnel Criminal Record Check and Child Intervention Record Checks Nepotism Role of the Staff Staffing Staffing Guidelines Human Resource Records Employee Health Records Safe Disclosure Fraud Detection and Mitigation Working Alone Terms and Conditions of Employment Employee and Family Assistance Program Leave of Absence Leaves of Absence Secondments Leave of Absence for Political Activity Staff Attendance Vacation Accrual Conflict of Interest Gifts to Staff Professional Learning of Employees Request for Staff to Act as Resource Personnel or Consultants For Out-of-District Activities Retirement Celebrations Long Service Awards Employee Resignations Role of the Teacher Professional Growth, Supervision A C D E F AP 425 AP 426 AP 427 AP 430 AP 431 AP 432 AP 434 AP 436 AP 437 AP 438 AP 439 AP 440 AP 442 AP 445 AP 446 AP 450 AP 450 AP 459 and Evaluation of Teachers Teacher Professional Growth Plan Supervision Evaluation of a Teacher Phase 2 Process Recommendation for a Permanent Professional Teaching Certificate or a Continuous Contract Disciplinary Action Performance Related Termination of Employment (ATA) Reduction of Teaching Staff Job Sharing Role of the Principal Role of the Assistant Principal Eligibility Requirements for School Administrators Replacing Administrators During the School Year Administrator s Personal Leave Part Time Leave for Administrators Retention of Administrative Allowance Role of the Department Head Role of the Classified Staff Member Evaluation of Classified Staff Performance Related Termination of Employment (AUPE, Unifor and OOS) Reduction of Classified Staff Organizational Structure Organizational Chart Appointments to Consultant {00065987v1} Page 6 of 7
AP 460 AP 470 AP 490 AP 491 Positions Replacement Teacher Roster Job Descriptions Volunteer Volunteer Coaches, Referees and AP 491 Supervisors Respect in Sport Coach/Activity Leader Program AP 500 AP 502 AP 503 AP 504 AP 505 AP 510 AP 512 AP 513 AP 514 AP 515 AP 516 AP 517 AP 518 AP 519 AP 520 AP 525 AP 525 AP 526 AP 527 AP 530 AP 540 BUSINESS ADMINISTRATION Budget Management Financial Reporting Capital Reserves Cash Management and Investments Publicly Funded Basic Education and Additional Fees Accounting Petty Cash Accounts Travel Expenses Purchasing Vendor Approval Purchasing Purchasing Card Inventory of Attractive Assets Ownership and Disposal Surplus Land and Buildings School Community Fundraising Activities Partnerships Ethical Guidelines for Business- Catholic Education Partnerships Donations and Gifts Sponsorships Insurance Management Acquisition of Real Property AP 541 AP 542 AP 543 AP 544 AP 545 AP 546 AP 547 AP 548 AP 549 AP 550 AP 550 A AP 550 AP 551 AP 560 AP 560 A AP 560 AP 570 AP 580 Capital Project Planning, Accounting and Reporting Infrastructure Maintenance and Renewal (IMR) Planning, Accounting and Reporting Construction Tendering Naming of Facilities Access to Buildings Building and Grounds Maintenance Private, Public, Partnership (P3) School Requirements Environment Care for Creation Playground Equipment Use of District Facilities School Responsibilities Under the Joint Use Agreement Use of District Facilities ACSTA Principles, Process and Guidelines Surplus Space Student Transportation Student Transportation Curb Service Student Transportation, Special Needs Community School Fleet Management Use of District Owned Vehicles {00065987v1} Page 7 of 7