Board Policy Manual
(Board approval noted in each section)
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BAIS Policy Manual
BAIS Policy Manual Contents/Structure:
1. Guiding Statements 2. The School 3. Governance & Leadership 4. Policy 5. Business & Finance 6. Health & Safety 7. Personnel 8. Educational Program 9. The Students
Appendices:
1. Articles of Association & By-Laws 2. Registration 3. Name Change 4. Board Nomination Form 5. Conflict of Interest form 6. Ethics and Confidentiality Agreement 7. Tuition and Fee Policy 8. Links to Relevant Procedural Manuals and Handbooks: a. Business Procedures Manual 2020-21 b. Staff Handbook 2020-21 c. Faculty Handbook 2020-21 d. Elementary / Middle School Student Parent Handbook 2020-21 e. High School Student Parent Handbook 2020-21 f. Emergency Procedures Manual 2020-21 g. Child Protection Policy 2017
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BAIS Policy Manual
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Contents GUIDING STATEMENTS
1
Mission Statement
1
Vision Statement
1
Profile of Graduates
1
Belief Statements
1
Mini-Vision
1
THE SCHOOL
1
The School
2
Legal Status
2
Parameters
2
Non-Discrimination
2
School Calendar
2
Make-up Days
2
School Week
3
School Day
3
Class Sizes & Staffing
3
Accreditations, Memberships, and Affiliations
3
Community Interactions
3
GOVERNANCE & LEADERSHIP
3
Governance Structure
4
Association
4
Annual General Meeting
4
Election of Board Members
5
Special Election Meetings The Board of Directors
5 5
Board Liability
5
Board Responsibilities
5
Membership and Terms
6
Board Member Preparation
6
Handover between Outgoing and Incoming Board Members
6
Objectives
6
Board Member Code of Conduct
7
Board Communications Protocols
8
Internal:
8
External:
8
Board Self-Evaluation
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BAIS Policy Manual
Roles within Board Board Chair
9 9
Board Vice Chair
10
Board Treasurer
10
Board PTO Representative
11
Board Committees Board Meetings
11 11
Quorum
11
Protocols
11
Agenda
11
School Director
12
Director 's Contract and Benefits
14
Evaluation of Director
15
Parent Teacher Organization
POLICY
15
15
Responsibility of the Board/School Director
16
Policy Resolutions
16
Policy Review
16
Policy Implementation
16
Board’s Responsibility
16
Director’s Responsibility
16
Procedural Manual and Handbook Revisions
16
Policy Exceptions
16
BUSINESS & FINANCE
17
General Policy
17
Fiscal Year
17
Board’s Responsibilities
17
School Loan
17
Master Facilities Plan
17
Signatures
17
Director’s Responsibility
17
Annual Maintenance Plan
17
Inventories
18
Disposal of School Property
18
Board Finance Committee’s Responsibility
18
Annual Budget
18
Preparation and Approval of Budget Documents
18
Budget Adoption
18
Budget Amendments
18
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BAIS Policy Manual
Financial Reporting
18
Periodic Financial Reports
18
Audit
18
Tuition and Fees
19
Fee Categories
19
Tuition:
19
Development Fee
19
Application Fee (for New Students)
20
Yearly Registration Fee (for Continuing Students)
20
Fee Payments
20
Payment in US Dollars
20
Bank Fees
20
Outstanding Payments
20
Late Payment Fee
20
Unpaid Accounts
20
Bad Debt
21
Refunds
21
Discounts
21
BAIS High School Discount – Self-Paying Families only
21
Family Discount
21
Finders’ Fee Discount – Self-Paying Families only
21
Other Income Streams
21
Aid and Grants
21
Advertising and Sponsorship
21
Fundraising
21
Donations, Gifts and Bequests
22
Expenditures Authorization and Limits of Authority Purchasing
22 22 22
Bids and Quotations
22
Vendor Relations
22
Fixed Assets
22
Authorization for Purchase of Fixed Assets
22
Disposal of Fixed Assets
22
Fixed Assets Register
22
Staff Finance Items
22
Reimbursements
22
Salary Advance
23
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Handling of Funds
23
Petty Cash
23
Unsecured Cash
23
Payroll
23
Approval
23
Procedures
23
HEALTH & SAFETY
24
General Safety and Security
24
Emergency Plans
24
Emergency School Closings
24
Drugs and Alcohol
24
Child Protection
24
Data Protection
25
PERSONNEL
26
Personnel Ethics
26
Professional Conduct
26
Professional Staff Duties
26
Drug Use
26
Gifts
26
Tutoring
26
Conflict of Interest
26
School Director
27
Appointment
27
Function and Responsibility
27
Staff Recruitment
27
Organizational Structure
27
Staff Evaluation / Appraisal & Growth
27
Professional Development
27
Personnel Files
28
Contracts
28
Assignments and Transfers
28
Probation
28
Staff Contract Categories
29
Overseas Hire Professional Staff
29
Working hours
29
Salaries and Benefits
30
Salary Scales
30
Payday
30
Salary Deductions
30
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Partial Year Contract Salaries
30
Salary Advances
30
Absences
30
Leave
31
Annual Leave
31
Sick Leave
31
Personal Leave
31
Compassionate Leave
32
Family Leave
32
Maternity Leave
32
Paternity Leave
32
Recruitment Leave (Professional Staff)
32
Leave Without Pay
32
Leave Adjacent to Holidays
32
Disciplinary Measures and Grievances of Employees
33
Contract Termination
33
Employee Resignation
33
Non Renewal of Contract
33
Contract Cancellation & Change with Advanced Notice
33
Force Majeure
34
Termination for Cause
34
Retirement Age EDUCATIONAL PROGRAM
34 35
Curriculum & Instructional Program
35
Graduation Requirements
35
Religion
35
After School Activities
35
THE STUDENTS Admissions
36 36
General Policy
36
Admission Review Panel
36
Admissions for Students with Learning Support Needs
36
Guardianship Requirements
36
Age at time of Enrollment
36
Placement
36
Student Support
37
Student Rights
37
Student Responsibility Conduct
37
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Student Withdrawal
37
Student Removal from School
37
General Policy
37
Student Suspension or Expulsion
37
Parental Appeal for Student Removal
37
Student Records
37
Collection, Maintenance and Dissemination of Student Records
37
Duration of Record Maintenance
37
Privacy of Data
37
APPENDICES
38
APPENDIX 1 Articles of Association
39
APPENDIX 2 Registration
48
APPENDIX 3 School Name Change
48
APPENDIX 4 Board Nomination Form
48
APPENDIX 5 Conflict of Interest Form
48
APPENDIX 6 Ethics and Confidentiality Agreement
48
APPENDIX 7 Tuition and Fee Policy
48
APPENDIX 8 Links to Relevant Procedural Manuals and Handbooks
48
Business Procedures Manual
48
Staff Handbook
48
Faculty Handbook 2020-21
48
Elementary / Middle School Student Parent Handbook 2020-21
48
High School Student Parent Handbook 2020-21
48
Emergency Procedures Manual 2020-21
48
Child Protection Policy 2017
48
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BAIS Policy Manual
SECTION 1.00
GUIDING STATEMENTS
Policy 1.00 and all subpoints Adopted November 4th, 2017 1.1
Mission Statement
The Banjul American International School is an accredited international school providing a meaningful, rigorous American curriculum in a global context. In partnership with local and international communities, we empower students to become enthusiastic, creative, lifelong learners who value integrity, cultural diversity, and global responsibility. 1.2
Vision Statement
BAIS empowers students to ▪ embrace diversity ▪ strive for peace ▪ work with dignity ▪ and positively impact tomorrow's world. 1.3
Profile of Graduates
Graduates of the Banjul American International School will be expected to exhibit the following attributes: Academic: A self-directed learner who demonstrates critical and intellectual curiosity, and who uses technology to meet the academic challenges of high school and beyond. Citizenship: A global-minded individual who has acquired the intellectual, emotional, and social skills needed to become an informed, caring citizen and who actively contributes toward a democratic society with an abiding respect for Earth and its resources. Social: A well-rounded individual who is an effective communicator and demonstrates integrity, with compassion and respect for differences among people. 1.4
Belief Statements
We Believe Every Child ▪ is a valued, unique individual. ▪ is entitled to a safe and supportive learning environment. ▪ deserves the opportunity to achieve his or her full potential. We Believe ▪ every student should be equipped to be an active participant in an ever-changing global environment. ▪ every student must have the opportunity to develop critical reasoning skills. ▪ community involvement is vital to a child’s success. ▪ community values must be respected and promoted. 1.5
Mini-Vision
We… Believe, Achieve, Inspire, Succeed!
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BAIS Policy Manual
SECTION 2.00 2.1
THE SCHOOL
The School
The School is an independent and nonprofit institution with a mandate to provide quality education of international standards. The curriculum will be reviewed and updated by the educational staff. 2.2
Legal Status
The School will be legally registered in The Gambia in the manner which offers most appropriate and favorable conditions for its long-term existence and ability to deliver its stated mission. 2.3
Parameters
BAIS will…. 1. Use English as the primary language of instruction. 2. Not tolerate behavior that is detrimental to the safety, integrity, or dignity of any individual. 3. Hire and retain qualified and adaptable faculty whose attitudes and actions reflect the school’s vision, mission and core values. 4. Adhere to a sustainable and transparent financial plan. 5. Maintain a strong international identity while respecting our host country’s cultures. 6. Only approve and maintain programs that are consistent with the strategic direction, are financially justified, and make provision for professional development and assessment. 7. Ensure that the school enrollment is aligned with resources and capacity and maintains a sense of community and attention to individuals. 2.4
Non-Discrimination
BAIS prohibits discrimination on the basis of race, religion, gender, sexual preference, or ethnicity. All employment procedures will comply with applicable laws of the Republic of The Gambia. 2.5
School Calendar
The School Director prepares the school calendar for the ensuing academic year by December for approval by the Board. The calendar lists student contact days (defined as a day when students are in school), which normally number 180, and follows the North American school calendar. Every attempt will be made to avoid setting school days on Gambian public holidays and to ensure an appropriate rest period within the academic year. When situations prevent face-to-face classes on a long-term basis, the school will have systems in place to continue education virtually. School days held virtually will be counted as part of the 180 days of the academic calendar. The policy statement on make-up days will be included on the calendar. 2.5.1 Make-up Days The 180-day calendar includes up to five emergency days. From one to five of these days can be used for emergency closings without any changes to the calendar. Should extreme circumstances cause the number of school days to fall below the minimum of 175, each day below 175 will be made up by reducing the spring break by a corresponding number of days or scheduling classes on Saturdays. Page 2
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Should the number of school days fall below 171, the Board shall decide if and how the remaining days should be made up 2.6
School Week
Normal class days will be Mondays through Fridays. 2.7
School Day
The School Director sets and structures the school day to support the instructional program. S/he may schedule release time for special activities for students or teachers when such activities are deemed beneficial to the instructional program. 2.8
Class Sizes & Staffing
To support alignment of resources to enrollment, BAIS will review feasibility of dividing classes into two sections when they reach 16 students. A ratio of 15:1 in Kindergarten through Grade 4 will require the hiring of a Teaching Assistant. Teaching Assistants may be hired in elementary as needed to maintain the desired ratios of children to adults as follows: ● Seedlings and Pre-Kindergarten ● Kindergarten through Grade 4 ● Middle and High School 2.9
6:1 12:1 Only considered in unusual situations.
Accreditations, Memberships, and Affiliations
BAIS maintains an American accreditation and may maintain other accreditations, memberships, and affiliations as the School Director deems to be beneficial to BAIS. Any change to accreditation agencies requires Board approval. BAIS shall endeavor to maintain its status as a US government supported school, eligible for US State Department assistance under the Office of Overseas Schools, insofar as this aligns with the Mission and is beneficial to the school. 2.10 Community Interactions All members are expected to keep interactions at a high level of sensitivity and mutual support and understanding. Discussions among parents, professional staff and students should demonstrate the highest levels of civility and mutual respect. Complaints or grievances should be brought to the Director and ultimately to the Board. Members who repeatedly demonstrate unwillingness or inability to uphold respectful levels of discourse may be barred from participation in specific school activities, barred from entry to campus, or refused continued enrollment. Any such determination must be approved by the full Board.
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BAIS Policy Manual
SECTION 3.00
GOVERNANCE & LEADERSHIP
Policy Section 3 Approved June 1, 2020 3.1
Governance Structure
The School is owned by the BAIS Association. The Association operates under the terms of its Articles of Association and is overseen by the Board of Directors (Board), whose members are elected by the Association. The Director is hired by the Board and is responsible for the operations of the school and for the conduct of all BAIS employees. 3.2
Association
The Association is the highest governing body of BAIS. The Association consists of: ▪ All parents and legal guardians of BAIS students ▪ All Teachers ▪ The Business Manager ▪ The Director Membership in the Association shall cease when a parent or guardian no longer has a child registered at the school, or when the Director, Business Manager, or Teacher is no longer employed by the school. All members of the Association have the opportunity to participate in the nomination and election of the Board of Directors. Each Association member has one vote in Board elections at each Annual General Meeting (AGM), in which Board members are elected to 2-year terms. 3.3
Annual General Meeting
The Board shall convene the Annual General Meeting (AGM) of the Association each school year in May. If the AGM cannot be held in May due to circumstances beyond the Board’s control, the Board may schedule the AGM at a date as close as possible to the month of May. In a situation in which restrictions on general travel and/or assembly prevents the in-person attendance of Association members to an AGM before the end of the school year, the AGM may be held digitally. In such cases, the AGM and Board elections will be conducted no later than in September of the same year. Until the AGM is held, digitally or in person, the Board may fill any arising vacancies in accordance with Policy 3.5.3 below. The remaining voting Board members will appoint a member to fulfill the remainder of the term left vacant, through a Board process of discussion, identification, and selection of an appropriate candidate. The Board should take every possible measure to ensure broad attendance of the AGM by Association members. The Board Chair shall facilitate this meeting, with the Director and Board members, particularly the Treasurer, presenting annual reports as appropriate. The purpose of this meeting is: 1. Elect new members for the BAIS Board, 2. Present and consider the Board annual report including the account and balance sheet of the School and the most recent audit report, and 3. Transact any other business which, according to BAIS Policy, are to be transacted at an Annual General Meeting.
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BAIS Policy Manual
3.4
Election of Board Members
There shall be an annual general election of Board members at the Annual General Meeting (AGM). The Board shall choose one Board member to be Election Chair, along with a minimum of two other Association members to comprise the Election Committee. If possible, the Election Committee should include at least one teacher and one parent or guardian who is not a Board member. The Election Committee shall notify Association members of the time and place of the AGM with at least two weeks’ notice. All persons standing for election shall register in writing, using the Board Nomination form (Appendix 4) and providing a brief biographical statement and the signatures of at least two other Association members who support their candidacy. A list of Board candidates with biographical data shall be made available to all Association members in advance of the AGM. The Election Committee will determine the total number of Association members on the day of the election. A minimum of 25% of the Association must be present at the AGM to conduct elections. If the number of candidates exceeds the number of vacant positions, Association members shall vote by secret ballot. Each Association member shall cast one ballot indicating a selection of candidates equal to the number of vacancies to be filled. Ballots indicating a selection of candidates greater or fewer than the number of vacancies to be filled shall be declared void. Voting by proxy shall be permitted in cases where the Association member is out of the country on the day of the meeting. The Election Committee is responsible for counting ballots and announcing the results to the Association at the AGM. Candidates receiving the largest number of votes shall be deemed elected. In case of a tie vote, a runoff election shall be held immediately. If the number of candidates is equal to the number of open seats, the Association may approve the appointment of the candidates to the Board by show of hands instead of secret ballot. Special Election Meetings Special election meetings of the Association shall be held at such time as the Board deems necessary or at the request of 25% of the total membership. 25% of the Association must be present at this meeting in order for elections to take place. 3.5
The Board of Directors 3.5.1 Board Liability BAIS provides comprehensive liability insurance to all Board Members. 3.5.2 Board Responsibilities The BAIS Board is responsible for the long-term sustainability of the school. It sets the Mission, Vision, Core Beliefs, Parameters, and strategic direction of the school as well as school policy. It is also responsible for the hiring, retention, and annual evaluation of the School Director, ensuring a quality educational program, and approving the annual budget. The Board is committed to transparency and good governance. It welcomes contributions and insight from the BAIS community at large and encourages this by providing a variety of opportunities for public participation.
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3.5.3 Membership and Terms The Board consists of six members. Five of the Board members are elected by the Association, and one Board member is appointed by the US Embassy Banjul. The term of office for the Association elected members is two years. If a Board member is unable to complete their two years of service, they may resign at any time, by submitting a written letter of resignation to the Board Chair. The remaining voting Board members will appoint a member to fulfill the remainder of the term left vacant, through a Board process of discussion, identification and selection of an appropriate candidate. The BAIS Board shall primarily consist of the parents/ legal guardians of BAIS students. Full time residents of The Gambia who would bring needed expertise to the school are also eligible to be elected to the Board. Two members of the same family may not hold a position on the Board at the same time. School employees are not eligible to be on the Board. One Board member shall be appointed by the US Ambassador to The Gambia, or by another US Embassy officer with the approval of the Ambassador. The US Embassy appointee shall serve on the School Board for a period of no more than two years. If the appointed Board member from the US Embassy is unable to complete their term of service, the United States Ambassador will select a replacement. In his/her capacity as Board member, the US Embassy appointee’s decisions shall be made in the interest of the School. The Director of BAIS is an ex officio member of the School Board, with a voice but not a vote. The Board Officers appoint from among themselves the positions of Chair, Vice Chair, Secretary, Treasurer, and PTO Representative. 3.5.4 Board Member Preparation Each new Board member shall receive a copy of BAIS’s Articles of Association, Board Handbook and Policy Manual promptly upon being elected or appointed to the Board. To promote strongest governance and continuity, each member of the Board will participate in annual Board governance training and any other training organized in accordance with the Board’s adopted practices. 3.5.5 Handover between Outgoing and Incoming Board Members The first meeting of the newly elected Board members shall be held in June. In order that a comprehensive handover is undertaken between incoming and outgoing Board Members, outgoing Board members shall attend the June Board meeting together with the newly elected Board members. During this June meeting, the Board will bring the incoming Board members fully up to speed on all key and outstanding Board business. The new Board will decide on the position of Chair, Vice-Chair, Treasurer, and PTO Representative. 3.5.6 Objectives The members of the Board shall acknowledge that they have been placed in a position of trust by the Association, and they shall act with due care and diligence in dealing with the funds, property and operations of BAIS. To this end, the Board member shall: ▪ Recruit, supervise, annually evaluate and, if need be, dismiss the Director; Page 6
BAIS Policy Manual
▪ Provide a clearly stated job description for the Director, monitor performance against the job description and against agreed upon annual goals for the Director; ▪ Develop and monitor the School’s Strategic Plan; ▪ Determine and set School policies, only after consideration of the Director’s recommendations; ▪ Authorize and approve the School’s annual operating budget; ▪ Establish annual tuition and associated fees of BAIS; ▪ Review, approve and monitor the School’s financial procedures; ▪ Submit summaries of annual accounts and audit report at the Annual General Meeting; ▪ Oversee the management of the property and finances of BAIS, for the benefit of the Association, the students, the administration and staff of the School; ▪ Conduct their duties in accordance with the Articles of Association of BAIS. 3.5.7 Board Member Code of Conduct ▪ ▪ ▪ ▪
▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ Page 7
Embrace the Mission, Vision, and Beliefs of BAIS Maintain a “School focus” in all decision making Be responsible to the institution as a whole, not a single agenda or constituency Attend all Board meetings and prepare in advance by reviewing the Board packet. (If a Board member misses two meetings in succession the other Board member may require them to step down if there is no valid reason for their absence.) Participate actively on the board and its committees Communicate honestly, listen actively, respect all opinions and differences, and remain objective Maintain absolute confidentiality of all issues discussed at the Board Maintain a mutually trusting, supportive relationship with other Board members and the Director Participate actively in Board discussions and then support the final decision, even if you voted against the decision Refrain from “supervising” or embarrassing another Board member or the Director at a Board meeting Become familiar with BAIS Articles of Association and Board Policy Handbook Be supportive of the school administration and staff Act as internal and external advocate for the school Follow BAIS Board guidelines for dealing with complaints from parents, staff, or community members. (Guidelines can be found in Board Policy Handbook and in the Parent Handbook) Participate in annual training sessions with the whole Board Be disciplined about participation in meetings, according to BAIS Meetings norms Take responsibility for ensuring Board protocols are followed by colleagues and the Board Chair Maintain focus on the legitimate roles of the Board, which encompasses: Determining school policies in consultation with the Director Maintaining long-term financial viability of the School Developing financial and strategic plans Developing and overseeing the implementation of the annual budget Setting fees and tuitions Setting salaries and benefits of administration, faculty and staff Reviewing and approving the annual audit report Hiring and evaluating the Director Delegating the implementation of school policies and school management to the Director and the instructional and support staff Avoid raising personal matters/concerns, unless Board policy implications are involved.
BAIS Policy Manual
▪ Bring personal matters/concerns to another Board member for the second Board member to address those concerns to the appropriate party. ▪ Keep discussions of Board business within the context of Board meetings or via email copied to all Board members. ▪ Acknowledge correspondence between Board members and the Director in a timely manner. 3.5.8 Board Communications Protocols Internal: If Board members have a discussion about a Board issue between meetings, the discussion may occur via email or other approved electronic medium. Discussion among members about significant Board issues occurring outside of scheduled meetings should be copied to all Board members for their information in order to ensure trust and transparency. Board decisions may be taken by email upon Board vote or consensus to do so. Board decisions taken by email should be formally recorded in the minutes at the next Board meeting. External: Faculty and Staff: The Board communicates with the Faculty through the Director. Teachers who contact a Board member to have a discussion about an issue should be redirected to the Director. The Board will hear teacher complaints and concerns only through appropriate channels as outlined in the handbook and not directly unless there is a formal challenge to an administrative decision which has already worked its way through channels and is being considered as a grievance. In this instance the grievance is sent directly to the Board Chair and the Director. The Board Chair will copy this grievance to the remaining Board members for their information. Students: Student concerns should be brought to the Board through the Director. Parents: The Board welcomes parent attendance at Board meetings. Parents may submit agenda items for discussion at Board meetings provided the issue or issues are of a policy nature and have been submitted through the Board Chair or Director at least 10 calendar days in advance of the next scheduled Board meeting. Items submitted may be referred to an appropriate Board committee in some cases, but the item and action in such cases will be reported at the upcoming Board meeting. Administrative concern or concerns about a teacher or school issue must be taken up with the school administration before it will be heard by the Board. The Board will communicate formally with Association members at the May Annual General Meeting and in community forums as needed. The Board Chair or designee will submit regular articles to the school newsletter to keep the wider community abreast and informed of Board business. Community: The Board may, at times, wish to communicate with the broader community through the use of flyers, letters, or press releases. To prevent confusion, the Board Chair should delegate one person to communicate with the broader community on specific issues. In most cases, this would be the Director. When handling complaints, Board members should: ▪ Listen with interest ▪ Refrain from agreeing or disagreeing, arguing or sympathizing; ▪ Restate and clarify the complaint. This serves two purposes. First it insures you have understood it correctly, and secondly it notifies the complaint that he or she is being taken seriously; ▪ Ask (gently) probing and clarifying questions Page 8
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▪ Refrain from taking on the problem or agree to act as the complainant’s agent; ▪ Refer the complaint to the lowest level at which the problem can be solved (e.g. a teacher, or the Director );and ▪ Inform the Director and other Board Members of the complaint. 3.5.9 Board Self-Evaluation The Board will set annual goals in June and confirm these in September. Thrice annually the Board will use a portion of time in the monthly Board meeting to evaluate the work of the Board and its committees, noting strengths and areas for improvement. The Board will evaluate its progress in reaching annual goals on an annual basis and report these to the Association. 3.5.10 Roles within Board Board Chair It shall be the duty of the Board Chair to preside over all meetings of the Board, including the Annual General Meeting. It is the duty of the Board Chair to appoint or remove Board Committee chairs in the event a Committee Chair is not fulfilling his/her duties, assign Board members to committees, prepare Board meeting agendas, and to have the Director prepare and call all meetings of the Board. The Board Chair will allow all Board Members to have their say on an issue to be discussed and to ensure that all views are heard and put forward before a vote is called on a decision. The Board Chair is responsible for summing up each agenda item to completion, prior to moving onto the next item. At the direction of the Board Chair, the Director shall give notice of all items requiring official signatures and conduct the correspondence of the Board. The Director or the Board Chair are delegated the authority to sign contracts on behalf of the Board. In the case of absence of the Board Chair, the Vice Chair will be delegated signatory authority, the purpose of the delegation and the time period for such delegated authority just for the period the Chair is absent. In case the Chair and Vice Chair are both absent, the Chair shall provide a written delegation of Signatory authority (copied to all Board members) to another member of the Board for the period of which the Chair and Vice Chair are absent. The Board Chair shall: ▪ be fully accountable to the full Board; ▪ serve as the leader of the Board and external spokesperson for the Board [or, when otherwise required, designate one person, usually the Director, to communicate with the broader community on specific school operational issues (see Communications Covenants); ▪ be the primary focal point for the Board members’ feedback to the Director and the administrative team; ▪ plan the agenda for the Board meetings together with the Director, soliciting additional agenda items from Board Members prior to the finalization of the Agenda; and ▪ conduct Board meetings with attention to: o Adhering to the pre-planned agenda o Maintaining appropriate Board roles o Keeping discussion focused o Balancing efficiency and effectiveness o Soliciting and supporting full participation of all Board members o Reminding Board members of their appropriate roles and behavior as needed o Serving as a mentor/partner to the Director Page 9
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o Providing advice and counsel to the Director on behalf of the Board o Promoting good open and effective communication among all school constituencies o Refraining from ‘surprising’ or embarrassing a Board member or the Director at a Board meeting Board Vice Chair The Vice Chair shall perform the duties of the Board Chair whenever the letter shall be absent or incapacitated, and the acts so performed shall be as valid and binding upon BAIS as if performed in person by the Chair. In the event that the Chair permanently leaves the position office for any reason, the Vice-Chair shall automatically assume the position of the Chair of the Board for the remainder of that Board period (until the next May General Meeting- see Board handover below). Board Treasurer The Treasurer shall: ● ensure a comprehensive financial report (that includes current cash flow, budget tracking) at monthly Board meetings for discussion; ● assist and support the Director and Business Manager in the preparation of the annual school budget; and ● have access to all necessary bank account information and be a co-signatory on bank accounts held by the school. Board PTO Representative The Board PTO Representative shall attend PTO meetings and/or liaise with the PTO parent leaders to stay apprised of parent concerns about and support of the school. 3.5.11 Board Committees Board committees will be formed as needed to ensure the level of review and investigation required prior to Board meetings for good decision making. Committees will bring information and recommendations to the full Board for approval. 3.6
Board Meetings
The Board will maintain and revise as needed a Board calendar set at the June monthly Board meeting each year. Attendance at scheduled Board meetings is mandatory to complete the regular governance of the School. If a Board member misses two or more consecutive meetings without a valid reason, the Board has the authority to remove the member from office and appoint an interim Board member. Quorum A quorum shall consist of a meeting with four or more voting Board members present. Protocols ▪ To the extent possible, the meeting agenda and relevant documents will be delivered to Board members electronically no less than 3 working days prior to the Board meeting. ▪ Board members should read through the packets, make notes and, if needed, get clarification on agenda items and issues arising from the Director ’s report prior to the Board meeting. ▪ Board meetings will begin and end on time. Members should attempt to arrive a few minutes early for chatting time before the meeting starts. Page 10
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▪ Board members will, to the extent possible, remain throughout the Board meeting. ▪ Unless required for emergency purposes, cell phones will be turned off during the meeting. Agenda The Board will follow such procedures as it may adopt from time to time regarding the setting of agendas for its meetings. ▪ Meetings always operate with a clearly defined and agreed upon agenda – items which are appropriately allocated to the Board. The deadline for the submission of agenda items is one week prior to the coming meeting. (Exceptions are at the discretion of the Chair.) ▪ Agenda items should be realistically timed and to the extent possible without prematurely cutting off debate, the Chair will adhere to the allotted time. ▪ Association concerns should be brought to the Board through a letter to the Chair and the items will be placed on the agenda if appropriate. ▪ Agenda items pertaining to guests in attendance will be addressed first. ▪ Discussion ▪ Members should strive to be clear on the desired outcome of a discussion. ▪ All Board discussions will take place in an open, mutually supportive and collegial manner. ▪ Board members will value and respect diversity of opinion. ▪ Board members will not interrupt while others are talking. ▪ Decisions ▪ All Official Board decisions must be authorized by vote of all Board members present at the meeting. ▪ Once decisions are made, all Board members will support the decision in terms of its presentation and communications to the community. ▪ A vote will not be taken until all members have had the opportunity to speak to the issue and a complete discussion has been held. ▪ Once a vote has been taken, members will move on to the next agenda item. ▪ Executive Session ▪ Notes to accompany executive session agenda items will be summarized to preserve confidentiality. ▪ Executive sessions will take place immediately after regular Board meetings. Minutes for executive sessions will be taken by the Board Chair’s designee. ▪ The Director will attend all Executive sessions of the Board unless the session is dedicated to discussing the Director ’s employment status. ▪ Executive session discussions will remain strictly confidential. 3.7
School Director
The Director shall be the executive officer of the Board and shall be responsible for the organization, operation and administration of the total school program. Within limits of established policy, the Director shall make decisions involving the activities and personnel of the school. The Director shall organize the school and its employees into an efficient, democratic and cooperative institution of professionally trained workers with stress on the importance of teaching and learning. He/she shall provide educational leadership and supervision. He/she shall be responsible for the safety, welfare and general development of the children within the school, s/he stimulates the teachers to guide and direct the physical, mental, social and emotional growth of the children in their care. ▪ The Director may delegate authority and responsibility to assistants and others at his/her discretion but, in every instance, is responsible for the proper conduct of the school and its program. ▪ The Director shall be responsible to the Board of Directors and act under its direction. Page 11
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▪ The Director shall recommend policies to the Board, providing data which will permit the Board to evaluate the recommendations and shall be responsible for executing Board policies and decisions. ▪ The Director shall report to the Board on the evaluation of the instructional program, progress of the students and general administration of the school. ▪ The Director shall supervise all matters relating to the recruitment, appointment, assignment, classification, evaluation, professional improvement, transfer, promotion or dismissal of professional and support staff. s/he shall recommend to the Board personnel policies and proposed staffing. All matters pertaining to personnel shall be referred to the Director for recommendation to the Board. ▪ The Director shall plan and schedule faculty, grade level or subject meetings essential to both administrative efficiency and the improvement of instruction. ▪ The Director shall be responsible for providing staff members with information regarding Board Policies and Regulations and Administrative Procedures which relate to employees. ▪ The Director shall recommend to the Board of Directors salaries and related benefits for certificated and classified employees. ▪ The Director shall issue instructions for admission of students in accordance with the policies of the Board of Directors. ▪ The Director shall be responsible for all phases of the instructional program including the development of curriculum guides, adoption of text- books, selection of instructional media and library books, organizing in-service programs, establishing evaluation procedures and generally maintaining high standards of instruction. ▪ The Director shall report to the Board regarding the instructional program and recommend such adjustments as are necessary to meet students needs. ▪ The Director shall be responsible for developing a staff awareness of the need for student guidance and for instituting effective guidance procedures in the school. ▪ The Director shall establish a system of reports, records and forms to be used in the school including reports to parents on the progress of their children. ▪ The Director shall provide for the supervision of all student activities including financial matters. ▪ The Director shall be responsible for enforcing the student behavior policies of the Board and shall have the power to hold students to a strict accountability for any disorderly conduct in school buildings, on playgrounds, on field trips, or at school functions. All cases requiring action beyond the authority of the Director shall be referred to the Board. (Approved May 29, 1984) ▪ The Director shall have the authority to suspend students for a period of one (1) week. This period may be extended with the approval of the Board. The Director is responsible for contacting the parents or guardians when a student is suspended. For each suspension a letter must be sent to the home listing the reasons for suspension, period of suspension, instructions to be followed by the students during the suspension period and a request for the parent or guardian to confer with the Director. While under suspension, the student shall be in the custody of his/her parents and is not to attend or participate in any activity sponsored by the school. A suspended student shall not be readmitted to school without a parent conference. ▪ The Director shall be responsible for organizing the proper supervision of students in the school building and on the school yard during intermissions, noon, before and after school. ▪ The Director shall prepare the school calendar for the ensuing year for the approval of the Board of Directors. The calendar shall list both days of instruction and teacher duty days. ▪ The Director shall direct the preparation and presentation of the annual budget to the Board of Directors. S/he shall analyze and interpret to the Board long-range needs and Page 12
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▪
▪
▪
▪ ▪ ▪ ▪ ▪ ▪ ▪
proposals. S/he shall supervise the activities of the business department including the system of financial accounting and the purchase of supplies and equipment. The Director shall analyze and submit recommendations to the Board regarding school plant needs including new construction along with maintenance and repairs. S/he shall work with the architect in developing educational specifications of school buildings. The Director shall be responsible for establishing a system of inventory of instructional supplies and equipment of particular value to ensure that all items are accounted for at the beginning and the end of the school year. Such inventory shall include audio visual equipment, science equipment, computers, and a general accounting of instructional materials, books and other items falling into this category. The Director shall be responsible for and shall establish regulations to assure proper care and maintenance of the building along with furniture, instructional equipment, books and supplies. The Director shall notify the Board of Directors of major loss or damage to school property. The Director shall report to the Board of Directors any willful violation of rules of the Board by any employee. The Director shall direct a program for keeping the parents of the school adequately informed of school developments. The Director shall develop procedures for the development and distribution of printed material and publicity as a means of communicating with the citizens of the community. The Director shall work with parent organizations and other groups concerned with the welfare of the school. The Director shall perform such other duties as set forth elsewhere in these regulations or as may be requested by the Board. The Director, and other administrators, shall be on duty approximately eight (8) hours a day. The Director is expected to be on duty from 7.30 a.m. to 3.30 p.m., (on Fridays 2:30 p.m.) and to devote such other time as necessary to fulfill their responsibilities. The Board may change these hours as needed and may adjust the schedule during the summer or other periods when school is not in session.
3.7.1 Director 's Contract and Benefits The term of appointment and salary shall be determined by a majority vote of the Board. The Director shall be recruited as twelve (12)-month employees and shall be on duty during school vacations unless authorized by the Board to be absent. School vacation periods are those periods of time other than official holidays, regular school or summer school. The Board may approve a request to be absent during these periods if such absence does not adversely affect the efficient operation of the school. The Director shall earn annual leave at the rate of thirty (30) working days per year of employment. Annual leave may be taken in units of days and half-days and may be used for repatriation of a recruited Director. Arrangements as to leave shall be subject to the exigencies of the school, which may require that earned leave be taken during a period designated by the Board. All additional leaves and conditions of leave will be established in the Director 's Contract. 3.7.2 Evaluation of Director The Board of Directors of the School shall devote at least a portion of one meeting no later than in the month of September each year of the Director’s employment by the School to a general discussion between the Board and the Director with respect to her performance. Within seven (7) days of the meeting, the Director will provide to the Board a written summary of that discussion accompanied by proposed performance evaluation criteria for approval at the following Board meeting. Page 13
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The Board of Directors of the School shall devote at least a portion of one meeting no later than in the month of April each year of the Director’s employment by the School to an evaluation of her performance and working relationship with the Board following the Board-approved performance evaluation criteria agreed with the board at the beginning of the school year. The Director shall be provided with a copy of the said written evaluation, signed by the Chairperson of the Board at least ten (10) days prior to the sessions of the Board scheduled to discuss such evaluation. The performance evaluation shall be kept confidential by the Board members. 3.8
Parent Teacher Organization
The PTO is a subset of the BAIS Association that was established to: a) foster closer links between the school home and community; b) promote the welfare of the children at BAIS and to support the school through fundraising and other activities; c) provide a channel of communication between parents and the school. The PTO exists as an entity subject to the full legal framework of BAIS and the School Director is, therefore, responsible for ensuring that the PTO’s activities, communication and actions are in alignment with the school’s Mission, Vision, Beliefs, Parameters and all school regulations.
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SECTION 4.00 4.1
POLICY
Responsibility of the Board/School Director
The Board is responsible for policy development for BAIS. The School Director is responsible for the development and implementation of guidelines and procedures to execute policy, as detailed in Section 3. 4.2
Policy Resolutions
Changes in policy are introduced by the Board itself or by the School Director to the Board. 4.3
Policy Review
BAIS Policies are documented in the BAIS Policy Manual and reviewed annually, and revisions/amendments to this document or BAIS handbooks may be made at any time. Any changes to BAIS Policy must be approved by the full board. The School Director will ensure annual reviews of the procedural handbooks. 4.4
Policy Implementation 4.4.1 Board’s Responsibility In the case of Board procedures, the Governance Committee is responsible for the development of and adherence to Governance policies outlined in the relevant section of this Policy Manual. 4.4.2 Director’s Responsibility The School Director is responsible for implementation of school policy with detailed documentation and implementation of procedures in relevant procedural handbooks. The handbooks may not contravene any BAIS Policy. In the event of a conflict, BAIS Policy will prevail. All determinations not explicitly covered in this document and/or other BAIS handbooks shall be left to the discretion of the School Director, in consultation with the Board. 4.4.3 Procedural Manual and Handbook Revisions Procedural manual and handbook revisions are on-going and the most recently approved version of each handbook, as linked in the Appendices to the Board Policy will be applied as the valid versions. Significant changes to handbooks must be presented to the Board, and the Board may request review of the handbooks at any time it deems appropriate. All changes to the Business Procedures Manual are reviewed by the Finance Committee and must be approved by the Board.
4.5
Policy Exceptions
These Policies serve as the final authority in the case of conflict between this and other procedural handbooks. Any exceptions to the Policies require the prior approval of the Board.
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SECTION 5.00 5.1
BUSINESS & FINANCE
General Policy
BAIS is a nonprofit institution. BAIS will adhere to the letter and spirit of all applicable laws and regulations in The Gambia. The School Director is responsible for ensuring this compliance. 5.2
Fiscal Year
The fiscal year of BAIS runs from August 1 to July 31 of the following year. 5.3
Board’s Responsibilities
The Board recognizes that sound fiscal management provides the foundational support of the overall BAIS program. To make that support as effective as possible, the Board is responsible for: ● ensuring advance planning through the best possible budget procedures and the maintenance of an ongoing five-year operational and capital plan; ● exploring practical and feasible sources of income; ● ensuring appropriate risk management; ● budgeting and managing the school’s finances so that adequate financial strength is maintained; ● ensuring quality accounting and reporting procedures are observed; ● maintaining the level of expenditure required to provide high-quality education; ● maintaining responsible reserve funds; 5.4
School Loan
From time to time, it may be necessary for the school to borrow money. The Director may not seek a loan for the school until the Board has given its approval. The final loan contract must be reviewed by the Finance Committee and approved by the School Board. 5.5
Master Facilities Plan
The Board is responsible for the development and maintenance of a multi-year Master Facilities Plan. All major capital developments must be in line with the Master Facilities Plan. 5.6
Signatures
The Board designates persons who are authorized to act as bank signatories at any given time, including two board members as well as the School Director. All disbursements or movements of school funds require at least two authorized signatures. 5.7
Director’s Responsibility
The School Director is responsible for the day-to-day management of BAIS’s funds. S/he will meet monthly with the Finance Committee to inform it of the school’s current financial status and to seek its advice concerning management of funds. 5.8
Annual Maintenance Plan
The School Director is responsible for the appropriate and prudent upkeep and maintenance of all BAIS facilities. As part of this responsibility the School Director will develop an annual maintenance plan and ensure funds are allocated from the capital and operational budgets. Page 16
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5.9
Inventories
The School Director will be responsible for keeping inventories of all school furniture and capital assets (materials and supplies are excepted). 5.9.1 Disposal of School Property Items disposed of through sale, donation, depreciation or loss, will be so noted on the school inventory disposal record. 5.10 Board Finance Committee’s Responsibility Financial management by the School Director must ensure sufficient liquidity to enable BAIS to operate efficiently. The allocation of short-term surplus and management of cash flow will be monitored by the Finance Committee monthly. The allocation of year-end surplus and determination of reserve levels will be recommended by the School Director, reviewed by the Finance Committee, and approved by the Board annually. 5.11 Annual Budget The annual budget, once approved, will be considered a controlled spending plan for the ensuing fiscal year as detailed in the Financial Procedures Handbook. 5.11.1 Preparation and Approval of Budget Documents The preparation of the budget is the responsibility of the School Director. The budget is initially reviewed by the Finance Committee prior to submission to the Board for final approval every fiscal year. 5.11.2 Budget Adoption The Board approves the preliminary annual operating budget in the March meeting of the year prior. This budget is finalized with any needed revisions at the first meeting of the fiscal year. The Director may submit a revised budget for the Board’s approval in the middle of the school year. The budget should adequately finance ongoing programs and provide for additions or alterations as dictated by the projected needs of the school and reasonable allowances for the uncertainties of forecasting. 5.11.3 Budget Amendments Amendments can be made at any time to the approved budget where significant changes to income or expenditure have occurred or are expected. The School Director is authorized to approve these changes within prescribed limits outlined in the Business Procedures Manual. All other amendments are reviewed by the Finance Committee before they are submitted to the Board for approval. 5.12 Financial Reporting 5.12.1 Periodic Financial Reports BAIS will maintain its financial books and records in accordance with International Financial Reporting Standards and in the manner required by the Companies Act of The Gambia. The School Director will ensure the proper maintenance of the books and records of BAIS, as well as the preparation of all fiscal and financial reports as documented in the Business Procedures Manual. Page 17
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5.12.2 Audit A professional and independent accounting firm shall be contracted to perform the annual audit overseen by the Finance Committee Chair. The audit shall begin and conclude with sufficient time to prepare the audit report for presentation at the Annual General Meeting. The provision of requested materials for the audit is the responsibility of the School Director. The audited Annual Financial Statements and accompanying Management Letter are reviewed by the Finance Committee prior to submission to the Board for approval of the Annual Financial Statements. The Annual Financial Statements must be completed and approved by November, presented to the BAIS community, and filed with appropriate government offices no later than the end of December following the conclusion of the fiscal year. 5.13 Tuition and Fees The BAIS Board of Directors establishes BAIS tuition and fees annually, as part of the budget preparation process. Tuition for each grade level shall be recommended by the School Director and Finance Committee. The Tuition shall be so calculated that, based upon the enrollment projections for the budget year, estimated total tuition shall cover the school’s total operating budget. The Board of Directors may approve other charges or fees. The establishment of any new fees requires the approval of the full Board. The Board will share an annual tuition and fee policy document with parents in February prior to the start of the academic year. Fees are non-transferable. 5.13.1 Fee Categories Tuition: Tuition is set annually by the BAIS Board to cover the costs of all operational expenses. Parents may opt to pay the full year’s tuition or to pay installments each trimester. Development Fee The School Development Fee is intended to support capital improvements to school facilities, and for building a reserve fund for the long-term sustainability of the school. It is a one-time only, non-refundable fee charged for all children entering BAIS in grades K-12 of an amount to be reviewed annually by the Board. This fee must be paid during the first trimester that the student is enrolled in the school along with the tuition payment. PK Development Fee Payment Options: For students who begin enrollment during Seedlings, Pre-K1 or Pre-K2: ● Option 1: Pay the Development Fee when the child enters Kindergarten – the fee will be paid as one lump sum and charged at the rate prevailing during the Kindergarten academic year, or ● Option 2: Pay the Development Fee in installments of $1,300 per PK year and pay the remaining balance in Kindergarten – the fee will be charged at the rate prevailing during the year the student was enrolled. In the event that a student is not continually enrolled at BAIS, any school development fee payments will remain credited towards the total School Development Fee which is in force in the year that the child returns to BAIS. Page 18
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Students that are continually enrolled, once having paid the total School Development Fee, are exempted from having to pay additional fees if the School Development Fee is raised, and do not receive a refund if the fee is lowered. Application Fee (for New Students) A non-refundable, one-time application fee of $200 is charged for new students applying to the Banjul American International School. This fee must be paid during the first trimester enrolled in the school along with the tuition payment. Yearly Registration Fee (for Continuing Students) A non-refundable, Yearly Registration fee is charged annually for students continuing their enrollment. ($100-$200 pending date paid.) Early payment of this fee allows BAIS to best predict enrollment and number of staff required. Otherwise, this fee must be paid during the first trimester enrolled in the school along with the tuition payment. 5.13.2 Fee Payments The responsibility for tuition payment rests with the parents, not with their employer. Tuition and fee invoices shall be sent to parents at least four (4) weeks prior to the due date. Payment due dates for tuition and fees will be stated on the invoice. Payment must be made promptly and by the due date. Payment in US Dollars Tuition and fees are to be paid in US Dollars by bank transfer or direct cash deposit into a school bank account. The school will accept U.S. dollar personal checks. The Director may allow for payment in Gambian Dalasis at the rate determined by the school. Bank Fees All Transaction Fees resulting from transfer of funds are the responsibility of the parent. Further invoices will include any amounts taken from the payment as a result of bank charges and resulting in the reduction of the amount paid versus the amount due. 5.13.3 Outstanding Payments Follow up on late payments shall be promptly executed by the Business Manager and reported to the Director. Parents with accounts in arrears may be notified by telephone, electronic and hard copy. Records of these communications shall be maintained. School documents will not be released until all charges are paid. Only students with a zero balance will be allowed to register/attend classes in the following year. Late Payment Fee A late payment fee of 5% will be applied to payments made after the due date. Parents who are unable to avoid a late tuition payment must submit to the Director prior to the due date a written request for extension to avoid the late payment fee. Unpaid Accounts If an account remains unpaid for more than 30 days into a new trimester or beyond the end of the academic year, the student is subject to removal from class.
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Bad Debt Efforts will be made to collect the debt for a period of eighteen months following the due date after which the debt is written off. The school reserves the right to pursue bad debts under the appropriate provisions of Gambian law. 5.13.4 Refunds With approval from the Board, refunds may be issued to families of students withdrawn within two weeks of the beginning of an academic year or payment period. There will be no refunds to payments of any tuition or fees after that two-week grace period. 5.13.5 Discounts The Board may approve discounts and will include them in the Policy Manual. BAIS High School Discount – Self-Paying Families only A heavily discounted tuition rate will be offered to self-paying families to promote the establishment of a high school program. No further discounts will be applied to students availing this special rate. Family Discount A reduced payment schedule is offered for families (same mother and father) with more than one child who are enrolled at BAIS and not receiving any other reduction to tuition. This applies to tuition only. Family discounts will be applied in the order of highest tuition to lowest. ● The highest tuition will be charged in full - 100% tuition. ● The next highest tuition will receive a reduction of 10% = 90% tuition. ● Other children in the same family will have their tuition reduced 20% = 80% tuition. Finders’ Fee Discount – Self-Paying Families only A Finders’ Fee Discount is paid to self-paying families who bring a new family to successfully enroll a child/children at BAIS. This discount applies to tuition only. ● 1st Family - 30% reduction of one child’s tuition ● 2nd Family - 15% reduction of the same child’s tuition 5.14 Other Income Streams 5.14.1 Aid and Grants Grants for specific purposes, such as building construction or property acquisition, may be solicited as deemed necessary for BAIS. The School Director shall supervise all such requests. 5.14.2 Advertising and Sponsorship The School Director must approve any advertising in/on the school’s facilities or in the school’s publications and any sponsorship proposals or agreements. 5.14.3 Fundraising Solicitations, canvassing, and fundraising activities conducted on the school premises and/or in the name of the school or in association with the school require the prior approval of the School Director. The Board must authorize any Capital fundraising activities directly for BAIS. Page 20
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5.14.4 Donations, Gifts and Bequests BAIS may accept donations, gifts, or bequests from any person, institution, trust, or estate. The Board or School Director may refuse donations, gifts, or bequests offered to BAIS if, in his or her view, such acceptance would compromise the vision or goals of BAIS. The Board will be informed of any such donations, gifts, and bequests. Accepted gifts and bequests will be acknowledged by the School Director on behalf of the Board of Directors. The Board holds rights to approve naming within the BAIS facility. 5.15 Expenditures 5.15.1 Authorization and Limits of Authority All financial procedures, authorizations, and levels of expenditures are set out in the Business Procedures Manual. This handbook is reviewed annually by the School Director. Any changes to the Business Procedures Manual are reviewed by the Finance Committee and approved annually by the Board. 5.16 Purchasing Purchase orders must be requested, prepared and submitted within the parameters of the BAIS purchasing system as organized by the Director and Business Manager and outlined in the Business Procedures Manual. 5.16.1 Bids and Quotations Competitive bidding will be used in the procurement of materials, supplies, services and equipment of moderate to significant cost. 5.16.2 Vendor Relations Board members, the School Director and all other employees shall avoid any conflict between their personal interest and the interest of the school in dealing with suppliers and all other organizations or individuals doing or seeking to do business with the school. 5.17 Fixed Assets 5.17.1 Authorization for Purchase of Fixed Assets Authorization for purchasing new property is incorporated in the capital budget by the School Board. During the fiscal year, the Board may also authorize new purchases. 5.17.2 Disposal of Fixed Assets The School Board must approve any kind of disposal of the school's fixed assets that exceed $5,000 per item in current value. 5.17.3 Fixed Assets Register The School Director will be responsible for keeping inventories of all school furniture and capital assets (materials and supplies are excepted). 5.18 Staff Finance Items 5.18.1 Reimbursements Staff members who incur expenses in carrying out their authorized duties will be reimbursed Page 21
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upon submission of properly filled-out and approved vouchers and such supporting receipts as may be required by the School Director and the Business Manager. Expenses may be incurred and approved only in line with budgetary allocations for specific types of expenses. People who travel at school expense will exercise the same economy as any prudent person traveling on personal business and will differentiate between expenditures that are properly for business and those that are only for personal purposes. All school related travel arrangements should be made through the Business Manager. 5.18.2 Salary Advance An emergency salary advance of up to one (1) month's salary may be made at the discretion of the School Director to a staff member. The advance shall be repaid by salary deduction in equal monthly installments and must be repaid by the end of the fiscal year. 5.19 Handling of Funds 5.19.1 Petty Cash Relevant procedures will be determined according to good practice and outlined in the Business Procedures Manual. 5.19.2 Unsecured Cash As a matter of security, unsecured cash should not be left in school buildings overnight. Cash must be secured in a school safe. 5.20 Payroll 5.20.1 Approval The School Director will maintain an up-to-date schedule of the emoluments currently applicable to all staff. The School Director should check the monthly payroll against the schedule before signing the payroll checks. 5.20.2 Procedures Pay day is the Thursday closest to the 26th of each month.
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SECTION 6.00 6.1
HEALTH & SAFETY
General Safety and Security
In alignment with the BAIS Mission and articulated in relevant handbooks, the Board will strive to ensure a safe, healthy and drug-free learning environment and promote responsible behavior in students. The School Director is responsible for the development of detailed safety, security, and emergency procedures. Final responsibility for the timing and nature of emergency action rests with the School Director. The School Director will designate management personnel to act in his/her absence. 6.2
Emergency Plans
The School Director is required to maintain an accurate and updated School Emergency Procedures Manual (EPM) and provide a copy to the US Embassy Regional Security Officer and Board Chair at the beginning of each school year. The Director will review the emergency plans laid out in the EPM at least annually. The Director will adopt and ensure planned practice of emergency response procedures outlined in the EPM to provide for the safety of students, campus visitors (if any) and personnel of the school in emergencies. 6.3
Emergency School Closings
The School Director is authorized to close the school, delay the opening time of school, dismiss students early, or hold students in school past dismissal time if, in his/her judgment, actual or potential hazards to the safety and well-being of the students and staff make it necessary to change normal school schedules. a. If the School Director considers it necessary to close the school for longer than one day, s/he will confer with the Board Chair before announcing the closing of the School. b. If the School Director considers it necessary to close the school for longer than one week, s/he must make this recommendation to the Board. With the Board’s approval, this action will be taken in accordance with the requirements of the Emergency Plan. c. Instructional days lost due to emergency closings may be rescheduled by the School Director in accordance with the Policy on make-up days in the relevant Policy Section. In the Director’s absence, the Business Manager will announce the closing of school. 6.4
Drugs and Alcohol
BAIS is smoke free and drug free. Alcohol may be served at predominantly non-student events and requires the prior approval of the School Director. Specific procedures regarding Drugs and Alcohol will be outlined in the Faculty and Parent/Student Handbooks. 6.5
Child Protection
BAIS recognizes the impact of abuse and neglect on learning. Any staff at BAIS must report suspected incidences of child abuse, neglect, or bullying whenever the staff member has a reasonable cause to believe a child has suffered, or is at risk of suffering abuse, neglect, or bullying. Reporting and follow up of all suspected incidents will proceed in accordance with the procedures detailed in the Child Protection Policy Manual. BAIS will annually train all staff to recognize and report child abuse, neglect, and bullying.
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As part of the child protection and safeguarding efforts, children will be taught about self-protection as part of the curriculum. 6.6
Data Protection
Any BAIS computer containing academic or financial data and records or any other information of significant value to the school, must be backed up at least once per week (e.g. a duplicate file stored outside the computer) by the Director’s designate. Failure to back-up files is considered a serious staff performance problem, which may lead to termination and may require repayment of any financial losses to the school.
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SECTION 7.00
PERSONNEL
All policies and decisions related to employment for the school shall be made in the interest of maintaining a qualified, caring, professional staff in the best interest of BAIS students. 7.1
Personnel Ethics
The BAIS Core Beliefs commit the Board, School Director, and all BAIS employees to integrity and responsibility in their professional actions. The Board and School Director expect the highest standard of personal and professional conduct from school faculty and staff. To ensure that all members of the BAIS faculty and staff carry out their duties in a professional, ethical manner, specific guidelines are set forth in relevant procedural handbooks. 7.2
Professional Conduct
All members of BAIS staff are expected to conduct themselves in a manner that reflects well on the school, even outside of their conduct at work, with regards to the laws and customs of The Gambia and the shared values of the international community. 7.2.1 Professional Staff Duties Duties for all job roles will be listed in the Staff Handbook and attached to the initial contract for the role. All staff shall continuously seek ways to improve their effectiveness in their role. 7.2.2 Drug Use The Banjul American International School will be a drug-free workplace. The unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in our workplace and as a condition of employment the employee will abide by the terms of this policy statement. Any employee involved in drug abuse violations occurring in the workplace will be dismissed. 7.2.3 Gifts Faculty and staff shall not solicit gifts or payments, under any circumstances, from parents, students, or other staff. They may accept gifts as tokens of appreciation for their work. Substantial gifts or considerations should be made to the school or the whole staff through the Director of the school. To protect the integrity of the education at BAIS, teachers and teaching assistants may not accept any gift that might be seen as an inducement to favor another individual within the BAIS community. If a staff member has any doubt as to the application of this standard to a gift, s/he must take the matter to the Director. 7.2.4 Tutoring Overseas Hire Professional Staff may not participate in any other paid work apart from their professional activities at BAIS. Local Hire Staff may charge a fee to tutor BAIS students with the advance approval of the Director. Teachers may not tutor the students they will be grading (i.e. students in their classes). School facilities may be used for tutoring for pay only with the advance approval of the School Director. 7.2.5 Conflict of Interest Board members, Director and all other employees shall avoid any conflict between their personal interest and the interest of the school in dealing with suppliers and all other organizations or individuals doing or seeking to do business with the school. Page 25
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7.3
School Director 7.3.1 Appointment The School Director is hired by the Board, which may utilize the advice of consultants or professional services as needed. The Board will determine the School Director’s salary and benefits package. 7.3.2 Function and Responsibility The School Director is responsible for administering BAIS within the limits imposed by established policy and procedures of the Board. The School Director is responsible for the administration and supervision of the education program, selection and assignment of all BAIS employees, maintenance of school-community relations, and management of the plant and equipment. The School Director should inform the Board of any promotions, significant personnel changes, and resignations.
7.4
Staff Recruitment
All personnel positions are appointed by the School Director. S/he will maintain job descriptions for all staff positions detailing desirable experience and specific job tasks. Salary scales and benefit packages for all staff are set by the Board and may not be changed without Board approval. Staff shall be employed solely on the basis of merit. .The Director should make every attempt at hiring a diverse and highly qualified staff. Employment decisions shall be based on professional and personal qualifications including educational background and experience. Discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity, or disability, shall not be tolerated. Applications are judged on the basis of educational background, training, required skills, practical experience and personal qualifications. Confidential references and police checks shall be obtained from former employers regarding the applicant’s job performance and suitability. 7.5
Organizational Structure
An organizational chart will be included in the Staff Handbook to outline lines of supervision. Teaching Assistants will work directly under the guidance and supervision of one teacher assigned supervisory and leadership responsibilities. 7.6
Staff Evaluation / Appraisal & Growth
The School Director will maintain a process for evaluating performance in a fair and non-discriminatory manner as detailed in the Staff Handbook. All Staff shall consistently support growth, promote competence, and apply the mission and vision of the School. 7.6.1 Professional Development Use of professional development funds will be made in the best interest of the school and is at the discretion of the Director. It may be applied towards the professional development of any staff category as well as for Governance training for BAIS Board members. The budgeted line item may be used to bring expert consultants to BAIS, to support some costs of travel to training outside The Gambia and for online training or physical resources/materials. Professional development funding will not be used to support coursework which is part of a staff member’s university degree program. Page 26
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7.7
Personnel Files
Each staff member shall have the following on file: ● All current and prior contracts with BAIS. ● Evidence of good health and freedom from active pulmonary tuberculosis in written form. The school shall reimburse employees for such medical examinations. ● All written evaluations, commendations and letters of warning. Professional staff members will also have the following on file: ● Confidential placement records and/or verifiable letters of recommendation. ● Educational transcripts including degrees received. ● Teaching certificate or credentials / Training certificates Additional information relating to evaluation of professional services or the activities of an employee in the community may be placed in the file. Staff members may examine his/her own file upon request. Upon completion/termination the Employee may request the return of any original transcripts or credentials. A copy will be made and kept on file. Any information provided to BAIS confidentially shall not be shared with the employee nor shall they be sent on to a prospective employer. 7.8
Contracts
A contract specifying the job title, salary entitlements, placement level and other contractual obligations between the employee and the school will be signed by the Director and the employee. The date of official employment begins will be noted on the contract. A copy of this section of the Policy manual will be included with new contracts. The contract is subject to mutual agreement covering the position, salary, benefits and other terms of employment and constitutes a legally binding obligation upon the school and the employee. Acceptance of a contract is a legal and ethical commitment on the part of the school and the staff member to complete its full term, binding on both parties except as stated below or in the language of the contract itself. Signing a contract indicates willingness to comply with all policies and procedures outlined in Policy and in procedural manuals and handbooks. Professional contract obligations are of critical importance to the continuity of instruction and violation of the conditions and/or duration of employment on the part of a professional staff member may be grounds for invoking legal and professional sanctions. The school does not recognize any legal obligations to staff members beyond the term of the contract. 7.8.1 Assignments and Transfers The assignment and reassignment of staff shall be made by the Director in accordance with the needs of the school. Consideration shall be given as far as possible to the employee's qualifications, background and preferences. When vacancies occur, promotions shall be made within the staff as training and ability warrant. All other factors being equal, seniority shall be considered. 7.8.2 Probation The first three months of a staff member’s initial contract is considered a probationary period. During these three months the Director will assess the staff member’s performance and overall contribution to the school. Page 27
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A decision not to engage the staff member beyond the probationary period is not to be considered a termination and may be done “without cause.” Overseas Hire (OH) Professional Staff members who are not engaged beyond the probation period are to be provided with transportation to their country of origin as they would be at the end of their contract. No other compensation is to be considered due to the staff member. Leave may not be taken during the Probation period without Director approval. 7.8.3 Staff Contract Categories Contracts will be issued according to the relevant category, workload, and, for professional staff, sub-categorization as Local or Overseas hire. All staff are hired under one of three staff categories and paid according to its relevant salary scale with exception of the Director: ▪ Support Staff (Maintenance and Security Staff) ▪ Admin/Assistant Staff (Teaching Assistants & Office/Supervisory Staff) ▪ Professional Staff (Teachers) Contracts will further detail the workload as Full-time or Part-time. Professional Staff contracts will denote one of two sub-categories: Local Hire or Overseas Hire. Overseas Hire Professional Staff The Board of Directors may approve a limited number of teacher contracts to be designated as Overseas Hire positions. Teachers recruited from outside of and who would not otherwise relocate to The Gambia may be offered Overseas Hire (OH) contracts. OH contracts will employ the same salary scale as Local Hire Professional Staff. OH contracts will also include Board-approved OH benefits intended to draw recruitment of qualified staff from abroad and to support their relocation to/from The Gambia. These will be noted with the Professional Staff salary scale OH contracts will only be offered to full-time positions. The criteria for determining recruited positions shall be: ● A position for which there are generally few or no qualified local applicants. ● Ensuring a balance of teachers with recent experience in best educational practices currently in use in the U.S. 7.9
Working hours Regular working hours will be listed in the relevant staff handbooks. Adjustments in required hours of service may be made by the Director according to the needs of the school. This may include required attendance at meetings or workshops as determined as necessary for improvement of the school operation or professional growth. It may also include adjustment of normal working hours during periods when the school is not in session.
7.10 Salaries and Benefits 7.10.1 Salary Scales Salaries shall be paid in accordance with salary scales adopted by the Board of Directors for each staff category. The scales will be outlined in grades and steps which recognize staff training/education and years of experience. Page 28
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The School Director will review the salary scales annually and make recommendations to the Board for adjustments which will keep salaries competitive with local hire salaries of international agencies in The Gambia and other AISA member schools as relevant to various categories. .Changes will require Board approval. Salary scales will be included in the Staff handbook and will outline specific benefits and leave policies pertaining to each category. 7.10.2 Payday Staff will be paid on the 26th of each month. If the 26th falls on a weekend or holiday, payday will be the last school day before the 26th. 7.10.3 Salary Deductions Gambian Tax and Social Security payments will be deducted from salary and paid according to law. 7.10.4 Partial Year Contract Salaries Salary for staff working less than a full year shall be prorated and calculated at the discretion of the Director on a daily basis using the relation between the number of assigned work days and actual contract days for the year on the relevant salary grade and step. Contract days to be used by category are: ▪ Professional Staff = 185 days ▪ Aide/Admin Staff = 200 days ▪ Support Staff = 220 days Monthly salaries will be rounded to the nearest dalasi post conversion from the dollar amount. 7.11 Salary Advances A staff member may request a salary advance of no more than one (1) month of salary by submitting a Salary advance form to the Director. The advance must be repaid through deduction from salary in equal installments over an agreed number of months and must be repaid in full by June of the fiscal year. No additional advances are available until the previous advance is paid in full. The Director may grant an exception to this policy at his/her discretion but must inform the Board of the exceptional circumstances. 7.12 Absences All staff members are expected to be present on all working days. A staff member who may be absent because of personal illness or other emergency shall notify their supervisor (either the Business Manager or Director) by 7.00 a.m. at the latest in order that coverage of his/her duties may be organized and, for teachers, coverage of his/her students/class can be arranged. Communication is expected barring illness or injury at work or on the way to work, or of a nature that precludes communication.) Teachers will maintain an emergency substitute folder with notes on classroom routines and backup activities which can be used during emergency absences. 7.13 Leave All leave shall be requested one week in advance and granted at the Discretion of the Director, except for unexpected medical or emergency leave. The Director will inform the staff member and submit Page 29
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written approval of leave to the Business Manager who will maintain the Staff attendance and leave records. 7.13.1 Annual Leave Will be outlined in the Staff Handbook by category. 7.13.2 Sick Leave All staff shall receive fifteen (15) working days of sick leave credit per year. Sick leave shall not accumulate or be carried over year to year. Sick leave is normally granted for the following reasons. ▪ When an employee is unable to perform his/her duties because of illness or injury. ▪ When an employee is absent for the purpose of medical, dental or optical examinations or treatment. ▪ When a member of the immediate family of the employee is afflicted with a contagious disease and the presence of the employee at work would jeopardize the health of others. Part time employees shall be granted sick leave credit in proportion to the period of time for which they are employed. Employees absent longer than three (3) days must submit a certificate from a duly qualified physician to the effect that he was unable to perform his duties and stating the nature of the illness. Staff who work less than a full year will be granted the relevant percentage of sick leave. Employees who use more sick days than credited will have the days of sick leave deducted from their monthly salary as Leave Without Pay. 7.13.3 Personal Leave The Director may approve in advance up to a maximum of three (3) days of annual sick leave credit to be used as personal leave. Requests and evidence for personal leave shall be submitted to the Director prior to the date of absence. Personal Leave may be used to take care of personal business which cannot be conducted outside of working hours, including: ▪ personal business that cannot be scheduled after school hours; ▪ immigration and customs department appointments; ▪ legal court appointments; ▪ illness of immediate family member; ▪ required religious observances. Absence due to circumstances beyond the control of the employee which does not fall under another leave category may be granted as personal leave at the Director’s discretion. 7.13.4 Compassionate Leave Bereavement leave with pay in the amount of five (5) working days (including travel time for local hire employees but not for overseas hire employees) shall be allowed for death in the immediate family. The immediate family is defined as mother, father, spouse, daughter and son. Other forms of compassionate leave may be granted by the Director on a case-by-case basis. 7.13.5 Family Leave Gambian Law will apply to local employees. Page 30
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Other staff with greater than one (1) year continuous employment at BAIS at the time of the birth of his/her child are eligible for fully paid maternity or paternity leave and partially paid and unpaid family leave as described below. Travel time during family leave is included in the leave. These leave days refer to working days, not counting weekends, holidays, or summer vacation days. Maternity/Paternity/Family leave days are not transferrable to a following contract period. The benefit listed is the entire annual benefit, not repeated or multiplied by the number of children born to the staff member during the year. The leave days may be taken anytime between the 4th month gestation and 6th month postpartum. Maternity Leave Maternity leave will be in the amount of thirty-five (35) working days with full pay; 35 working days at half pay and an additional twenty (20) working days as Leave Without Pay as necessary. Paternity Leave Paternity leave in the amount of ten (10) working days with full pay shall be allowed. 7.13.6 Recruitment Leave (Professional Staff) Professional Staff members will be allowed up to 10 working days of leave without pay to allow for travel to a recruitment fair or job interview(s) outside of The Gambia during their last year of employment following their submission of a letter of resignation. The school is not responsible for travel or any other financial obligations during this time. 7.13.7 Leave Without Pay Where a staff member requires additional leave days beyond what is laid out in Policy, these may be granted by the Director as Leave Without Pay. These days will be deducted from the next salary payment at the relevant daily rate, or double that where so specified in the policy (see Policy on Leave Adjacent to Holidays). 7.13.8 Leave Adjacent to Holidays In general, leave will not be granted for workdays adjacent to a holiday. Sick Leave must be supported by a doctor's note. For all other types of leave and for unsupported sick leave, any day adjacent to a holiday will be counted doubly against the staff member’s personal days or doubly as Leave Without Pay. If the leave is caused by reasons beyond the staff member’s control, the Director may count these days singly rather than double against the personal leave or unpaid leave, assuming the staff member has made every reasonable effort to notify the school of his/her absence. In the event a staff member knowingly planned to leave early, or return late from holiday without informing the school, or without making satisfactory plans for their professional responsibilities, the Director may count these days against the teacher’s personal days, or as leave without pay, at double the standard rate. Furthermore, a Letter of Warning may be given to the teacher stipulating that further policy infractions could be cause for termination of contract. 7.14 Disciplinary Measures and Grievances of Employees Staff members may face problems of an individual nature which relate to the proper and equitable interpretation of Board rules and regulations or to just and equitable treatment. Page 31
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Staff members shall follow the steps noted below for submitting suggestions and/or for resolving a grievance: 1. Present the problem and/or suggestion to the School Director in writing. The School Director shall respond in writing within ten (10) working days. Final resolution of the problem should occur within a reasonable time span thereafter. 2. If the problem is not resolved in a satisfactory manner, the staff member may appeal to the Board of Directors. Such an appeal should be in writing addressed to the Chairperson of the Board with a copy sent to the School Director. The Board will be informed by the School Director of the suspension or dismissal for cause of any staff member within three workings days. The Board will be informed of any appeal of disciplinary decisions and grievances and will act as the final arbiter in the event of any appeal as detailed in the Faculty and Staff Handbooks. 7.15 Contract Termination 7.15.1 Employee Resignation A staff member needing release from his/her contract is encouraged to discuss his/her circumstances with the Director at the earliest practical opportunity, preferably well before s/he is forced to seek release from his/her contract. Written requests for release from the contract must be made to the Director. 7.15.2 Non Renewal of Contract In cases where a Staff member’s professional performance is judged unsatisfactory, and continues to be unsatisfactory, despite attempts to bring about improvement, the Director shall recommend that his or her contract not be renewed at the end of the school year. Notice of non-renewal shall take place when contracts are issued. 7.15.3 Contract Cancellation & Change with Advanced Notice The school specifically reserves the right to cancel the contact of any staff member on the basis of declining enrollment, budgetary shortfalls, and/or changes in school programs, goals, or strategies. BAIS reserves the right to cancel the contract of any staff at any time by issuance of a stated number of calendar days notice of the intent to cancel the said contract. All or part of the stated period of additional staff employment may be denied, but the salary would be paid for the denied period of employment, as well as any other compensation or benefits accrued by the staff member by the end of the period. This period of notice also applies to reductions in employee hours. In such cases, the following number of days of advance written notice of the intent to cancel the said contract will apply: ● Admin, Assistant and Support staff -- thirty (30) calendar days ● Professional staff -- sixty (60) calendar days This also applies to reductions in employee hours – the school commits to compensating the staff member for the number of days noted above at the initially contracted level. 7.15.4 Force Majeure In the event that it becomes necessary to cease operation of the Banjul American International School prior to the end of a contract year due to a natural disaster, civic disorder or any other Page 32
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cause, Local Hire Professional/Admin/Assistant/Support Staff shall receive their salary for a period of thirty (30) calendar days following the closing of the school. The Board recognizes a contractual obligation to Overseas Hire Professional staff for the payment of salary for the remainder of the academic year, as well as the transportation and shipping allowances to which they would normally be entitled at the end of their contract. 7.15.5 Termination for Cause The Director may dismiss an employee for cause. Behavior that negatively affects the reputation of the school may be cause for termination. This behavior may include felony convictions, disreputable personal behavior off-campus, and/or unrelated to professional activities, and public announcements such as on-line writings. Failure to follow a legitimate directive of the Director and/or Board of Directors may also be grounds for dismissal. In such cases the Board may act to terminate the employee's contract and the employee shall suffer forfeiture of all benefits and allowances not already accrued under the contract. When an employee is dismissed for cause, an oral notice of immediate suspension, followed by written notice, may be given in lieu of advance notice. In such case the employee shall be paid twelve (12) days compensation at the regular contract rate in lieu of an advance notice. In the event an Overseas Hire Professional Staff member is terminated without a stated reason, s/he is entitled to the transportation and shipping allowances to which s/he would normally be entitled at the end of their contract. 7.16 Retirement Age Age of retirement will be that fixed by Gambian law, or 65 in the absence of a legally defined age of retirement.
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SECTION 8.00 8.1
EDUCATIONAL PROGRAM
Curriculum & Instructional Program
BAIS is accredited by the Middle States Association of Colleges and Schools. The school offers an American curriculum enriched with a diversity of international courses and programs. The School Director is responsible for providing a complete and balanced educational program reflecting BAIS’s core beliefs. The educational program shall be designed, reviewed, and assessed to promote high achievements for all BAIS students within the parameters of the School’s mission and vision. ● A challenging, engaging, and coherent written curriculum and monitoring process that addresses the needs of all learners shall be maintained. ● A comprehensive plan for assessing student learning shall be an integral part of the academic program. ● Educational programs and their implementation shall reflect the principles of enduring understanding, inquiry, and an emphasis on educating the whole child. Changes to the curriculum which have a significant financial impact on the school budget require the approval of the Board. The School Director will maintain a comprehensive plan for qualitative and quantitative assessment of student learning as detailed in the Faculty Handbook. The School Director is responsible for designing and implementing regular communication regarding student progress as detailed in Parent/Student Handbooks. 8.2
Graduation Requirements
The School Director sets graduation requirements as per accreditation standards. These will be listed in the Parent/Student handbook. 8.3
Religion
BAIS is secular. Religious instruction is not a part of the scholastic program nor will the school premises be used for religious-sponsored activities. The school will respect specific student or teacher absences to observe documented religious holidays. This absence must be in compliance with the procedures and guidelines detailed in the relevant handbooks. 8.4
After School Activities
BAIS recognizes that a strong Co-curricular Activities Program is an essential part of a student's education. The School Director is authorized to approve and administer all co-curricular activities and programs.
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SECTION 9.00 9.1
THE STUDENTS
Admissions 9.1.1 General Policy
BAIS is an inclusive, diverse, non-discriminatory international school. All interested students are encouraged to apply. The admission process is guided by BAIS’s core beliefs, school parameters, and mission statement. BAIS views students as individuals and evaluates their ability to succeed in the classroom and BAIS’s capacity to support and enable them to reach their fullest potentials. 9.1.2 Admission Review Panel The Director and his/her designated appropriate staff members will be responsible for assessing applicants, reviewing applications and making admissions recommendations. The final admissions decisions will be made by the School Director. It should be noted that in making a decision, the review panel is informed by a set of factors or criteria that addresses the diverse characteristics and capacity of the particular grade for which a student is applying. These factors would include in no particular order: ● ● ● ● ● ● ● ●
Gender Citizenship Language proficiency Parents’ employer Learning differences Current schooling situation Family links with the school Date the application is complete
9.1.3 Admissions for Students with Learning Support Needs In cases where a student (PreK-12) may need additional support, a review panel will evaluate the student’s needs and BAIS’s capacity to offer this support. Students entering high school are expected to be able to meet graduation requirements. 9.2
Guardianship Requirements
Students must reside with at least one parent or guardian in the Serrekunda area to be admitted and maintain enrollment status. 9.3
Age at time of Enrollment
To be eligible for enrollment at BAIS, students must be: ● Three years old to enter Pre-Kindergarten; ● Five years old to enter Kindergarten; or ● Six years old to enter First Grade… …on or before October 1st of the year of enrollment. The School Director may exercise his/her discretion to make exceptions in unusual circumstances. 9.4
Placement
Grade level placement will be determined by the School Director, Principal, and professional staff and must be in the best interest of the student. Page 35
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9.5
Student Support
POLICY TO BE DEVELOPED 9.6
Student Rights
POLICY TO BE DEVELOPED 9.7
Student Responsibility Conduct
Students are expected to be responsible for their own behavior and to follow all rules and regulations while on BAIS premises, during BAIS functions, and while on BAIS-sponsored trips. The Student Behavior Expectations is outlined in the Parent/Student Handbook. 9.8
Student Withdrawal
POLICY TO BE DEVELOPED 9.9
Student Removal from School 9.9.1 General Policy The School Director reserves the right to remove a student if his/her medical condition, learning progress or behavioral performance is detrimental to his/her own or other students’ learning and/or safety. 9.9.2 Student Suspension or Expulsion The School Director may suspend or expel any student in accordance with the Parent/Student Handbook at his/her sole discretion. 9.9.3 Parental Appeal for Student Removal Parents may appeal to the School Director in writing within one (1) week after notification of suspension or expulsion. The Board will be notified in the case of an expulsion and serve as the final arbiter in the case of an appeal.
9.10 Student Records 9.10.1 Collection, Maintenance and Dissemination of Student Records A cumulative record will be maintained for each student which includes such administrative and supplementary information as may be necessary to provide an academic record. 9.10.2 Duration of Record Maintenance Elementary and Middle School cumulative academic records are to be kept for a minimum of two years beyond a student’s anticipated high school graduation date. High school academic records are to be kept for a minimum of thirty-nine years beyond withdrawal. 9.10.3 Privacy of Data Data collected with regards to a student and his/her family will be strictly protected and access to such data will only be available to authorized school personnel who require the data for their job function.
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SECTION 10.00
APPENDICES
1. Articles of Association & By-Laws 2. Registration 3. School Name Change 4. Board Nomination Form 5. Conflict of Interest form 6. Ethics and Confidentiality Agreement 7. Links to Relevant Procedural Manuals and Handbooks: ▪ ▪ ▪ ▪ ▪ ▪ ▪
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Business Procedures Manual 2020-21 Staff Handbook 2020-21 Faculty Handbook 2020-21 Elementary / Middle School Student Parent Handbook 2020-21 High School Student Parent Handbook 2020-21 Emergency Procedures Manual 2020-21 Child Protection Policy 2017
BAIS Policy Manual
10.1 APPENDIX 1
Articles of Association
Adopted 1/99; Revised 6/02 MEMORANDUM OF ASSOCIATION Of BANJUL AMERICAN EMBASSY SCHOOL LIMITED Company Limited By Guarantee And Not Having A Share Capital 1st nd
The name of the Company is BANJUL AMERICAN EMBASSY SCHOOL LIMITED.
2
The registered office of the Company will be situated at Fajara, Kombo Saint Mary's Division, The Gambia.
3rd
The objects for which the company is established are to provide a school with facilities and staff
4th
1.
to offer the best possible U.S. education program, curriculum and instruction for:
2.
the children of U.S. Government employees including U.S. contractors and children of private U.S. citizens. In order to facilitate the re-entry of these children into schools in the U.S., the achievement standards shall be similar to those in the better public schools in the U.S.;
3.
the children of other nationalities who wish to secure a U.S. education and who meet admission standards;
4.
to provide their students with knowledge, understanding and appreciation of the people, history and culture of The Gambia and other countries.
5.
to serve to the extent desired as a center of educational methods and practices for local and third country nationals in The Gambia to increase mutual understanding and cooperation among the people of all nationalities.
The liability of the members is limited.
th
5 Every member of the company undertakes to contribute to the assets of the company in the event of its being wound up while s/he is a member, or within one year afterwards, for payment of the debts and liabilities of the company contracted before s/he ceases to be a member, and the costs, charges and expenses of winding up, and for the adjustment of the rights of the contributors among themselves, such amount as may be required not exceeding five hundred dalasis.
ARTICLES OF ASSOCIATION To Accompany Preceding Memorandum of Association BANJUL AMERICAN EMBASSY SCHOOL LIMITED Company Limited by Guarantee and Not Having A Share Capital Interpretation 1.
In these articles"the Act" means the Companies Act. "the seal" means the common seal of the company; "secretary" means any person appointed to perform the duties of the secretary of the company. "Chairperson" means Chairman in the Companies Act. Expressions referring to writing shall, unless the contrary intention appears, be construed as including references to printing, lithography, photography, and other modes of representing or reproducing words in a visible form. Unless the context otherwise requires, words or expressions contained in these articles shall bear the same meaning as in the Act or any statutory modification thereof in force at the date at which these articles become binding on the company.
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2.
The number of members with which the company proposes to be registered is seven, but the directors may from time to time register an increase of members.
3.
The subscribers to the memorandum of association and such other persons as the directors shall admit to membership shall be members of the company.
General Meetings 4.
The company shall in each year hold a general meeting as its annual general meeting in addition to any other meetings in that year, and shall specify the meeting as such in the notices calling it; and not more than fifteen months shall elapse between the date of one annual general meeting of the company and that of the next. Provided that so long as the company holds its first annual general meeting within eighteen months of its incorporation, it need not hold it in the year of its incorporation or in the following year. The annual general meeting shall be held at such time and place as the directors shall appoint.
5.
All general meetings other than annual general meetings shall be called extraordinary general meetings.
6.
The directors may, whenever they think fit, convene an extraordinary general meeting, an extraordinary general meeting shall also be convened on such requisition, or in default, may be convened by such requisitions, as provided by section 128 of the Act. If at any time there are not within The Gambia sufficient directors capable of acting to form a quorum, any director or any two members of the company may convene an extraordinary general meeting in the same manner as nearly as possible as that in which meetings may be convened by the directors.
Notice of General Meetings 7.
An annual general meeting and a meeting called for the passing of a special resolution shall be called by twenty-one days notice in writing at the least, and a meeting of the company other than an annual general meeting or a meeting for the passing of a special resolution shall be called by fourteen days notice in writing at the least. The notice shall be exclusive of the day on which it is served or deemed to be served and of the day for which it is given, and shall specify the place, the day and the hour of meeting and, in case of special business, the general nature of that business and shall be given, in manner hereinafter mentioned or in such other manner, if any, as may be prescribed by the company in general meeting, to such persons as are, under the articles of the company, entitled to receive such notice from the company. Provided that a meeting of the company shall, notwithstanding that it is called by shorter notice than that specified in this article, be deemed to have been duly called if it is so agreed;
8.
in the case of a meeting called as the annual general meeting, by all members entitled to attend and vote thereat; and
9.
in the case of any other meeting, by a majority in number of the members together representing not less than ninety-five percent of the total voting rights at that meeting of all the members.
10. The accidental omission to give notice of a meeting to, or the non-receipt of notice of a meeting by, any person entitled to receive notice shall not invalidate the proceedings at that meeting. Proceedings at General Meetings 11. All shall be deemed special that is transacted at an extraordinary general meeting and also all that is transacted at an annual general meeting, with the exception of declaring a dividend, the consideration or the accounts, balance sheets, and the reports of the directors and auditors, the election of directors in the place of those retiring and the appointment of, and the fixing of the remuneration, of the auditors. 12. No business shall be transacted at any general meeting unless a quorum of members is present at the time when the meeting proceeds to business; save as herein otherwise provided, four members present in person shall be a quorum. 13. If within half an hour from the time appointed for the meeting a quorum is not present, the meeting, if convened upon the requisition of members, shall be dissolved; in any other case it shall stand adjourned to the same day in the next week, at the same time and place, or to such other day and at such other time and place as the directors may determine and, if at the adjourned meeting a quorum is not present within half an hour from the time appointed for the meeting, the members present shall be a quorum. 14. The Chairperson, if any, of the board of directors shall preside as Chairperson at every general meeting of the company, or if there is no such Chairperson, or if s/he shall not be present within fifteen minutes after the time appointed for the holding of the meeting, or is unwilling to act the directors present shall choose one of their member to be Chairperson of the meeting. 15. If at any meeting no director is willing to act as Chairperson or if no director is present within fifteen minutes after the time appointed for holding the meeting, the members present shall choose one of their number to be Chairperson of the meeting. Page 39
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16. The Chairperson may, with the consent of any meeting at which a quorum is present (and shall, if so directed by the meeting), adjourn the meeting from place to place, but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place. When a meeting is adjourned for thirty days or more, notice of the adjourned meeting shall be given as in the case of an original meeting. Save as aforesaid it shall not be necessary to give any notice of an adjournment or of the business to be transacted at an adjourned meeting. 17. At any general meeting a resolution put to the vote of the meeting shall be decided on a show of hands unless a poll is (before or on the declaration of the result of the show of hands) demanded – 18. by the Chairperson; 19. by at least three members present in person or by proxy; or 20. by any member or members present in person or by proxy and representing not less than one-tenth of the total voting rights of all members having the right to vote at the meeting. Unless a poll be so demanded a declaration by the Chairperson that a resolution has on a show of hands been carried or carried unanimously, or by a particular majority, or lost, and an entry to that effect in the book containing the minutes of proceedings of the company shall be conclusive evidence of the fact without proof of the number or proportion of the votes recorded in favor of or against such resolution. The demand for a poll may be withdrawn. 21. Except as provided in Article 18, if a poll is duly demanded it shall be taken in such manner as the Chairperson directs, and the result of the poll shall be deemed to be the resolution of the meeting at which the poll was demanded. 22. In case of an equality of votes, whether on a show of hands or on a poll, the Chairperson of the meeting at which the show of hands takes place or at which the poll is demanded, shall be entitled to a second or casting vote. 23. A poll demanded on the election of a Chairperson, or on a question of adjournment, shall be taken forthwith. A poll demanded, on any other question shall be taken at such time as the Chairperson of the meeting directs, and any business other than that upon which a poll has been demanded may be proceeded with pending the taking of the poll. 24. Subject to the provisions of the Act a resolution in writing signed by all the members for the time being entitled to receive notice of and to attend and vote at general meetings (or being corporations by their duly authorized representatives) shall be as valid and effective as if the same had been passed at a general meeting of the company duly convened and held. Votes of Members 25. Every member shall have one vote. 26. A member of unsound mind, or in respect of whom an order has been made by any court having jurisdiction in lunacy, may vote, whether on a show of hands or upon a poll by his/her committee, receiver or curator bonis appointed by that court, and any such committee, receiver, curator bonis or other person may, on a poll, vote by proxy. 27. No member shall be entitled to vote at any general meeting unless all monies presently payable by him/her to the company have been paid. 28. On a poll votes may be given either personally or by proxy. 29. The instrument appointing a proxy shall be in writing under the hand of the appointer or of his/her attorney duly authorized in writing, or, if the appointer is a corporation, either under seal or under the hand of an officer or attorney duly authorize. A proxy must be a member of the company. 30. The instrument appointing a proxy and the power of attorney or other authority, if any, under which it is signed or a notarially certified copy of that power or authority shall be deposited at the registered office of the company or at such other place within The Gambia as is specified for that purpose in the notice convening the meeting, not less than forty-eight hours before the time for holding the meeting or adjourned meeting at which the person named in the instrument proposes to vote, or, in the case of a poll, not less than twenty-four hours before the time appointed for the taking of a poll, and in default the instrument of proxy shall not be treated as valid. The proxy shall only be receivable if the member will be out of The Gambia at the date of the scheduled meeting. 31. An instrument appointing a proxy shall be in the following form or a form as near thereto as circumstances admitI/We, __________, of __________, being a member/members of the above-named company, hereby appoint __________ of __________, or failing him/her __________ of __________ as my/our proxy to vote for me/us on my/our behalf at the (annual or extraordinary, as the case may be) general meeting of the company, to be held on the __________ day of __________ 19___ , and at any adjournment thereof. Page 40
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Signed this __________ day of __________ 19___. 32. Where it is desired to afford members an opportunity of voting for or against a resolution the instrument appointing a proxy shall be in the following form or a form as near thereto as circumstances admit I/We,__________, of __________, being a member/members of the above-named company, hereby appoint __________ of __________, or failing him/her __________, as my/our proxy to vote for me/us on my/our behalf at the (annual or extraordinary, as the case may be) general meeting of the company, to be held on the __________ day of __________ 19 , and at any adjournment thereof. Signed this __________ day of __________ 19___. This form is to be used *In favor of / Against the resolution. Unless otherwise instructed, the proxy will vote as s/he thinks fit. *Strike our whichever is not desired. 33. The instrument appointing a proxy shall be deemed to confer authority to demand or join in demanding a poll. 34. A vote given in accordance with the terms of an instrument of proxy shall be valid notwithstanding the previous death or insanity of the principal or revocation of the proxy or of the authority under which the proxy was executed provided that no intimation in writing of such death, insanity or revocation as aforesaid shall have been received by the company at the office before commencement of the meeting or adjourned meeting at which the proxy is used. Directors 35. The number of the directors and the names of the first directors shall be determined in writing by the subscribers of the memorandum of association or a majority of them. 36. No remuneration shall be payable to the directors unless otherwise determined by the company in general meeting. Borrowing Powers 37. The directors may exercise all the powers of the company to borrow money, and to mortgage or charge its undertaking and property, or any part thereof, and to issue debentures, debenture stock and other securities, whether outright or as security for any debt, liability or obligation of the company or of any third party. Powers and Duties of Directors 38. The business of the company shall be managed by the directors, who may pay all expenses incurred in promoting and registering the company, and may exercise all such powers of the company as are not, by the Act or by these articles, required to be exercised by the company in general meeting, subject nevertheless to the provisions of the Act or these articles and to such regulations, being not inconsistent with the aforesaid provisions, as may be prescribed by the company in general meeting; but no regulation made by the company in general meeting shall invalidate any prior act of the directors which would have been valid if that regulation had not been made. 39. The directors may from time to time and at any time by power of attorney appoint any company, firm or person or body or persons, whether nominated directly or indirectly by the directors, to be the attorney or attorneys of the company for such purposes and with such powers, authorities and discretions (not exceeding those vested in or exercisable by the conditions as they may think fit, and any such powers of attorney may contain such provisions of the protection and convenience of persons dealing with any such attorney as the directors may think fit and may also authorize any such attorney to delegate all or any of the powers, authorities and discretions vested in him/her. 40. All checks, promissory notes, drafts, bills of exchange and other negotiable instruments, and all receipts for monies paid to the company, shall be signed, drawn, accepted, endorsed, or otherwise executed, as the case may be, in such manner as the directors shall from time to time by resolution determine. 41. The directors shall cause minutes to be made in books provided for the purpose – 42. of all appointments of officers made by the directors; 43. of the names of the directors present at each meeting of the directors and of any committee of the directors; 44. of all resolutions and proceedings at all meetings of the company and of the directors, and of committees of director; and every director present at any meeting of directors or committee of directors shall sign his/her name in a book to be kept for that purpose. Disqualification of Directors 45. The office of director shall be vacated if the director 46. without the consent of the company in general meetings holds any other office of profit under the company; 47. becomes bankrupt or makes any arrangement or composition with his/her creditors generally; Page 41
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48. becomes prohibited from being a director by reason of any order made under section 184 of the Act; 49. becomes of unsound mind; 50. resigns his/her office by notice in writing to the company; 51. ceases to be a director by virtue of section 181 of the Act; or 52. is directly or indirectly interested in any contract with the company and fails to declare the nature of his/her interest in manner required by section 195 of the Act. 53. ceases to qualify to serve as a director. 54. A director shall not vote in respect of any contract in which s/he is interested or any matter arising thereabout, and if s/he does so vote his/her vote shall not be counted. Rotation of Director 55. There shall be annual elections. At the annual general meeting in every year there shall be elections for directors. 56. A retiring director shall be eligible for re-election. 57. The company at the meeting at which a director retires in manner aforesaid may fill the vacated office by electing a person thereto, and in default the retiring director shall, if offering himself/herself for re-election, be deemed to have been re-elected, unless at such meeting it is expressly resolved not to fill such vacated office or unless a resolution for the re-election of such director shall have been put to the meeting and lost. 58. No person other than a director retiring at the meeting shall unless recommended by the directors be eligible for election to the office of director at any general meeting unless, not less than three nor more than twenty-one days before the date appointed for the meeting, there shall have been left at the registered office of the company notice in writing, signed by two members duly qualified to attend and vote at the meeting for election, and also notice in writing signed by that person of his/her willingness to be elected. 59. The company may from time to time by ordinary resolution increase or reduce the number of directors and may also determine in what rotation if any the increased or reduced number is to go out of office. 60. The directors shall have power at any time, and from time to time, to appoint any person to be a director, either to fill a casual vacancy or as an addition to the existing directors, but so that the total number of directors shall not at any time exceed the number fixed in accordance with these articles. Any director so appointed shall hold office only until the next following annual general meeting, and shall then be eligible for re-election. 61. The company may by ordinary resolution, of which special notice has been given in accordance with section 138 of the Act, remove any director before the expiration of his/her period of office notwithstanding anything in these articles or in any agreement between the company and such director. 62. The company may by ordinary resolution appoint another person in place of a director removed from office under the immediately preceding article. Without prejudice to the powers of the directors under article 43 the company in general meeting may appoint any person to be a director either to fill a casual vacancy or as an additional director. The person appointed to fill such a vacancy shall be subject to retirement at the same time as if s/he had become a director on the day on which the director in whose place s/he is appointed was last elected a director. Proceedings of Directors 63. The directors may meet together for the despatch of business, adjourn, and otherwise regulate their meetings, as they think fit. Questions arising at any meeting shall be decided by a majority of votes. In the case of an equality of votes the Chairperson shall have a second or casting vote. 64. A director may, and the secretary on the requisition to a director shall, at any time summon a meeting of the directors. It shall not be necessary to give notice of a meeting of directors to any director for the time being absent from The Gambia. 65. The quorum necessary for the transaction of the business of the two directors may be fixed by the directors, and unless so fixed shall be four. 66. The continuing directors may act notwithstanding any vacancy in their body, but, if and so long as their number is reduced below the number fixed by or pursuant to the articles of the company as the necessary quorum of directors the continuing directors or director may act for the purpose of increasing the number of directors to that number, or of summoning a general meeting of the company, but for no other purpose. 67. The directors may elect a Chairperson of their meetings and determine the period for which s/he is to hold office; but, if no such Chairperson is elected, or if at any meeting the Chairperson is not present within five minutes after the time appointed for holding the same; the directors present may choose one of their number to be Chairperson of the meeting. Page 42
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68. The directors may delegate any of their powers to committees consisting of such member or members of their body as they think fit; any committee so formed shall in the exercise of the powers so delegated conform to any regulations that may be imposed on it by the directors. 69. A committee may elect a Chairperson of its meetings; if such Chairperson is elected, or if at any meeting the Chairperson is not present within five minutes after the time appointed for holding the same, the members present may choose one of their number to be Chairperson of the meeting. 70. A committee may meet and adjourn as it thinks proper. Questions arising at any meeting shall be determined by a majority of votes of the members present, and in the case of an equality of votes the Chairperson shall have a second or casting vote. 71. All acts done by any meeting of the directors or of a committee of directors, or by any person acting as a director, shall notwithstanding that it be afterwards discovered that there was some defect in the appointment of any such director or person acting as aforesaid or that they or any of them were disqualified, be as valid as if every such person had been duly appointed and was qualified to be a director. 72. A resolution in writing, signed by all the directors for the time being entitled to receive notice of a meeting of the directors, shall be as valid and effectual as it had been passed at a meeting of the directors duly convened and held. Secretary 73. The secretary shall be appointed by the directors for such term, at such remuneration and upon such conditions as they may think fit; and any secretary so appointed may be removed by them. 74. A provision of the Act or these articles requiring or authorizing a thing to be done by or to a director and the secretary shall not be satisfied by its being done by or to the same person acting both as director and as, or in place of, the secretary. The Seal 75. The directors shall provide for the safe custody of the seal, which shall only be used by the authority of the directors or of a committee of the directors authorized by the directors in that behalf, and every instrument to which the seal shall be affixed shall be signed by a director and shall be countersigned by the secretary or by a second director or by some other person appointed by the directors for the purpose. 76. The directors shall cause proper books of account to be kept with respect to 77. all sums of money received and expended by the company and the matters in respect of which the receipt and expenditure takes place. 78. all sales and purchases of goods by the company; and 79. the assets and liabilities of the company. Proper books shall not be deemed to be kept if there are not kept such books of account as are necessary to give a true and fair view of the state of the company's affairs and to explain its transactions. 80. The books of account shall be kept at the registered office of the company, or subject to section 143 of the Act, at such other place or places as the directors think fit, and shall always be open to the inspection of the directors. The directors shall from time to time determine whether and to what extent and at what times and places and under what conditions or regulations the accounts and books of the company or any of them shall be open to the inspection of members not being directors, and no member (not being a director) shall have any right of inspecting any account or book or document of the company except as conferred by law or authorized by the directors or by the company in general meeting. The directors shall from time to time in accordance with sections 144, 146 and 153 of the Act cause to be prepared and to be laid before the company in general meeting such profit and loss accounts, balance sheets, group accounts (if any) and reports as are referred to in those sections. 81. A copy of every balance sheet including every document required by law to be annexed thereto) which is to be laid before the company in general meeting, together with a copy of the auditor's report, shall not less than twenty-one days before the date of the meeting be sent to every member of, and every holder of debentures of, the company. 82. Provided that this article shall not require a copy of these documents to be sent to any person of whose address the company is not aware or more than one of the joint holders of any debentures. Audit 83. Auditors shall be appointed and their duties regulated in accordance with sections 155 to 158 of the Act. Page 43
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Notices 84. A notice may be given by the company to any member either personally or by delivering to his/her child in the school or by sending it by post to him/her or to his/her registered address, or (if s/he has no registered address within The Gambia) to the address, if any, within The Gambia supplied by him/her to the company for the giving of notice to him/her. Where a notice is sent by post, service of the notice shall be deemed to be effected by properly addressing prepaying and posting a letter containing the notice, and to have been effected in the case of a meeting at the expiration of forty-eight hours after the letter containing the same is posted and in any other case at the time at which the letter would be delivered in the country of post. If a member has no registered address within The Gambia and has not supplied to the company an address within The Gambia for the giving of notices to him/her, a notice addressed to him/her inserted in the Gazette and advertised in a newspaper (if any) circulating in the neighborhood or the registered office of the company, shall be deemed to be duly given to him/her on the day on which the later notice appears. Notice of every general meeting shall be given in any manner hereinbefore authorized to 85. every member except those members who (having no registered address within The Gambia) have not supplied to the company an address within The Gambia for the giving of notices to them. 86. every person being a legal personal representative or a trustee in bankruptcy of a member but for his/her death or bankruptcy would be entitled to receive notice of the meeting; and 87. the auditor for the time being of the company. 88. No other person shall be entitled to receive notice of general meetings.
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10.2 APPENDIX 2
Registration
10.3 APPENDIX 3
School Name Change
10.4 APPENDIX 4
Board Nomination Form
10.5 APPENDIX 5
Conflict of Interest Form
10.6 APPENDIX 6
Ethics and Confidentiality Agreement
10.7 APPENDIX 7
Tuition and Fee Policy
10.8 APPENDIX 8
Links to Relevant Procedural Manuals and Handbooks
10.8.1 Business Procedures Manual 10.8.2 Staff Handbook 10.8.3 Faculty Handbook 2020-21 10.8.4 Elementary / Middle School Student Parent Handbook 2020-21 10.8.5 High School Student Parent Handbook 2020-21 10.8.6 Emergency Procedures Manual 2020-21 10.8.7 Child Protection Policy 2017
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