Strathroy Community Christian School - Board Policies - as of June 2019 by StrathroyCommunityChristianSchool

STRATHROY COMMUNITY CHRISTIAN SCHOOL

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SCCS Board Policy Book Series Section 100 Corporate and Organizational Foundation 101 110 111 112 200

Foundational Statements Review Policy New Society Member (Membership card) Membership Attestation Voting Procedures

Board Board Board Board

Role of the Board of Directors Role of the Director Eligibility Criteria For Board Directors Board Succession Policy Board Orientation & Training Policy Board Director Code of Ethics Conflict of Interest Board Operations Policy Electronic meeting and Voting Policy Officers of the Board Policy Conflict Resolution Policy Board Director Discipline Policy Policy Development Policy Delegation of Authority Committees of the Board Committee Reporting to the Board Communications Policy Document Retention Policy

Board Board Board Board Board Board Board Board Board Board Board Board Board Board Board Board Board Board

Governance 201 202 203 204 205 206 207 208 209 210 211 212 213 230 231 232 233 240

300

One Year Review Owner

Administrative Management 301 302 303 305 306

Role of the Principal as Director of School Operations Administrative Oversight Contracts Policy Teacher in Charge Policy Second Chance Construction Store Oversight

Board Board Board Board Board

400

Financial Stewardship 401 402 403 404 405 406 421 422

500

Budget Policy Donations Policy Petty Cash Policy Purchasing Policy Money Handling Policy Reserve Fund Policy Tuition Policy Fundraising Policy

Finance Finance Finance Finance Finance Finance Finance Finance

DSO/Board DSO/Board DSO/Board DSO/Board DSO/Board DSO/Board DSO/Board DSO/Board DSO/Board DSO/Board DSO/Board Dso/Board

531 532

Staffing Policy Staff Code of Ethics Confidentiality Policy Privacy Policy Employment Relations Policy Employee Compensation Policy Employee Grievance Policy Staff Travel Policy Criminal Record Check (and Declaration Form) Hiring of Relations Policy Professional Development Policy Standard of Conduct for Coaches, Athletes and Spectators at SCCS sports events Health and Safety Policy Workplace Violence and Harassment Policy

Students 601 603 606 609 610 611 621 622 623 630 640 642

Student Admissions Policy and Forms Student Conduct Policy Student computer Use Policy Academic Honesty and Integrity Student Performance and Evaluation Bullying Policy Student Health Policy Student Safety Policy Child Protection Policy Crisis Prevention Intervention Transportation: Bussing Policy and Procedures Inclement Weather Procedure

DSO/Board DSO/Board DSO/Board DSO/Board DSO/Board DSO/Board DSO/Board DSO/Board DSO/Board DSO/Board DSO/Board DSO/Board

Human Resources 501 502 503 504 505 506 507 508 509 511 512 521

600

DSO/Board DSO/Board

700

Facilities Management 701 702

800

SCCS Resources Use – Communication Network SCCS Resources Us e – Facility Rental Policy

Board Board

Community Relations Management 801 802 803 804

Media Relations Policy Website Policy Social Media Policy Print Advertising

Board Board Board Board

Strathroy Community Christian School

Foundational Statement Review Policy

January 2013

101

Policy Title

Created Date

Policy Number

Board

Sept 2016

Page 1 of 3

Owner

Review Date

Page Number

Chair Name

Gonda Bootsma

Background: The SCCS Society has entrusted the Board of Directors with the task of providing strategic direction for its operations. The Board is guided by the Societyâ&#x20AC;&#x2122;s key foundational documents as found in the Constitution & By-laws, as well as the Mission and Vision of SCCS. Therefore, it is essential that the Board ensures that these remain relevant to the Mission and Vision of the SCCS Society, are reflective of the strategic direction, and are compliant with legislation. Scope: This policy is intended to provide a framework for the periodic and timely review of key foundational documents and statements at SCCS. Specifically: 1. The Board will undertake a formal review process of the Constitution & Bylaws at a minimum every 8-10 years to ensure that this key foundational document remains relevant and provides direction for the operations of the SCCS Society. The review process for the Constitution & Bylaws will include consultation with the SCCS Society membership, and relevant legislation. 2. The Board will undertake a formal review process of the Mission statement of the SCCS Society every 3-5 years to ensure this statement remains relevant and provides direction for operations of the SCCS Society. The review process for the Mission statement will include consultation with appropriate stakeholders as determined by the Board. When the review process is complete, the Board will, via resolution, formally adopt the reviewed Mission statement. 3. The Board will undertake a formal review process of the Vision statement of the SCCS Society every 3-5 years to ensure this statement remains relevant and provides direction for operations of the SCCS Society. The review process for the Vision statement will include consultation with appropriate stakeholders as determined by the Board. When the review process is complete, the Board will, via resolution, formally adopt the reviewed Vision statement.

Foundational Statement Review Policy

January 2013

101

Policy Title

Created Date

Policy Number

Board

Sept 2016

Page 2 of 3

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Gonda Bootsma

4. Copies of each of these documents must accompany this policy in the school office Board Policy binder.

RELEVANT DOCUMENTS AND PROCEDURES: The Board views the following documents as further expressions of the Boardâ&#x20AC;&#x2122;s intentions regarding foundational document and statement review at SCCS. 1. SCCS Constitution & By-Laws (2004) 2. SCCS Vision (2011) 3. SCCS Mission (2004)

Foundational Statement Review Policy

January 2013

101

Policy Title

Created Date

Policy Number

Board

Sept 2016

Page 3 of 3

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Date Policy Established: Date Reviewed May 2019

Gonda Bootsma

January 2013 Changes made (Y/N) Y

If yes – What changes and why Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

New Society Membership

May 2012

110

Policy Title

Revision Date

Policy Number

Board

June 2015

Page 1 of 3

Owner

Review Date

Page Number

Chair Name

Adrian Tamminga

Our Mission: Providing Quality Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond . Scope: This procedure applies to the process by which an individual may become a member of the SCCS Society. It is not intended to apply the process by which individuals who are current or have been previous members of SCCS should renew their membership. However, at any time, current or previous members may request additional information regarding society membership. In these instances, the information provided herein may be used. Purpose: This procedure specifies the means by which membership is administered in the SCCS Society. Society membership is â&#x20AC;&#x153;the key to maintaining a coherent Christian character to the schoolâ&#x20AC;? 1. As such, it is of paramount importance that the criteria by which individuals become society members be defined and consistently implemented. Membership criteria outlined in this procedure are intended to demonstrate compliance with Constitutional requirements and identify individuals who share the society vision and are willing to promote its purposes1. Membership Activation & Orientation All persons who consider joining the Membership of SCCS Society will be required to participate in a Membership Activation & Orientation session. Where practicable, this session should take place in the home of the applicant, however in some instances it may only be feasible to conduct the session through other means of communication. Each session will be conducted by a member of the Membership Committee. The session serves a dual-purpose: to inform the candidate about the importance of the Society including the role of the members within it, and to ensure each candidate meets the criteria for society membership. In order to adequately prepare the candidate, the Membership Committee will provide the individual with a copy of the Constitution in advance of the session. The session should be designed to conclude within 45 minutes or less and will include presentation of and opportunity for discussion on the following items: 1. Society History 2. Society organization x Articles / Creed x Bylaws x Board x Committees x School 3. Importance of membership 4. Membership privileges 5. Explanation of the Membership Application Process 6. Explanation of Membership Criteria 7. Discussion / Q&A

New Society Membership

May 2012

110

Policy Title

Revision Date

Policy Number

Board

June 2015

Page 2 of 3

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Adrian Tamminga

At the conclusion of the session the following interview questions will be asked of each candidate seeking membership: Do you agree with SCCS Society Constitution Article II – Purpose? Specifically: Do you agree that the purpose of the society is to provide and promote Christian Education?

Yes

Do you agree with SCCS Society Constitution Article III – Basis? Specifically: Do you agree that the basis of the Society shall be the Word of God and by this Word we understand God’s further revelation in all creation? and Do you agree that the establishment and promotion of Christian education involves the whole Christian community? and Do you agree that the Christian school, must engage students in the determination of their God-directed calling, growth in faith, understanding and maturity?

Yes

Have you reached the age of 18 years?

Yes

Are you a member of, or actively seeking membership in, a Christian church?

Yes

Each candidate who: 1. answers “yes” to each interview question above; and 2. completes a SCCS Membership Agreement Form (Form 151A); and 3. meets the financial commitment for membership shall by means of this Policy be considered active members. Where a candidate does not comply with these 3 criteria, the candidate’s application will be referred to the board for review of membership eligibility.

References: 1 OACS Society Membership Committee Manual, 2001 Recognition is given to the Niagara Association for Christian Education who has shared their Membership Policies and Procedures through the OACS member share-site.

New Society Membership

May 2012

110

Policy Title

Revision Date

Policy Number

Board

June 2015

Page 3 of 3

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Date Policy Established:

Adrian Tamminga

June 2011 Changes made (Y/N)

If yes – What changes and why

May 2012

Under membership Activation and Orientation, removed the need for “minimum of 2 committee members” down to “a member”, and struck the sentence “preferably one of the 2 individuals should either be the Membership Committee Chairperson or the Board Representative. Changes allow for a more workable strategy.

May 2019

Updated Vision statement to include “and beyond”

Date Reviewed

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Signature

Date

Name:

...........................................................................................................

Address:

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Telephone number:

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E-mail:

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For office use only: Database reviewed:

Bookkeeper Copy: Original to Membership:

Payment received in the amount of:

(funds & copy to bookkeeper)

June 2011 111 Membership Attestation Form

Voting Procedure

June 2011

112

Policy Title

Revision Date

Policy Number

Board

June 2014

3DJH RI

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Adrian Tamminga

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June 2011

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Board

June 2014

3DJH RI

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Adrian Tamminga

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June 2011

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Policy Number

Board

June 2014

3DJH RI

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Adrian Tamminga

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Voting Procedure

June 2011

112

Policy Title

Revision Date

Policy Number

Board

June 2014

3DJH RI

Owner

Review Date

Page Number

Chair Name

Adrian Tamminga

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Voting Procedure

June 2011

112

Policy Title

Revision Date

Policy Number

Board

June 2014

3DJH RI

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Adrian Tamminga

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Role of the Board of Directors

April 2012

201

Policy Title

Revision Date

Policy Number

Board

Mar 2015

Page 1 of 4

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Adrian Tamminga

Our Mission: Providing Quality, Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background: As the elected corporate body of the Strathroy Community Christian School (SCCS) Society, the Board of Directors is responsible for the governance of Strathroy Community Christian School. Governance is defined as “the exercise of authority, direction, and control over the vision and mission of the organization” (EGGS, Sec. 310). At SCCS, this includes the development of goals and policies to set direction and guide the provision of education services in accordance with the requirements of government legislation (Canada Not-for-profit Corporations Act S.C. 2009 c.23), maintaining the vision and mission of the SCCS Society, as well as monitoring the effectiveness of the policies and program Specific Areas of Responsibility 1. Accountability to Government

Act in accordance with all statutory requirements to implement applicable provincial and educational standards and policies

Perform Board functions as required by legislation governing not-for profit corporations to protect the charitable status of the SCCS Society.

Comply with the eligibility criteria for Board members with regards to regulations regarding not-for-profit corporations, Revenue Canada, and the Constitution and Bylaws of the SCCS Society.

Accountability to the SCCS Society Membership a.

Act in accordance with, and protect, the Corporation’s Constitution and Bylaws

Act in accordance with the mission and vision statements

Make decisions which reflect Christian values, due diligence, and represent the interests of the entire membership, while modeling a culture of respect and integrity

Establish processes and provide opportunities for membership input

Meet twice annually with the membership to conduct the business of the society

Provide overall direction for the provision of education services and program by establishing and implementing the mission, vision, guiding policies, strategic planning priorities, and identifying other desired outcomes

Strathroy Community Christian School

April 2012

201

Policy Title

Revision Date

Policy Number

Board

Mar 2015

Page 2 of 4

Owner

Review Date

Page Number

Chair Name

Adrian Tamminga

Identify Board priorities at the beginning of the strategic planning process

Monitor the effectiveness of the school in achieving established strategic planning objectives and other initiatives Monitor progress toward the achievement of student outcomes and other identified desired outcomes

Role of the Board of Directors

Director of School Operations (DSO)/Board Relations a.

Appoint the DSO. The DSO shall sit as a non-voting member of the Board of Directors and the Executive Committee.

Provide the DSO with a clear job description and corporate direction.

Guided by the Boardâ&#x20AC;&#x2122;s Delegation of Authority to the DSO, identifies responsibilities of the DSO to the Board.

Conduct an annual informal evaluation of the DSO. In addition to this informal annual evaluation, a comprehensive review shall be held every third year after the DSOâ&#x20AC;&#x2122;s initial hire performance evaluation.

Conduct an annual informal evaluation of the job description of the DSO and apply adjustments based on additional Board direction, strategic plans.

4. Board Transparency and Development a.

Annually evaluate Board effectiveness in the provision of education services and program by measuring the effectiveness and relevance of the mission, vision, guiding policies, strategic planning priorities and other determined outcomes

Annually review the Eligibility Criteria, Board Code of Ethics, and Confidentiality agreements. Each document will be reviewed and compliance indicated by signature of each Director. Each document will be retained as per the document retention policy.

Require each director to commit to a minimum of one development activity annually to increase knowledge of Board roles, processes and issues (i.e. Board Training Day)

Ensure newly elected Directors of the Board are provided appropriate orientation opportunities

Plan appropriately and intentionally for Board succession with consideration of the needs of the Board when doing so.

Role of the Board of Directors

April 2012

201

Policy Title

Revision Date

Policy Number

Board

Mar 2015

Page 3 of 4

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Adrian Tamminga

5. Fiscal Accountability a.

Endorse a balanced preliminary budget for a pre-budget meeting and a final budget annually for approval by the membership. Make budget adjustments as necessary throughout the year

Receive audit reports

Monitor fiscal management of the school through the reports from the Treasurer

Annually negotiate and approve the compensation of the staff through the CPC

Annually appoint signing authorities (See Policy on Signing Authority

Strathroy Community Christian School

Role of the Board of Directors

April 2012

201

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 4 of 4

Committee Owner

Review Date

Page Number

Chair Name and Signature

Date Policy Established: Date Reviewed March 2015 May 2019

April 2012 Changes made (Y/N) N Y

If yes – What changes and why Updated the Vision statement to include “and beyond”

Strathroy Community Christian School

Role of the Directors

April 2012

202

Policy Title

Revision Date

Policy Number

Board

Apr 2013

Page 1 of 5

Owner

Review Date

Page Number

Chair Name

Adrian Tamminga

Our Mission: Providing Quality, Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background: The directors of the Strathroy Community Christian School board are Society members elected to the Board of Directors (BOD) by the membership. Directors of the Board are mandated by the membership to work within the Constitutional framework, comply with requirements set forth by the government agencies and protect the societyâ&#x20AC;&#x2122;s charitable status. The role of the director is to contribute to the Board as it carries out its mandate in order to attain its mission, vision and goals. A Board Directors code of ethics signed by each director upon assuming office, and annually thereafter, binds that person to work diligently and faithfully in the cause of Christian education. As leaders in the Strathroy Community Christian School community, directors must model an active faith in Christ, integrity, respect, willingness for continued personal growth, and a commitment to the responsibility of directorship of a not-for-profit corporation. Scope: This policy is intended to provide context for the role of a director of the Board at Strathroy Community Christian School. A.

Orientation:

As outlined in the Constitution and By-Laws of the SCCS Society, new directors are elected annually to replace retiring directors. As such, the Board will experience annual changes in its makeup of individuals and talents. To facilitate this changeover and to ensure continued effective governance by the Board, directors must be adequately oriented to their role as director. The Board Chair and Executive Committee are responsible for the continued development and implementation of the schoolâ&#x20AC;&#x2122;s orientation program for newly elected directors. The Board shall provide each new director with access to the Board Policy Handbook and the Administrative Procedures Manual at the Board meeting following an election. Incumbent directors are encouraged to facilitate the orientation of newly elected directors by providing applicable context about the school and Society history, functions, policies, procedures, and current concerns. The Board will offer an orientation program for all newly elected directors that provide information on: 1. Role of the director and the Board 2. Organizational structures and procedures of the school 3. Board policy, agendas and minutes 4. Existing school initiatives, annual reports, budgets, financial statements and strategic plans

Role of the Directors

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5. School programs and services 6. Statutory regulatory requirements, including responsibilities with regard to conflict of interest as outlined in Canada Not-for-Profit Corporations Act SOR/2011-223. B. Authority: The Strathroy Community Christian School is an incorporated charitable organization. The decisions of the Board during a properly constituted meeting are those of the corporation. A director who is given corporate authority to act on behalf of the Board may carry out duties individually, but only as an agent of the Board for that specific task. In such cases, the actions of the director are those of the Board, and therefore responsible for them. A director acting individually, without expressed authority given by the Board, has only the status of Society member and does not have any authority over employees or other aspects of the school operations. C. Specific Responsibilities of Individual Directors: It is the responsibility of the Director to: 1. Become familiar with and adhere to the Constitution and By-laws of the SCCS School Society. 2. Become familiar with and adhere to the Director Code of Ethics. 3. Report any violation of the Director Code of Ethics to the Chair of the Board. 4. Respect and maintain the confidentiality of Board meetings, other Board members, the membership, the staff, parents, and students of the school. 5. Model an active faith in Jesus Christ. 6. Ensure that Christian values and principles are reflected at all times in the Boardâ&#x20AC;&#x2122;s policies and practices. 7. Become familiar with school policies and procedures, meeting agendas and reports in order to participate in Board business. 8. Become familiar with the program of instruction, the daily operations and culture of the school by participating annually in school visits. 9. Refer concerns not covered by Board policy to the Board for corporate discussion and decision.

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10. Refer administrative and school matters to the Director of School Operations (DSO). 11. Keep the DSO and the Board informed in a timely manner of all matters coming to his/her attention that might affect the school. 12. Assist the DSO with counsel and advice, providing the benefit of the directorâ&#x20AC;&#x2122;s judgment, experience and familiarity with the community. 13. Strive to develop a positive and respectful learning and working culture both within the Board and the school. 14. Demonstrate loyalty to SCCS and the school Society. 15. Attend a minimum of 80% of meetings of the Board; participate in and contribute to the decisions of the Board. 16. Promote the mission and vision of SCCS in all activities. 17. Support the decisions of the Board and refrain from making any statements that may give the impression that such a statement reflects the corporate opinion of the Board when it does not. 18. When delegated responsibility, exercise such authority within the defined limits in a responsible and effective way. 19. Participate in Board training activities to enhance the quality of leadership and service in the school. 20. Attend school community functions when possible. 21. Become familiar with the membership and the parent community. 22. It is expected that each Board member will attend every Membership meeting of the Society. Notice must be expressed in writing to the Chair of the BOD prior to the Society Meetings 23. Attend Society Committee meetings as delegated. If unable to attend, a replacement director should be found to attend. Follow-up is required with the replacement director to ensure transfer of information. 24. Assume the role of Chairperson on delegated Society committees and thus be the protector of Board policy and the vision and mission of the school 25. That each Board member checks their confidential Board e-mail weekly

Strathroy Community Christian School

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This policy was drafted in consultation with Policy # 202 “Role of The Director” from Jarvis Community Christian School and the OACS publication, Effective Governance for Good Schools, 2003.

Strathroy Community Christian School

Role of the Directors

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Date Policy Established: Date Reviewed May 2019

April 2012 Changes made (Y/N) Y

If yes – What changes and why Updated vision statement to include “ and beyond”

Eligibility Criteria For Board Directors of SCCS

February 2012

203

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Mar 2015

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Strathroy Community Christian School

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Adrian Tamminga

Our Mission: Providing Quality Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background: Establishing criteria for Board Directors serves to transparently communicate the expectations of a Board nominee/applicant prior to the election process. In this way, the Board serves its Membership with an effective governance structure that meets the rules and regulations of Canada and enables effective leadership. The goals of a non-for -Profit Corporation are: • steering toward the mission and guiding strategic planning; • being transparent, including communicating to members, stakeholders and the public and making information available upon request; • developing appropriate structures; • ensuring the board understands its role and avoids conflicts of interest; • maintaining fiscal responsibility; • ensuring that an effective management team is in place and overseeing its activities; • implementing assessment and control systems; and, • planning for the succession and diversity of the Board1 Scope: This policy is intended to provide guidelines for eligibility to serve as a Director on the Board of SCCS. Specifically: The Board of Directors has established the following criteria to provide parameters for eligibility: 1. The Board of SCCS conscientiously desires to mitigate potential conflicts of interest and therefore stipulates the following: a. The Constitution of SCCS states that only members are eligible to be on the Board. Therefore, a Board nominee/applicant must be in good standing as a member of the Strathroy Community Christian School Society. b. A Board nominee/applicant must not be an employee of SCCS, or have a spouse currently employed by SCCS or on leave from SCCS.

http://www.ic.gc.ca/eic/site/cilp-pdci.nsf/vwapj/Primer_en.pdf/$FILE/Primer_en.pdf

Strathroy Community Christian School

Eligibility Criteria For Board Directors of SCCS

February 2012

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c. A Board Member/nominee/applicant may apply for a posted position of employment at SCCS but then must step down if they are offered and subsequently accept the position. d. A Board Member’s spouse may apply for a posted position of employment at SCCS but requires the Board Member to step down if their spouse is offered and subsequently accepts the position. 2. In adherence to the Canadian Not-for-Profit Corporations Act, 2010 (Section IV) 2 any one of the following criteria disqualify a member from being a Director: a. A person who is not an individual; b. A person who is under 18 years old c. A person who has been found under the Substitute Decisions Act, 1992 or under the Mental Health Act to be incapable of managing property; d. A person who has been found to be incapable by any court in Canada or elsewhere; or e. A person who has the status of bankrupt. 3. In observance to Canada Revenue Agency’s criterion, a member is disqualified from standing as a Board nominee/applicant if they are non-an arm’s length3 relationship with a current Board Director of SCCS.

And finally if, for any reason, a serving Director ceases to meet the eligibility criteria as defined herein, the Director shall step down from the SCCS Board.

5. All Board nominees/applicants who fit these criteria are invited to have their names stand for the Membership election process. The Nomination/Application form should be submitted to the Board Secretary before April 1st of each year. Eligible nominees/applicants will be contacted by the Board Chair following the April Board meeting to further confirm eligibility and availability to stand for the Membership election process.

2 3

http://www.ontla.on.ca/web/bills/bills_detail.do?locale=en&Intranet=&BillID=2347 http://www.cra-arc.gc.ca/E/pub/tp/it419r2/it419r2-e.pdf

Eligibility Criteria For Board Directors of SCCS

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Adrian Tamminga

6. New Board Directors are elected at the Spring Membership Meeting to serve3 year terms. Typically, these terms begin at the Board meeting immediately following election and ends at the Spring Membership meeting d years later. Directors are to uphold the Mission and the Vision of the school in their duties and to protect the interests of the Society in their actions and decisions. RELEVANT DOCUMENTS & PROCEDURES: the Board views the following documents as further expressions of the Boardâ&#x20AC;&#x2122;s intentions regarding Eligibility Criteria for Board Directors of SCCS: 201 Role of the Board of Directors 202 Role of the Director

Eligibility Criteria For Board Directors of SCCS

February 2012

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Created Date

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Mar 2015

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Strathroy Community Christian School

Chair Name

Date Policy Established:

Page 4 of 4 Page Number

Adrian Tamminga

February 2012

Date Reviewed

Changes made (Y/N)

March 2015

May 2019

If yes – What changes and why Revised document to include background, scope, Relevant document and procedures as well as change board member term to 3 years Updated the vision statement to include “and beyond”

Strathroy Community Christian School

Board Succession Policy

February 2013

204

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Feb 2014

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Gonda Bootsma

Background: The SCCS Board strives to direct the operations of the SCCS Society with intention and planning. As such, the Board strives to engage in regular, proactive Board Succession planning to ensure that future SCCS operations are directed with clear, capable leadership. Scope: This policy is intended to provide a framework for proactive Board succession planning to guide the SCCS Board of Directors. Specifically: 1. The Board, or designate, will ensure that a Board succession planning process will be conducted annually and will be completed by December of each year. 2. Each year, prior to the beginning of the Board Succession Process, the Board will: a. review the current and future strategic initiatives by the Board and skills required to fulfill said initiatives; b. identify the Boardâ&#x20AC;&#x2122;s needs with regards to expertise and/or interest for the upcoming school year and in future years. 3. The Board succession planning process will include: a.

Review of the: i. Attributes and interests of the current and retiring Directors of the Board. This review will include a review of the required skills of positions of the Officers of the Board as well as Society Committee appointments; ii. Competencies of the current and retiring Directors of the Board; iii. Previous yearâ&#x20AC;&#x2122;s Board Succession Plan to determine continued relevance;

Board Succession Policy

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Gonda Bootsma

b. An application and/or nomination process in which applicants/nominees are screened to ensure: i. an appropriate match in skill/field of expertise/interest with the needs of the Board. ii. an appropriate match with respect to the mission/vision and strategic direction of SCCS. iii. a shared understanding of the expectations of directorship at SCCS. 4. The Board, or designate, will process applications and/or nominations of SCCS Society members to the Board. This process will adhere to the Eligibility Criteria Policy. 5. The Board will name potential current Board Directors’ future assignments to Society Committees as well as to Officer’s positions on the Board for the upcoming school year; these appointments are unofficial until they are formally affirmed at the Board Organizational meeting after the Spring Membership Meeting. 6. The Board will provide appointment recommendations to the SCCS Society membership as outlined in the SCCS Constitution, for a vote of affirmation of appointment, or a vote of election to the Board. RELEVANT DOCUMENTS AND PROCEDURES: The Board views the following documents as further expressions of the Board’s intentions regarding Board Succession Planning at SCCS: 1. SCCS Constitution & Bylaws 2. Eligibility Criteria 3. Board Director Nomination Form 4. Board Director Application Form 5. Conflict Resolution 6. Communication

Strathroy Community Christian School

Board Succession Policy

February 2013

204

Policy Title

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Feb 2014

Page 3 of 3

Owner

Review Date

Page Number

Chair Name and Signature

Date Policy Established: Date Reviewed May 2019

Gonda Bootsma

February 2013 Changes made (Y/N) Y

If yes – What changes and why Updated the vision statement to included “and beyond”

Strathroy Community Christian School

Board Orientation & Training Policy

February 2013

205

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Gonda Bootsma

Background: The Board of SCCS strives to ensure that each Board Director receives effective and timely training to educate them in their role on the Board. The intentional nature of this training will benefit individual Board Directors by providing context to their leadership role and will benefit the Board by ensuring their effectiveness on the Board on an on-going basis. A well-organized orientation program can be effective and useful. Research has shown that getting Board members up to speed can take anywhere from two months to one year. Correlation between orientation of new Board members and the time taken to get up to speed was directly related to the orientation process. Intentional planning in the orientation process is important as it has also been shown that fully engaged boards took a shorter time to be effective that those of less engaged Boards. 1 Scope: This policy provides a framework to guide the yearly orientation of new Board Directors. Specifically: 1. The Board, or designate, will ensure that a Board orientation process for new Board Directors is conducted annually and will be completed by December of each year. As much as possible, this process will occur in a group format, to which all Board Directors are welcome. 2. The Board, or designate, as much as possible, will schedule Board Orientation between the Spring Membership Meeting and the next regularly scheduled Board meeting . This will ensure orientation for new Board Directors to occur before a regularly scheduled Board meeting. 3. The Board, or designate, will ensure that Board Directors receive orientation including, but not limited to; 1

Strategic Leverage Partners, 2006. â&#x20AC;&#x153;National Study of Board Governance Practices in the Non-Profit and Voluntary Sector in Canada.â&#x20AC;? Page xi.

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Gonda Bootsma

a. Foundational Statements: the Constitution & Bylaws, the mission and vision, b. strategic planning initiatives, c. current governance structure and possible transitions d. Board policies. 4.

The Board, or designate, will ensure that new Directors will be offered an orientation tour to SCCS.

5. The Board, or designate, will consider including presentations from Board Directors, Society Committees, staff, or volunteers to enhance the orientation process. 6. To support the orientation of Board Directors, a Board Handbook including, but not limited to the following materials will be prepared by the Board Secretary or designate in May of each year. As much as possible, this will be provided in advance of the Orientation Date. The Board Current Board members names and terms Role of the Board Policy Role of the Director Policy Board Operations Policy Committees of SCCS Policy Conflict of Interest Policy Board Code of Ethics Policy Delegation of Authority SCCS Historical Information Brief written history and/or fact sheet Articles of Incorporation Constitution & Bylaws Listing of past board members Strategic framework Mission and vision statement Strategic framework or plan Current annual operating plan

Finance and fundraising Prior-year annual report Most recent audit report Current annual budget CRA Charitable Report Board Expenses

Other information Insurance policy coverage (including Director insurance) Web site information Electronic Board Policy Manual Staff listing Organization/team chart Minutes from recent board meetings

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Gonda Bootsma

7. The Board, or designate, will ensure that all new Directors will be given an opportunity to provide an assessment of the formal Orientation process in writing at its conclusion. 8. The Board delegates to the Executive Committee the task of planning on-going Board development discussions at Board meetings throughout each year. a. These discussions may include: i. Board policy and procedure information (on-going Board operation information, communication, budget, etc) ii. Society operations iii. Strategic planning initiatives iv. the importance of adherence to Board policy and process

References: Industry Canada, 2002. Primer for Directors of Not-For Profit Corporations. http://www.ic.gc.ca/eic/site/cilp-pdci.nsf/vwapj/Primer_en.pdf/$FILE/Primer_en.pdf Community Sector Council, 2010. â&#x20AC;&#x153;Voluntary Sector Resources: Board Developmentâ&#x20AC;?. http://communitysector.nl.ca/voluntary-sector-resources/board-development

Strathroy Community Christian School

Board Orientation & Training Policy

February 2013

205

Policy Title

Created Date

Policy Number

Board

Feb 2014

Page 4 of 4

Owner

Review Date

Page Number

Chair Name and Signature

Date Policy Established: Date Reviewed May 2019

Gonda Bootsma

February 2013 Changes made (Y/N) Y

If yes – What changes and why Updated Vision Statement to include “and beyond”

Director Code of Ethics

April 2012

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March 2015

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Strathroy Community Christian School

Chair Name

Adrian Tamminga

x strive for continual improvement in my understanding of the role of a director in a not-for-profit organization, resulting in my increased capacity as a director of the Board …in accountability to the SCCS membership and in fiduciary responsibilities: x recognize that all authority is vested in the full Board when it meets in legal session, unless otherwise delegated. x respect and maintain the confidentiality of Board meetings, other Board directors, the membership, the staff, parents and students of SCCS. x vote on issues acknowledging my first responsibility as a board director is the welfare of the constituents we serve. x keep well informed of developments relevant to issues that may come before the Board. x attempt to keep in touch with, and interpret the needs of the public to the Board x bring to the attention of the Board any issues that I believe will have an adverse effect on the organization or the people we serve. x represent the best interests of the organization and not a particular geographic area or special interest group.

x consider myself a “trustee” of the organization and do my best to ensure that it is well maintained, financially secure, and always operating in the best interests of the Society membership, now and in the future. …in accountability to Board Transparency and Development:

Strathroy Community Christian School

Director Code of Ethics

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Adrian Tamminga

x support and protect the authority of the Director of School Operations (DSO) as delegated by the Board of Directors. x recognize that the Board Director’s job is to ensure that the organization is well managed, not to manage the organization. x declare conflicts of interest, and conflicting interests, between my personal life and my position on the Board and abstain from voting when appropriate. x submit to my fellow Board members should a conflict of interest, or conflicting interest, not first apparent to me is presented x abide by the rules of honesty and fair play in all matters related to my position as a board director. x refrain from committing on how I may vote on any issue before a meeting. …in accountability to DSO/Board relations: x participate actively in meetings and activities. x listen carefully to all discussions. x respect the opinion of my fellow board directors and treat each director with respect and dignity, in or out of the boardroom. x respect and support the decisions of the Board by vowing to uphold all decisions by the Board immediately upon leaving the Board room

x refer concerns regarding school operations to the DSO. I have read this Board of Directors Code of Ethics and I acknowledge responsibility and accountability to adhere to all aspects. Further, I acknowledge that failure to do so may result in my removal from the Board of Directors of SCCS. ________________________________________ Director Signature

_____________________ Date

________________________________________ Chairperson Signature

_____________________ Date

RELEVANT DOCUMENTS & PROCEDURES: the Board views the following documents as further expressions of the Boards intentions regarding Director Code of Ethics: 201 Role of the Board of Directors Committee Reporting to the Board Policy 202 Role of the Director 212 Board Director Discipline Source: This Code of Ethics was written in consultation with The Code of Ethics outlined in the Effective Governance for Good Schools Manual (OACS, 2003) and Jarvis Community Christian School’s The Role of the Board (Nov. 2008).

Strathroy Community Christian School

Director Code of Ethics

April 2012

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Date Policy Established:

May 2007

Date Reviewed

Changes made (Y/N)

April 2012

March 2015

May 2019

If yes – What changes and why Updated to reflect new policy “Role of the Director” and to account for the declaration of redundancy of the Board Member Moral Code (April 2012)

Updated to add scope and Relevant Documents and Procedures Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Conflict of Interest

November 2013

207

Policy Title

Revision Date

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Board

Nov 2016

Page 1 of 4

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Review Date

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Chair Name and Signature

Gabriella Hoogstra

Our Mission: Providing Quality, Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background: Strathroy Community Christian School (SCCS) as a ministry initiated and sustained by God, has a mandate to conduct all of its affairs decently and above reproach both in the sight of God and man. Such a mandate includes a commitment to operate with the highest level of integrity and to avoid conflicts of interest that either directly or indirectly result in material personal advantage or privilege. Definitions: Conflict of Interest: Conflict of interest arises in a transaction or significant relationship between SCCS's directors, officers, employees, and volunteers and where the director, officer, employee or volunteer or a person who does not deal at “arm’s length” with a director, officer, employee or volunteer where there is potential or perceived potential for: 1. Direct or indirect gain of a commercial nature, 2. Receiving of money or property in an amount or having a value in excess of $50, or 3. Receiving of direct or indirect significant advantage or privilege in connection with any such transaction or significant relationship. Scope: This policy is intended to provide a framework for dealing with conflict of interest, perceived or real, to ensure the integrity of the SCCS Society and School Operations. While volunteers are not specifically named in this policy, volunteers may also adhere to the principles herein. Specifically: 1. No director, officer, or employee of SCCS shall have an inappropriate conflict of interest. A conflict of interest will be considered to be inappropriate where such a situation would, in the opinion of the board, influence or would have the appearance of influencing the conduct or judgment of any director, officer, or employee, of SCCS. 2. Potential conflicts of interest occur in situations in which the director, officer, or employee or a person who does not deal at arm’s length with a director, officer, or employee : a. has a significant interest in any business which deals with SCCS b. is engaged in a professional practice which provides services to SCCS c. is a director or an employee of SCCS while serving on the board or holding an office in any entity that has dealings with SCCS d. provides goods or services to SCCS for consideration, while serving as a director, officer, or employee of SCCS e. receives any compensation, whether cash, goods or services, from any business, charity or individual where such compensation is provided as a direct or indirect result of a relationship established through SCCS

Strathroy Community Christian School

Conflict of Interest

November 2013

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Nov 2016

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Gabriella Hoogstra

uses SCCS's 's personnel, equipment, supplies, name, publications, or other resources for non-SCCS purposes outside of established policy g. receives personal gifts or loans, having greater than $50 value, from any third parties having dealings with SCCS given as a direct or indirect result of the SCCS relationship h. has an interest in real estate, securities or other property that SCCS has an interest in buying or leasing i. using employee work time during normal business hours for non-charity purposes without the prior permission of the employee's immediate supervisor 3. Documentation: a. Directors & Officers: Every board meeting shall begin with opportunity for directors, officers, and employees to declare potential conflicts of interest with items that are on the agenda and are recorded in the minutes. b. Employees: Disclosure should be made at the earliest date possible and should be documented in writing. 4. It is also the continuing responsibility of all directors, officers, and employees, to scrutinize their transactions and outside business interests and relationships for potential conflicts of interest and to immediately make such disclosures to the appropriate person: the Chairperson (if a board member) or the Principal as Director of School Operations (DSO) for all others. a. If the matter concerns a director or officer: The DSO or Chairperson shall bring these matters to a meeting of the board. b. If the matter concerns an employee: The DSO or Chairperson may bring the matter to a meeting of the Board. 5. The board shall then determine whether a conflict exists and whether it is material, and where, in the opinion of the board, a material conflict exists, decide whether the contemplated transaction may be authorized as just, fair and reasonable having regard to the fiduciary and trustee-like duties of SCCS, its directors and officers. The primary concern must always be the welfare of SCCS and the advancement of its purposes. Even if a director, officer, or employee, is invited to enter into a transaction which may be a conflict, but refuses, the individual involved should notify the appropriate person of the offer as a point of information but the board need not be advised in accordance with 4a or 4b. 6. The fact that a conflict exists does not necessarily mean that the conflict is objectionable, or material enough to be of practical importance, or that it is necessarily adverse to the interests of SCCS or its charitable purposes. However, it is the policy of the board that the existence of any conflict must be disclosed before any transaction or action is carried out. If a director, officer, or employee, has any doubt, or has questions of interpretation, the appropriate person should be consulted.

Strathroy Community Christian School

Conflict of Interest

November 2013

207

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Board

Nov 2016

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Chair Name and Signature

Gabriella Hoogstra

7. Violations of this Policy by: a. a director or officer, may constitute grounds for dismissal at the exclusive discretion of the board, particularly if the director or officer has failed to disclose relevant information in a timely manner. b. an employee or volunteer may constitute grounds for dismissal at the exclusive discretion of the DSO, with advice to the board or its executive committee.

RELEVANT DOCUMENTS AND PROCEDURES: The Board views the following documents as further expressions of the Board’s intentions regarding Conflict of Interest at SCCS: 1. Role of the Board 2. Role of the Director 3. Delegation of Authority 4. Committees of the Board 5. Board Operations 6. Board Director Code of Ethics 7. Staff Code of Ethics

References: “Conflict of Interest”, Canadian Council of Christian Charities, 2011 taken from www.cccc.org; used with permission

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Date Policy Established: Date Reviewed

April 2012 Changes made (Y/N)

If yes – What changes and why This new revised policy was guided by a policy template from the CCCC and then tailored to adhere to SCCS policy and governing guidelines.

November 2013 May 2019

Gabriella Hoogstra

Updated Vision Statement to include “and beyond”

Board Operations Policy

Oct 2012

208

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March 2015

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Review Date

Strathroy Community Christian School

Chair Name

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Gabriella Hoogstra

Mission: Providing quality, Christ-centred Education Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy Community and beyond. Background: As the elected corporate body of the Strathroy Community Christian School (SCCS) Society, the Board of Directors is responsible for the governance of Strathroy Community Christian School. Governance is defined as “the exercise of authority, direction, and control over the vision and mission of the organization” (EGGS, Sec. 310). At SCCS, this includes the development of goals and policies to set direction and guide the provision of education services in accordance with the requirements of government legislation (Canada Not-for-profit Corporations Act S.C. 2009 c.23), maintaining the vision and mission of the SCCS Society, as well as monitoring the effectiveness of the policies and program. The Board of SCCS believes that its ability to discharge its obligations in an efficient and effective manner is dependent upon the development and implementation of a sound organizational design. This involves a shared understanding of both the nature and the process of the work of the Board. Developing a shared understanding enables the Board to function in an orderly and efficient manner while meeting its obligations to the SCCS Society. The Board believes its affairs are to be conducted as openly as possible with meetings of the Board of Directors open to the public. Definitions: Quorum: the number of the majority of Directors who may transact business when meeting at a dulyconstituted meeting of the Board.1 Motion: a formal proposal put to a vote in parliamentary procedures.2 Unfinished business: business of the Board that was not disposed of at the previous meeting. In-camera session: a meeting or portion of a meeting of the Board dealing with confidential issues such as; a. security of the property of the Board, b. disclosure of intimate person or financial information of a board, staff member, or a student, c. negotiation with an employee, d. litigation affecting the Board3 Point of Order: a direct appeal to the Constitution/By-laws of the organization.4

Section 500 – Meetings p.94, Effective Governance for Good Schools, OACS 2004

http://www.thefreedictionary.com/Motion

Section 500 – Meetings p. 99, Effective Governance for Good Schools, OACS 2004 4 Section 500 – Meetings p.103, Effective Governance for Good Schools, OACS 2004

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Scope: This policy is intended to provide a framework for the operations of the Board at SCCS. Specifically: A. Organizational Meeting The Board Annual Calendar calls for an organizational meeting of the Board which shall be held between the Spring Membership Meeting at which Directors of the Board were elected, and the next scheduled Executive Committee meeting. This will allow for collaborative planning meetings to occur in a timely fashion. The organizational meeting shall include, but not be restricted to, the following: 1. A Board orientation and review. 2. A review of Director Conflict of Interest and determination any disclosure of information requirements. 3. Each Director will sign the Board Code of Ethics and Confidentiality Agreement. Special provisions will be made for any Director taking office at any other time of the year. 4. Election of the Executive Committee in this order: Chairperson of the Board, Vice-Chairperson, Secretary of the Board. Both the outgoing and incoming Executive Committees will work collaboratively in planning the agenda for the next Board meeting. This process should include a meeting to discuss current projects, plans, and any other topics deemed relevant. The incoming Executive Committee will assume office at the next duly constituted Board meeting. 5. Appoint Directors to Committees of the Board. 6. Other organizational items as required. B. Regular Meetings 1. Regular Board meetings will be held once every month. There will normally be no meeting in July or December. The meetings will normally be held on the fourth Thursday of the month. a. Notwithstanding the schedule referenced in B.1, the Board may, by resolution, alter the schedule in such a manner as it deems appropriate. b. These dates will be posted to the public by way of the website calendar and available from the school office. 2. All Directors shall notify the Chairperson of the Board or the Board Secretary if they are unable to attend a Board meeting, are expecting to arrive after the normal meeting start time, or have to leave before the official adjournment of the meeting. 3. Continuing Board development should be include intentional discussion on strategic direction and initiatives. (See Board orientation policy). 4. If both the Chairperson and the Vice-Chairperson, through illness or other cause are unable to perform the duties of office or are absent, the Board shall appoint from among its members an acting Chairperson, who on being so appointed has all the powers and shall perform all the duties of the Chairperson during the Chairpersonâ&#x20AC;&#x2122;s and Vice-Chairpersonâ&#x20AC;&#x2122;s inability to act or absence.

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5. Regular meetings of the Board will not normally be held without the Principal in attendance. C. Special Meetings 1. Occasionally, unanticipated or emergent issues require immediate Board attention and/or action. 2. Special meetings of the Board will only be called when the Chairperson, in consultation with the Executive Committee, or the majority of Directors are of the opinion that an issue must be dealt with before the next regular Board meeting. 3. Special meeting s of the Board may involve presentations by delegations to the Board. These presentations must be of a time-sensitive nature. 4. A written notice of the special meeting, including date, time, place, and nature of business shall be issued to all Directors by email (at least seven days prior to the date of meeting) or in person (at least two days prior to the date of the meeting) unless every Director agrees to waive in writing/e-mail the requirements for notice. 5. The nature of the business to be transacted must be clearly specified in the notice of the meeting. Unless all Directors are present at the special meeting, no other business may be transacted. Items can be added to the agenda only by the unanimous consent of the entire Board. 6. Special meetings of the Board will not normally be held without the Principal in attendance. D. In-Camera Sessions 1. The Board may schedule an in-camera session outside of the regularly scheduled Board meeting, at a time or place agreeable to the Board or recess a meeting in progress for the purpose of meeting in-camera. a. The reason for the in-camera session shall be stated within the notice of the meeting and discussion shall be limited to only the purpose of the meeting. 2. In-camera sessions may also occur within a regularly scheduled Board meeting. a. The Board shall, during the in-camera session, adopt only such resolutions that relate to that session and then reconvene the Board in an open, public meeting. b. The regular minutes will state when the in-camera session has begun and when it was closed with the regular meeting being reconvened. 3. Such meetings or sessions shall be closed to the general membership, the public and the press. Board Directors and other persons attending the session shall maintain confidentiality and not disclose the substance of discussions at such sessions. 4. Such in-camera meetings or session shall be recorded as a separate set of minutes from the regular minutes of the Board and noted as an in-camera meeting. These will also be filed separately and not part of the regular meeting minutes set.

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E. Agenda for Regular Meetings 1. The Chairperson of the Board, in consultation with the Executive Committee, is responsible for preparing an agenda for Board meetings using the Board Annual Calendar as a guide. 2. The agenda of business at a regular meeting shall include: x x x x x x x x x

x x

Call to Order Opening with Devotions and Welcome Roll call – declaration of quorum Additions to the Agenda Adoption of the Agenda (by Motion if agenda is amended) Declaration of Conflict Adoption of the previous Minutes (by Motion) Unfinished Business New Business: o Correspondence and Communication Highlights o Receiving of reports; in order; Treasurer’s Report, Principal’s Report, Standing Committees, and Special Committees. (Note: Executive will continue to submit only minutes to the Board). o Resolutions o Other Items needing Board direction, or consensus without a formal Motion Miscellaneous Adjournment

3. The agenda will be supported by materials as are pertinent to the business which will come before the Board and may be of value to the Board in the performance of its duties. 4. Items may be placed on the agenda in one of the following ways: a. By notice of Motion at the previous meeting of the Board. b. At the request of a committee of the Board via Resolution. c. At the request of a Director of the Board via Resolution. d. At the beginning of a meeting of the Board, the Chairperson shall ask for additions to the agenda prior to adoption of the agenda. If possible, the Chairperson should be notified in advance of the Board meeting. Amendments to the agenda may be made by carried Motion of the Directors in attendance. e. During the course of the Board meeting, the majority of Directors present may amend the agenda and place items before the Board for discussion. Amendments to the agenda may be

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made by carried Motion of the Directors in attendance. The Board may take action on such items. 5. The Board package, containing the agenda and supporting information will be provided to each Director at least four (4) days prior to the meeting. As much as is possible, this shall be done electronically with documentation provided in a secured format. 6. Any member of the Society or general public may request a copy of the agenda from the Chairperson of the Board. F. Minutes for Regular or Special Meetings The Board shall maintain and preserve, by means of minutes, a record of its proceedings and resolutions. 1. The minutes shall record: a. Date, time and place of meeting b. Type of meeting c. Name of presiding officer d. Names of Directors and administration in attendance, and those absent by notice or without notice e. Approval of preceding minutes f. A brief summary of the circumstances which gave rise to the matter being debated by the Board which may be done via resolutions g. All resolutions, including the Boardâ&#x20AC;&#x2122;s disposition of the same, placed before the Board, must be entered in full with appropriate supporting documentation h. Names of persons making the Motion and applicable seconders i. Points of order and appeals, including identification of the Director making the point of order or appeal j. Appointments k. Recording of the vote (when requested) l. Director declaration (i.e. conflict of interest) 2. The minutes shall: a. Be distributed to the Executive Committee at least seven (7) days prior to the Executive Committee meeting b. Be considered an unofficial record of proceedings until such time as adopted by a resolution of the Board c. Be considered the official and sole record of the Boardâ&#x20AC;&#x2122;s business upon adoption d. Be affixed with the appropriate signatures upon adoption by the Board. e. Be filed and maintained by the Secretary of the Board and/or Administrative Assistant of the school as per the Document Retention Policy. f. Be published in concept minute format following adoption by the Board. The full minutes will be available at the school office. Confidential matters shall be masked from the public documents.

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G. Motions 1. Notice of Motion: The notice of Motion serves the purpose of officially putting an item on the agenda of the next or future regular meeting and gives notice to all Directors of the item to be discussed. A notice of Motion is not debatable and may not be voted on. a. A Director may present a notice of Motion for consideration at the next regular meeting of the Board or may request another meeting date. b. A Director may also provide the Chairperson of the Board with a written notice of Motion and ask that it be placed on the agenda of the next regular meeting and read at the meeting. The Director need not be present during the reading of the Motion, however, if the Director is not present, a mover and a seconder is required at the meeting. 2. Discussion on Motions : The custom of addressing comments to the Chairperson of the Board is to be followed by all persons in attendance. a. A Motion must be placed before the Board prior to any discussion taking place on an issue. Without a Motion, there is nothing to discuss. b. A Motion should address one matter only. c. Once a Motion is before the Board and seconded, until it is passed or defeated, all speakers shall confine their remarks to the Motion or to the information pertinent to the Motion. 3. Speaking to the Motion: The mover of a Motion speaks first and every Director shall have an opportunity to speak to the Motion before any Director is allowed to speak a second time. a. The Chairperson will normally speak just prior to the last speaker who will be the mover of the Motion. b. The mover of the Motion is permitted to close debate on the Motion. c. As a general guide, a Director is not to speak longer than five minutes on any Motion. The Chairperson of the Board has the responsibility to limit the discussion by a Director when such a discussion is repetitive or digresses from the topic at hand, or where discussion takes place prior to the acceptance of a Motion. d. No one shall interrupt a speaker, unless it is to ask for important clarification of the speaker’s remarks and any such interruption shall not be permitted without permission of the Chairperson of the Board. e. Should a Director arrive at the meeting after a Motion has been made and prior to taking a vote, the Director may request further discussion prior to the vote. The Chairperson of the Board shall rule on further discussion. 4. Reading of the Motion: Any Director may request the Motion under discussion to be read at any time during the debate, except when a Director is speaking. 5. Recorded Vote: In general, “aye” is used to vote. This will be called by the Chair and declared “Motion carried” or “Motion defeated”. a. A Director may request the Board’s vote is recorded in the minutes. This request must occur before the vote is taken. The minutes shall record the names of the Directors who voted for or against the matter. b. A Director may request their individual vote to be recorded in the minutes. This request may occur before the vote is taken or immediately after a vote is taken . The minutes

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shall record the name of the Director and whether the Director voted for or against the Motion, or abstained. 6. Required Votes : The Chairperson of the Board does not normally vote. All Directors present, unless excused by resolution of the Board, or upon declaration of conflict of interest, shall vote on each Motion. a. Each Motion shall be decided by a majority of the votes of those Directors present. A simple majority of a quorum of the Board will decide the Motion. b. In the case of a tie the Chairperson of the Board votes. If the Chairperson abstains from voting, the Motion is defeated. The Chairperson may also vote to maintain the status quo. c. A vote on a Motion shall be taken by open vote, expressed audibly or by show of hands, except the vote to elect the Chairperson, Vice-Chairperson, and Secretary of the Board, which is by secret ballot, unless there is unanimous agreement among the Directors to use a show of hands. 7. Debate: In all debate, any matter of procedure in dispute shall be settled, if possible, by reference to Robert’s Rules of Order. If this reference is inadequate, procedure may be determined by Motion supported by the majority of Directors in attendance. 8. Delaying a Motion: the vote on a Motion may be delayed in several ways: a. Adjournment of the debate: a Motion may be made to adjourn the debate. If the Motion carries, the debate resumes at the point at which it left off at the next meeting under ‘Unfinished Business’. b. Tabling a Motion: a Motion may be tabled to begin discussion anew at the next meeting under ‘New Business’.5 c. Postpone to a Specified Time: a Motion may be made to postpone the main Motion to a specific time at a subsequent meeting in the future. d. Adjourning the meeting: a Motion may be made to adjourn the meeting. If the Motion carries, this kills the debate and the Motion altogether. 6 9. Withdrawing a Motion: a Motion may be withdrawn on the request of the mover and the seconder from consideration by requesting that it be ‘postponed indefinitely’. A Motion may be withdrawn if no objection is raised, if the debate is in progress and if the Motion has not be called to a vote.7 10. Amending a Motion: a Motion may be amended when it is open for discussion by changing words or paragraphs. The amended Motion will be read and taken to a vote before the main Motion is voted on as amended. The amendment cannot change the intention of the original Motion. 8 If the number of amendments is high, it is possible for a Director to indicate the intention to vote down the amendments and introduce a Motion with more accurate wording. In

Section 500 – Meetings p. 104, Effective Governance for Good School, OACS 2003 Section 500 – Meetings p. 104, Effective Governance for Good School, OACS 2003 7 Section 500 – Meetings p. 105, Effective Governance for Good Schools, OACS 2003 8 Section 500 – Meetings p. 96, Effective Governance for Good Schools, OACS 2003 6

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this situation, the Chairperson may put the Motions to a vote and if defeated, invite that Director to restate the Motion.9 H. Delegations to Board Meetings The Board’s purpose in listening to presentations within a regularly scheduled meeting of the Board, is to have issues clarified and to secure ideas, opinions, and/or information which may be useful to the Board in its decision making process. For the purpose of this section, the word “delegations” shall mean one or more persons who wish for Board action on any particular matter. 1. All delegations wishing to appear before the Board shall give eight (8) days notice thereof in writing to the Chairperson of the Board before the meeting at which they wish to appear. The notice shall contain sufficient information to enable the Directors to become acquainted with the subject beforehand. The delegation shall first discuss the request with the Chairperson of the Board. If an appearance before the Board is then desired, a copy of the request shall be sent to each Director with the agenda for the meeting at which the delegation is to appear. It is preferable that the request includes possible solutions. 2. A spokesman for the delegation must be identified. 3. Delegations are encouraged to keep their presentations brief to a maximum of fifteen (15) minutes. The Chairperson of the Board has the right to restrict the length of time for any delegation to any meeting. 4. Matters deemed to be of a sensitive or confidential nature shall be heard at an in-camera session of the Board. Personnel issues will not be discussed in an open forum. 5. In discussing matters with the delegation, the Chairperson of the Board shall act as spokesman for the Board. It must be remembered that delegations come to express problems and give information thereof. For this reason, individual Directors may only seek clarification of items presented by the delegation. At no time during the presentation shall any Director commit the Board to any specific course of action. 6. Delegations will be given a copy of this section of the Board Operations policy prior to their presentation. 7. Upon completion of the presentation, the Chairperson of the Board shall inform the delegation when a decision, if required, will be made. The Board will normally make a decision on the matter at a meeting following the meeting at which the presentation is made. This decision will be communicated in writing to the spokesperson. 8. 9

Section 500 – Meetings p. 103, Effective Governance for Good School, OACS 2003

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Director Compensation The Board believes that Directorship, first and foremost, is a public service. There will be no remuneration of Directors. Directors may be reimbursed for expenses incurred in the conduct of business of the Board. Extraordinary expenses incurred in the conduct of business of the Board may be reimbursed as determined by resolution of the Board. 1. It is important that Directors stay current and up to date with respect to educational issues and trends. Activities such as participation in conventions, seminars and workshops related to the role of Director contribute to this end. The Board will budget an appropriate amount for this purpose. The professional development allocation may be utilized for, but is not limited to, OACS conferences and conventions. 2. Directors will, when applicable, provide an information report on materials of interest received as a result of attendance at professional development activities.

J. Director Conflict of Interest The SCCS Board of Directors will adhere to the Conflict of Interest Policy. 1. The Director is directly responsible to the membership of the Society and to the Board. The Director is expected to act in a manner which will enhance the trust entrusted to the Director and through the Director, the trust entrusted to the Board. 2. The Board believes that its ability to discharge its obligations is dependent upon the trust and confidence of the membership in its Board and its Directors. Therefore, the Board believes and practices in the requirement to declare conflict of interest. 3.

The Director is responsible for declaring him/herself to be in possible conflict of interest. a. The Director shall make such declaration in open meeting prior to Board discussion of the subject matter which may place the Director in conflict of interest. b. Following the declaration of conflict of interest by a Director, all debate and action shall cease until the Director has left the room.

It shall be the responsibility of the Director in conflict to excuse him/herself from the meeting and ensure that his/her declaration and absence is properly recorded within the minutes.

The recording secretary will record in the minutes: a. The Director’s declaration. b. The Director’s abstention from the debate and the vote. c. That Director’s absence from the room during the time of the debate and vote.

If a Director fails to declare a conflict of interest, the Chairperson of the Board shall ask the Director to leave the room for the duration of the discussion.

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K. Removal of a Director The SCCS Board of Directors will adhere to the Board Director Disciplinary Policy. 1. There may be times when a Director refuses to behave as expected. In this case, the Chairperson of the Board may ask the Director to leave the meeting. If this behaviour is ongoing, the Board can ask the membership for endorsement in removing the Director permanently from the Board. This can be done at a regularly scheduled membership meeting or one called specifically for this purpose. 2. Until the meeting of the membership takes place, the Chairperson of the Board can ask the Director in question to leave the meeting at the beginning of each Board meeting. If the membership does not endorse the removal of the Director, the Director shall be fully reinstated. L. Board Self-Evaluation The Board self-evaluation shall follow the process outlined in Board procedures for annual selfevaluation. M. Communication The SCCS Board of Directors will adhere to the Communications Policy. The Board speaks with one voice and will commit itself to systematic communication with the stakeholders (members, parents, staff, students, volunteers, supporters, and the community) in order to obtain and to provide relevant information in a timely manner. 1.

The Board is committed to gathering and using information relevant to the stakeholders' needs and interests.

2. The Board will annually review that there are effective communication plans to be implemented by the beginning of the school year. 3.

Communication strategies of the Board may include the following: a. Bi-annual meetings of the membership b. Personal communications (letter, phone, e-mail etc.) c. Newsletters d. Web pages e. Special presentations at Board Meetings f. Public forums, focus groups (Town Hall style), information meetings g. Media Communication, advertising, press releases in accordance with revelant policies. (i.e. Website, Social Media, etc.)

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RELATED DOCUMENTS AND PROCEDURES The Board of Directors views the following documents as further expressions of the Board’s intentions regarding expectations of Directors to the Board: 1. 2. 3. 4. 5. 6. 7. 8. 9.

Eligibility Criteria Conflict of Interest Policy Board Code of Ethics The Role of the Board The Role of the Director Officers of the Board CNCA – Canada not-for-profit Corporations Act Ontario Corporations Act SCCS Constitution & Bylaws

This policy was written in consultation with JCCS policy “Board Operations”, Robert’s Rules of Order, and the Canadian Not-for-Profit Regulations Act.

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October 2012

Date Reviewed

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June 2013

March 2015 May 2019

Y Y

If yes – What changes and why Added discussion on strategic direction (B3 ), and redefined in camera sessions (D) Minor updates Updated Vision Statement to include “ and beyond”

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Background: Whenever possible, when a meeting of the Board is called, the Board will meet together in person. However, there are instances in which a Board needs to duly constitute a meeting, but either the Board or its Directors are physically unable to do so. In exceptional circumstances, Directors of the Board may require technology-based resources to be in attendance at such meetings. The Ontario Corporations Act gives provisions for electronic voting.1 Electronic meetings thus can be utilized if the item requiring Board action is time sensitive and absolutely does not allow for the physical attendance of all Board members. Scope: This policy is intended to provide the framework and guidelines for the Board or its individual Directors to meet in an electronic format, both in regular and special meetings of the Board. Definitions: Electronic Means: Electronic means of participation in a meeting of the Board shall include: x gmail chat from confidential SCCS Board gmail accounts x Videoconferencing via Skype using confidential gmail accounts x Teleconferencing provided by the Board Policy Regulations: The Board will adhere to the following guidelines to ensure the meeting will be recognized as duly constituted. 1. Attendance of Directors: a. If at all possible, Board Directors should attend regular and special meetings in person. In the event that that is not a possibility, then the electronic attendance of that Director is permitted by electronic means as outlined in this policy. 1

As per the Ontario Corporations Act (sec 283.3(1)): â&#x20AC;&#x153;if all the directors of a corporation present at or participating in the meeting consent, a meeting of directors or of a committee of directors may be held by such telephone, electronic or other communication facilities as permit all persons participating in the meeting to communicate with each other simultaneously and instantaneously, and a director participating in the meeting by those means is deemed for the purposes of this Act to be present at the meeting. 1998, c. 18, Sched. E, s. 74 (2).â&#x20AC;?

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b. At regular and special meetings of the Board, the following three persons shall be physically present in the meeting room of the Board: i. the Chair of the Board or his/her designate ii. another Officer of the Board or his/her designate iii. the Principal/DSO if applicable c. A Board Director who participates in a meeting through electronic means in accordance with this Board policy shall be deemed to be present at the meeting for the purposes of every action or motion for which they are in attendance. i. The Board director is to access the electronic meeting using their confidential individual Board Director email account, must be logged in and engaged in the prescribed â&#x20AC;&#x153;chatâ&#x20AC;?; or, ii. The Board Director may access the meeting via electronic simultaneous video feed; or, iii. The Board Director may access the meeting via telephone. 2.

Procedures a. Notification of a meeting will be done by phone or e-mail as soon as possible. Each Director must notify the chair of their ability or inability to attend such a meeting. Non-responses will be followed up with a phone call by the Chair, or designate. i. Should a Director be unavailable to receive personal notification (i.e. out of the country, medically incapacitated), the risk of their lack of attendance in relation to the subject at hand will be assessed by the Executive. Should the meeting proceed in their absence, the first item on the agenda will be the consensus of the Board Directors in attendance to proceed in order to maintain the integrity of the Society due to risk of inaction. b. All Directors and the Principal/DSO are to receive an electronic meeting agenda with supporting documents within a 24 hour timeframe of the start time of the special meeting. c.

The agenda shall follow regular constituted meeting format.

d. The Chair of the Board, or designate, shall ensure that declarations of conflict of interest are heard by all Directors participating on site, by electronic means, verbally by email chat, or via phone to declare any conflict or no conflict at the beginning of the meeting. x

Where a member declares a conflict of interest on an agenda item that item will be moved to the end of the agenda (should there be more than one item on

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the agenda). When that agenda item is dealt with the Director in conflict will be asked to disconnect from the meeting. If that Director refuses; o Gmail chat: group chat will be disengaged and re-engaged with legally participating Directors. o Conference call or Skype: all connections will be dropped and legally participating Directors will be asked to call in again. o Independent Telephonic Means: the call will be disengaged e. The meeting room of the Board or of a committee of the Board shall be open to permit physical attendance by members of the public as in regular meetings. It is understood that this provision does not apply where a meeting is closed or in-camera f. Electronic meetings of the Board shall be conducted in accordance with the Board Policies, By-laws and where not stated, Robertâ&#x20AC;&#x2122;s Rules of Order.

Procedural Guidelines 1. Electronic Meetings: a. In-camera meetings are closed to the public. The Chair of the meeting will ensure that electronic means are turned on and off accordingly. b. When appropriate, the public will be notified of the time and place of meetings. c. In the event that a Board meeting that is being accessed electronically encountering interference and/or disruption by electronic attendees, the Chair shall warn the attendees the first time, advise them the second time that disturbance/interference continues, and on further disturbance/interference, the Chair shall direct the Director to discontinue electronic access. The Directors will be asked to join the meeting by alternate means. 2. Attendance: a. Roll call for all meetings at which an individual director or directors may be participating electronically shall be taken verbally and duly recorded to ensure attendees are recognized as being in attendance. b. Directors participating in an electronic meeting shall notify the Board Chair of their departure (either temporary or permanent) from the meeting before excusing themselves in order to ensure a quorum is maintained. c. Directors must indicate by e-mail or call into the Chair to confirm their participation by electronic means as soon the notice of the special meeting is received and no less than 5 hours prior to the start time of the meeting. d. Members of the public can only attend electronic meetings in person at the meeting location.

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3. Voting at Electronic Meetings: a. In preparation of Board motions via electronic meetings, members must indicate their willingness to let their name stand as mover and seconder. Prior to the vote, the chair will read each motion and indicate the member who has moved the motion and the member who is seconding it. b. The chair will call the vote for: i) those in favour of the motion; ii) those opposed to the motion. c. The chair will make the ruling whether the motion was carried or defeated, subject to the results of the vote. d. If the vote is unclear or the ruling is appealed, the vote should be restated by the chair polling the members alphabetically by their last name to verify the decision. This vote will be stated as motion carried or defeated only. e. If subsequent rulings are appealed during the meeting, the chair will poll the members as set out in 4.d. beginning at the second name alphabetically on the next appeal, the third name on the next appeal, etc. until all members have had the opportunity to vote first. 4. Security: 1. All Directors participating must attest that privacy can be maintained during in-camera sessions. 2. Directors participating in electronic meetings in-camera sessions shall attest to their electronic site as secured and this shall be noted by the Secretary of the Board. 3. By motion of the Board, an in-camera session of an electronic meeting may be tabled if deemed necessary at until a face-to-face meeting can be arranged. Related Documents and Procedures: The Board views the following documents and procedures as further expressions of this Electronic Meetings Policy: 1. Board Operations 2.

Board Code of Ethics

References: Ontario Corporations Act, R.S.O. 1990 http://www.kpdsb.on.ca/Administrative_PDF/202%20Electronic%20Meetings.pdf http://www.tbcdsb.on.ca/files/u16/314_ELECTRONIC_MEETINGS.pdf

http://www.cdsbeo.on.ca/PDF/A4_electronic_meeting.pdf

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Date Reviewed

Changes made (Y/N)

May 2019

If yes – What changes and why Updated the vision statement to include “and beyond”

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Mission: Providing quality, Christ-centred Education Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy Community and beyond Background: The Directors of the Strathroy Community Christian School Board are Society members elected to the Board of Directors (BOD) by the membership. Directors of the Board are mandated by the membership to work within the Constitutional framework, comply with requirements set forth by the government agencies and protect the Society’s charitable status. The role of the director is to contribute to the Board as it carries out its mandate in order to attain its mission, vision and goals. While the current SCCS Constitution does not mandate an Executive Committee, the Board of Directors has determined that such a committee is necessary to assist in effective Board functioning. The Executive Committee is comprised of the Chairperson (President), Vice-Chairperson (Vice-President), Secretary, and Principal. The Chairperson, Vice-Chairperson, and Secretary are elected by the Board at the meeting following the Spring Membership Meeting, and thereafter at any time determined by the Board, to hold office at the pleasure of the Board. The Treasurer of the Board is appointed by the Board for a term of 6 years as outlined in the Constitution and Bylaws. Although the Treasurer does not sit on the Executive Committee, the Treasurer is recognized as an Officer of the Board. Scope: This policy is intended to provide a framework for the Board’s expectations of the Officers of the Board. Specifically: A. The Chairperson shall: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.

Embody the integrity and unity of the Board. Be fully aware of the SCCS Society’s Constitution and By-laws and Board policies. Remain impartial and avoid conflict of interest situations. Act as an ex-officio member of all standing and special committees and is entitled to receive notice of and to attend all meetings of such committees. Preside at all meetings of the SCCS Society and the Board. Keep informed of significant developments that affect the school and/or school Society. Be in regular contact with the DSO/Principal to maintain a working knowledge of current issues and events within the school. Lead the Executive duty to provide Administrative Oversight to the DSO. Ensure that a Board Orientation Session is held after the election of new Directors. Ensure that meeting dates are set and ensure that relevant people are notified. Call both regular and special meetings of the Board, in consultation with the Executive Committee

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12. Prior to each Board Meeting, confer with the Executive Committee on the items to be included in the agenda, the order of these items and become thoroughly familiar with them. 13. Act as the designated spokesperson for the Board except in those instances in which this task has been delegated to another individual or group. 14. Represent the Board, or delegate this duty, at official meetings or other public functions. 15. Bring to the Board all matters requiring a corporate decision of the Board. 16. Address inappropriate behaviour on the part of a Director by upholding the Board Code of Ethics and implementing the Board Director Discipline policy/procedure when appropriate. 17. Lead the Executive Committee in fulfilling its purpose. 18. Ensure the Board engages in regular assessments of its effectiveness as a Board. 19. Ensure that all Directors of the Board are fulfilling their duties and responsibilities in a stewardly manner. 20. Ensure that the membership is kept regularly informed of relevant matters of the Board. 21. Ensure the Board has appropriate policies in place for the effective governance and operation of the school and other Society operations. 22. Assemble an Employment Grievance Task Force, on an as needed basis. 23. For a meeting: x Confirm that the meeting has duly been convened and properly constituted x Open the meeting x Introduce guests at the beginning of the meeting x Conduct the meeting in a regular and proper manner (i.e. Robertâ&#x20AC;&#x2122;s Rules of order) x Ensure proper minutes of the proceeding are kept x Ensure that quorum is maintained at each meeting x Maintain impartiality and not participating in any debate x Decide points of order and all incidental questions of procedure x Ensure all business is transacted within the jurisdiction of the meeting x Decides who shall speak x Puts motions and amendments to the vote and declares the vote x Vote only to break a tie, except in voting situations which require a secret ballot x Vote to maintain the status quo x Display courtesy, tact, firmness, impartiality, and willingness to give everyone an opportunity to speak to the subject under consideration. x Evaluate the mood of the meeting on any question put before it x Ensure that minority opinions are given a fair hearing x Preserve order x Cause the removal of disorderly persons x Ensure restatement of Confidentiality and Board unity at the end of each meeting x Adjourn the meeting when it is impossible to maintain or restore order; and x Declare the meeting closed when all the business has been transacted

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B. The Vice-Chairperson shall: 1. Act on behalf of the Chairperson of the Board in the latter’s absence and shall then have all of the duties and responsibilities of the Chairperson. 2. Assist the Chairperson of the Board in ensuring that the Board operates in accordance with its own policies and procedures. 3. Assist the Chairperson of the Board in providing leadership and guidance to the Board. 4. Step into any other officer’s position in the event of an absence in that position. C. The Secretary shall: 1. Ensure that the official documents of the organization are maintained; these being the corporate seal, deeds, books, papers, records, correspondence, contracts and other documents belonging to the Society as per Document Retention Policy. 2. Keep accurate minutes of all meetings of the Society, Board, and Executive Committee as per Board Operations Policy. 3. Shall notify all Committees of their appointments. 4. Conduct all correspondence on behalf of the Board, unless otherwise delegated. 5. Make arrangements for membership meetings, which includes arrangements for locations, speakers, information packages, Society notification, etc. 6. Maintain the Board calendar of actions for the Board and Executive Committee to refer to in planning (i.e. Strategic Plan action items, SQAP action items, policy review dates, etc.). 7. The Secretary shall perform other duties as determined by the Board. D. The Treasurer Shall: 1. Be entrusted with the organization’s funds and be responsible for all collection and disbursements on behalf of the Board. 2. Serve as Chair of Risk Management & Planning Finance Committee. 3. Participate as a member of Development & Planning Finance Committee. 4. Attend Meetings of the Board in their entirety. 5. Participate as a member of Tuition Review Committee. 6. Conduct a monthly review of financial statements. 7. Present quarterly financial reports to the Finance Committee: Risk Management & Planning. 8. Present quarterly financial reports to the Board of Directors. 9. Work closely with Bookkeeper to ensure accurate bookkeeping and reporting. 10. Work closely with the Principal to track enrollment and other budget projections/changes. 11. Advise the Board and the Finance Committees, and groups thereof, on policy as it relates to statutory obligations and internal controls. 12. Oversee preparation and distribution of Annual Tax receipts. 13. Ensure timely completion of annual T-3010 form and all related required Charitable Status documentation. 14. Oversee preparation of annual Tuition Payment Plan Forms.

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15. Review and manage tuition payment requests that fall outside of established policy. 16. Ensure SCCS remains compliant with statutory regulations (i.e. Certificate of Continuance for Canada Not-For-Profit Corporations Act (Dec. 2011)). 17. Consult with OACS on financial matters as appropriate. 18. Conduct an annual tuition rate comparison with comparable schools. 19. Work closely with Bookkeeper and Accountant to ensure accurate and timely generation of Annual Reports. 20. Present the proposed budget to the Society membership at a Pre-Budget meeting. 21. Present the proposed budget to the Society membership at the Spring Membership Meeting. 22. Present annual financial statements to the Society membership at the Fall Membership Meeting. 23. Be a nonvoting member of the Board, unless this position is filled by an elected Director of the Board.

RELATED DOCUMENTS AND PROCEDURES The Board views the following documents as further expressions of the Board’s intentions regarding Officers of the Board: 1. SCCS Constitution 2. Role of the Board 3. Role of the Director 4. Board Director Disciplinary Policy 5. Board Code of Ethics 6. Confidentiality Policy 7. Administrative Oversight Policy 8. Board Operations Policy

This policy was written in consultation with JCCS policy “Officers of the Board” and OACS “Effective Governance for Good Schools” Manual (2004).

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May 2019

Updated the Vision statement to include “and beyond”

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Conflict Resolution Policy

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Mission: Providing quality, Christ-centred Education Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy Community and beyond Background: One of the benefits of being part of a school community which is committed to Christ are the shared core values between parents and school about the high moral standards and teaching methods used in the education of students. Although we strive to live following the example of Jesus Christ, conflict may arise between people within the school community (i.e. student and teacher, teacher and parent). As a unified body under God, our shared values should provide the basis for conflict resolution in the SCCS community. We are urged to respect authority relationships (1 Thessalonians 5:12-13, Romans 13:1,7, and Ephesians 6:7-8) and called to respect each other out of reverence for Christ (Ephesians 4). …the wisdom that comes from heaven is first of all pure; then peace-loving, considerate, submissive, full of mercy and good fruit, impartial and sincere. James 3:17 (NIV) Scope: This policy is intended to provide a Biblical framework to guide conflict resolution at SCCS with regards to disagreements, complaints, rumours, and Board conflicts. This policy applies to conflict resolutions within Society and School operations including Society membership, Board, staff, parents, students, and community members. Specifically: 1. In order to resolve conflict in a Christ-like manner, the Board of Directors has outlined the following minimal procedural requirements regarding conflict resolution at SCCS: a. Try to get the whole picture. James 1:19 states, “ …Everyone should be quick to listen, slow to speak and slow to become angry, for man’s anger does not bring about the righteous life that God desires.” In attempting to discern the facts of the matter, the possibility of misperception or shortsightedness in one’s account of an event should be considered. Avoid assumptions, hasty conclusions, and impulsive actions. Proverbs 25:28, “Like a city whose walls are broken down is a man who lacks self-control.” Prayerfully consider your next steps. “If any of you lacks wisdom, he should ask God, … and it will be given to him.” James 1:5 b. Speak directly to the person(s) involved. Matthew 18:15 affirms this by stating, “If your brother sins against you, go and show him his fault, just between the two of you. If he listens to you, you have won your brother over.” Effort should be made to resolve the conflict by addressing the person(s) involved. For example, if the conflict originates in the classroom, the concern should be addressed to teacher by the person experiencing the conflict. Documentation regarding the concern and the resolution will be captured by the staff person. c. Speaking only to appropriate people, avoid gossip. The community-at-large should not be involved in a personal grievance. Ephesians 4:29 states, “Do not let any unwholesome talk come

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out of your mouths, but only what is helpful for building others up according to their needs, that it may benefit those who listen.” d. Speak with appropriate persons in an effort to resolve the concern. If, after speaking directly to the person(s) involved, the concern remains unresolved, raise the subject with an appropriate person in a position of authority (i.e. Principal, Board). If possible, the person(s) involved should be notified of this decision. “All of you agree with one another so that there may be no divisions among you and that you may be perfectly untied in mind and thought.” 1 Corinthians 1:10b. The appropriate person(s) (i.e. Principal, Board) will document the concern and resolution. 2. The Board delegates to the Principal as Director of School Operations, the preparation, maintenance and communication of conflict resolution procedures addressing the following within school operations: a. Parental Disagreements with staff; b. Complaints; c. Rumours. 3. The Board of Directors is responsible for the preparation, maintenance and communication of conflict resolution procedures addressing the following within the SCCS Society operations: a. Complaints; b. Rumours; c. Internal Board Conflicts; d. Employment grievance; e. Contract negotiations. RELEVANT DOCUMENTS AND PROCEDURES: The Board views the following documents as further expressions of the Board’s intentions regarding conflict resolution at SCCS: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.

Conflict Resolution Procedure Employment Grievance Policy Employee Relations Policy Board Operations Policy Board Director Disciplinary Policy Discipline, Suspensions, and Expulsions Policy Board Director Code of Ethics Communication Policy Staff Code of Ethics Confidentiality Privacy

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May 2019

Updated the Vision Statement to include “and beyond”

This policy was written in consultation with the OACS “Conflict Resolution for Christian Schools”, 2004 (OACS, Ancaster)

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Board Director Discipline Policy

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Mission: Providing quality, Christ-centred Education Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy Community and beyond. Background: The Directors of the Strathroy Community Christian School Board are Society members elected to the Board of Directors (BOD) by the membership. Directors of the Board are mandated by the membership to work within the Constitutional framework, comply with requirements set forth by the government agencies and protect the Society’s charitable status. The role of the Director is to contribute to the Board as it carries out its mandate in order to attain its mission, vision and goals. The Board Director’s code of ethics signed by each director upon assuming office, and annually thereafter, binds that person to work diligently and faithfully in the cause of Christian education. As leaders in the Strathroy Community Christian School community, Directors must model a commitment to the responsibility of directorship of a not-for-profit corporation. Establishing a Board Director Discipline Policy and Procedure provides a framework to maintain the integrity of the Board as it works to fulfill the mandate of the Strathroy Community Christian School Society. It is understood that all disciplinary procedures will be undertaken with the greater good of the Society in mind. Scope: This policy and procedure is intended to guide the decision making of the Board with regards to discipline of individual Directors of the Board, as necessary and appropriate, with regards to changes in Eligibility Criteria in serving as a Director to the Board, Conflict of Interest situations, non-compliance to the Code of Ethics, and responsibilities as defined in “The Role of the Director”. Definitions: 1. Negligence in duties: Negligence in duties is defined as “Failure to consistently respond to emails or telephone calls requesting input from Board members, lack of follow through on assignments, including submission of requested reports and/or lack of participation overall in the activities of the Board.”1

“Defining Board Attendance Expectations and Discipline related to member Absences” (August 2008) from the Virginia Association for Healthcare Quality.

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2. Unexcused Absences: An absence by a Board member who does not notify, in writing, the Chairperson, or designate to notify the Chair on their behalf, prior to a scheduled meeting or conference call meeting of his/her inability to attend will be considered unexcused. 2 3. Excused Absences: All Directors of the Board must notify, in writing, the Chairperson of the Board, or designate regarding his/her inability to attend a meeting of the Board in order to be considered excused.3 4. In writing: Includes written correspondence via email or hard copy letter. Specifically: A. Responsibilities: 1. Rights and Responsibilities of the Board: a. The Board of Directors reserves the right to initiate and fulfill disciplinary procedures of a Director or Officer of the Board who is negligent in fulfilling his/her accepted responsibilities. b. The Board of Directors reserves the right to request the resignation of a Director of the Board or Officer of the Board who is negligent in fulfilling his/her accepted responsibilities. c. The Board of Directors reserves the right to recommend the resignation of a Director of the Board or Officer of the Board to the Society Membership. 2. Responsibilities of the Chairperson: The Chairperson, in consultation with the Executive Committee as appropriate, has been delegated by the Board the responsibility of addressing disciplinary matters concerning Directors or Officers of the Board. 3. Responsibilities of Directors of the Board: a. All Directors to the Board have responsibility to notify a member of the Executive Committee, preferable the Chairperson, in writing, of a Board Director appearing to be involved in any perceived or substantiated non-compliance of the Code of Ethics, Eligibility Criteria, negligence in Director’s or Officer’s duties, or Conflict of Interest.

“Defining Board Attendance Expectations and Discipline related to member Absences” (August 2008) from the Virginia Association for Healthcare Quality.

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b. All Directors or Officers of the Board have the responsibility to notify, in writing, the Chairperson of the Board, or designate of any intended absences from meetings of the Board. B. Procedure: 1. Absences from Meetings of the Board: In all instances of consecutive absences from Board meetings, the Chairperson, or designate, will attempt to contact the Board member via telephone to discuss the absences and to determine whether the member intends to remain in his/her position. a. Excused Absences: Upon the third consecutive excused absence of a member, the Board will assess whether the Board member is negligent in fulfilling his/her accepted responsibilities. a.i. If the Board agrees that the member is negligent in his/her duties, removal of the position may be initiated. b. Unexcused Absences: b.i. Upon the second unexcused absence, the Board will assess whether the member is negligent in his/her duties, removal of that Directorâ&#x20AC;&#x2122;s position may be initiated. 2. Negligence of Duties: a. In the instance of perceived or substantiated non-compliance of the Code of Ethics, Eligibility Criteria, negligence in Directorâ&#x20AC;&#x2122;s duties, or Conflict of Interest, the Chairperson, or designate, will contact the Board member to discuss the potential non-compliance and determine next steps. b. The Chairperson, in consultation with the Executive committee, will report the details of this conversation to the Board. c. If the issue of perceived or substantiated non-compliance or negligence remains unresolved, the Chairperson will report to the Board for Board-determined next steps. 3. Appeal/Defence Process: a. Upon agreement by the Board to initiate removal action, the Chairperson, or designate, will notify the Board member in writing of the decision to initiate removal of his/her position on the Board. The Board member will have the opportunity to defend his/her position by appeal, or can agree to removal via resignation of the position in writing. Resignation will be in effect at the time the resignation is received by the Board or at the time specified in the resignation, whichever is later (NPCA, 25.(2)). b. The Board Director will be granted 28 days to respond in writing to the disciplinary action initiated by the Board. If this timeline is not met, the Board may proceed with removal action.

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c. If the Board Director chooses to appeal the removal action, the appeal must be made in writing within the 28 day time limit. d. The Board Director may also request a face-to-face meeting with the Board to defend his/her position. e. The Board will consider the merits of the appeal and vote whether to remove the Board Director from office. As defined in the SCCS Society Constitution and Bylaws (Article 2.2), a 2/3 majority vote of the Board Directors at a duly constituted meeting of the Board is required to bring the recommendation for Director removal to a special meeting of the SCCS Society called for that specific purpose. f. A vacancy created by the removal of a director will be filled at the special meeting at which the director is removed (NPCA 26,(3), 28.(1) and 28.(5)) to ensure the minimum number of directors stated in the constitution is maintained. The Director elected to fill this vacancy holds office for the unexpired term of the Director’s predecessor (28.(7)). 4. Notification Procedure: a. A letter will be sent to the Board member via the Canada Postal Service, delivery signature requested, informing him/her of the intent of the Board to initiate removal action. b. The Secretary of the Board will utilize the Board Director’s Board email account to notify the Director via email after the notification letter has been mailed.4 RELATED DOCUMENTS AND PROCEDURES The Board of Directors views the following documents as further expressions of the Board’s intentions regarding expectations of Directors to the Board: 1. 2. 3. 4. 5. 6.

Eligibility Criteria Conflict of Interest Policy Board Code of Ethics The Role of the Board The Role of the Director Officers of the Board

References:

Defining Board Attendance Expectations and Discipline related to member Absences” (August 2008) from the Virginia Association for Healthcare Quality.

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SCCS Society Constitution & Bylaws: Bylaw No. One, Article 2 – Board of Directors 2.2 Removal of Directors: The members of the Society may, by resolution passed by at least two-thirds (2/3rds) of the votes cast therein at a meeting of members called for that purpose, remove any director before the expirations of his/her term of office and may by a majority of votes cast as such a meeting elect any person in his/her stead for the remainder of his/her term. This policy was written in consultation with the policy “Defining Board Attendance Expectations and Discipline related to member Absences” (August 2008) from the Virginia Association for Healthcare Quality. http://www.vahq.org/about-us/policiesprocedures/Policy%206_Defining%20Board%20Attendance%20and%20Discipline%20v2011.pdf Bill 65, Not-for-Profit Corporations Act, 2010. The Legislative Assembly of Ontario. Section 23, 25, 26 and 28

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May 2019

Updated the Vision statement to include “and beyond”

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Policy Development Policy

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Our Mission: Providing Quality, Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy Community and beyond. Background: The Board of Strathroy Community Christian School (SCCS) has been mandated by the school Society to protect its Constitution & By-laws to ensure continued provision of quality Christcentred education. The Board of Directors (BOD) is tasked with establishing and maintaining policies for the effective operation of the school. The Board shall be guided in policy development by ensuring compliance with government legislation and regulations while also maintaining consistency with the Society’s philosophical beliefs of Christian education. Board policies address the policy needs of the daily operations of the school and the school Society functions. Policy provides an operational framework, or the “what” that needs to occur operationally. The “how” are defined in procedures required to implement the policy. Policy development should be formulated in stages: 1. Identification: a. Policy gaps may be identified by the Board: i. Policy development or revision may be due to public consultation, survey, needs assessment, or policy evaluation. ii. A Director may identify a policy gap iii. A SCCS Society member may identify a policy gap and bring this gap to the attention of the BOD. iv. The Board may direct the Director of School Operations (DSO) to rewrite an administrative procedure as a draft Board policy and will provide rationale for that direction. b. Policy gaps may be identified by Society Committees c. Policy gaps may be identified by the DSO: i. Any employee, parent, student or school committee may bring a potential policy gap to the DSO. After it is evaluated by the DSO, it will be either: 1. Submitted to the Executive Committee with rationale for formal presentation to the BOD, or, 2. Developed as an administrative procedure, or 3. Rejected for policy development.

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Development: The Board may develop the policy itself or delegate development to the DSO or a Society committee. a. When developing policy, input will be solicited by the stakeholders. Important areas of resource to be considered are OACS, government, community leaders, other school Boards, agencies, and contractors. b. Policies should have widespread application; change infrequently; be expressed in broad terms; are statements of “what” and/or “why” and answer major operational issue(s).The Board should proceed to define all specific areas affected by the policy until it is satisfied that it is comprehensive but not procedural. c. All SCCS policies should contain the following categories to facilitate understanding of intended application and use: ‘Background’, ‘Scope’, ‘Relevant Documents’. d. Policies should cite references appropriately. e. Policies should be written in such a way to reflect the value of excellence at SCCS. Policies should be excellent in format, content, and be ready for publication (in policy manual and on website) upon adoption by the Board. f.

The DSO must develop administrative procedures as specified in “Board Delegation of Authority” and may develop other procedures as deemed necessary for the effective operation of the school. All administrative procedures must continue to adhere to Board policy.

3. Adoption: Proposed policies or policy changes are to be submitted to the Board via a resolution form (see Form # 050A) with accompanying rationale. All policies are to be approved via formal motion at a Board meeting that is duly-constituted and using proper methods to ensure obligations to government, membership and staff are fulfilled. a. The formal adoption of policies shall be recorded in the minutes of the Board meeting. b. New or revised policies will become effective on the date of Board approval unless otherwise indicated in the Board motion. c. In the absence of existing policy, the Board may make decisions, by resolution, on matters affecting the school and/or school Society. Such decisions carry the weight of policy until such time as a specific written policy is developed. 4. Implementation:

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a. The Board is responsible for the communication and implementation of all Board/Society policies and procedures. b. The Board and DSO share responsibility for the implementation of any policies relating to the BOD-DSO relationship. c. The DSO is responsible for the implementation of all school policies and procedures. d. The DSO is responsible for the communication and distribution of all school policies (i.e. updating policy handbooks, both hardcopy and electronic versions). Review: The Board, in cooperation with stakeholders, shall review the policy book annually. 5. Making a Policy redundant: The Board may identify the need to make a policy redundant, in the determination that: a. the policy is no longer relevant, or, b. the policy has been addressed in an umbrella policy, or c. the policy is actually procedural in nature and therefore, not policy. Making a policy redundant will occur formally as outlined in the adoption process in 3. Redundant policies will be filed as outlined in the Document Retention Policy. Procedure development, revision, and implementation: 1. The DSO is not required to have Board approval of administrative procedures as they are governed by approved umbrella policies. The DSO must inform the Board, via the monthly Principal’s report to the Board, of any changes to administrative procedures. 2. Society committees are not required to have Board approval of Society operations procedures as they are governed by approved umbrella policies. Society committees must inform the Board, via reports, of any changes to Society operations procedures. Society committees must forward new and updated procedures to the Board Secretary for appropriate retention. RELEVANT DOCUMENTS & PROCEDURES: the Board views the following documents as further expressions of the Boards intentions regarding Policy Development: 201 Role of the Board of Directors 202 Role of the Director Reference: This policy was written in consultation with “Policy Making” Policy #211 from Jarvis Community Christian School (April, 2011)

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Oct2012

Changes made to encompass expectations in policy review procedures: Added sections 2c, 2d. 2e, 5a, and second note (2)

March 2015

May 2019

Updated the Review section; added in Relevant Document and Procedures Updated the Vision Statement to include “and beyond”

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Gabriella Hoogstra

Our Mission:Providing Quality Christ-Centred Education Our Vision:To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background:As the elected corporate body of the SCCS Society, the Board has the duty to develop by implementing and maintaining the strategic and policy framework for the School Society: to ensure its financial viability, compliance with all applicable legislative regulations and fulfill its contractual arrangements. Delegation: Authority is the power delegated to discharge an office. There are six offices in a Christian School Society. Each has its duties as well as its own powers.1 x Membership – Votes in Board Directors x Board – Policy Authority x Principal/DSO – Operational Authority (Contract) x Teacher– Professional Authority (Contract and Training) x Parent – Moral and legal Authority over one child (their own) x Student/Staff/Other – Vocational Authority to each other and to oneself. SCOPE: This policy is intended to provide the framework by which the Principal/DSO is to perform his/her duties as delegated by the Board of SCCS. Specifically: The Board thus delegates its authority to the Director of School Operations (DSO) to discharge his/her responsibilities within the parameters of Board policy. The DSO is accountable to the Board to fulfil the contractual agreement with the School Society. This delegation of authority to the DSO specifically includes: 1. Any authority or responsibility set out in government legislation and regulations as recognized by the Ministry of Education. This includes, but is not limited to,: a. OSR and ONSis compliance

OACS Governance Manual 2003 p41.

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Gabriella Hoogstra

2. The responsibility and ability to institute administrative procedures, practices or regulations required to carry out its delegated authority. This includes, but is not limited to, a. Monitoring Community engagement via: i. Exit interviews for families and graduates ii. Assessing SCCS reputation in the immediate and larger community iii. Creating and maintaining an orientation plan for new families, including mentoring b. Maintaining and complying with copyright laws; such as overseeing software acquisition and licensing, as well asCanCopy licenses and also, 3. The ability to sub-delegate this authority and responsibility as required for best-practice in each area under DSO responsibility which should be noted to the Board via Principal’s report. 4. The DSO has the authority to hire, suspend, and terminate the employment services of staff within policy as per policy “Personnel Recruitment, Selection and Hiring” a. The DSO is authorized to suspend any employee from the performance of the employee’s duties or to terminate the services of an employee.This decision shall not be subject to appeal to the Board. In all cases, the suspension or termination shall be conducted in accordance with the requirements of provincial legislation. i. Cause for termination needs to be well documented and supported by the advisement of legal counsel prior to termination of employment service. The Principal has the permission of the Board to seek legal counsel in the determination of such matters. The Principal will notify the Board of such consultations and subsequent recommendations in an appropriate timeframe. 5. The DSO is authorized to accept the resignation of a teacher. 6. The DSO is delegated the authority and responsibility to develop Administrative Procedures that are consistent with policies and procedures for the following program areas: a. Program of Instruction; including Special Education and home education b. Services for Students and Children; including discipline policy, student code of conduct, transportation, student health, safety and welfare, guidance and counselling, school trips School-Based Decision Making; including management of social media processes, website maintenance, building and grounds maintenance, rental agreements, leadership of school committees c. Student Evaluation

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June 2016

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Gabriella Hoogstra

7. Staff Growth, Supervision and Evaluation: The DSO is responsible to provide status reports of the organizational operations to the Board biannually 8. The DSO is delegated authority and responsibility to manage the facility’s rentals and overall maintenance with the ability to sub-delegatewhich should be noted to the Board via Principal’s report. 9. The DSO is delegated authority and responsibility to ensure compliance regarding: a. accessibility of SCCS in compliance with the Accessibility for Ontarians with Diabilities act (AODA ); and b. legislation regarding employee health & safety. This delegation of authority to the DSO specifically excludes: 1. Acting on behalf of the Board or SCCS Society outside of set policy and delegated authority. 2. New initiatives not covered by approved umbrella policies. These must be brought to the Board for consultation and determination of area of authority and implementation of policy 3. Non-delegable matters such as permanent school closures and policy approval and implementation 4. Specific matters which the Board has chosen not to delegate to the DSO.

References: “Revised Principles For Hiring Principals – 151”, OntarioAlliance of ChristianSchools, 2008 “Effective Governance for Good Schools”, OntarioAlliance of ChristianSchools, 2003 “Board Policy Handbook”, JarvisCommunityChristianSchool, 2010

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Revision Date

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Chair Name

Date Policy Established: Date Reviewed May 2012

April 2012 Changes made (Y/N)

If yes – What changes and why

Gap identified required there to be the addition of 4.a.i.

Added:

x x

June 2013

May 2019

x x

OSR/ONSis Monitoring community engagement Copyright laws Facility rentals and maintenance Compliance to AODA

x Updated the Vision Statement to include ”and beyond”

Strathroy Community Christian School

Committees of the Board Policy

June 2012

231

Policy Title

Created Date

Policy Number

Board

March 2015

Page 1 of 8

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

Our Mission: Providing Quality Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background: Each Strathroy Community Christian School (SCCS) Society committee is mandated by the Board of Directors (BOD) to advise the BOD regarding a specific organizational task. The BOD delegates roles to each individual Society Committee, and together, the Committees of the Society contribute to the collective work of the SCCS Society. Throughout all formal committee processes of SCCS Society Committees, accountability remains with the BOD which is responsible to ensure appropriate tools and oversight to support the committees in their work to fulfill their purpose. The BOD delegates to the Principal, as the Director of School Operations, the responsibility of school operations and, in fulfilling this role, the Principal is accountable for all committees, working groups, task forces, etc., under his/her authority. The Constitution and the Bylaws of the SCCS Society requires the BOD to have three constitutionally defined standing committees: The Education Committee (currently Program and Human Resources), the Finance Committee and the Maintenance Committee. The BOD may strike other committees, task forces, and working groups as it deems appropriate. The purpose, powers and duties, membership and meeting schedule of such committees will be determined by the BOD as applicable. Scope: This policy is intended to define the accountability structure, purpose, powers and duties, membership, and meeting schedule of all Society and school committees at SCCS. A. SCCS Society Committees reporting to the BOD: Specifically: To ensure consistency of committee structures, process and activities throughout the Society Committees of SCCS, each committee will: 1. Consist of at least one appointed Board Director. Any Board Director may attend any Society committee meeting and take part in discussion, but only the appointed Board Director or delegate shall be entitled to a vote. 2. Have membership terms of three years, renewable for one additional year if required, with the exception of the Executive Committee. 3. Be chaired by the appointed Board Director, who will be responsible for: a. Scheduling meetings and establishing the agenda in consultation with the committee members. The schedule of meetings is to be made available to the Board Secretary and school meeting space, if required, is to be booked with the Administrative Assistant. b. Ensuring committee quorum (a majority of committee members) is established at each meeting. c. Submitting reports and resolutions to the Board, and the yearly report for the Membership package. These must be in accordance to the Committee Reporting Policy.

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d. Ensuring that the decisions of the committee are made during the proceedings of a duly constituted formal committee meeting and not by email or other electronic process outside of the Electronic Meeting Policy (in process). e. Ensuring that the minutes of the meeting are captured as required by the Committee Reporting to the Board Policy. f. Ensuring that the Board Secretary has an accurate list of committee members including contact information and number of years left in their term. Society Committees: 1. Contract Partnership Committee 2. Executive Committee 3. Finance Committee: Risk Management & Planning 4. Finance Committee: Development & Planning 5. Membership 6. Tuition Review Committee 1. Contract Partnership Committee 1.1 Purpose: To discuss, consult and negotiate with teacher representatives to reach a salaries and benefits agreement between the Principal, Vice-Principal, teachers, and Educational Assistants, and the Board of Directors of Strathroy Community Christian School. 1.2 Powers and Duties: x The CPC must seek current and timely information regarding external trends and issues such as the OACS/OCSAA Annual Recommendations Report, OACS/Edifide annual Salary Report. x The committee as a whole would be involved in the negotiation process of the Teacher and Educational Assistant salaries and benefits agreement x The Appointed Board Director(s) and parent representatives would discuss the Principal and Vice Principal salaries and benefits agreement 1.3 Membership: x Appointed Board Director(s) x 2 Society members (parent representatives) x 2 teacher representatives 1.4 Meetings: x As determined by the Committee Chairperson to negotiate agreements in order to submit the initial salaries and benefits agreement to the Board for the January Board meeting. 2. Executive Committee 2.1 Purpose: x To assist the Chairperson in establishing the agenda x To provide administrative oversight to the Principal. x Act as planning committee for the Board 2.2 Powers and Duties x To make recommendations to the Board for formal debate x Review and make recommendations regarding the annual compensation package for the Principal

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Gabriella Hoogstra

x Prepare the Principalâ&#x20AC;&#x2122;s Contract and /or Annual Supplement. x Maintain procedures for tracking Board effectiveness and other essential activities x Assist in long range and strategic planning for the Society x Set the Board meeting schedule annually x Discuss the details of special Board meetings when necessary x Work on orientation and succession for the Board x Fulfill duties of officers of the Board 2.3 Membership x Chairperson x Vice-Chairperson x Secretary to the Board x Principal 2.4 Meetings x Two weeks before each monthly Board meetings and as determined by the Chairperson of the Board. 3. Finance Committee: Risk Management & Planning: 3.1 Purpose: To exercise fiduciary responsibility for the establishment of internal control systems that ensure the orderly and efficient conduct of SCCS business affairs. 3.2 Powers and Duties: x Discharge of statutory responsibilities (Canada Revenue Agency, Canada Not-For-Profit Corporations Act) x Stewardly management of SCCS resources x Prevention and detection of fraud and error x Safeguarding of assets x Reliability of accounting records x Timely preparation of reliable financial information x Audits o To receive reports of accounts receivable with regards to tuition from the bookkeeper o To develop plans with families, in a collaborative manner where possible, in the collection of past due tuition o To collect past due tuition, both short term and long term overdue accounts x 3.3 Membership x Appointed Board Director(s) x Treasurer x Bookkeeper x 2 Society members 3.4 Meetings x As determined by the Committee Chairperson. 4. Finance: Development & Planning: 4.1 Purpose: To provide leadership for SCCS fundraising activities. 4.2 Powers and Duties: x To liaise with the fundraising groups at SCCS

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Gabriella Hoogstra

x x x

To monitor and evaluate fundraising at SCCS against strategic objectives To monitor and evaluate fundraising at SCCS to ensure accountability requirements To monitor and evaluate fundraising at SCCS to ensure compliance with internal control systems x Receive and store minutes from fundraising groups 4.3 Membership: x Appointed Board Director(s) x Treasurer x Bookkeeper x 2 Society members 4.4 Meetings: x As determined by the Committee Chairperson. 5. Membership Committee: 5.1. Purpose: To solicit new members and membership renewals for the society and to maintain membership records. 5.2. Powers and Duties: x The promotion of membership x The recruitment of active and faithful members x The recommendation of qualified candidates for membership x The establishment and implementation of policy matters affecting members x The promotion of membership activities in the school society x Responsible for new member orientation 5.3 Membership x Appointed Board Director(s) x 4 Society Members 5.4 Meetings: x At least twice annually to review the membership information prior to each membership meeting. x Other meetings to be called by the Committee Chair. 6. Tuition Review Committee 6.1 Purpose: To administer the Tuition Assistance Fund (TAF) and to collect past due tuition. 6.2 Powers and Duties: x To administer the Tuition Assistance Fund (TAF) x To work closely with the Treasurer and the Bookkeeper 6.3 Membership x Appointed Board Director(s) x Treasurer/Bookkeeper x 4 Society members 6.4 Meetings: x As determined by the Committee Chairperson. B. School Committees reporting to the Principal as Director of School Operations:

Committees of the Board Policy

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Policy Title

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Policy Number

Board

March 2015

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Strathroy Community Christian School

Chair Name

Gabriella Hoogstra

Specifically: To ensure consistency of committee structures, process and activities throughout the school committees at SCCS, each committee will be chaired by the Principal, or delegate, who will be responsible for: 1. Scheduling meetings and establishing the agenda in consultation with the committee members. To ensure good communication, the schedule of meetings and request for school meeting space, if required, is to be made with the Administrative Assistant. 2. Ensuring committee quorum is established at each meeting 3. Submitting reports and recommendations to the Board. 4. Ensuring that the decisions of the committee are made during the proceedings of the formal committee meeting. 5. Ensuring that the minutes of the meeting are captured and filed with the Administrative Assistant. 6. Ensuring that the Administrative Assistant has an accurate list of committee members including contact information and number of years left in their term, as applicable. School Committees: 1. Community Relations 2. Home & School 3. Human Resources 4. Maintenance 5. Program 6. Transportation 1. Community Relations Committee 1.1 Purpose: To promote SCCS to both the internal and external communities 1.2. Powers and Duties x Identify, pursue and evaluate promotion opportunities which enhance the awareness of Christian education at SCCS x Recommend the prioritization and allocation of budget resources for the various promotion initiatives x Ensure the consistent and professional branding and marketing of SCCS materials x To work closely with the Principal for the purposes of effective community relations 1.3 Membership x Committee members-at-large 1.4 Meetings x As determined by the DSO 2. Home & School 2.1 Purpose: To assist the principal in providing opportunities to bring home and school together. 2.2 Powers and Duties: x To organize and/or provide food and beverages at various school-related functions throughout the year (i.e. Terry Fox run, Army Lunch, Teacher Appreciation Meal, Grandfriends Day, Track & Field, Graduation Dinner, winter fun day, hot lunch days) x To assist the Principal in any other task in fulfilling the committeeâ&#x20AC;&#x2122;s purpose. 2.3 Membership: x Principal and/or delegate x Other members as determined by the Principal and/or delegate.

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Created Date

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Chair Name

Gabriella Hoogstra

2.4 Meetings: x As determined by the Principal, or delegate. 3. Human Resources 3.1 Purpose: To assist the principal in the process of hiring new staff and other support as identified by the Principal. 3.2 Powers and Duties: x Assist the Principal in establishing and evaluating hiring policies and procedures and reviewing them periodically x Assist the Principal in establishing and evaluating selection criteria for all staff positions and reviewing them periodically x Assist the Principal in the interview and selection process x Assist the Principal in the preparation of staff contracts x This committee is not to be involved in any part of the supervision or discipline of staff. 3.3 Membership x Principal and/or delegate x Other members as determined by the Principal, or delegate 3.4 Meetings x As called by the Principal, or delegate. 4. Maintenance 4.1 Purpose: To assist the Principal in the provision and maintenance of all physical plant facilities (i.e. classrooms, playground and equipment, utilities, security, etc.) to ensure a safe environment. 4.2 Powers and Duties: x Assist the Principal to establish, coordinate and evaluate the effectiveness and efficiency of physical plant resources x Ensure the physical plant resources are maintained in good repair, safety and appearance x Assist the Principal in strategically developing a long range plan for physical plant x Annually assist the Principal to provide the Board with a prioritized list with estimated costs of capital needs for fundraising initiatives 4.3Membership x Principal and/or delegate x Custodian x Other members as determined by the Principal, or delegate 4.4Meetings x As determined by the Principal, or delegate. 5. Program Committee 5.1 Purpose: To assist the Principal in ensuring that the curriculum and school programming are consistent with the school's vision and mission. 5.2 Powers and Duties: x To advise the Principal regarding program policy and procedures. x To review the Curriculum and other program initiatives as directed 5.3 Membership

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Gabriella Hoogstra

x As determined by the Principal 5.4 Meetings x As determined by the Principal or delegate. 6. Transportation 6.1 Purpose: To organize transportation services for all SCCS students to and from Strathroy Community Christian School in a safe and financially responsible manner. 6.2 Powers and Duties: x To establish, coordinate and evaluate the effective and efficient use of transportation resources for the students x Ensure the proper maintenance of transportation resources to ensure safety and professional appearance x To work closely with the Principal in the provision of transportation services o To charter buses under related business legislation as per CRA (CPS-019 related business legislation) 6.3 Membership: x As determined by the Principal 6.4 Meetings: x As determined by the Principal RELEVANT DOCUMENTS & PROCEDURES: the Board views the following documents as further expressions of the Boards intentions regarding Committees of the Board at SCCS: 232 Committee Reporting to the Board Policy

Committees of the Board Policy

June 2012

231

Policy Title

Created Date

Policy Number

Board

March 2015

Page 8 of 8

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name and Signature

Date Policy Established: Date Reviewed

June 2013

Gabriella Hoogstra

June 2012 Changes made (Y/N)

March 2015

May 2019

If yes – What changes and why Added: x chartering under Transportation x Moved Community Relations under School x Bookkeeper under TRC x Membership to be responsible for new member orientation x Finance to receive minutes from its subcommittees Removed Governance and Transportation from Society committees and added Transportation to School committees; removed duties related to past tuition collection from Powers and Duties of the Tuition Review Committee Updated the Vision Statement to include “and beyond”

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Committee Reporting to the Board Policy

May 2012

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Policy Title

Revision Date

Policy Number

Board

March 2015

Page 1 of 5

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Review Date

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Chair Name

Gabriella Hoogstra

Our Mission: Providing Quality Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background: A committee is a group of people mandated by the Board to fulfill a specific organizational task, namely to advise the Board of Directors (BOD). This is a policy assistance role which does not change any Board responsibilities. While committee work is a governance delegation, accountability remains with the Board. The best way for a Board to assess its committees is to compare their output in relation to a set of standards to which the Chair of each committee is accountable for. Standards of a good and well functioning committee are: 1. Efficient: Committees that fulfill their mandate efficiently and do so within the time frame set by the organizationâ&#x20AC;&#x2122;s parameters. 2. On task: Committees that do their business in the allotted number of meetings. The committee is on task, not dealing with items outside of its mandate, and a proper agenda is made and followed. 3. Sociable: All committee members are appreciated and involved in the work of the committee. It is the committee Chairâ&#x20AC;&#x2122;s responsibility to ensure all feel welcome and know the expectations. 4. Accountable: The committee gives a regular report on its on-going activities to meet its mandate. This differs from sending a copy of minutes to the Board. 5. Team oriented: Committee decisions are made as a whole team and abides by them. All information should be available on time with ALL discussion taking place during the committee meeting. 6. Effectively led: The Committee Chairperson, as the Board Director assigned to that committee, is capable of conducting meetings to meet the five standards above. Not being able to do so can lead to committee issues in effective committee functioning. 7.

Knowledgeable: The members of each committee should be knowledgeable about the mandate and the society context, and willing to put in time and energy to learn to improve.

Scope: This policy is intended to provide a framework in which Society Committees report to the Board

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March 2015

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Strathroy Community Christian School

Chair Name

Gabriella Hoogstra

Specifically: 1. Committee types: The SCCS Constitution and By-Laws (revised 2004) state that there are three standing committees; The Education Committee (Program), the Finance Committee, and the Maintenance Committee. Other committees may be appointed when deemed necessary: a. Standing Committee: Typically deal with on-going and long range needs. A standing committee may have sub-committees which perform a specific task within the mandate of that committee. b. Ad-hoc committees are struck for very specific, short-term tasks (i.e. Audits) c. Working groups are struck to execute a task or program (i.e. Bazaar, G&S Auction). d. Task forces are committees of inquiry that are designated to solve a specific organizational problem that potentially crosses many committee mandates. The following table outlines committee type, structure and accountability at SCCS: Standing Committees Board Committee

Sub Committee

Executive

Finance

Working Groups

Strategic Planning Constitution Management & Planning Development & Planning

Society Committees

Ad-Hoc Committees

Task Forces School Quality Assurance Process Employment Grievance

Audits Foundation Goods & Services Auction Bazaar Auxiliary Spring Drive Golf Tournament

Membership Tuition Review Committee Contract Partnership Committee School Committee

Joint Health & Safety

Program Human Resources Transportation Maintenance Community Relations

2. Committee Activity: a. The Board committee (Executive) and the Society Committees have Board-assigned mandates to guide the work of each committee.

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b. Each committee will record the minutes of each meeting held. These minutes shall: i. follow the meeting agenda, as outlined below: 1. Opening/Roll call 2. Adoption of agenda 3. Declaration of conflict 4. Confirmation of minutes 5. Financial items 6. Unfinished Business 7. New Business 8. Miscellaneous 9. Closing ii. be forwarded electronically to the Board Secretary of SCCS for filing according to the Document Retention Policy (P#240 ). iii. Committee minutes are to be provided to the BOD for background information only and are not to be discussed at the Board meeting (Sec. 620, EGGS). The exception to this is the Executive Committee whose minutes are open for discussion at the monthly Board meeting. 3. Committee Membership: It is through the guidance of Board policy and the leadership of Board Directors on each committee that the committees function effectively under the Board. In general, committees dealing with confidential and contractual matters are small and have several Board members as the onus of legal responsibility for committee work is on the Board Representative. Committees that are more general, involved in work not filled with legal liability can have bigger, non-board memberships. Each committee mandate as stated in the Committees of SCCS Policy will outline the membership requirements of the SCCS committee with this is mind. 4. Reports to the Board: The function of Board and Society committees is to provide the BOD with recommendations in the form of a report. Reports are important tools in relaying information and recommendations in organizations. Only recommendations submitted by a formal report or resolution will be discussed at the Board level. The mandate of each committee will determine the depth of information that the committee Chair will report to the Board. Therefore: a. Each committee will minimally submit one report in March of each year, which is prior to the Spring Membership meeting and will be included in the Membership package a.

Any committee, standing or ad-hoc, is to submit a report as soon as possible on any topic or subject that needs a decision by the Board. Long-range studies should have progress reports that can serve as a permanent record. b. Written reports are to be dated and signed by the committee Chair. Only the assigned Board Director(s) serving on the committee may speak on the committeeâ&#x20AC;&#x2122;s behalf at a Board meeting.

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Gabriella Hoogstra

c. Written reports shall follow the structure as outlined below: 1. Details of the meetings a. Financials i. Budget-to-date ii. Items outside of the budget iii. Projected surplus b. Activities: Where time is being spent by the committee c. Short-term Plans d. Decisions made by the committee 2. The recommendation in the form of resolutions a. Use the Resolution form (050A) for submitting resolutions to the Board Secretary for consideration at the next Board meeting 3. Any proper qualifications such as whether the report is unanimous or represents the majority of the committee.

RELEVANT DOCUMENTS & PROCEDURES: the Board views the following documents as further expressions of the Boards intentions regarding Committee Reporting of the Board at SCCS: 231 Committees of the Board

References 2003 OACS Effective Governance for Good Schools

Committee Reporting to the Board Policy

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Policy Title

Revision Date

Policy Number

Board

March 2015

Page 5 of 5

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Review Date

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Strathroy Community Christian School

Chair Name

Date Policy Established: Date Reviewed June 2013

March 2015 May 2019

Gabriella Hoogstra

May 2012 Changes made (Y/N)

If yes – What changes and why

Scope and Related documents Moved Community relations under DSO

Y Y

Updates to the committees table Updated the Vision Statement to include “and beyond”

Strathroy Community Christian School

Communications Policy

April 2012

233

Policy Title

Revision Date

Policy Number

Board

April 2013

Page 1 of 3

Owner

Review Date

Page Number

Chair Name

Adrian Tamminga

Our Mission: Providing Quality Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background: As the elected representatives of the Strathroy Community Christian School society, the directors have an obligation to ensure effective communication with the membership of the society. To ensure the efficient operation of SCCS, as defined by the Delegation of Authority to the Director of School Operations (DSO), it is essential for the SCCS Society membership, Board, DSO, staff, parents, students and community adhere to a shared understanding of the formal lines communication at SCCS. This shared understanding facilitates the effective resolution of problems and can prevent miscommunications and misunderstandings. Scope: This policy is intended to provide a communication framework for stakeholders within SCCS and the school Society. This policy is intended to guide Administrative Procedures addressing conflict resolution and grievance procedures as outlined in the parent and staff handbooks. In appreciation and adherence to Confidentiality and Privacy policies, the Board recognizes that sensitive information must be handled with discretion, and, as such, may only be communicated to authorized individuals. The following guidelines are provided to ensure the appropriate channels of communication of public information. I.

Board to Society Member Communications (please refer to Governance Organizational Chart) A. As the Board of Directors is accountable to the membership, the Board shall: 1. Provide the membership of the society with timely, accurate, clear and complete information about its policies and initiatives. 2. To ensure that the Board speak with one voice, only the Board Chair or his/her delegate is authorized to engage in official communication with the membership 3. Employ a variety of accessible formal communication mechanisms; including but not limited to: website, town halls, Membership meetings, letters etc 4. Consult with the membership, which may use formal and informal mechanisms, listen to and take account of their interests and concerns when establishing priorities. The dialogue between the membership and the Board must be continuous, open, inclusive, relevant, clear and reliable. 5. Ensure all committees of the Board work collaboratively to achieve coherent and effective communication with the public. 6. Refer persons with concerns or questions regarding the daily operations of the school to the DSO.

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Adrian Tamminga

B. As the Principal/DSO is accountable to the Board, the Principal/DSO shall: 1. Ensure open communication with staff, parents, and the greater community, being mindful of Board policies and initiatives. Employees serve the public interest best by communicating openly about policies and initiatives they help to administer, while being cognizant of confidentiality and privacy. 2. Be the representative of the staff to the Board, with the exception of contract negotiation procedures or concerns regarding information of highly unusual circumstances (i.e. suspected unethical behaviour, illegal activity or significant concerns regarding the DSO). 3. Ensure staffs are aware of proper lines of communication as outlined in this policy and in Administrative procedures. 4. Implement Administrative Procedures regarding Conflict Resolution and Grievances. II.

Communications to the Board (please refer to Governance Organizational Chart)

1. All communications from parents regarding school operations are to be brought to the attention of the DSO. This can be done during regular school hours by phone or by e-mail communication at principal@sccs.ca. This ensures respect of the Principal home life. All items delegated to the DSO as defined in the Delegation of Authority policy are included in this area. a. Any items brought to the DSOâ&#x20AC;&#x2122;s attention that are not part of the authority of the DSO jurisdiction will be deferred to the Board. The DSO will communicate this to the person bringing the concern and ask that they contact the Board Chair by phone or written means as soon as possible. If the matter is of a time-sensitive or urgent nature, the DSO will use his/her discretion in notifying the Board. 2. All communications regarding School Society issues and the DSO are to be brought to the attention of the Board. a. Any items brought to the Boardâ&#x20AC;&#x2122;s attention that fall in the DSO jurisdiction will be acknowledged and deferred to the DSO as soon as possible.

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Communications Policy

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Policy Title

Revision Date

Policy Number

Board

April 2013

Page 3 of 3

Owner

Review Date

Page Number

Chair Name

Date Policy Established:

Adrian Tamminga

April 2012

Date Reviewed

Changes made (Y/N)

May 2019

If yes – What changes and why Updated the Vision Statement to include “and beyond”

Strathroy Community Christian School

Document Retention Policy

January 2013

240

Policy Title

Creation Date

Policy Number

Board

Jan 2014

Page 1 of 5

Owner

Review Date

Page Number

Chair Name

Gonda Bootsma

Background: The Governments of Canada and Ontario have established guidelines for Corporations and Charitable organizations with regards to required document retention. In addition to these parameters, the Board can establish its own criteria for the maintenance of documents to practice due diligence and ensure best practice for record keeping that may be required for the security of the Strathroy Community Christian School Society Scope: This policy has been instituted for the maintenance and retention of official documents of Strathroy Community Christian School and its Society as per Revenue Canada Requirements, Canada not-for Profit Charities Act, Ministry of Labour, and best practice. Specifically: Unless otherwise specified, all retained documents must be available at SCCS at all times and stored securely by way of a fireproof location, as well as electronic backup where possible. All documents in inventory and their locations are to be recorded on the Document Retention Inventory form 240A and verified annually to ensure proper storage and filing. 1. The Constitution and By-Laws (including older versions), Letters of Patent, and the documents of incorporation must be retained for the duration of the Societyâ&#x20AC;&#x2122;s existence plus eight years after its dissolution:. 2. Minutes of meetings of the Board, Executive, and members of the Society (Membership meetings) must be retained for the duration of the Societyâ&#x20AC;&#x2122;s existence plus eight years after its dissolution: a. All signed minutes should be filed and properly stored at SCCS at the end of each school year by the Board Secretary. b. All Reports adopted by the Board to be filed with applicable Board minutes 1 c. All received and outgoing correspondence to be filed with the applicable Board minutes. 3. All Society Committee minutes, with the exception of the Executive Committee minutes, should be retained for the following periods: a. Paper copies will be held for 10 years b. Electronic copies, including scans of the paper copies, will be held for 40 years 1

Effective August 2011. All other minutes and correspondence are filed in binders as per practice at the time.

Strathroy Community Christian School

Document Retention Policy

January 2013

240

Policy Title

Creation Date

Policy Number

Board

Jan 2014

Page 2 of 5

Owner

Review Date

Page Number

Chair Name

Gonda Bootsma

4. All Board policies must be retained for the duration of the schoolâ&#x20AC;&#x2122;s existence plus eight years after its dissolution: Redundant policies are defined as outlined in Policy Development Policy (# 128).2 5. All financial documents must be stored at the end of each fiscal year according to CRA requirements ( see Appendix A: CRA requirements September 26, 2012) i.e. copies of official donation receipts, 10-year gifts, general ledgers or other books, financial statements, source documents, copies of T3010 returns. 6. Recruitment Files: The Board expects position recruitment files to contain the following information: x all job applications and/or resumes received for the opening x position posting x job description, as appropriate x interview questions and notes x reference checks Personnel Files: The Board expects personnel files to contain the following information, if applicable: x original signed letter of offer of employment x annual contracts x proof of education/certifications (education, continuing education, professional development) x emergency contact information x copy of criminal reference checks x medical issues, allergies noted by the employee x leave of absence requests and records x agreements to any deductions on pay (i.e. Benefits) x staff handbook, code of ethics, and policy and procedure review acknowledgement x performance evaluation x performance management information, including disciplinary notes, and accommodations provided x professional development requests, records, and certifications x complaints x notes on attendance x performance management information 2

Effective July 2012.

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x x x

Document Retention Policy

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employee resignation letter exit interview final accounting for paperwork, return of organization property, final pay

a. The Board delegates to the Executive Committee the retention and maintenance of the personnel file of the Principal as Director of School Operations, Grant Writer, SCCS Store Manager, and all other Society employees who are not involved in the operations of Strathroy Community Christian School. b. The Board delegates to the Principal the retention and maintenance of all personnel files of staff of the Strathroy Community Christian School. 7. All insurance policies are to be retained for the duration of the Societyâ&#x20AC;&#x2122;s existence plus eight years after its dissolution. a. Current insurance policies should be stored in the school office in the fireproof filing cabinet. 8. Student records: a. Ontario Student Records should be retained in the school office and will be released upon a studentâ&#x20AC;&#x2122;s transfer to another educational institution. b. Report cards of Students must be filed and retained for 40 years. As much as possible, both a hard copy and an electronic copy of relevant documents should be retained. If needed for reference, the electronic copy should be accessed initially. The removal of any documents shall only be done with the written consent of a Board Director and filed in with an updated document retention inventory forms held in the lockdown location. RELATED DOCUMENTS AND PROCEDURES: The Board views the following documents as further expressions of the Board intentions regarding Document Retention: 1. Document Retention Inventory Form 240A 2. Personnel File Procedures 3. Ministry of Labour: http://www.labour.gov.on.ca/english/es/pubs/guide/records.php

Strathroy Community Christian School

Document Retention Policy

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Appendix: Canada Revenue Agency: In order to comply with Revenue Canada requirements, registered charities must keep adequate books and records in either English or French, for the prescribed time period, at an address in Canada that is on file with the Canada Revenue Agency (CRA). The following checklist gives an overview of the general requirements: Document Retention Appendix A

x Copies of official donation receipts (other than for 10-year gifts) kept for a minimum of two years from the end of the calendar year in which the donations were made. x All records concerning 10-year gifts kept for as long as the charity is registered and for a minimum of two years after the date the registration of the charity is revoked. x Minutes of meetings of the directors/trustees/executives kept for as long as the charity is registered and for a minimum of two years after the date the registration of the charity is revoked or, in the case of a corporation, for two years after the day the corporation is dissolved. x Minutes of meetings of the members kept for as long as the charity is registered and for a minimum of two years after the date the registration of the charity is revoked. x All governing documents and bylaws kept for as long as the charity is registered and for two years after the date the registration of the charity is revoked. x General ledgers or other books of final entry containing summaries of year-to-year transactions and the vouchers and accounts necessary to verify the entries kept for six years from the end of the last tax year to which they relate, for as long as the charity is registered, and for two years after the date the registration of a charity is revoked or, in the case of a corporation, for two years after the day the corporation is dissolved. x Financial statements, source documents, and copies of T3010 returns kept for six years from the end of the last tax year to which they relate or, if the charity is revoked, for two years after the date of revocation. Source documents may include items such as invoices, vouchers, formal contracts, work orders, delivery slips, purchase orders, or bank deposit slips. Notes

The charity should keep all its key documents (constitution, bylaws, registration letter, etc.) along with its books and records in one area for easy access. This will make it easier for the charity in the case of an audit or when there is a change to the governing board.

Copies of key documents and records should also be kept in a separate location (preferably off-site) for back-up purposes.3

Additional information is available through CRA at: x CSP-B01, Books and records - Compliance - Revocation x IC78-10R5, Books and Records Retention/Destruction x RC4409, Keeping Records

http://www.cra-arc.gc.ca/chrts-gvng/chrts/chcklsts/bks-eng.html (as noted on September 26, 2012)

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Chair Name and Signature

Date Policy Established:

Gabriella Hoogstra

January 2013

Date Reviewed

Changes made (Y/N)

May 2014

May 2019

If yes – What changes and why Incorporated references to Recruitment and Personnel files and expanded on expectations Updated the Vision Statement to include “ and beyond”

Strathroy Community Christian School

Role of the Principal as Director of School Operations (DSO)

May 2012

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Gabriella Hoogstra

Background: The Board has delegated authority to the Director of School Operations (DSO) to discharge his/her responsibilities within the parameters of Board policy. The DSO is accountable to the Board to fulfil the contractual agreement with the School Society. In addition, the manner in which DSO carries out their task is of critical importance to the mission and vision of the SCCS Society. Scope: This policy is intended to give a brief overview of the areas of DSO decision-making authority and responsibility which is outlined in the Delegation of Authority from the Board. This policy is to be implemented in conjunction with the comprehensive Principal/Director of School Operations job description. Specifically: The School Principal is accountable to the Board of Directors (BOD) of the Strathroy Community Christian School (SCCS) Society for the proper development, supervision and management of all school operations. In order to fulfill this comprehensive mandate, the Principal is expected to function as the Director of School Operations (DSO) by ensuring: x

The organization and management of the school facilities provides the best physical setting achievable for the educational program;

The supervision of the faculty, support staff and school volunteers provides the best instructional engagement possible for the students;

The supervision of instructional and curricular program provides the best instructional experience possible for the students;

The Strategic Plan is implemented within appropriate school operations; and

The required compliance with government regulations and organizational guidelines for school operational matters is done in a timely and professional manner.

Strathroy Community Christian School x

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That the program of the school adheres to the biblical principles as outlined in the Constitution, as well as the vision and mission of the school.

The Principal is accountable directly to the BOD of the SCCS Society for all delegated responsibilities. The Principal is to attend meetings of the Board of Directors in order to be informed of Board matters and to provide professional recommendations on issues before the Board. The Principal participates in all strategic planning initiatives. The Principal must report regularly on school operations to the BOD. The Principal may be asked to prepare special reports detailing specific actions or situations within school operations as requested by the Board of Directors. The Principal works cooperatively with the Boardâ&#x20AC;&#x2122;s standing committees that involve school operational matters in order to assist the Board of Directors in their governance of the Society and the school which it operates. The nature of this working relationship varies with the mandate of each Standing Committee. The Principalâ&#x20AC;&#x2122;s duties are broadly grouped into four categories; Visionary, Educational, Administrative, and Community and are guided by the mission and vision of SCCS as well as the strategic planning goals and objectives. All duties are directly related to the benefit and welfare of the school staff and students. Any activities not related to these directly are the concern of the Board, unless otherwise delegated to the Principal.

RELATED DOCUMENTS AND PROCEDURES: The Board views the following documents as further expressions of the Board intentions regarding Document Retention: 1. Delegation of Authority Policy 2. Administrative Oversight Policy 3. DSO Job Description

Reference: This Principal/DSO Role description was written in consultation with Jules DeJager, OACS Director of HR and SQ.

Role of the Principal as Director of School Operations (DSO)

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Chair Name

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Date Policy Established:

May 2012

Date Reviewed

Changes made (Y/N)

If yes – What changes and why

Feb 2014

Revision adding statement in 1. On adhering to biblical principles

May 2019

Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Administrative Oversight Policy

June 2012

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Gonda Bootsma

Our Mission: Providing Quality Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background: The manner in which the Board of Directors (BOD) of the Strathroy Community Christian School (SCCS) Society conducts its Administrative Oversight is of critical importance to the mission and vision of the SCCS Society. As the responsibility of school operations has been delegated to the Principal, proper Administrative Oversight is essential to ensure the continued pursuit of our organizational mission and vision. Oversight of the Administrator is far more than a formal evaluation; it is an ongoing relationship of mutual accountability and respect between the Board and the Principal. The goal of Administrative Oversight is to support, mentor, encourage, evaluate, and monitor the performance and well-being of the Principal through both formal and informal processes. Administrative Oversight is an opportunity to provide the Principal with a time of refreshment and objectivity to support him/her in their leadership role at SCCS. Scope: This policy is intended to provide a framework for Administrative Oversight at SCCS. Specifically: A. The Responsibilities of the Chairperson: 1. The Chairperson of the Board is delegated by the BOD to be the key person in providing Administrative Oversight to the Principal. 2. The Chairperson and Principal are to communicate regularly. The Chairperson is the â&#x20AC;&#x2DC;go toâ&#x20AC;&#x2122; person for the Principal when seeking counsel. 3. The Chairperson and the Principal are expected to meet 2-3 times monthly during the school year to discuss school operations, goals, Professional Development, performance, celebrations, conflicts, and any other issues deemed relevant. The process of the weekly Administrative Oversight meetings is relatively informal and should allow for transparency and accountability. B. The Responsibilities of the Executive Committee: 1. The Chairperson and/or the Executive Committee is the appropriate venue for the Principal to discuss all matters of a sensitive nature (i.e. HR personnel issues, disciplinary issues, parent issues, student issues). 2. The Executive Committee is tasked with monitoring the formal and informal professional development of the Principal. 3. The Executive Committee is tasked with providing Administrative Oversight to the Principal through monthly Executive Committee meetings. 4. The Executive Committee is tasked with ensuring the Principal is formally evaluated after the first year of probationary employment and every three years thereafter.

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5. The Executive Committee is tasked with ensuring the Principal is provided with an annual assessment of the Principal's performance in fulfilling established annual objectives and the Principal’s job description. 6. The Executive Committee is tasked with the determination of the Principal’s percentage of instructional time and administration time. 7. The Executive Committee may use the OCSAA document “Administration Evaluation Procedures” as the guiding document in Principal evaluation at SCCS. 8. The Executive Committee is tasked with the maintenance of the Principal’s Personnel file. The Principal’s personnel file should be retained as per the Document Retention Policy and will not be accessed individually by the Principal. C. The Responsibilities of the BOD: 1. The Board reserves the right to pursue formal evaluation of the Principal at any time during the Principal’s employment. 2. If a Board Director has concerns regarding the Principal’s performance or Administrative Oversight, they are to bring their concerns to the Principal and/or the Executive Committee as appropriate. 3. The Board is responsible to ensure the yearly review of the Principal’s job description to ensure consistency with the Mission and Vision of SCCS and to ensure that the Board’s expectations of the Principal are reasonable to fulfill within a realistic time frame. 4. The BOD will ensure that the Principal receives a mandatory block time off during the summer holidays when school is out of session. RELATED DOCUMENTS AND PROCEDURES The Board of Directors views the following documents as further expressions of the Board’s intentions regarding Administrative Oversight: 1. Role of the Board 2. Role of the Director 3. Delegation of Authority 4. Employment Relations 5. Board Code of Ethics 6. Staff Code of Ethics 7. Administrative Oversight Procedure

This policy was written in consultation with Administrative Oversight materials provided by OACS. Used with permission.

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Chair Name and Signature

Date Policy Established:

June 2012

Date Reviewed

Changes made (Y/N)

March 2015

May 2019

If yes – What changes and why Updated Chairperson and Principal are to meet 2-3 times monthly. Changed from 3-4 times monthly Updated Vision Statement to include “ and beyond”

Strathroy Community Christian School

Contracts Policy

June 2012

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Gonda Bootsma

The Board reserves the right to issue a contract for SCCS Society operations. These may include, but are not limited to, contract relationships with: a. The Principal/DSO. i. Frequency: The original contract to a newly hired Principal is to be a probationary contract for a minimum of 1 year, with a permanent contract being issued after a successful review. ii. The issuing of the “Annual Supplement to the Original Contract” (the negotiated salary and benefits package for the principal as approved annually by the Board) as applicable; i. Annual supplements for salaries and benefits are reviewed and negotiated with the Executive Committee and the Contract Partnership Committee (CPC), and approved by the BOD no later than February of each year. ii. Contracts: The terms of employment (i.e. Confidentiality, Privacy, Code of Ethics, schedules not pertaining to salaries and benefits) are to be signed with a new hire, and annually or with each revision to such terms of employment thereafter. Any changes to the terms and content of the Principal contract will be submitted to the Board for approval. iii. iii. Provision of a probationary contract of 1 year to new Principal, with a permanent contract issued at the Board’s discretion after a successful review. The Board delegates to the

Strathroy Community Christian School

iv.

Contracts Policy

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Board Secretary the annual provision of a “Memorandum of Contractual Amendments” to the Board Chair detailing the changes, if any, to their contract and/or compensation package for signing. Reference Documents: SCCS policies and may be guided by the OACS/OSCAA Administration Personnel compensation guidelines received each fall (E-Curriculum).

b. Any Development /Advancement / Marketing Director, which may be delegated to the DSO at the discretion of the Board. c. Employment in Society Operations (i.e. Second Chance Construction Store manager) d. A legal entity e. A consulting firm or other services for the enhancement of Society activities. 2.

The Board delegates to the Store Oversight Committee, in consultation with Finance Committee: Development & Planning (R&D), and the Treasurer, the preparation and issuance of the contract for “Second Chance Construction Store” Manager. The contract will be submitted to the Board annually for approval. a. Frequency: Annual review of the store manager with contract updates as per consultation information. b. Reference Documents: SCCS policy

The Board delegates to the Principal, in consultation with the Treasurer, the preparation of the Bookkeeper's contract. a. Frequency: Annual review of the bookkeeper with contract updates as per consultation information. b. Reference Documents: SCCS policy

The Board delegates the preparation of school operation contracts, and issuing of “Annual Supplements to the Original Contract” (the negotiated salary and benefits package for the viceprincipal, teachers and Educational Assistants as approved annually by the Board) as applicable, to the Principal as the Director of School Operations. The Board expects the Principal to provide a probationary contract of 1 year to new staff, with a permanent contract issued at the Principal’s discretion after a successful review. The Board delegates to the Principal the annual provision of a “Memorandum of Contractual Amendments” to school operations staff detailing the changes, if any, to their contracts and/or compensation packages. This includes contracts with: a. Vice-Principal i. Frequency: x Annual supplements for salaries and benefits are reviewed and negotiated by the Contract Partnership Committee (CPC), and approved by the BOD no later than February of each year. x Contracts: The terms of employment (i.e. Confidentiality, Privacy, Code of Ethics,

Strathroy Community Christian School

ii.

Contracts Policy

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schedules not pertaining to salaries and benefits) are to be signed with each new hire, and annually or with each revision to such terms of employment thereafter. Any changes to the terms and content of the Vice-Principal contract will be submitted to the Board for approval. Reference Documents: SCCS Policy, guidance via the OACS/OCSTA Personnel Manual and the OACS/OCSAA compensation guidelines received each fall (E-Curriculum).

b. Teachers (full time, part time, and casual) i. Frequency: x Annual supplements for salaries and benefits are reviewed and negotiated via the Contract Partnership Committee (CPC), and approved by the BOD no later than February of each year x Contracts: The terms of employment (i.e. Confidentiality, Privacy, Code of Ethics, schedules not pertaining to salaries and benefits) are to be signed with each new hire, and annually or with each revision to such terms of employment thereafter. Any changes to the terms and content of teacher contracts will be submitted to the Board for approval. ii. Reference Documents: SCCS policies, guidance via the OACS/OCSTA Personnel Manual and the OACS/OCSTA compensation guidelines received each fall (ECurriculum). c. Education Assistants i. Frequency: annually ii. Reference Documents: SCCS policy d. Administrative Assistant: i. Frequency: annually ii. Reference Documents: SCCS policy and OACS Office Personnel compensation guidelines received each fall (E-Curriculum). e. Bus Coordinator: i. Frequency: annually, renewals need to be issued no later than September 1st of each year ii. Reference Documents: SCCS policy and industry standards f. Bus Drivers i. Frequency: annually, renewals need to be issued no later than September 1st of each year ii. Reference Documents: SCCS policy and industry standards g. Facility maintenance (custodial, lawn care, snow removal, repair work, etc.) i. Frequency: annually, renewals need to be issued no later than May 1st of each year ii. Reference Documents: SCCS policy and industry standards 5.

It is the expectation of the Board that contracts contain the following information regarding

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Contracts Policy

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contractual matters and the Salaries & Benefits Package: Probationary and Permanent Contracts Society & School Operations

Salaries & Benefits Package

Principal Contract: Principal Salary & Benefits Package: x Principal as DSO Job Description x Salary x Contract Termination & Arbitration Procedure x CSTC stipend x CSI pension x Moral Code for Teachers x Jury Duty x Occasional teacher rate x Leave of Absence without Pay x Employment Benefits x Redundancy x Absences and Leaves x Reappointment Policy x Teacher Funded Leave Plan (TFL) Teacher Contracts: Teacher Salary & Benefits Package: x Contract Termination & Arbitration Procedure x Salary x CSTC stipend x Moral Code for Teachers x Jury Duty x CSI pension x Leave of Absence without Pay x Occasional teacher rate x Duties of a Teacher x Employment Benefits x Redundancy x Absences and Leaves x Reappointment Policy x Teacher Funded Leave Plan (TFL) Other Staff Contracts: Other Staff Salary & Benefits Package: x Relevant Job Description (i.e. VP, EA, x Salary Administrative Assistant, Facility Coordinator, x Employment Benefits, as applicable Bus Coordinator, Bus Driver, Bookkeeper, Store x CSI pension, as applicable Manager, etc.) x Absences and Leaves, as applicable

Tenders for Facility Maintenance and Repair a. In the case of seeking tenders for facility maintenance and repair in excess of $10,000 (i.e. roof, HVAC, fencing, etc.), it is the expectation of the Board that the Principal or delegate seeks out a minimum of three quotations for the proposed work to provide adequate information and ensure due diligence in financial stewardship. In exceptional circumstances (eg. Volunteer labour and materials at cost, etc) the Board reserves the right to waive this requirement to the tender process. b. Must ensure that companies have their own workers compensation and applicable insurance. c. The BOD, or its delegate, is to prepare the contracts for situations requiring an agreement for services rendered (i.e. roof, HVAC, fencing, additions, etc). a. Frequency: on an as needed basis b. Reference Documents: SCCS Policy

Strathroy Community Christian School

Contracts Policy

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Gonda Bootsma

RELAVENT DOCUMENTS AND PROCEDURES The Board of Directors views the following documents as further expressions of the Boardâ&#x20AC;&#x2122;s intentions regarding contracts: 1. Employee Compensation 2. Employee Relations 3. Staff Code of Ethics 4. Confidentiality 5. Employee Grievance 6. Employment Relations 7. Website 8. Social Media 9. Privacy 10. Committees of the Board 11. Staffing

Contracts Policy

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Chair Name

Date Policy Established: Date Reviewed March 2015 May 2019

Gonda Bootsma

June 2012 Changes made (Y/N) Y Y

If yes – What changes and why Minor updates to wording Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Teacher in Charge Policy

Feb 2012

305

Policy Title

Creation Date

Policy Number

Board

Feb 2014

Page 1 of 2

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

Background: In cases where only the principal is absent the vice-principal shall assume administrative responsibility. Occasionally both the principal and the vice-principal are absent from the school at the same time. In such instances the principal or vice-principal must appoint a teacher-in charge for the length of time that both the principal and the vice-principal are absent. Scope: This policy is intended to provide the framework for the teacher-in-charge Specifically: The teacher-in-charge has the following duties, responsibilities and limitations: x x x x x x

deal with routine discipline matters as they occur gather information ensure safety of staff and students contact parents or guardians to inform them that the issue incident will be dealt with upon the principal or vice –principal’s return contact the principal if the situation is deemed to be an emergency provide a written report of the day including all incidents and occurrences that took place

There is no remuneration for being teacher–in-charge. The teacher-in-charge shall be provided with a copy of the Teacher-in Charge Policy. In all cases where there is uncertainty the teacher-in charge shall contact either the principal or the vice-principal for direction. The teacher-in-charge designation is limited to full time experienced staff members. RELATED DOCUMENTS AND PROCEDURES: The Board views the following documents as further expressions of the Board intentions regarding the teacher-in-charge policy: None Reference: The procedures and policy from Laurentian Hills Christian School were used in order to draft this version for Strathroy Community Christian School.

Teacher in Charge Policy

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Strathroy Community Christian School

Chair Name

Date Policy Established:

Gabriella Hoogstra

February 2012

Date Reviewed

Changes made (Y/N)

Feb 2014

May 2019

If yes – What changes and why Include Vision and Mission statement as well as the related document section Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Second Chance CŽŵŵƵŶŝƚǇ Store Oversight Policy

May 2012

306

Policy Title

Revision Date

Policy Number

Board

May 2013

Page 1 of 4

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Review Date

Page Number

Chair Name

Adrian Tamminga

Our Mission: Providing Quality Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background: The “Second Chance CoPPXQLW\ Store” was started as a means to provide a source of sustainable revenue in meeting the objectives of the Strategic Plan passed by the Strathroy Community Christian School (SCCS) Society Board of Directors (BOD) in August of 2011. It is recognized that the store is an entity that is run as a related business by the Society of SCCS, but is distinctly separate from the daily operations of the school. Where applicable, policies that can be applied from the school operations will be mirrored for store operations. This mirroring will ensure consistency through the operations of the SCCS Society. In cases where policy is lacking, the Board of SCCS will be responsible for ensuring policy is in place to guide the proper business practices in the store. Scope: This policy will provide a framework for the Oversight of the Second Chance &RPPXQLW\ Store. Oversight: The Board of Directors of the SCCS Society retains the right to assess the viability/sustainability of the “Second Chance &RPPXQLW\ Store” using measures provided by the stakeholders (i.e. Finance: Development & Planning Committee). The Board of SCCS delegates the responsibility and authority of the store operations (including decisions to hire staff) to the Finance: Development & Planning Committee. The Board of SCCS retains responsibility and authority of Human Resource items, to be conducted in consultation with the Store Oversight Committee from #5 below. It is to be noted that #2 above gives authority for staffing decisions to the Finance: Development & Planning Committee , but the administration of staffing falls under Board oversight. The Finance: Development & Planning Committee will provide, at a minimum, an annual report to the BOD on matters regarding the operations and financials of the Second Chance &RPPXQLW\ Store as per Committee Reporting Policy . The Finance: Development & Planning Committee is to develop a “Store Oversight Committee” that will be comprised of a minimum of four individuals:

Strathroy Community Christian School

Second Chance ŽŵŵƵŶŝƚǇ Store Oversight Policy

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x 1 with expertise in Human Resources x 1 with expertise in finance, and x 1 member of the Society. x SCCStore Manager (non-voting member) The Finance: Development & Planning Committee is to recommend policies to the BOD to ensure the proper operations of the store. The Store Oversight Committee will be responsible to: D Collaborate with the SCCS Board on all HR matters. E Ensure that all aspects of the store are compliant with applicable government legislation and regulations. F Oversee the store manager and operations. G Supervise and provide annual performance evaluations of the store manager, Assistant Manager and any other paid staff. H Ensure the store manager has the tools needed for success. I

Ensure store operating procedures are in place for efficient store operations.

J Receive the resignation of the store staff. K Recommend the termination of the store manager to the SCCS BOD. L

Meet at minimum 6x per year.

Receive reports from the Manager of the Second Chance &RPPXQLW\ Store at each Oversight meeting, with details regarding the daily operations including volunteer management and generation of revenue.

N Provide (at minimum) a written quarterly report to the Finance: Development & Planning Committee as per Committee Reporting Policy.

Strathroy Community Christian School

Second Chance ŽŵŵƵŶŝƚǇ Store Oversight Policy

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8. The Manager of the Second Chance &RPPXQLW\ Store is to report directly and is fully accountable to the Store Oversight Committee.

RELATED DOCUMENTS AND PROCEDURES: The Board of Directors views the following documents as further expressions of the Board’s intentions regarding the Oversight of Second Chance &RPPXQLW\ Store: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. ͳͷǤ

Employee Relations Policy Staffing Policy Confidentiality Policy Privacy Policy Staff Code of Ethics Employee Compensation Print Advertising Social Media Policy Website Policy Media Relations Policy Petty Cash Staff Travel Volunteer Scheduling (in progress) Inventory Management (in progress) Banking Procedures (in progress)

Strathroy Community Christian School

Second Chance ŽŵŵƵŶŝƚǇ Store Oversight Policy

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Chair Name and Signature

Date Policy Established: Date Reviewed May 2019 May 2019

May 2012 Changes made (Y/N) Y Y

If yes – What changes and why Updated Vision Statement to include “and beyond” Updated QDPH RI VWRUH

Strathroy Community Christian School

Budget Policy

June 2013

401

Policy Title

Revision Date

Policy Number

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June 2014

Page 1 of 4

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Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

Mission: To provide quality, Christ-centred Education Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy Community and beyond. Background: The budget planning process at SCCS is a process which involves good communication with many SCCS stakeholders; the Society membership, Board, committees of the Board, and Principal as Director of School Operations (DSO). The budgeting process presents an opportunity for the Board to strategically plan for the allocation of resources to meet the strategic objectives of the Society while at the same time, ensuring good planning and stewardly financial processes. Scope: This policy is intended to guide the budget process at SCCS. Specifically: 1. The Board delegates the preparation, development, tracking, and communication of the annual budget to the Treasurer, in consultation with the Finance Committee: Risk Management & Planning. 2. The Board directs the Treasurer and Finance, Risk Management Committee to prepare the budget in consultation with Society Committees, the Principal as Director of School Operations, and other stakeholders as required. 3. The Board expects that the budget will be prepared with a review of the following: a.

Vision and strategic plan

b. Current budget and financial situation c. Strategic priorities for the next fiscal period 4. The Board expects that the budget will include all anticipated revenue sources and amounts. 5. The Board expects that the budget will provide clear and comprehensive detail on all anticipated expense amounts

Strathroy Community Christian School

Budget Policy

June 2013

401

Policy Title

Revision Date

Policy Number

Board

June 2014

Page 2 of 4

Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

6. The Board expects that the Treasurer and the Finance Committee: Risk Management & Planning will: a. Present a proposed budget for Board review at the March meeting of the Board. b. Schedule and advertise a pre-budget meeting for the SCCS membership. The intention of this meeting is to present the proposed budget, answer questions, and receive feedback prior to the Spring Membership meeting. c. Present a proposed budget for Board approval at the April meeting of the Board. 7. The Board delegates to the Finance Committee: Risk Management & Planning the ongoing current-year budget monitoring and reporting to the Board. This monitoring and reporting may be done through the SCCS Treasurer and is to include: a. A comparison of the actual financial activity/condition against planned budget activity (year to date) to occur on a quarterly basis. b. Review of planned financial activity to year end (looking forward). This review is to occur on a quarterly basis. c. Make relevant information available to the Board, the Principal as Director of School Operations, or other parties as appropriate, on a monthly or quarterly basis, as urgency requires, to enable them to make critical adjustments. d. Keep the board fully informed of all routine budget matters on a quarterly basis, or more urgent budget matters as necessity requires. 8. The Board may request the Finance Committee: Risk Management & Planning to prepare the following, from time to time, as determined appropriate and requested by the Board: a. Budget with cash flow projections throughout the year b. SCCS financial position at a fixed point in time. c. Revenue and Expense Reports d. Capital budget. e. A budget, which assigns costs to specific projects. f.

A budget showing changes in fund balances

Strathroy Community Christian School

Budget Policy

June 2013

401

Policy Title

Revision Date

Policy Number

Board

June 2014

Page 3 of 4

Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

g. An evaluation of programs and associated costs.

RELEVANT DOCUMENTS AND PROCEDURES The Board views the following documents as further expressions of the Boardâ&#x20AC;&#x2122;s intentions regarding the budget planning process at SCCS:

Strathroy Community Christian School

Budget Policy

June 2013

401

Policy Title

Revision Date

Policy Number

Board

June 2014

Page 4 of 4

Owner

Review Date

Page Number

Chair Name and Signature

Date Policy Established: Date Reviewed

June 2013 Changes made (Y/N)

If yes – What changes and why Previous policies from approximately 2008 (Developing the Budget 401, Budget Surplus Policy 402, Auditing Process 406, Financial Policies 407, Protecting the Planning Process 408, Protecting the Financial Position 409, and Protecting the Vision 410) merged into this umbrella policy for conciseness reasons.

June 2013

May 2019

Gabriella Hoogstra

Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Donations Policy

June 2013

402

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 1 of 5

Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

Mission: To provide quality, Christ-centred Education Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy Community and beyond. Background: Strathroy Community Christian School has been blessed by the generosity of donors and supporters since the school was founded in the 1950s. Monetary donations support the operations of the school society and offset tuition costs as part of the general operating budget. The Canada Revenue Agency (CRA) has established guidelines for charities in receiving and processing donations. Failure to comply with CRA guidelines will have a direct impact on charitable status of the school Society, with the result that charitable status may be revoked. Scope: This policy is intended to provide a framework to guide the acceptance, processing, and allocation of all donations received by and allocated by the SCCS Society. It provides guidelines for the receipt of different categories of donations, and for the delegation of procedural responsibility. Specifically: 1. The Board will endeavor to accept all donations, however, any donation may be refused, if, in the opinion of the Finance Risk Management & Planning Committee or Board of Directors, it is not in the best interest of the Strathroy Community Christian School or is not of a charitable nature. 2. The Board delegates to the Finance: Risk Management & Planning Committee the oversight of receiving, tracking, processing, and allocating donations within the operations of the Strathroy Community Christian School Society. 3. The Board delegates to the Finance: Risk Management & Planning Committee the oversight of receiving donations (e.g., monetary gifts, gifts-in-kind, etc.) to ensure compliance to the guidelines set forth by the Canada Revenue Agency (CRA). This oversight includes the preparation, communication and maintenance of procedures and

Strathroy Community Christian School

Donations Policy

June 2013

402

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 2 of 5

Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

associated forms regarding the receiving of donations at SCCS. The Finance: Risk Management & Planning Committee shall issue official tax receipts in the format prescribed by the Canada Revenue Agency. 4. The Board delegates to the Finance Committee: Development & Planning the oversight of all solicitation for donations on behalf of the SCCS Society (i.e. Spring Drive, Goods & Services Auction, etc.). This oversight includes the preparation, communication and maintenance of procedures and associated forms regarding the solicitation for donations at SCCS. 5. All donations must be for use of the Strathroy Community Christian School or to the benefit of students of the school. 6. All donations received without specific instructions for allocation will be applied to the general operating budget of SCCS. 7. All donations received shall be processed through the bookkeeping systems (i.e. SCCStore, SCCS) and be specifically identified and appropriately recorded. 8. Receipts for income tax purposes should not be issued for donations of less than $25. 9. All donations received are to be forwarded to the Bookkeeper for consideration as a valid donation for the advancement of education. The Bookkeeper will notify the Finance Committee: Risk Management & Planning of any atypical donations before processing. 10. All proposed allocations by the donor for the amount to be donated must be submitted to the Finance: Risk Management & Planning Committee, in consultation with the Director of School Operations (DSO) and/or Board of Directors, as appropriate, for its approval before any commitment is made to the donor(s). All approved donations shall be disbursed as directed by the donor for the activity approved, as soon as possible. If Finance: Risk Management & Planning Committee declines to approve a proposed allocation by a donor, the donor shall be contacted by the bookkeeper or Treasurer for further instructions, or the donation returned to the donor. 11. All donations received with specific instruction for allocations will be allocated as instructed by the donor. If such a donation is received and it is determined that; a. the funds are inadequate for the purpose named or, b. the request is no longer appropriate; the Finance: Risk Management & Planning Committee will notify the donor of the difficulty

Strathroy Community Christian School

Donations Policy

June 2013

402

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 3 of 5

Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

in allocating the donation as requested. If the donor approves a transfer in allocation of the donation, the donor will sign a statement indicating such approval. 12. The Board delegates to the Treasurer, the discretion to issue a written acknowledgement of donations (i.e. thank you note). Acknowledgment for applicable donations will be issued within 3 weeks of receipt of donation. xFor gifts in memory of, acknowledgement will be done for any amount. xSpring Drive donations will receive a thank-you or acknowledgement by the Spring Drive Co-ordinator within 3 months of the end of the Spring Drive campaign xFor all other donations, any amounts over $5000 will be acknowledged within 3 months of the donation see procedure 424A xA thank-you will be included with all tax receipts issued in February of each year. 13. This policy shall remain in effect only for that period of time that the SCCS Society continues to qualify for Canada Revenue Agency tax exempt status as a charitable organization. 14. The Board delegates to the Principal, as Director of School Operations, responsibility and authority over the allowance of receiving and collecting donations for purposes outside of school operations (i.e. Legion Poppy Drive, Compassion Canada, etc.). As these donations are outside of school operations, no tax receipt will be issued by SCCS. SCCS does not accept responsibility to ensure that the receiving organization issues tax receipts. 15. The Board delegates to the Store Manager, the responsibility and authority over the allowance of receiving and collecting donations for purposes outside of store operations (i.e. Legion Poppy Drive, Compassion Canada, etc.). As these donations are outside of school operations, no tax receipt will be issued by SCCS. This policy was written in consultation with Jarvis Community Christian School’s “Charitable Donations” Policy as well as the “Donations Policy” from Brock University; http://brocku.ca/bold-new-brock/policies/donation-policy (June 25, 2009)

Strathroy Community Christian School

Donations Policy

June 2013

402

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 4 of 5

Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

RELATED DOCUMENTS AND PROCEDURES: The Board views the following documents as further expressions of the Board’s intentions regarding the budget planning process at SCCS: 1. Money Handling Policy 2. Committees of the Board Policy 3. Fundraising Policy 4. CRA: CG-013 5. CRA: CSP–R02 6. Gift-in-Kind Procedure 7. Procedure for acknowledgement of donations “made in memory of” – 402A

Strathroy Community Christian School

Donations Policy

June 2013

402

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 5 of 5

Owner

Review Date

Page Number

Chair Name and Signature

Date Policy Established: Date Reviewed

June 2013 Changes made (Y/N)

If yes – What changes and why Previous policies (Grandfriends Day Donations 423, and Allocation of Donations 424) merged and new information added into this new umbrella donations policy.

June 2013

March 2015 May 2019

Gabriella Hoogstra

Y Y

Changed CCRA to CRA Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Petty Cash Policy

June 2012

403

Policy Title

Created Date

Policy Number

Board

June 2013

Page 1 of 3

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

Background: The Board of Directors of SCCS is entrusted by the SCCS Society to protect the interests of the SCCS Society by efficient and effective financial stewardship throughout all Society activities. The Board of Directors also desires to protect the committed staff and volunteers who partner with the Board in fulfilling the Mission and the Vision of SCCS. The intention of the following Money Handling Policy is to streamline the expectations of the Board regarding money handling and to ensure best practices in maintaining the financial integrity of the SCCS Society. Scope: This policy is intended to provide a framework to guide all Petty Cash handling at SCCS. All staff and/or volunteers who handle SCCS petty cash are expected to follow this policy and related procedures. School The DSO is given spending authority for the petty cash, which is limited to $150.00 per month for 10 months. These funds are for extraordinary expenditures which require immediate payment. Each transaction from petty cash must be properly identified, and accurately accounted for by the DSO. The bookkeeper will ensure that the petty cash account is replenished up to $150.00 at the end of every month. This account is active from September through June of each school year. Store The manager is given spending authority for the petty cash, which is limited to $100.00 per month. These funds are for extraordinary expenditures which require immediate payment. Each transaction from petty cash must be properly identified, and accurately accounted for by the store manager. The bookkeeper will ensure that the petty cash account is replenished up to $100.00 at the end of every month

Petty Cash Policy

June 2012

403

Policy Title

Created Date

Policy Number

Board

June 2013

Page 2 of 3

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Gabriella Hoogstra

RELEVANT DOCUMENTS AND PROCEDURES: The Board views the following documents as further expressions of the Boardâ&#x20AC;&#x2122;s intentions regarding money handling at SCCS: 1. Privacy Policy 2. Purchasing Policy 3. Petty Cash Policy 4. Tuition Policy 5. Credit Card Procedures 6. Second Chance Construction Store Money Handling Procedures 7. Cheque Signing Procedures 8. Cash Box float Procedures 9. Donation Receipting Procedures

Strathroy Community Christian School

Petty Cash Policy

June 2012

403

Policy Title

Created Date

Policy Number

Board

June 2013

Page 3 of 3

Owner

Review Date

Page Number

Chair Name and Signature

Date Policy Established: Date Reviewed Feb 2014 May 2019

June 2012 Changes made (Y/N) Y Y

If yes – What changes and why Added Vision, Mission and relevant doc section Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Purchasing Policy

June 2012

404

Policy Title

Created Date

Policy Number

Board

March 2015

Page 1 of 3

Owner

Review Date

Page Number

Chair Name

Gonda Bootsma

All purchases that will exceed annual budgeted amounts for a specific account must be brought to the attention of the Board by the DSO and submitted for approval.

All significant purchases that are considered “outside of budget” (e.g., capital, unforeseen repairs) require a detailed proposal and must be approved by the Board

Extraordinary purchases in excess of $2000 require 3 quotes for comparison purposes.

Store x The store manager has the authority to make all purchases that fall within the limits of the SCCStore annual budget. x

All purchases that will exceed annual budgeted amounts for a specific account must be brought to the attention of the Store Oversight Committee by the store manager and submitted to the Finance Committee—Development & Planning for approval.

All significant purchases that are considered “outside of budget” (e.g., capital, unforeseen repairs) require a detailed proposal and must be brought to the attention of the Store Board by the store manager and submitted to the Finance Committee—Development & Planning for approval.

Extraordinary purchases in excess of $500 require 3 quotes for comparison purposes.

Procedure:

Strathroy Community Christian School

Purchasing Policy

June 2012

404

Policy Title

Created Date

Policy Number

Board

March 2015

Page 2 of 3

Owner

Review Date

Page Number

Chair Name

Gonda Bootsma

The DSO/store manager must authorize, after properly identifying, each invoice before the bookkeeper processes the invoice. 2. Once the DSO/store manager has authorized the invoice, the bookkeeper shall process the invoice within 2 weeks of authorization.

Strathroy Community Christian School

Purchasing Policy

June 2012

404

Policy Title

Created Date

Policy Number

Board

March 2015

Page 3 of 3

Owner

Review Date

Page Number

Chair Name and Signature

Date Policy Established: Date Reviewed March 2015 May 2019

June 2012 Changes made (Y/N) Y Y

If yes – What changes and why Minor wording changes Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Money Handling Policy

Aug 2012

405

Policy Title

Revision Date

Policy Number

Board

March 2015

Owner

Review Date

Chair Name

Page 1 of 4 Page Number

Gonda Bootsma

Mission: Providing quality, Christ-centred Education Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy Community and beyond. Background: The Board of Directors of SCCS is entrusted by the SCCS Society to protect the interests of the SCCS Society by efficient and effective financial stewardship throughout all Society activities. The Board of Directors also desires to protect the committed staff and volunteers who partner with the Board in fulfilling the Mission and the Vision of SCCS. The intention of the following Money Handling Policy is to streamline the expectations of the Board regarding money handling and to ensure best practices in maintaining the financial integrity of the SCCS Society. Scope: This policy is intended to provide a framework to guide all money handling at SCCS. All staff and/or volunteers who handle SCCS monies are expected to follow this policy and related procedures. Definitions: 1. Money: includes cash, cheque, debit card, automatic transfer, credit card. This definition includes monies received from all sources (i.e. tuition, donations, fundraising, Second Chance Construction Store, school operations, membership fees, etc.) 2. Separation of Duties: This practice ensures financial protection and stewardship by requiring that different individuals are involved at various stages in the process of receiving monies, recording monies, and reconciling financial transactions. 1 Specifically: 1. All monies received by SCCS are the property of SCCS. 2. The Board expects the following minimal procedural requirements to be followed unless more restrictive controls2 are recommended by the Finance: RM & P Committee.

Cash and Check Handling Policy â&#x20AC;&#x201C; Updated February 10, 2012 Princeton University http://finance.princeton.edu/policylibrary/cash-handling-receipts-1/cash-and-check-handling-p/ 2

Cash and Check Handling Policy â&#x20AC;&#x201C; Updated February 10, 2012 Princeton University http://finance.princeton.edu/policylibrary/cash-handling-receipts-1/cash-and-check-handling-p/

Money Handling Policy

Aug 2012

405

Policy Title

Revision Date

Policy Number

Board

March 2015

Owner

Review Date

Strathroy Community Christian School

Chair Name

Page 2 of 4 Page Number

Gonda Bootsma

Minimal Procedural Requirements: a. Money will always be counted by a minimum of 2 unrelated persons. The only exception to this is the bookkeeper, who is authorized by the Board to handle all monies, except cash, independently. b. Money, as much as possible, is to be counted at the school and secured in the safe until deposited in the bank. c. All cheques received by SCCS should be addressed to SCCS for the exact amount. If an inaccuracy has been made on the cheque, this will be clarified by the Bookkeeper. d. Finance R&P must receive regular financial reports from all school and Society financial operations ; committees with separate bank accounts (e.g., SCCStore, VIP program) must report monthly e. All money handling procedures must incorporate Separation of Duties f.

All money handling procedures must adhere to the SCCS Privacy Policy

g. All money handling procedures must adhere to CRA regulations 3. The Board establishes the following guidelines regarding SCCS Society Bank Accounts: a. Only three bank accounts are authorized by the Board. 1) Bank account for school operations: authorized persons on this account include the Treasurer, Bookkeeper, Board Chair, and the Principal/DSO. If another bank account is deemed necessary, this recommendation will be submitted to the Board in the form of a resolution by a Board Director. 2) Bank Account for SCCStore: authorized persons on this account include the Treasurer, store bookkeeper, Store Oversight Board Chair, and Store Manager. 3) Bank Account for Voucher Incentive Program: authorized persons on this account include the Treasurer, VIP Program bookkeeper/treasurer, VIP Program Co-ordinator, and SCCS bookkeeper.. If another bank account is deemed necessary, this recommendation will be submitted to the Board in the form of a resolution by a Board Director. b. Account transactions are only to be initiated by authorized persons. c. Cheques issued by SCCS must be signed by 2 unrelated authorized persons. d. Cheques issued by SCCS to an authorized person should not be signed by that authorized person.

Strathroy Community Christian School

Money Handling Policy

Aug 2012

405

Policy Title

Revision Date

Policy Number

Board

March 2015

Owner

Review Date

Chair Name

Page 3 of 4 Page Number

Gonda Bootsma

4. The Board establishes the following guidelines regarding SCCS Credit Cards: a. The Board requires that SCCS Credit Cards are owned by the SCCS Society and used exclusively for SCCS purchases. b. The Board delegates to the Principal as DSO the authority, management, and tracking of SCCS Credit Cards. c. The Board delegates to the Principal, in consultation with Finance: RM & P Committee, the preparation, communication, and maintenance of administrative procedures and associated forms regarding credit card use to ensure authorized use, responsibilities, protection, receipting, and invoicing controls are established. 5. The Board delegates to the Second Chance Construction Store Oversight Committee, in consultation with Finance: RM & P Committee, the procedures and associated forms to address money handling procedures, cash register procedures, deposits, and donation receipts of the Second Chance Construction Store. 6. The Board delegates to the Finance: RM & P Committee, and Finance, Development & Planning Committee, in consultation with the Bookkeeper and/or the Principal, as appropriate, the preparation, communication, and maintenance of procedures and associated forms regarding bank deposits, invoicing procedures, cheque issuance, disbursement reporting, internal auditing, donation receipts, cash box floats, and money handling for all other school committees. 7. The Board delegates to the Finance: RM & P Committee the responsibility of auditing the financial records of the fundraising groups at SCCS at minimum once annually whose bookkeeping functions are not carried out through the SCCS Bookkeeper (e.g., VIP, SCCStore) RELEVANT DOCUMENTS AND PROCEDURES: The Board views the following documents as further expressions of the Boardâ&#x20AC;&#x2122;s intentions regarding money handling at SCCS: 1. 2. 3. 4. 5. 6. 7. 8. 9.

Privacy Policy Purchasing Policy Petty Cash Policy Tuition Policy Credit Card Procedures Second Chance Construction Store Money Handling Procedures Cheque Signing Procedures Cash Box float Procedures Donation Receipting Procedures

Money Handling Policy

Aug 2012

405

Policy Title

Revision Date

Policy Number

Board

March 2015

Owner

Review Date

Strathroy Community Christian School

Chair Name

Date Reviewed

Changes made (Y/N)

March 2015

May 2019

Page 4 of 4 Page Number

Gonda Bootsma

If yes – What changes and why

Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Reserve Fund Policy

Feb 2014

406

Policy Title

Created Date

Policy Number

Board

March 2015

Page 1 of 3

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

Background: Canada Revenue Agency (CRA) defines a charitable organization as one where all the resources are devoted to charitable activities carried on by the organization. CRA is not specific as to the time line within which these activities must be carried out (Mara, 2012) and the result is that there will be occasions where the timing of fundraising is different from the expenditure of fundraised funds, resulting in budget surpluses or deficits. The net result of surpluses and deficits over time is considered to be a reserve, and is measured as Equity on the Balance Sheet portion of the financial statements. There are a number of valid, understandable reasons why SCCS might need to build up reserve funds which include, but are not limited to the following (Kroeker, 2011, Kurre, 2010): 1. Future funds may be needed for capital asset replacement or expansion, 2. There may be multi-year commitments on projects, 3. Anticipated debt repayment, 4. Cashflow considerations for continuity of operations 5. Provide a cushion to deal with operating deficits Since temporarily and permanently Restricted funds can only be spent on donor or Board instructions, they are not considered as part of the Reserve Fund Procedure. CRA recommends that charitable organizations have clear Reserve Fund Policies in place. â&#x20AC;&#x153;A reserve fund policy may assist a charity when planning, explaining, and justifying its approach to fundraising to donors and to the CRA. It may help to ensure that a charity fundraises with an identifiable use or need, reducing the risk of failing to devote resources to charitable activities or engaging in fundraising that forms a collateral purpose. A transparent and publicly accessible policy may also help ensure that fundraising appeals are not misleading or deceptive by misrepresenting the charityâ&#x20AC;&#x2122;s financial position and the extent or urgency of its need for funds.â&#x20AC;? (para 165). Scope: This Policy is intended to guide decisions around Reserve Funds at SCCS. Specifically: 1. The Board delegates the preparation, maintenance and regular review of the Reserve Fund Procedures to the Treasurer, in consultation with the Finance Committee: Risk Management & Planning. 2. The Board directs the Treasurer and Finance, Risk Management & Planning Committee to prepare, follow and review the Reserve Fund Procedures in consultation with Society

Strathroy Community Christian School

Reserve Fund Policy

Feb 2014

406

Policy Title

Created Date

Policy Number

Board

March 2015

Page 2 of 3

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

Committees, the Principal as Director of School Operations, and other stakeholders as required. 3. The Board expects that the Reserve Fund Procedures will be prepared with a review of the following: a. Vision and strategic plan b. Purpose and Rationale for each Reserve Fund c. Appropriate Funding level required for each type of Reserve Fund d. The mechanisms or methods to monitor and review the policy RELEVANT DOCUMENTS AND PROCEDURES The Board views the following documents as further expressions of the Boardâ&#x20AC;&#x2122;s intentions regarding the Reserve Fund Policy at SCCS: 1. 401 Budget Policy 2. 422 Fundraising Policy 3. CRA Guidance Document CG-013, Fundraising by Registered Charities, issued April 20, 2012. 4. CRA Policy Statement CPS-019, What is a Related Business? Issued March 31, 2003. The following documents were helpful in the preparation of this Policy: Kroeker, W (2011). Canadian Council of Christian Charities. Retrieved October 18, 2013 from http://www.cccc.org/members_topic_show/financial_policies Kurre, F. (2010) Grant Thornton. Retrieved January 1, 2014 from http://www.grantthornton.com/staticfiles/GTCom/Not-forprofit%20organizations/NotForProfit%20files/NFP_Sufficient-Reserves_WP.pdf Mara, M. D. (2012). KPMG. Retrieved October 13, 2013, from https://portal.amr.kworld.kpmg.com

Strathroy Community Christian School

Date Reviewed March 2015 May 2019

Reserve Fund Policy

Feb 2014

404

Policy Title

Created Date

Policy Number

Board

March 2015

Page 3 of 3

Owner

Review Date

Page Number

Chair Name and Signature

Changes made (Y/N) Y Y

Gabriella Hoogstra

If yes – What changes and why Change CCRA to CRA Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Tuition Policy

June 2012

421

Policy Title

Created Date

Policy Number

Board

March 2015

Page 1 of 5

Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

Background The Board of Directors has been entrusted with the responsibility of the governance of Strathroy Community Christian School (SCCS). At SCCS, this includes the development of goals and policies to set direction and guide the provision of education services in accordance with the requirements of current government legislation while maintaining the vision and mission of the SCCS Society. Ensuring financial stewardship within the operations of SCCS includes the clear articulation of the Board’s expectations regarding tuition at SCCS. Scope: This policy is intended to provide a framework to guide the processes associated with tuition at SCCS. This includes the guidelines, assessment, assistance, agreements, payment, and delinquency of tuition at SCCS. Definitions: DSO: Director of School Operations, as appointed by the Board of SCCS. Tuition: Tuition is the fee assessed per family to receive the program of education at SCCS. Tuition is distinct from Society fees (i.e. membership), and other school operational fees (i.e. activity fees, class trips, hot dog days, etc.). Tuition will include transportation, textbooks, most Bridge assistance Tuition Assistance Fund: The Tuition Assistance Fund (TAF) was established in an effort to ensure that no child will be denied Christian education due solely to a lack of funds. The purpose of TAF is to provide financial assistance to families demonstrating legitimate financial need in their pursuit of providing Christian Education for their children. Tuition assistance is not a loan but a gift. Realizing that the need for tuition assistance is ongoing, the Board does expect those who receive tuition assistance, to continue to support Christian Education and donate to the school, and/or the tuition assistance fund after their children have finished attending the school, so that others may benefit as they have. Overdue Account: Tuition accounts will be considered to be overdue if a payment is not received within 30 days of the pledged date, as agreed to on the “Tuition Payment Contract” form Specifically: A. The Board delegates to the Finance: Risk Management and Planning Committee the preparation, maintenance and administration of related documents, forms and procedures to support the following expectations regarding tuition assessment, payment agreements, and payment schedules: 1. Annual tuition rates at SCCS are assessed on a per family basis, based on the grade of the oldest child, with the exception of the following:

Strathroy Community Christian School

3. 4. 5.

7. 8. 9. 10.

11.

12.

Tuition Policy

June 2012

421

Policy Title

Created Date

Policy Number

Board

March 2015

Page 2 of 5

Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

a. Parents/Guardians who wish to enrol students with additional support needs in the classroom may be asked to assist with unreasonable additional costs associated with meeting those needs, at the discretion of the DSO. b. Parents/Guardians wishing to enrol students on a part-time basis will be assessed on a per student basis. Families who enrol their children at SCCS midyear will be assessed their tuition rate on a prorated basis, based on 10 months. Partial months will be included as a full month (e.g., a family enrolling in mid January would be assessed tuition for 6 months). Families who withdraw their children from SCCS midyear will be released from their remaining tuition on a pro-rated basis, based on 10 months, less a $500 administration fee. Tuition payment will occur as outlined and agreed to by parents/guardians and SCCS on the “Tuition Payment Contract” form. It is recognized that certain families desire to time tuition payments for various reasons. Any tuition payment schedules that vary from a 10 month payment plan (September to June) must be approved by the Treasurer. SCCS will accommodate special payment arrangements for tuition payments from “split” or blended families. These payments arrangements must outlined on the “Tuition Payment Plan” form. In all cases, Canada Revenue Agency (CRA) guidelines regarding Cost per Student amounts will be followed. SCCS is not responsible for Cost per Student amounts not covered by one parent’s payments to the detriment of the other parent. Payment must be received by SCCS in January of the current school year to cover tuition owing for education received from September to January. Prepayment of tuition will be received at any time. Tuition accounts will be considered to be overdue if a payment is not received within 30 days of the pledged date, as agreed to on the “Tuition Payment Contract” form. The “Tuition Payment Contract” Form shall contain, but is not limited to, the following information: a. Family Name b. Number of children enrolled in SCCS and in which particular grades (for tuition category allocation purposes) c. Number of children enrolled in LDCSS d. Whether any children are enrolled in PRC e. VIP allowance. f. Expected deposit and due date for payment of same g. Statement of agreement (i.e. We/I agree to pay the above tuition as follows :) h. Payment options i. Parent/Guardian signature, printed name and date Parents/Guardians with returning students are required to submit a completed Tuition Payment Contract and submit to the school office with postdated cheques by June 15 th indicating the schedule by which they intend to pay the associated tuition cost. For new students, submission of the Tuition Payment Contract submission should occur upon enrolment at SCCS. A non-refundable deposit of $500 (to be applied to total tuition paid for the year) is required per family by July 31 to ensure space in SCCS classrooms.

Strathroy Community Christian School

Tuition Policy

June 2012

421

Policy Title

Created Date

Policy Number

Board

March 2015

Page 3 of 5

Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

13. SCCS reserves the right to charge an administration fee for families who return their enrolment paperwork after the June 15 deadline. 14. No student shall commence education at SCCS if the “Tuition Payment Contract” Form for the corresponding period of time has not been submitted. 15. Submitted “Tuition Payment Contract” Forms are to be retained as per Document Retention Policy (P# ). B. The Board delegates to the Tuition Review Committee (TRC) the administration of the Tuition Assistance Fund (TAF) including the preparation, maintenance and administration of related documents, forms and procedures to support the following guidelines regarding tuition assistance at SCCS: 1. The TRC, in consultation with the Treasurer, is responsible for the maintenance and distribution of the Tuition Assistance Fund Application Form. The application form requires, but is not limited to, the following information: a. income b. expenses c. assets d. liabilities 2. The TAF application form should be widely available and be included on the SCCS website as well as enrolment and admission packages. 3. Applications to the TAF can be made at any time. Applications received before May 31 for the following school year will receive preference for monies that are available for disbursement. 4. TAF disbursements decisions Tuition Assistance Funds shall be disbursed by the TRC according to the Procedures listed in Procedure XXX. 5. TAF monies are to be applied only to the cost of tuition, up to a maximum of one-half of the tuition cost, or as the Board directs. 6. Applicants should have paid up commitments from previous year(s), before reapplying to the TAF. 7. The Board reserves the right to establish a minimum balance to be maintained in the TAF to ensure adequate available resources for any TAF applicants over the course of the following school year. TAF funds may never be less than zero. 8. If all available TAF monies are not used in a particular year, they are to be maintained in the TAF for future use. 9. The TRC will provide a TAF financial report to the Board after the TAF applications have been processed. 10. The TRC will provide reports regarding TAF to the Board as outlined in the Committees Reporting to the Board policy. C. The Board delegates to the TRC the maintenance of procedures and forms to support the following guidelines regarding overdue tuition accounts: 1. The Board reserves the right to restrict student enrolment and/or graduation privileges at SCCS in the event of overdue tuition accounts. 2. The Board delegates to the TRC the prompt and stewardly administration of overdue tuition accounts from the current school year.

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3. All outstanding tuition from previous school years must be up-to-date and paid in full, or a plan for the same received and approved by the Tuition Review Committee before a student may commence the new school year. 4. The Board expects the TRC to work collaboratively with parents/guardians with overdue tuition accounts. If TRC finds that parents/guardians are unwilling to work collaboratively or continue to be delinquent in their tuition payments, the TRC shall submit the matter and a recommendation to the Board within 90 days of becoming overdue. 5. The bookkeeper will provide monthly reports of overdue tuition accounts to the TRC, Treasurer and Board Chair including names and amount of arrears. 6. The Board delegates to the TRC the prompt and stewardly administration of overdue tuition accounts from previous years. 7. The Board expects the TRC to work collaboratively with parents/guardians with overdue tuition accounts from previous years. If TRC finds that parents/guardians are unwilling to work collaboratively or continue to be delinquent in regard to their overdue tuition account, the TRC shall submit the matter with a recommendation to the Board. Further actions to collect these overdue tuition accounts will be taken by the TRC as the Board directs. The TRC may use legal means or Collection Agency to collect over due tuition accounts only with Board approval. 8. The Board directs the TRC to have working payment plans in place for all overdue tuition accounts from previous school years.

RELEVANT DOCUMENTS AND PROCEDURES: The Board of Directors views the following documents as further expressions of the Board’s intentions regarding tuition at SCCS: 1. Parent Handbook 2. Tuition Payment Plan Form 3. Tuition Assistance Application Form 4. Schedule 1: Responsibility List 1. Schedule 2: “Tuition Payment Plan” Form Administration Timelines

Tuition Assessment Policy

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Date Policy Established:

June 2012

Date Reviewed

Changes made (Y/N)

March 2015

May 2019

If yes – What changes and why Formatting changes Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Fundraising Policy

Aug 2012

422

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Gonda Bootsma

Mission: Providing quality, Christ-centred Education Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy Community and beyond. Background: Strathroy Community Christian School has been blessed by the fundraising efforts of committees and individuals since the school was founded in the 1950s. Fundraising is a necessary and integral part of the support network and operations of our school. Fundraising supports both the mission and vision of SCCS and has served to offset tuition costs for families in addition to making special “out of budget” purchases like specialized curriculum support materials, playground equipment for the students, school buses, and computers. Increasingly, Canada Revenue Agency (CRA) is outlining the criterion around the fundraising activities of registered Charities in Canada which includes the SCCS Society. 1 The SCCS Society governs the operations of SCCS and the Second Chance Construction Store. Failure to comply with CRA guidelines will have a direct impact on charitable status of the school Society, with the result that charitable status may be revoked. Scope: This policy is intended to provide a framework to guide all fundraising activities of the SCCS Society. It provides guidelines for the different categories of fundraising, and for the delegation of responsibility for those activities. Specifically: 1. The Board reserves the right to govern all fundraising activities of, and associated with, the SCCS Society. 2. The Board desires that all fundraising activities at SCCS will be in-line with the Mission and Vision of SCCS. 3.

The Board delegates to the Finance: D&P Committee oversight of all fundraising activities at SCCS and the development/maintenance of a Fundraising Strategy. At any time, the Finance D&P may form ad-hoc/working committees to perform a specific fundraising task. All 1

“The Canada Revenue Agency (CRA) recognizes that registered charities in Canada often depend on donations to carry out their charitable activities, and that appropriate fundraising activities are often necessary for the sustainability of the charitable sector. For many charities, this means that a portion of their resources (including time, property, and money) will be used for fundraising to support their charitable work. While recognizing the necessity of fundraising, the CRA expects charities to be transparent and conduct all fundraising within acceptable legal parameters.”(Fundraising by Registered Charities, CRA, April 20, 2012, retrieved from http://www.cra-arc.gc.ca/chrts-gvng/chrts/plcy/cgd/fndrsng-eng.html)

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fundraising groups and/or committees acting on behalf of the SCCS Society are accountable to the Finance: D&P Committee. These may include, but are not limited to the following fundraising activities: a. Good & Service Auction b. Golf Tournament c. Second Chance Construction Store d. Auxiliary events e. Spring Drive f. Voucher Incentive Program g. Foundation 4. The Board delegates to the Finance: D&P Committee the ongoing monitoring of compliance to CRA guidelines around fundraising for Registered Charities and timely policy recommendations in response to changes made by CRA so as to protect the charitable status of the SCCS Society. 5. The Board delegates to the Finance: D&P Committee the maintenance of procedures regarding fundraising at SCCS (i.e. assessing Fair Market Value, Best Practices for Fundraising Volunteers, Money Handling, etc.) 6. All fundraising activity conducted by the SCCS Society must fit into one of two categories: 1.

Fundraising activity2 (e.g., Goods and Services Auction, Annual Fall Bazaar, Auxiliary, Spring Drive, Catering, Foundation, SCCStore) a.

Direct Activities such as: i. face to face canvassing, telemarketing, major gift work with individuals, and direct mail; ii. internet or media campaigns (for example, electronic mail, online publications, Web sites, television, or radio); iii. printed information, advertisements or publications (for example, newspapers, flyers, brochures, and magazines); iv. events (for example, sports tournaments, runs, walks, auctions, dinners, galas, concerts, and travel or trekking adventures); v. sales of goods or services (note: SCCStore is not considered a business because it relies 100% on donated goods for inventory); or vi. donor stewardship, and membership or corporate sponsorship programs; and Indirect or related activities, such as: i. researching and developing fundraising strategies and plans or prospective donors; ii. recruiting and training development officers; iii. hiring fundraisers; or

(see CG-013 for detailed description)

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iv. donor recognition programs. 2.

Related Business 3 (e.g., bus chartering, building rental) a. Run substantially (minimum 75-90%)by volunteers, or b. Linked to the SCCS purpose i. A usual and necessary supplement to SCCS programming ii. Offshoot of current SCCS programming iii. A use of excess capacity iv. The sale of items that promote SCCS, or b.

Subordinate to the SCCS purpose i. Relative to SCCS operations as a whole, the business activity receives a minor portion of SCCS attention and resources ii. The business activity is integrated in to SCCS operations, rather than acting as a self-contained unit iii. SCCS charitable goals continue to dominate its decision making iv. No element of private benefit may be permitted to enter into its operations

7. All fundraising groups and/or committees must record minutes of planning meetings according to the structure outlined in Policy 232 Committee Reporting Policy which are to be submitted to the Finance Development & Planning Committee.. 8. Fundraising ad-hoc committees (i.e. Golf Tournament, Goods and Services Auction, Annual Fall Bazaar, Spring Drive) must hold a debriefing meeting within 2 weeks after their event, and submit a report according to the structure outlined in the Policy 232 Committee Reporting Policy including detailed financial records to the Finance: D&P Committee.

RELEVANT DOCUMENTS AND PROCEDURES The Board views the following documents as further expressions of the Boardâ&#x20AC;&#x2122;s intentions regarding the Reserve Fund Policy at SCCS: 1. 401 Budget Policy 2. 406 Reserve Fund Policy 3. CRA Guidance Document CG-013, Fundraising by Registered Charities, issued April 20, 2012. 4. CRA Policy Statement CPS-019, What is a Related Business? Issued March 31, 2003.

(see CPS-019 for detailed description)

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Date Reviewed

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If yes – What changes and why

March 2015

Changed CCRA to CRA

May 2019

Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Staffing Policy

September 2013

501

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Gabriella Hoogstra

Our Mission: Providing Quality Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background One of the most valuable contributions in the success of a school is the personnel who demonstrate commitment and professionalism in carrying out their responsibilities. As a Christian school, personnel who live out their commitment to Christ while carrying out the vision and mission of Strathroy Community Christian School (SCCS), are part of the Kingdom work in which each employee and volunteer seek to serve. All personnel hired as staff of SCCS shall be of exemplary character, shall adopt a personal lifestyle in accord with the teachings of the Christian church, and possess competency in the skills required for the position to which they are responsible. The hiring and retaining of quality staff members is enhanced by fair and consistent employment practices. Staff recruited and hired must be highly skilled and committed to Christian education. Staff are hired to assist SCCS in carrying out its mission and vision, and thus must be credible representatives of the Christian faith and effectively live out their faith. The main goal of staffing policy and procedures is to attract and retain staff that are highly proficient professionals through an open, fair, and efficient process in order to provide the best educational atmosphere for students. Maintaining a focus on the vision and mission enables clear decision-making during the staffing process. Scope: This policy is intended to provide a framework for the entire hiring process and staffing qualifications for all individuals hired by the school. Specifically: A. Personnel Hiring Guidelines: 1. The Board, or their designate, has the sole authority to recruit and hire an individual for the position of Principal/Director of School Operations (DSO), and/or any other Society operations position (i.e. Second Chance Construction Store Manager) and will assume sole responsibility for initiating the advertising/hiring/selection process. 2. The Principal/DSO, or their designate, in all other recruitment and hiring instances, will assume sole responsibility for initiating the advertising/hiring/selection process.

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3. As per Delegation of Authority: The Principal/DSO is to recruit and select staff for all school-based positions, including, but not limited to: Vice Principal, Administrative Assistant, Development/Marketing Director bookkeeper, Bridge Staff, teaching staff, Educational Assistants, bus co-ordinator, bus drivers, and building maintenance. x

Teacher interview panels must consist of a minimum of three persons (any combination of principal, vice-principal, teacher or school society member). This panel must have minimally 1 person with expertise in areas related to Human Resources.

All other position interview panels must consist of a minimum of two persons (any combination of principal, vice-principal, teacher or school society member). This panel must have minimally 1 person with expertise in areas related to Human Resources.

4. All offers of employment shall be conditional on the successful applicant providing a clean criminal record, proof of all requested credentials, certifications and qualifications, and documented reference checks. Additionally, if applicable, the Principal/DSO may require documentation certifying that the candidate is medically fit for the position. 5. The Principal/DSO or designate is responsible for the development, implementation, administration, and assessment of employment guidelines and practices. These must be consistent with the government’s employment legislation, Board Policy and Administrative Procedures. B. Board expectations of SCCS Staff Qualifications: It is the expectation of the Board that successful candidates, for all staffing positions, will be Christian candidates who embody the Vision, Mission and Strategic Plan of the school. To that end, the Board defines the following criteria: 1. For the Principal/DSO, preference may be given to candidates who have had successful teaching and/or administrative experience in Christian schools in Ontario. Preferred minimum academic qualifications shall be a Graduate Degree in Educational Administration, Religious Education or its equivalent in graduate studies. Preference may be given to experienced teachers and/or administrators who hold a Master’s Degree in Education and/or Religious Education. 2. For Vice-Principal, preference may be given to candidates who have had successful teaching and/or administrative experience in Christian schools in Ontario. Preference may be given to experienced teachers and/or administrators who hold a Graduate Diploma or Master’s Degree in Education and/or Religious Education. 3. For teaching staff, including full-time, part-time, and casual staff, preference will be given to candidates with the preferred minimum academic qualifications. The preferred minimum academic qualifications shall be a Bachelor’s Degree and Teacher’s Certificate from an accredited Christian

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university, or another accredited university combined with a Christian School Teaching Certificate (CSTC). If the candidate does not currently hold a CSTC, they must demonstrate a plan to earn their CSTC. 4. For all other positions, qualifications should be appropriate to the position being filled as per employment standards. RELEVANT DOCUMENTS & PROCEDURES: Board views the following documents as further expressions of the Boardâ&#x20AC;&#x2122;s intentions regarding Staffing at SCCS: 1- Employee Grievance Policy 2- Hiring of Relatives Policy 3- Compensation Policy 4- Staff Code of Ethics 5- Confidentiality Policy 6- Privacy Policy 7- Employment Relations Policy 8- Criminal Record Check Policy

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Staffing

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Gabriella Hoogstra

May 2012 Changes made (Y/N)

If yes – What changes and why Added Scope, as well as hiring and selection of candidates by Principal/DSO including marketing and development directors. Addition of related documents.

September 2013

March 2015

Grammar , changed Committees of the Board to Staffing in the Relevant Document and Procedures section

May 2019

Updated Vision Statement to include “and beyond”

Staff Code of Ethics

May 2012

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Chair Name

Adrian Tamminga

Our Mission: Providing Quality Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background: As committed followers of Jesus Christ, we recognize the high standards of behaviour that we are called to. All of our actions should be based on Biblical values such as honesty, openness, respect, fairness, keeping promises, respect for authority, the ethical resolution of disputes, maintaining integrity, and avoiding slander and rumour. Our actions have a profound impact on our relationships with others, and in this educational environment, we set an example for the children entrusted to our care. At SCCS, we uphold the value of all relationships and acknowledge that our actions are a reflection of our hearts. As such, our relationships should glorify God and not thwart His Kingdom work. Scope: This policy is intended to provide a framework for the code of conduct at SCCS staff. The Code of Ethics: SCCS has various layers of relationships in which moral and ethical virtues are expected to provide glory to God and edification to His work here at SCCS. A. Staff to Student Relationships Recognizing that students are image-bearers of God, staff shall: • Show loving concern for the well-being of all students, regardless of gender, race, confessional beliefs, social position, or ability • Provide a quality Christ-centred learning environment that accepts each student as unique individuals with God-given talents and abilities that need to be developed and nurtured for service to God and to others • Respect the trust the students have placed in them • Use their authority wisely, lovingly and sensitively, while modeling the expression of their personal faith in Christ • Discipline students justly and fairly with a focus on Christ’s love and in accordance with school policy • Treat all personal information as confidential • Report any suspicion of abuse or neglect to the proper authorities via the Principal as the Director of School Operations (DSO)

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B. Inter-Staff relationships Teachers and staff are to respect their colleagues and desire that each flourishes professionally. Therefore, staff shall: • Encourage colleagues in their professional tasks • Participate in cultivating a staff team through prayerful support and professional communal discussions or activities • Be supportive of each other in public and private conversations • Resolve differences and conflict with integrity, honesty and dignity, in a manner that is equitable, loving, and confidential • Share in extra-curricular activities according to personal interests and abilities

C. Staff to Principal/DSO Recognizing that the Principal/DSO is the Board’s delegated authority in the school, staff shall: • Be respectful of the responsibility and legitimate authority of the Principal/DSO in all matters • Encourage and support the Principal/DSO in his/her responsibilities • Communicate conflicts that cannot be resolved by personal discussion to the Principal/DSO • Seek to maintain open and honest communication • Be supportive of the Principal/DSO in all public and private conversations • Be co-operative in executing school policies • Offer input when suitable or requested through the appropriate channels • Perform their tasks faithfully and diligently

D. Staff To School Board Recognizing that the school Board acts on behalf of the school Society and is responsible for protecting the interests of the Society, staff shall: • Support the Mission and Vision of the school Society • Be co-operative in executing school policies • Be supportive of the school Board and its committees in all public and private conversations • Offer input when suitable or requested through the appropriate channels • Perform their tasks faithfully and diligently

Staff Code of Ethics

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E. Staff to Parents and Community Recognizing that parents entrust their children to them, staff shall: • Respect the primary authority and responsibility of parents for their children • Make every effort to establish a relationship of trust with the parents by maintaining open and honest communication through appropriate means • Be supportive and uplifting of parents in both public and private conversations • Keep the parents informed regarding their child(ren)’s academic performance, social, emotional and spiritual development • Conduct themselves with integrity, compassion and humility when in the presence of their students’ parents RELEVANT DOCUMENTS & PROCEDURES: Board views the following documents as further expressions of the Boards intentions regarding Staff Code of Ethics at SCCS: 1. Confidentiality 2. Privacy 3. Employment Relations 4. Communications 5. Role of the Board 6. Conflict Resolution I have read this Staff Code of Ethics and understand the importance of my commitment to building and maintaining God-honouring relationships in harmony with the Mission and Vision of SCCS. I acknowledge that failure to adhere to this Staff Code of Ethics may have contractual consequences.

______________________ Employee’s Signature ______________________ Date

______________________ Principal/DSO Signature _____________________ Date

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Staff Code of Ethics

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Adrian Tamminga

May 2012

Date Reviewed

Changes made (Y/N)

March 2015

May 2019

If yes – What changes and why Changed preamble to Background; added Scope; added relevant document and procedures section Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Staff Code of Ethics

May 2012

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Adrian Tamminga

Strathroy Community Christian School

Confidentiality Policy

May 2012

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Our Mission: Providing Quality Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background: SCCS’s ‘Statement of Confidentiality’ outlines the principles we follow at SCCS in order to protect the privacy and the confidentiality of the personal information of all volunteers, staff, families, and students associated with the school and Society. The ability to maintain privacy and honour confidentiality builds trust, knowing that personal information is protected and secure. When staff or volunteers (school, Society, and Board) use confidential or privileged information in an unauthorized manner, the resulting breach of confidentiality has many implications including causing unnecessary grief, gossip or conflict. Scope: This policy pertains to all staff and volunteers (school, Society, and Board) at Strathroy Community Christian School. All staff and volunteers commit to the Statement of Confidentiality as part of their employment or volunteer agreement with SCCS and Society. In the SCCS setting, dealing with confidential information is a part of daily, routine responsibility. Any confidential information received by a person in a position of responsibility during the course of discharging their appointed responsibilities, or in observing individuals at the school, is not to be shared with anyone unless authorized by the Principal/DSO or the Chairperson of the Board of Directors. At SCCS, confidential or privileged information includes, but is not limited to: a) Identifying information such as names, addresses, phone number, e-mails and other contact information b) Student records and files (i.e. OSRs, testing reports, report cards, medical conditions, etc) c) Staff records and files (i.e. contracts and personnel files) d) Conversations regarding students, staff, volunteers, and families

Breach of the Statement of Confidentiality may result in termination of employment or volunteer positions at SCCS.

Reference: This policy was written in consultation with Orangeville Christian School’s Confidentiality Policy (Aug. 2004

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SCCS Statement of Confidentiality SCCSâ&#x20AC;&#x2122;s Confidentiality Policy outlines the principles we follow at SCCS in order to protect the privacy and the confidentiality of the personal information of staff, families, and students. The ability to maintain privacy and honour confidentiality builds trust; knowing that personal information is protected and secure. When staff or volunteers (school, Society, and Board) use confidential or privileged information in an unauthorized manner, the resulting breach of confidentiality has many implications including causing unnecessary grief, gossip or conflict. In a school setting, dealing with confidential information is a part of daily, routine responsibility. Any confidential information received by a person in a position of responsibility during the course of discharging their appointed responsibilities, or in observing individuals at the school, is not to be shared with anyone unless authorized by the Principal as Director of School Operations (DSO) or the Chairperson of the Board of Directors. At SCCS, confidential or privileged information includes, but is not limited to: a) Identifying information such as names, addresses, phone number, e-mails and other contact information b) Student records and files (i.e. OSRs, testing reports, report cards, medical conditions, etc) c) Staff records and files (i.e. contracts and personnel files) d) Conversations regarding students, staff, volunteers, and families Confidentiality Agreement: I agree to respect the confidentiality of all personal information pertaining to Strathroy Community Christian School and the individuals in the organization. I have read this Statement of Confidentiality and I recognize that a breach in confidentiality is grounds for termination of my trusted position. I therefore commit to discharge the business of the school with the utmost respect and discretion.

______________________ Staff/Volunteer Signature ______________________ Date

______________________ Principal/DSO or Chairperson Signature _____________________ Date

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RELEVANT DOCUMENTS & PROCEDURES: Board views the following documents as further expressions of the Boards intentions regarding Confidentiality at SCCS: 1. Privacy 2. Role of the Board 3. Conflict Resolution 4. Communication 5. Staff Code of Ethics 6. Board Director Code of Ethics

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May 2012

Date Reviewed

Changes made (Y/N)

March 2015

May 2019

If yes – What changes and why Added relevant documents and procedures

Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Oct 2009

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Gabriella Hoogstra

Background: Strathroy Community Christian School respects the right to privacy and is committed to upholding the confidentiality and security of personal information. We have developed practices to ensure this commitment is carried out in a responsible manner. Strathroy Community Christian School collects, retains, and discloses certain personal information in order to provide the best Christian education possible. Definition: “personal information” is defined very broadly in the PIPEDA as, “any information about an identifiable individual except the name, title, business address and business phone number of an employee.” “Personal information” therefore, includes an individual’s home address, gender, age, ethnic origin, race, ID numbers, financial and credit information, personal health information, consumer preference information, religious affiliations, donation history, travel history, personal habits, personal interests, and personal history. (From Fasken Martineau Client Notice – April 2003.) Scope: This policy provide the framework of expectations that the Board has for its Directors, Staff and Volunteers Specifically To protect the privacy of SCCS stakeholders, we are committed to honoring the following principles: 1. Accountability At Strathroy Community Christian School the principal, with the assistance from the administrative assistant, is responsible for implementing the privacy policy for staff, students, and parental/guardian contact. This information will be kept in a locked filing cabinet in the

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administrative assistantâ&#x20AC;&#x2122;s office or will be protected by a password on office computers. With respect to parents and society members, this responsibility has been given to the board executive or designate. This information will also be locked in a secure place and password protected if in electronic format. 2. Identifying purposes The purposes for which personal information is collected are identified as the following: 1. To provide education services to students 2. To fulfill our obligation to the Canada Revenue Agency and issue receipts for charitable donations 3. To track Society membership and provide information on Society activities 4. To assist in the strategic planning of the SCCS Society 3. Consent Based on the reasons provided for collecting personal information, each individualâ&#x20AC;&#x2122;s consent will be obtained for the collection and disclosure of that information. 4. Limiting collection Personal information collected will be limited to that which is necessary for the purposes identified. 5. Limiting use, disclosure and retention Personal information will only be used and disclosed for the purposes for which it was collected and for which consent has been obtained. Personal information will only be retained for as long as is necessary for the fulfillment of these purposes. 6. Accuracy Personal information shall be kept as accurate, complete, and up-to-date as is necessary to fulfill the purposes for which it is to be used. 7. Safeguards Personal information will be protected by appropriate safeguards to prevent unauthorized access or uses. 8. Open policy

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Strathroy Community Christian School will readily make available its policies and practices regarding the protection of personal information. Date Policy October 2005 Established:

9. Individual access An individual has the right to access files containing their own personal information, and may challenge the accuracy and completeness of the information. Incorrect or incomplete information will be promptly corrected or deleted. 10. Questions and concerns Please contact the principal or the board chair if you wish to discuss our policy and procedures relating to the protection of personal information.

RELEVANT DOCUMENTS & PROCEDURES: The Board views the following documents as further expressions of the Boards intentions regarding Committees of the Board at SCCS: 1. Staffing Policy 2. Board Director Code of Ethics 3. Board Orientation and Training Policy 4. Board Director Discipline Policy 5. Confidentiality Policy 6. Staff Code of Ethics

Strathroy Community Christian School Date Reviewed May 2014 March 2015 May 2019

Oct 2009

504

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Changes made (Y/N) Y Y Y

Gabriella Hoogstra

If yes – What changes and why Added Vision, Mission and relevant doc section Identifying purposes updated Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Employment Relations Policy

May 2012

505

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May 2013

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Chair Name

Adrian Tamminga

Our Mission: Providing Quality Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background: The manner in which the Board of Directors (BOD) of the Strathroy Community Christian School (SCCS) Society conducts its employment relations is of critical importance to the vision of the SCCS Society. Our employees are partners with us in our pursuit of our organizational mission and vision. They are to be treated with Christian compassion and fairness and their contributions to Christian Education are greatly valued. The following Employment Relations Policy provides the Christian framework for the professional and collaborative relationship between the Board of Directors, the Director of School Operations (principal) and the staff at SCCS. Scope: This Employment Relations Policy applies to all aspects of employment of staff contracted with SCCS Christian School Society. Specifically: A. The Board of Directors reserves for itself the following employer authorities: 1. The recruitment, selection, supervision, discipline and compensation of the school principal; and 2. The recruitment, selection and compensation of any employee serving exclusively in the operations of the society (i.e. Store manager) B. The BOD of Strathroy Community Christian School delegates the authority to and holds the Principal as Director of School Operations accountable for the proper articulation and execution of all policies, procedures, rules, and disciplinary actions regarding employment relations. C. The BOD requires that the supervisory relationship between the BOD and its staff and Principal and all staff must be based on the following guidelines: 1. We are all image bearers of Christ called to a life of discipleship. Regardless of the role and responsibilities we may have within a school community, we all stand in awe before the face of

Employment Relations Policy

May 2012

505

Policy Title

Revision Date

Policy Number

Board

May 2013

Page 2 of 3

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Adrian Tamminga

God whose calling we seek to accomplish daily. We are to see each other as brothers and sisters in Christ before we consider each otherâ&#x20AC;&#x2122;s different school positions and responsibilities (Gen. 1:26, John 13:35, 2Cor. 3:18). 2. We are called to love one another. Christ calls His people to a life of loving service to Him. Our interactions and collaborations within the school community must reflect this godly command of love. Despite the differences of opinion we may have regarding school operations, we must always speak in love towards one another (Lev. 19:18, Luke 6:27-28, John 13:34-35). 3. We are called to respect one another. God has called us to different roles within the school. Regardless of what we do at the school, all deserve to be treated with respect and dignity. We all have a responsibility to affirm the good name of each other as we live in community ( 1Peter 2:17). 4. We are called to obey and uphold the laws of the land. Our relationships will conform to all applicable provincial and federal legislation (Romans 13:1-7). 5. We are called to respect authority relationships. We have an obligation to respect those in positions of authority (1 Thessalonians 5:11-13, Romans 13:1,5,7, and Ephesians 6:7-8). Related Documents and Procedures: The board of directors views the following school operations support documents as further expressions of the boardâ&#x20AC;&#x2122;s intentions regarding employment relations: 1. 2. 3. 4. 5. 6.

Code of Ethics Policy Staffing Policy Confidentiality Policy Privacy Policy Employee Compensation Policy Employee Grievance Policy

This policy was written by Jules DeJager, OACS Director of HR and SQ, and adapted for use by SCCS. Used with permission

Employment Relations Policy

May 2012

505

Policy Title

Revision Date

Policy Number

Board

May 2013

Page 3 of 3

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Date Policy Established: Date Reviewed May 2019

Adrian Tamminga

May 2012 Changes made (Y/N) Y

If yes – What changes and why Updated Vision Statement to include “and beyond”

Employee Compensation Policy

May 2012

506

Policy Title

Revision Date

Policy Number

Board

May 2013

Page 1 of 5

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Adrian Tamminga

Background: The manner in which the Board of Directors (BOD) of the Strathroy Community Christian School (SCCS) Society conducts its employee compensation is of critical importance to the vision of the SCCS Society. Our employees are partners in our pursuit of our organizational mission and vision. They are to be treated with Christian compassion and fairness and their contributions to Christian Education are greatly valued. The following Employee Compensation Policy provides the framework for the important relationship between the BOD and the staff at SCCS. Scope: This Employee Compensation Policy applies to all aspects of staff compensation with the Strathroy Community Christian School Society. Specifically: The BOD of the Strathroy Community Christian School Society retains the authority to determine and execute the compensation including the wages, salaries and benefits of all staff. This has been delineated into two sections, compensation negotiation and contract documents: A. Compensation Negotiation 1. Regarding the determination of compensation for the Principal: a. The Board of Directors appoints the Executive Committee as the Boardâ&#x20AC;&#x2122;s agent in the annual review of compensation matters with the Principal. b. The Board of Directors then delegates to the Contract Partner Committee (CPC) the annual negotiation of compensation matters with Executive. c. To enhance transparency, CPC may request that the Board of Directors consider the use the annual OACS â&#x20AC;&#x201C; OCSAA Compensation Recommendations Report as the central document for such negotiations. 2. Regarding the determination of compensation for the Vice-Principal role:

Strathroy Community Christian School

Employee Compensation Policy

May 2012

506

Policy Title

Revision Date

Policy Number

Board

May 2013

Page 2 of 5

Owner

Review Date

Page Number

Chair Name

Adrian Tamminga

a. The Board of Directors appoints the Executive Committee/Principal as the Board’s agent in the annual review of compensation matters with the Vice-Principal. b. The Board of Directors delegates to the CPC the annual negotiation of compensation matters with the Vice-Principal. c. CPC may request that the Board of Directors consider the use the annual OACS – OCSAA Compensation Recommendations Report as the central document for such negotiations.

3. Regarding the determination of compensation for teachers: a. The Board of Directors delegates to the CPC the annual negotiation of compensation matters with two teacher representatives working on behalf of all teachers on staff. b. The Board of Directors agrees to work with the recommended committee terms of engagement as described in applicable joint documents or manuals provided by the OACS and Edifide. c. CPC may request that the Board of Directors consider the use the annual OACS – Edifide Compensation Recommendations Report as the central document for such negotiations. 4. Regarding the determination of compensation for the administrative personnel: a. The Board of Directors appoints the Principal as the Board’s agent in the annual review and negotiation of compensation matters with the administrative support persons. b. CPC may request that the Board of Directors consider the use the annual OACS Administrative Support Personnel Compensation Report as the central document for such negotiations. 5. Regarding the determination of compensation for Educational Assistants and Early Childhood Educators: a. The Board of Directors delegates to the CPC to the annual negotiation of compensation matters with two teacher representatives working on behalf of the Educational Assistants and Early Childhood Educators on staff. b. (THERE WAS TALK OF A GRID FOR EA’s – NEED TO FIND OUT WHERE THIS IS AT) 6. Regarding the determination of compensation for other school staff: a. The Board of Directors appoints the Principal as the Board’s agent in the annual review and negotiation of compensation matters with other school staff (i.e. Bookkeeper, Bus Drivers, etc.).

Strathroy Community Christian School

Employee Compensation Policy

May 2012

506

Policy Title

Revision Date

Policy Number

Board

May 2013

Page 3 of 5

Owner

Review Date

Page Number

Chair Name

Adrian Tamminga

B. Contract Documents 1. The Board of Directors may determine the contractual documents and applicable schedule documents for staff upon the recommendations from various sources based on the table below: Staff Role Principal Vice-Principal Teacher Administrative Assistant Educational Assistant Other school staff SCCS Society-based employee (i.e. store)

Recommendations from Executive Committee CPC in consultation with the Executive Committee/Principal CPC in consultation with the Principal Principal CPC in consultation with the Principal Principal Society Committee(s) in consultation with stakeholders

RELATED DOCUMENTS AND PROCEDURES The Board of Directors views the following documents as further expressions of the Boardâ&#x20AC;&#x2122;s intentions regarding employee compensation: 1. Employee Relations Policy 2. Contract Partnership Committee (CPC) Mandate

Strathroy Community Christian School

Employee Compensation Policy

May 2012

506

Policy Title

Revision Date

Policy Number

Board

May 2013

Page 4 of 5

Owner

Review Date

Page Number

Chair Name

Adrian Tamminga

This policy was written by Jules DeJager, OACS Director of HR and SQ, and adapted for use by SCCS. Used with permission

Employee Compensation Policy

May 2012

506

Policy Title

Revision Date

Policy Number

Board

May 2013

Page 5 of 5

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Date Policy Established: Date Reviewed

Adrian Tamminga

May 2012 Changes made (Y/N)

Nov 24, 2017

May 2019

If yes – What changes and why 2017-2018 year is the first year that the OACS has developed a grid for EAs and ECEs, and treats them as separate categories Current policy the CPC does not appear to have responsibility for negotiating the compensation for ECEs and EAs and that seems inconsistent with the intent of the policy. Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Employee Grievance Policy

November 2016

507

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 1 of 5

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

Background: The manner in which the Board of Directors (BOD) of the Strathroy Community Christian School (SCCS) Society conducts its employment relations is of critical importance to the vision of the SCCS Society. Our employees are partners with us in our pursuit of our organizational mission and vision. They are to be treated with Christian compassion and fairness and their contributions to Christian Education are greatly valued. The maintenance of respect and confidentiality throughout this process is essential by all parties to ensure and facilitate the restoration of relationships. Scope: The following Employment Grievance Policy provides the Christian framework for professional and restorative relationships within the staff at SCCS. This policy is intended to address potential unresolved conflictual situations such as a pattern of repeated behaviour (i.e. perceived discrimination or mistreatment) rather than disagreements regarding employee performance or evaluation. This policy is intended as an avenue for mediation in an effort to restore relationships for an employee who has sought resolution with the Principal but remains dissatisfied with the outcome. Specifically: The Chairperson of Board of Directors will assemble an Employment Grievance Task Force on an asneeded basis. This task force does not hold any independent authority. This task force is expected to: 1. Have a membership of the Chairperson of the BOD, a person with Human Resources experience, and a Society member with related experience (i.e. retired teacher). 2. Provide an avenue for mediation between disputing parties. (i.e. principal-staff, staff-staff) 3. Provide a written joint statement (see below) of any task force meetings. This documentation will be filed in the appropriate personnel files. 4. Provide a written report to the BOD which will include activities of the task force and any recommendations.

Strathroy Community Christian School

Employee Grievance Policy

November 2016

507

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 2 of 5

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

Staff-Principal Dispute Resolution Process: Disputes arising from an employment relationship issue resulting from working conditions or identified contract matters would be filed by either the Principal or the teacher. Unresolved disputes considered grievable are those that are: illegal, unjust/unfair, unsafe, discriminatory, oppressive or violating contract. Examples of such disputes are: a teacher refusing to perform yard duty due to health concerns, a dispute regarding extra-curricular assignment. Disputes involving these categories could lead to legal action and must be dealt with. If a staff member believes he/she is justified in challenging the particular decision of the principal or alleged pattern of discrimination or mistreatment, then the following outlines the process he/she should follow: 1. The staff member submits a written request as soon as possible for a meeting indicating the grounds, including the date and time, (i.e. the incidents for the disagreement, also stating a proposed solution) to the Board Chair with a copy to the Principal. 2. The Chairperson of the Board, in consultation with the Vice-Chair, is required to determine the relevance of the grounds in an effort to ensure the upholding of the Delegation of Authority to the Principal. 3. If the written request is determined to be of an appropriate nature, the Chairperson of the Board would strike the task force and inform the involved staff in writing. 4. The principal may only submit a written explanation and agrees to meet forthwith. 5. The two statements (one from the staff member and the other from the Principal) constitute the agenda and the meeting is scheduled 6. If the matter is resolved amicably at this meeting, both parties will sign a joint statement indicating that a meeting was held and the resolution reached. This statement will be filed in each personnel file. 7. If there is no agreement, both will sign a joint statement indicating that a meeting was held and no agreement was reached. This statement will be filed in each personnel file. In such cases, the task force will submit a report to the Board stating that no resolution was reached and any further recommendations they may have. 8. The BOD may instruct the Principal to seek legal advisement on this matter. The Principal will notify the Board of this action and the legal advisement provided on this matter in an appropriate timeframe. 9. The BOD, based on the advisement of legal counsel, will oversee compliance to labour and other applicable laws and will instruct the Principal and staff of the expected course of action.

Strathroy Community Christian School

Employee Grievance Policy

November 2016

507

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 3 of 5

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

A. Insubordination Insubordination is an act in which an employee refuses to follow a direct instruction. First occurrence dealt with verbally, the second as written and the third as a final written. In such situations, the Principal will follow the following process: 1. The Principal will inform the staff member of the serious nature of the action. 2.

If the staff member; a. Recognizes the serious nature of their action, they will be notified of a prescribed time in which to provide a written explanation of their action and any corrective actions they plan to take. This explanation is to be filed in their personnel file. In this case the disciplinary process is considered complete. b. Fails to recognize the serious nature of their action, they will be notified of a prescribed time in which to provide a written explanation of their action and any corrective actions they plan to take. The staff member will also be provided with written notification of the onset of the disciplinary process outlined below.

3. If the requested written statement is not completed by the staff or is not satisfactory to the Principal: a. The Principal will consult with the Chairperson of the BOD (or delegate, as applicable) to assess the situation to determine the severity of the insubordination/lack of corrective action. This may also be done in consultation with OACS HR Director. b. The Chairperson of the Board (or delegate, as applicable) would strike the task force and inform the involved staff in writing of the assembling of the Employment Grievance Task Force to deal with the insubordination/lack of corrective action to support the Principal in the disciplinary action he/she deems necessary. The Employment Grievance Task Force will schedule a meeting at which; i. The staff member can explain their case. The Principal is to be a silent observer in this part of the meeting. The staff member will then be excused from the meeting. ii. The Principal will outline the recommended disciplinary action. iii. At the end of the meeting the committee will either recommend the suggested disciplinary action, or provide an alternative that is satisfactory to the Principal.

Strathroy Community Christian School

Employee Grievance Policy

November 2016

507

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 4 of 5

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

c. The Principal will provide a written notification to the staff of the disciplinary action. d. The Principal will ensure all written statements and correspondence will be filed in the staff memberâ&#x20AC;&#x2122;s personnel file. e. The staff member is beholden to comply with the disciplinary outcome of this process. Once the specified disciplinary action has been applied, this process would be considered complete. 4. If the staff member doesnâ&#x20AC;&#x2122;t comply with the disciplinary action or displays a repeated pattern of insubordinate action, the Principal, after consultation with Executive Committee, may seek legal advisement on this matter. The Principal will notify the Board of this action and the legal advisement provided on this matter in an appropriate timeframe.

RELEVANT DOCUMENTS & PROCEDURES: The Board views the following documents as further expressions of the Boards intentions regarding Employee Grievance at SCCS: 1. Staff Code of Ethics 2. Staffing 3. Confidentiality 4. Privacy 5. Employment Relations 6. Employee Compensation Policy 7. Hiring of Relations 8. Professional Development Policy 9. Workplace Violence & Harassment 10. Health and Safety Policy

This policy was written in consultation with the OACS Human Resources Committee Manual (2004).

Strathroy Community Christian School Date Reviewed

Employee Grievance Policy

November 2016

507

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 5 of 5

Owner

Review Date

Page Number

Chair Name

Changes made (Y/N)

March 2015

May 2019

Gabriella Hoogstra

If yes – What changes and why Updated Staff-Principal Dispute Resolution Process Section; removed Disputes Specifically involving Teacher vs. Contract Duty Section; added Date Reviewed chart

Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Staff Travel Policy

May 2014

508

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 1 of 2

Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

Background: On various occasions staff may be asked to travel outside of Strathroy for the benefit of the school. Scope: This policy pertains to the teaching staff at SCCS and the staff at Second Chance Construction Store. Specifically: 1- Teachers will be reimbursed when travelling to places beyond a 50 kilometre radius of SCCS. The rate per kilometer will be established annually by the Contact Partnership committee. This will not include the travel costs to and from the annual teacherâ&#x20AC;&#x2122;s convention hosted by Edifide. 2- Paid staff of the SCCStore will be reimbursed as approved by the SCCStore oversight Committee. This rate will be the same as the rate for teachers as determined in #1 above.

RELEVANT DOCUMENTS & PROCEDURES: The Board views the following documents as further expressions of the Boards intentions regarding Staff Travel at SCCS: 1. Staffing Policy 2. Employee Compensation Policy

Strathroy Community Christian School

Staff Travel Policy

May 2014

508

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 2 of 2

Owner

Review Date

Page Number

Chair Name and Signature

Date Policy Established:

Gabriella Hoogstra

Feb 2006

Date Reviewed

Changes made (Y/N)

May 2014

March 2015

May 2019

If yes – What changes and why Added Vision, Mission and relevant doc section As well as point 2 to outline travel pertaining to SCCStore For teachers, changed rate per km from 45 cents to as established annually by Contact Partnership Committee. For SCCStore Staff changed to same rate as for teachers outlined in #1. Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Criminal Records Check

September 2011

509

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 1 of 3

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

Our Mission: Providing Quality Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background: In keeping with ensuring the safety of students and the integrity of school and society operations, Strathroy Community Christian School will ensure that all Board Directors, staff and volunteers will have current Criminal Record checks on file. This will ensure that individuals working with students and/or performing fiduciary functions have been screened. Scope: This policy provides the framework for the whom and how often criminal record checks are to be completed.

Specifically: 1.

Employee/Volunteer Criminal Record Check Policy a. All staff, volunteers and bus drivers who will be in contact with the students, will submit a current criminal check that includes the vulnerable persons item before service begins. A criminal record check of all staff and volunteers is kept on file (Form 509A). b. If the criminal checks come back with previous charges relating to an offence against children, or convictions that are deemed to be detrimental to the safety of children or the reputation of the school society the individual will not be allowed to volunteer with students. c. If criminal checks come back with previous charges of driving offenses each case will be decided upon by the administrator, on a case by case basis. d. All criminal checks will remain confidential. e. Staff will be reimbursed for the cost of a police check and volunteers reimbursed upon request. f. Every year staff and volunteers must sign a declaration stating that nothing has changed since their last criminal record check.

Criminal records checks shall be completed every 3 years.

Strathroy Community Christian School

Criminal Records Check

September 2011

509

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 2 of 3

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

RELATED DOCUMENTS AND PROCEDURES: The Board views the following documents as further expressions of the Board intentions regarding Criminal Records Check: 12345-

Eligibility Criteria for Board Directors of SCCS Director Code of Ethics Staff Code of Ethics Student Safety Staffing Policy

Criminal Records Check

September 2011

509

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 3 of 3

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Date Policy Established:

Gabriella Hoogstra

September 2011

Date Reviewed

Changes made (Y/N)

Feb 2014

March 2015

May 2019

If yes – What changes and why Include Vision and Mission statement as well as the related document section Added Board of Directors; replaced Document retention with Criminal record check in Relevant Documents and procedures section Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Hiring of Relations Policy

September 2013

511

Policy Title

Created Date

Policy Number

Board

March 2015

Page 1 of 3

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

Board Directors, the Principal/DSO, the Vice-Principal, staff or volunteers shall not participate in the recruitment , selection, compensation negotiation and hiring of relatives seeking employment for employment opportunities.

2. Should a relative of a Board Director be hired by the SCCS Society or the school itself, they are held subject to the conditions of the Eligibility Criteria for Board Directors and the Board Director Code of Ethics. 3. Board Directors, the Principal/DSO, or the Vice-Principal, shall not have relatives under their direct supervision. This includes circumstances where employment is permanent, temporary and/or supply in nature. 4. Board Directors, the Principal/DSO, or the Vice-Principal, shall not conduct and/or participate in the evaluation or grievance process of an employee who is a relative.

Hiring of Relations Policy

September 2013

511

Policy Title

Created Date

Policy Number

Board

March 2015

Page 2 of 3

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Gabriella Hoogstra

RELEVANT DOCUMENTS & PROCEDURES: The Board views the following documents as further expressions of the Boards intentions regarding Hiring of Relations at SCCS: 1. Staffing Policy 2. Employee Compensation Policy 3. Conflict of Interest Policy

References: Thunder Bay Catholic School Board “Hiring Relatives” Policy 822. May 13, 2008. From http://www.tbcdsb.on.ca/files/u16/822_Relatives.pdf

Hiring of Relations Policy

September 2013

511

Policy Title

Created Date

Policy Number

Board

March 2015

Page 3 of 3

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name and Signature

Date Policy Established:

June 2012

Date Reviewed

Changes made (Y/N)

If yes – What changes and why

September 2013

Changes to policy to reflect best practice to ensure best candidate hired without prejudice. Scope and relevant document section added

March 2015

May 2019

Changed Committees of the Board to Hiring of Relations in the Relevant Document and Procedures Section Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Professional Development Policy

June 2013

512

Policy Title

Revision Date

Policy Number

Board

June 2014

Page 1 of 6

Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

Background: The Board of Directors of Strathroy Community Christian School (SCCS) recognizes that continuing education is essential to the professional practice of SCCS staff. The Board recognizes that ongoing professional development not only serves the personal professionalism of staff; it also serves the greater community of students, parents, Membership and the world as a whole, as staff seek to develop their skills and gifts in service to God. Professional Development serves to enhance the exposure to innovative educational trends, contemporary materials, and different teaching techniques. Scheduled Professional Development (PD) Days provide an opportunity in which teachers can enhance their growth as well as seeking additional opportunities that may be available. When fiscally possible, the SCCS Board endeavours to financially support the continuing education of its staff through an annual negotiation process. Scope: This policy is intended to outline the allocation of Professional Development Funds for the Principal, Vice-Principal and teaching staff. Specifically: 1. The Board delegates the oversight of the professional development of the Principal, as Director of

School Operations (DSO), to the Executive Committee. This oversight includes the approval of professional activities and the allocation of professional development funds to ensure alignment with Board policies, strategic initiatives, Vision and Mission, and the budget. 2. The Board delegates the oversight of the professional development of the Vice-Principal and

teaching staff to the Principal as DSO. This oversight includes the approval of professional activities and the allocation of professional development funds to ensure alignment with Board policies, strategic initiatives, Vision and Mission, and the budget. 3. Amount and Availability of Funds: An Annual Supplement may have provisions for a Professional

Development pool as a percentage of the teachersâ&#x20AC;&#x2122; gross salaries, or the Principal salary. This

Strathroy Community Christian School

Professional Development Policy

June 2013

512

Policy Title

Revision Date

Policy Number

Board

June 2014

Page 2 of 6

Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

allocated PD pool is for covering course costs and may be available to pay for related expenses at the discretion of the DSO. A. Funds are available for the following professional development activities: 1- Academic coursework leading to teacher certification (i.e. CSTC, OCT). 2- Regular courses, workshops, conferences, professional networking to enhance current practice. 3- Any other course work as deemed relevant by the Board/DSO as applicable. 4- Professional Development Day speakers, facilitators, and other course fees (eg. First Aid, CPR) are paid from the available pooled PD fund amount. B. Professional development pools 1- Teacher Funds: a. PD Funds will be available according to employment status (full-time, part-time) or programming needs with the exception of Board mandated certification and other possible strategic initiatives. eg. CPR, special education training, etc. b. Unused Professional Development funds will be reallocated by Finance Committee: Risk Management and Planning. 2- Principal Funds: The Principal can only access the PD funds allocated through their own annual supplement.

Professional Development Policy

June 2013

512

Policy Title

Revision Date

Policy Number

Board

June 2014

Page 3 of 6

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name and Signature

Gabriella Hoogstra

Procedures To Apply For Professional Development Funds: 1- Applications should be submitted 60 days prior to the course or event, if time allows, to the Principal as DSO. Or if the Principal is applying for PD, to the Board Chair. The application and subsequent approval are required prior to the activity start date. 2- The applicants are expected to pay all expenses incurred and, once the activity has occurred, apply for reimbursement up to the maximum amount approved. 3- All approved PD activities will be reimbursed on completion and passing of a course or event attended. The form submission must have an original transcript, receipt, certificate, or other documentation that is to be attached. A PD Application form is to be to be completed, signed by the teacher, Vice-Principal or Principal, and approved and signed by the principal or Board Chair, as appropriate. This information will be placed in their personnel file. 4- All claims should be submitted within 45 days of the completion of the course or event attended. RELEVANT DOCUMENTS AND PROCEDURES: The Board views the following documents as further expressions of the Boardâ&#x20AC;&#x2122;s intentions regarding professional development at SCCS: 1. Contract Policy (303) 2. Employee Compensation (506)

References: CentralQuebecSchool Board; Professional Development Policy http://www.cqsb.qc.ca/MyScriptorBD/publication/911389/TEACHERS%20%20PD%2020102011%20ENG.pdf

Professional Development Policy

June 2013

512

Policy Title

Revision Date

Policy Number

Board

June 2014

Page 4 of 6

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name and Signature

Gabriella Hoogstra

Form A

Request for Professional Development Name Title of Activity Start Date: Length of Activity Activity Provider Provider Address and phone number

End Date:

Objective/Purpose of the Activity

Personal Goals hoped to be achieved by participating

Cost of Activity (attach fee schedule) Substitution Required Teacher/Principal Signature

Yes

For Principal (Executive) Use only Cost of Substitution Amount approved Signature

Date:

Professional Development Policy

June 2013

512

Policy Title

Revision Date

Policy Number

Board

June 2014

Page 5 of 6

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name and Signature

Gabriella Hoogstra

Form B

Request for Professional Development Reimbursement Name Title of Activity Start Date: Length of Activity Activity Provider Provider Address and phone number

End Date:

Cost of Activity (attach receipt) Proof of Activity completion attached Teacher/Principal Signature

Yes

For Principal (Executive) Use only Cost of Substitution Amount approved Signature

Date:

Professional Development Policy

June 2013

512

Policy Title

Revision Date

Policy Number

Board

June 2014

Page 6 of 6

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name and Signature

Date Policy Established: Date Reviewed May 2019

Gabriella Hoogstra

February 2013 Changes made (Y/N) Y

If yes – What changes and why Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Standard of Conduct for Coaches, Athletes and Spectators at SCCS Sport Events

June 2008

521

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 1 of 3

Owner

Review Date

Page Number

Chair Name and Signature

Background: “A student is not above his teacher, but everyone who is fully trained will be like his teacher.” (Luke 6:40) In this statement, Jesus indicated the extremely serious responsibility for teachers to set a good and godly example for their students. This is equally true for coaches, especially in the context of Christian school sports. Our standards of conduct and expectations need to be much higher than the world’s. It is an embarrassment to Christian education and a poor example for students when our standards are equal to or lower than those of the world. In all sport events: 1. Coaches must not use abusive, insulting, or critical language in dealing with convenors, officials, other coaches, athletes, parents or spectators on the opposing team or on their team. The violation of this rule will result in the coach in question not being allowed to take part in, or attend any further games on that day. 2. Any coach violating Rule 1 must be reconciled with those he/she offended (see Matt. 5:23). This reconciliation must be accomplished before the coach will be allowed to take part in any future SCCS sport events. 3. a.) It is the responsibility of the coaches to restrain their players, parents and other spectators from using profanity, abusive or insulting language, and from demonstrating disrespectful conduct directed towards convenors, officials, other coaches, athletes, parents or spectators on the opposing team or on their team. Officials may assess team or individual penalties according to the rules governing the tournament. The convenor may, as a result, remove any individual from a game and/or the remainder of the tournament at his/her discretion. This may also require the individual in question to make reconciliation before he/she may participate in or attend any future SCCS sport events. b.) Any player attempting to injure another player intentionally will immediately be removed from the game by the officials. An incident report will be filled in by the coach or convenor. The player must make reconciliation before he/she will be allowed to participate in any further games in the remainder of the tournament. The final decision regarding the individual athlete will be at the convenor’s discretion.

Standard of Conduct for Coaches, Athletes and Spectators at SCCS Sport Events

June 2008

521

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 2 of 3

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name and Signature

NOTE: This next paragraph applies to #2 and #3 above. If it is necessary to suspend an individual from future events, a sports committee (the administrative team and any other relevant people) will discuss the situation and make the final decision. Individuals will be able to appeal their suspension in writing within 10 days of the suspension decision. This appeal must be made through the school rep or principal of the suspended individual, and reconciliation must take place before the next tournament. This standard of conduct will be read at every August staff meeting DECLARATION Before an event, each participating coach must sign this agreement stating that: a.) I have read the above standards and will endeavour to abide by them, b.) I will seek reconciliation if a conflict arises.

____________________________________________________________ (Name of School) ____________________________ (Date) ______________________________________ (Name of Coach ~ Please print) ______________________________________ (Coachâ&#x20AC;&#x2122;s signature)

Standard of Conduct for Coaches, Athletes and Spectators at SCCS Sport Events

June 2008

521

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 3 of 3

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name and Signature

Date Policy Established:

unknown

Date Reviewed

Changes made (Y/N)

March 2015

May 2019

If yes – What changes and why Formatting for consistency with other policy documents Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Health and Safety Policy

January 2013

531

Policy Title

Revision Date

Policy Number

Board

Jan 2016

Page 1 of 3

Owner

Review Date

Page Number

Chair Name

Gonda Bootsma

Background: In the spirit of our mission statement, the Board of SCCS is committed to the health and safety of its employees. Protection of employees from injury or occupational disease is a major continuing objective. SCCS will make every effort to provide a safe and healthy working environment by developing and implementing health and safety related programs. The board of SCCS is ultimately responsible for the health and safety of all employees, students, volunteers, contractors, and guests and is committed to taking every reasonable precaution to protect all from occupational injury or disease. Scope: This policy is intended to guide Health and Safety at SCCS. Specifically: 1. SCCS will operate in compliance to the Ontario Health and Safety Act which is the minimum standard for health and safety in the workplace. 2. The Principal is accountable for health and safety of staff under his/her supervision, ensures that the workplace and equipment are safe, that employees, students, volunteers, contractors, and guests receive adequate education and training and that all will follow established safe work practices and procedures. 3. Every employee, student, volunteer, contractor, and guest must protect his/her own health and safety by working in compliance with the law and with safe work practices and procedures established by SCCS. Health and safety is to be considered in every activity. All employees, students, volunteers, contractors, and guests shall conduct themselves in a manner that promotes health and safety and ensures compliance to this policy. 4.All staff are expected to cooperate and assist their Health and Safety Representative in performing his/her duties and responsibilities in order to ensure staff safety. It is in the best interest of all the workplace parties to consider health and safety in every activity. Commitment to health and safety must form an essential part of all school activities.

Health and Safety Policy

January 2013

531

Policy Title

Revision Date

Policy Number

Board

Jan 2016

Page 2 of 3

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Gonda Bootsma

RELEVANT DOCUMENTS AND PROCEDURES: The Board views the following documents as further expressions of the Boardâ&#x20AC;&#x2122;s intentions regarding health and safety at SCCS: 1. Health and Safety Procedures _____________________________ Principal

___________________________ Board Chair

Health and Safety Policy

January 2013

531

Policy Title

Revision Date

Policy Number

Board

Jan 2016

Page 3 of 3

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Date Policy Established: Date Reviewed

Gonda Bootsma

April 2010 Changes made (Y/N)

January 2013

May 2019

If yes – What changes and why Review by JHSC and approval to Board to ensure compliance to updated H&S regulations – specific changes in Jan 2013 Board package should they need to be reviewed. Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Workplace Violence & Harassment Policy

March 2013

532

Policy Title

Revision Date

Policy Number

Board

March 2014

Page 1 of 5

Owner

Review Date

Page Number

Chair Name and Signature

GondaBootsma

verbally threatening to attack a worker; leaving threatening notes at or sending threatening e-mails to a workplace; shaking a fist in a workerâ&#x20AC;&#x2122;s face; wielding a weapon at work; hitting or trying to hit a worker; throwing an object at a worker; sexual violence against a worker; kicking an object the worker is standing on such as a ladder; or domestic violence that occurs in the workplace environment

Strathroy Community Christian School

Workplace Violence & Harassment Policy

March 2013

532

Policy Title

Revision Date

Policy Number

Board

March 2014

Page 2 of 5

Owner

Review Date

Page Number

Chair Name and Signature

GondaBootsma

Domestic Violence: A person who has a personal relationship with a worker – such as a spouse or former spouse, current or former intimate partner or a family member – may physically harm, or attempt or threaten to physically harm, that worker at work. In these situations, domestic violence is considered workplace violence. Workplace Harassment: The Occupational Health and Safety Act (OHSA) defines workplace harassment as engaging in a course of vexatious comment or conduct against a worker, in a workplace – behaviour that is known or ought reasonably to be known to be unwelcome [Section 1]. Examples of Workplace Harassment: Examples of workplace harassment may include: x x x x x

making remarks, jokes or innuendos that demean, ridicule, intimidate, or offend; displaying or circulating offensive pictures or materials in print or electronic form; bullying; repeated offensive or intimidating phone calls or e-mails; or inappropriate sexual touching, advances, suggestions or requests. iii

Scope: This policy is intended to provide a framework of the Board’s expectations regarding workplace violence and harassment at SCCS. This policy is intended to function in conjunction with the Health & Safety Policy. This policy applies to employees, students, volunteers, contractors, and guests at SCCS; all are expected to uphold this policy and to work together to prevent workplace violence. Specifically: 1. The Board of SCCS, as the employer, will ensure that this policy and the supporting program are implemented and maintained and that all staff have the appropriate information and instruction to protect them from violence and harassment in the workplace. 2. The Board delegates to the Principal, as Director of School Operations (DSO) the development, preparation, maintenance, communication, training, and implementation of a workplace violence and harassment prevention program. This program is to include procedures and measures to protect workers from workplace violence, a means of summoning immediate assistance and a process for workers to report incidents, or raise concerns. iv

Strathroy Community Christian School

Workplace Violence & Harassment Policy

March 2013

532

Policy Title

Revision Date

Policy Number

Board

March 2014

Page 3 of 5

Owner

Review Date

Page Number

Chair Name and Signature

GondaBootsma

3. The Board delegates to the Principal as DSO the responsibility to ensure staff adherence to this policy and the supporting program. The DSO is responsible for ensuring that measures and procedures are followed by staff and that staff have the information and instruction to protect themselves. 4. All staff must work in compliance with this policy and the supporting program. All staff are encouraged to raise any concerns about workplace violence and harassment and to report any violent incidents or threats. 5. The Board delegates to the Principal as DSO the responsibility to ensure all complaints of workplace violence and harassment are investigated and dealt with in a timely and fair manner, respecting the privacy of all concerned as much as possible. v

_____________________________

___________________________

Principal

Board Chair

_____________________________ Date

Strathroy Community Christian School

Workplace Violence & Harassment Policy

March 2013

532

Policy Title

Revision Date

Policy Number

Board

March 2014

Page 4 of 5

Owner

Review Date

Page Number

Chair Name and Signature

GondaBootsma

RELEVANT DOCUMENTS AND PROCEDURES: The Board views the following documents as further expressions of the Boardâ&#x20AC;&#x2122;s intentions regarding the prevention of workplace violence and harassment at SCCS: 1. Employee Relations 2. Communication 3. Health & Safety 4. Student Safety

References: This policy was written in consultation with the legislated standards regarding workplace violence and harassment as outlined by the Ontario Ministry of Labour (http://www.labour.gov.on.ca/english/hs/pubs/wpvh/index.php) and the OHSA: http://www.elaws.gov.on.ca/html/statutes/english/elaws_statutes_90o01_e.htm

Strathroy Community Christian School

ii ii

Workplace Violence & Harassment Policy

March 2013

532

Policy Title

Revision Date

Policy Number

Board

March 2014

Page 5 of 5

Owner

Review Date

Page Number

Chair Name and Signature

GondaBootsma

http://www.labour.gov.on.ca/english/hs/pubs/wvps_toolbox/toolbox_6.php

http://www.labour.gov.on.ca/english/hs/pubs/wpvh/concepts.php iii http://www.labour.gov.on.ca/english/hs/pubs/wpvh/concepts.php iv http://www.labour.gov.on.ca/english/hs/pubs/wvps_toolbox/toolbox_6.php vv http://www.labour.gov.on.ca/english/hs/pubs/wvps_toolbox/toolbox_6.php

Date Policy Established: Date Reviewed May 2019

March 2013 Changes made (Y/N) Y

If yes – What changes and why Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Student Admissions Policy

Jan 2011

601

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 1 of 4

Owner

Review Date

Page Number

Chair Name

Adrian Tamminga

Background: Eligibility 1.

Any parent or guardian may apply for enrollment of their child after meeting with the Principal of Strathroy Community Christian School.

Any child may be enrolled in the Junior Kindergarten program that has reached the age of four years on or before December 31 of the year of entry to the program.

Any child may be enrolled in the Grade One program that has reached the age of six years on or before December 31 of the year of entry to the program.

The Board reserves the right to limit enrolment privileges for any of the following reasons: a) Class size. b) Classroom space. c) The availability of qualified teachers. d) The parameters of the program. e) Special education needs. f) Transportation availability.

Procedure 1.

The parents or guardians contact the school and are provided with an information package and invited to meet with the principal.

The parents or guardians meet with the Principal. The Principal will assess the motivation and commitment the parents or guardians display for Christian education. The Principal will provide a tour of the facilities, if possible introduce the classroom teacher, and highlight upcoming educational events. In short, give them an overview of Christian education. The Principal will review the childâ&#x20AC;&#x2122;s placement and in special cases may request some testing by SCCS personnel in order to clarify questions regarding placement and suitability.

Strathroy Community Christian School

3. 4.

Student Admissions Policy

Jan 2011

601

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 2 of 4

Owner

Review Date

Page Number

Chair Name

Adrian Tamminga

After the interview with the Principal, the parents or guardians may apply for enrolment of their child(ren) by completing Form 601-A “Application and Enrolment Agreement” and Form 601-B “Student Registration & Enrolment Agreement”. The Principal will meet for a second time with the prospective parents or guardians and students to ensure the parents or guardians understand: x The purpose, vision, and mission of SCCS; x The type and quality of education offered; x Board policies and appeal procedures; x What is expected from all students and parents; x The “community” context of Christian education; x Clarify any other questions with respect to the student admissions. x The current tuition rate and other financial obligations by given them a form outlining the fee structure.

Administration will provide the Membership Committee with the contact information for the prospective parents or guardians.

Parents or guardians must deliver a signed 1- Form 601-A “Application and Enrolment Agreement” 2- Form 601-B “Student Registration & Enrolment Agreement”.

On behalf of the Board, the Principal will inform the parents of their application status. A. If the decision is positive: x The family is informed and arrangements made for enrolment. x Administration will provide the Community Relations Committee with the contact information in order for the new family to be assigned a mentor family. Enrolment is a contract. The Principal determines if a legal contract is possible by: x Making sure of the legal status of the adult-child relationship; x Explaining that he/she acts for the board; x The school promises to provide a certain type of education as defined in the syllabus, handbooks, and manuals; x The parents or guardians sign Form 601-A“Application and Enrolment Agreement”, thereby promising to act in a certain ways and paying the appropriate moneys;

Strathroy Community Christian School x

Student Admissions Policy

Jan 2011

601

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 3 of 4

Owner

Review Date

Page Number

Chair Name

Adrian Tamminga

The school Board is informed of the enrolment and agrees to provide education for the identified children at the designated times.

B. If the decision is negative: x A written letter of denial is necessary and a courtesy call will also be made. x If the parents disagree with this decision, they may appeal to the Executive committee. 8.

The Principal provides the student(s) and parents or guardians with an explanation of what to expect on the first few days at school. The school-year calendar should be discussed as well.

Depending on circumstances, it is very helpful for the student and parents or guardians to meet the classroom teacher prior to the first school day. This meeting facilitates confidence and establishes lines of communication.

10.

All parents or guardians and students have access to the normal channels and processes relating to Board policies and the daily program of the school.

Student Admissions Policy

Jan 2011

601

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 4 of 4

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Adrian Tamminga

Date Policy Established: Date Reviewed

Changes made (Y/N)

If yes – What changes and why x

Dec 2010

Feb 2011

March 2015

May 2019

Point 2: Change “Kindergarten” to “Junior Kindergarten” and age “five “to “four”. x Addition of “Form”s as listed in 5 to provide continuity. Originally these were separate policies (111b-d) x Capitalization of Principal and Board where applicable x Forms to be updated separate from policy to ensure applicable tuition, school year, membership fees and Principal names are inserted. x Changes made to facilitate administration of membership relationship through Membership Committee – not school administration. change “apply” to “appeal” in Procedure 5B, and review date to Feb 2012” Added in form names for 601A and 601B throughout document. Deleted transferring families provision. Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Student Conduct Policy

November 2013

603

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 1 of 4

Committee Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

Background: As a Christian school community, our standards for student conduct in and out of the classroom should strive for excellence and align with Biblical precepts. God calls us to love Him first, then our neighbours, and ourselves. As Christians we are called to reflect Christâ&#x20AC;&#x2122;s transforming love in all aspects of our lives and in all of our relationships as well. It is in this context that the following school guidelines will contribute to a quality, Christ-centred learning environment, where we can build each other up for the work of our Lord. The Board acknowledges the need for a well-ordered disciplined school to maximize the opportunity for learning for students. The goal of discipline at SCCS is the outward restoration of student relationships while working toward building inward self-control in each student. As much as possible, restoration is to be the goal, but repeated or severe offenses will be dealt with promptly and may result in school suspensions or expulsions. Scope: This policy is intended to provide a framework for the conduct of SCCS students. Specifically: 1. The Board expects that SCCS students will first and foremost show reverence to God during all activities. This includes being mindful of behaviour, language, and appearance. 2. The Board expects that students, as image bearers of God, will show love, compassion, and respect to themselves, other students, visitors, staff, volunteers, and any others they may come into contact with through their education at SCCS. 3. The Board delegates to the Principal, as Director of School Operations (DSO), the responsibility to develop, prepare, communicate, and implement the guidelines of student conduct at SCCS to ensure both the physical and emotional wellbeing of each student, staff, visitor, and volunteer at SCCS. The guidelines will include:

Strathroy Community Christian School

Student Conduct Policy

November 2013

603

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 2 of 4

Committee Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

a. the role of the principal, staff, volunteers, students, and parent(s)/guardian(s) with regards to student conduct at SCCS b. the process of discipline at SCCS including, but not limited to, addressing minor student conduct issues, progressive discipline, in school suspension, out of school suspension, and expulsion c. student appearance, guidelines for order and decorum, computer use, behaviour during all school activities, handling of school equipment, wilful or accidental damage to school property and related costs 4.

When a student's conduct warrants disciplinary action, the Boardâ&#x20AC;&#x2122;s desire is that the Principal (DSO) and staff work with the student to guide toward healing and avoiding repeat offenses. With this in mind, the guidelines directing discipline at SCCS should include: a. The role of the classroom teacher in managing the majority of student conduct concerns in a prompt manner which is reflective of the philosophy expressed in this policy. b. In situations in which the teacher begins to have concerns about a particular student and the conduct of the student is repeated, or unchanging, or necessitates further involvement, the teacher will contact the students parent(s)/guardian(s) for discussion and possible resolution. c. In situations in which the conduct of the student is negatively impacting the health and safety of him/herself, other students, staff, volunteers, and visitors (such as fighting, bullying, destruction of property, willfully acting against the mission of SCCS, or repeated conduct concerns), the Principal will involve the parent(s)/guardian(s) for discussion and possible solutions for restoration. d. In situations in which student conduct repeatedly violates the above and interferes with the mission and vision of SCCS, the Principal may expel the student from SCCS.

Strathroy Community Christian School

Student Conduct Policy

November 2013

603

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 3 of 4

Committee Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

RELEVANT DOCUMENTS AND PROCEDURES: The Board of Directors view the following documents as further expressions of the Boardâ&#x20AC;&#x2122;s intentions regarding Student Conduct at SCCS: 1. Bullying policy 2. Student Health 3. Student Safety 4. Staff code of conduct 4. Delegation of authority

Strathroy Community Christian School

Date Reviewed

Student Conduct Policy

November 2013

603

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 4 of 4

Committee Owner

Review Date

Page Number

Chair Name and Signature

Changes made (Y/N)

Gabriella Hoogstra

If yes – What changes and why

To supersede: Student Code of Conduct (603), Discipline, Suspension & Expulsion (604), Student Appearance (605), Bus Behaviour and Discipline Procedure (641): April 2014

March 2015 May 2019

Y Y

Removed word “towards” in second paragraph Updated Vision Statement to include “and beyond”

Technology Policy

606

Policy Title

Policy Number

Board

Page 1 of 8

Owner

Page Number

Strathroy Community Christian School

Chair Name

Alice Abrams

Background: Computers and other electronic devices have become central to the way we communicate, learn, and exist as conscious and created beings. The ubiquity of technology presents exciting opportunities for learning and poses new responsibilities for teachers to instruct students in good digital citizenship—the “practice of navigating the digital world safely, responsibly, and ethically” (Commonsensemedia.org). Like any tool that God has blessed us with, technology can be used for good or evil. Scope: The policies and guidelines in this section provide a framework for students, staff, and other members of the SCCS community to help ensure that their use of technology is edifying, constructive, and God-glorifying at all times. Technology at SCCS: 1.

Student Use of SCCS Devices

SCCS provides technology devices for student use on an as-needed basis. In order to use and access SCCS devices, students must abide by the terms and conditions of the Technology Acceptable Use Policy (see details below). Students who use and access SCCS computers and tablets are responsible for proper usage and care of these devices, and are required to immediately report any damage, breakage, or problems they encounter to the supervising teacher. SCCS devices are intended for use during school hours and on school premises, but in exceptional circumstances students may be permitted to bring an SCCS device home with permission of the Principal/DSO or computer coordinator. Students using SCCS devices off premise are subject to all terms and conditions of the Acceptable Use policy. 1. A. x

Grades 4-8 In order to access SCCS devices (i.e., computers and tablets), students in grades four to eight and their parents must agree to, sign, and return the Technology Acceptable Use Contract form at the beginning of each school year.

Technology Policy

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Policy Number

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Strathroy Community Christian School

Chair Name

Alice Abrams

Signed contracts are valid for the duration of the school year, but can be revoked at the discretion of the Principal/DSO at any time if a student violates the terms of the contract in practice of principle.

In cases where student access is revoked, the student in question will not be permitted to use of access SCCS devices until a meeting is held with the Principal/DSO and/or computer coordinator, and parent. Once all these people are satisfied that the student can be trusted to abide by the terms of the Acceptable Use policy, the student’s access may be reinstated.

1. B. x

Grades JK-3 Students in JK through grade three are permitted to access SCCS devices without formally agreeing to the terms of the Acceptable Use contract. Nonetheless, all access by these students should occur in accordance with the terms and principles of the Acceptable Use policy.

Responsibility for educating, enforcing, and escalating incidents (as needed) related to JK-Grade 3 student use of SCCS devices belongs to the supervising teacher.

Student Use of Personal Devices

With permission of the Principal/DSO, computer coordinator, or supervising teacher, students are permitted to bring personal devices for educational and assisted learning use only. These devices may be used appropriately according to their purpose and educational context at the discretion of the supervising teacher, and are subject to all terms and conditions of the Acceptable Use policy. Students are permitted to bring handheld game console devices such as Nintendo DS or PlayStation Vita for use on the bus rides to and from school, but these devices may not be used at school or during recess. 3.

Staff Use of SCCS Devices

SCCS staff members are free to use SCCS devices in accordance with the Acceptable Use policy, with the following exceptions: x Staff users are free to access personal social media and other such accounts for pedagogical, instructional, or personal purposes. They are encouraged to do so responsibly, and in accordance with the safe computing guidelines outlined in the Acceptable Use policy. Staff are also encouraged to access personal accounts judiciously; as a Christian community we recognize the value of being “present” for collaboration and fellowship with students, colleagues, and community

Technology Policy

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Policy Number

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Strathroy Community Christian School

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Alice Abrams

members, and it is well established that overuse of digital technologies can have detrimental effects on real-world relationships. x

Staff users are permitted to access, modify, and review student files and accounts in fair and reasonable ways in accordance with their supervisory responsibilities.

Staff Use of Personal Devices

SCCS staff members are free to bring and use personal devices, and to access SCCS networks with these devices at the discretion of the Principal/DSO and/or computer coordinator (network access passwords should be obtained from these individuals). Staff use of personal devices is subject to the terms and conditions of the Acceptable Use policy and exceptions for staff use of SCCS devices outlined above. 5.

Community Access to and use of SCCS Networks and Devices

Community members are permitted to use and access SCCS devices with permission of the Principal/DSO and/or computer coordinator. Such users are subject to all terms and conditions in the Acceptable Use policy, and use of SCCS devices constitutes implicit agreement to abide by these terms and conditions. Community members are permitted to use and access SCCS’ guest network on personal devices at the discretion of the Principal/DSO and/or computer coordinator (network access passwords should be obtained from these individuals). Such users are subject to all terms and conditions in the Acceptable Use policy, and use of SCCS’ guest network constitutes implicit agreement to abide by these terms and conditions. Technology Acceptable Use Policy Network, device, and account access are a privilege, a responsibility, and – like all aspects of our lives – an area in which we are called to honour God with our thoughts and actions. All rules of conduct formally described in SCCS’ Policy Book and informally enacted in regular school operations also apply to the day-to-day use of technology resources at SCCS. In order to access SCCS devices and systems, all users must agree to and abide by the following principles and practices. Additionally, users must agree to report problems, cases of abuse, or the misuse of technology resources to a staff member, the computer coordinator, and/or the Principal/DSO as appropriate.

Strathroy Community Christian School

Technology Policy

606

Policy Title

Policy Number

Board

Page 4 of 8

Owner

Page Number

Chair Name

Alice Abrams

Safety x SCCS, either by itself or in cooperation with third-party partners, makes use of filtering software and other technologies to prevent students from accessing content that is harmful, obscene, or incommensurate with a Christian worldview. Because such software may not be 100% effective at eliminating access to inappropriate content, users of SCCS networks must exercise good judgment and moral discernment when using the internet and comply with the terms of the Acceptable Use policy at all times. x Users of SCCS devices and networks are expected to observe the following guidelines for safe computing: x Never reveal personal information such as your home address, telephone number, credit card number, social insurance number, etc. x Never reveal personal information about another person. x Do not use your real last name or any other information that might allow a person to locate you without first obtaining the permission of the supervising teacher. x Do not contact or interact with people unknown to you online without first receiving permission from the supervising teacher. x If you have permission to interact with someone online and they behave inappropriately (see Behavior and Netiquette section below), report this immediately to the supervising teacher. x Do not arrange a face-to-face meeting with someone you â&#x20AC;&#x153;meetâ&#x20AC;? on the computer network or internet; if someone attempts to arrange a meeting with you report this immediately to the supervising teacher. Privacy x No information that passes through the SCCS networks or which is stored locally on SCCS devices (including servers) is private. The Principal/DSO, computer coordinator, or supervising teachers have the right to view and/or modify any information stored or accessed by student account holders, with or without prior notice. Any such information, including email communications, may be used in disciplinary proceedings with students. x The Principal/DSO, computer coordinator, and/or supervising teacher must scan all external storage media devices for malware before they are connected to SCCS systems. These individuals also have the right to access all files and content contained on these devices. x The Principal/DSO and computer coordinator have the right to log technology use, monitor server space usage and content, and monitor network usage and content at their discretion. x Users who receive password-protected accounts are fully responsible for all activity that occurs on their assigned account, whether or not the account holder committed the action. Students must use only their own account and should not give their passwords to others or allow others to use their accounts.

Strathroy Community Christian School

Technology Policy

606

Policy Title

Policy Number

Board

Page 5 of 8

Owner

Page Number

Chair Name

Alice Abrams

Behavior and “Netiquette” x Do not intentionally download, display, or distribute pornographic, racist, or otherwise offensive material. x Do not use obscene language. x Do not in any way harass, insult, or attack others. x Do not vandalize or damage computers, accessories, supporting systems, or networks. x Do not knowingly spread computer viruses or malware. x Do not violate copyright laws or software licensing agreements. x Do not use other users’ passwords/accounts or share your own passwords/accounts with other users. x Do not use or access personal social media or other such accounts (e.g., Google, Facebook, Twitter, Instagram, Snapchat, etc.). x Do not review or modify others’ files without permission. x Do not review, modify, or display files from administrative systems at SCCS, SCCS’ website or intranet, or those of other organizations. x Do not intentionally waste network and/or storage resources by downloading inappropriate or non-school related files, streaming inappropriate or non-school related media (video, audio, etc.), uploading personal files to a cloud server (e.g., backup personal photos), etc. x Do not use SCCS technology resources for commercial purposes or monetary gain. x Do not use SCCS technology for non-school related gaming and/or game site viewing. x Do not create, manipulate, or post images, audio, or video-related content of a student, teacher, staff member, or SCCS event without permission. x Do not use SCCS’ name or logo in conjunction with other schools, businesses, or brand names for web-based content related to academic projects, community involvement, or social networks without permission. x Do not share music, movies, or other content through BitTorrent or any such file sharing platform. x Do not attempt to Secure Shell (SSH) or to launch unapproved software or operating systems on SCCS devices. x Do not use proxy servers or Virtual Private Network (VPN) services to bypass network limitations. x Do not attempt to interrupt or reconfigure any SCCS device or service, including but not limited to changing settings, preferences, and/or appearance (i.e., desktop, screensaver, etc.), circumventing security controls, downloading and/or installing new software, etc. x Do not attach any external storage media until the supervising teacher has scanned them for viruses and malware. x Be stewardly when printing; if in doubt, consult with the supervising teacher before printing.

Strathroy Community Christian School

Technology Policy

606

Policy Title

Policy Number

Board

Page 6 of 8

Owner

Page Number

Chair Name

Alice Abrams

Appendix The policies above are based on policies in use at: x

Â&#x2021;Â&#x2022;Â&#x2022;Â&#x2021;Â?Â&#x2021;Â&#x201D; Â&#x2039;Â&#x2013;Â&#x203A; Â&#x2026;Â&#x160;Â&#x2018;Â&#x2018;Â&#x17D; Â&#x2039;Â&#x2022;Â&#x2013;Â&#x201D;Â&#x2039;Â&#x2026;Â&#x2013; Â&#x160;Â&#x2013;Â&#x2013;Â&#x2019;ÇŁČ&#x20AC;Č&#x20AC;Â&#x2039;Â?Â&#x192;Â&#x2030;Â&#x2021;Â&#x2022;Ç¤Â&#x2019;Â&#x2026;Â?Â&#x192;Â&#x2026;Ç¤Â&#x2018;Â&#x201D;Â&#x2030;Č&#x20AC; Â&#x2019;Â&#x17D;Â&#x2018;Â&#x192;Â&#x2020;Â&#x2022;Č&#x20AC; Â&#x2021;Â&#x2022;Â&#x2022;Â&#x2021;Â?Â&#x2021;Â&#x201D; Â&#x2039;Â&#x2013;Â&#x203A; Â&#x2026;Â&#x160;Â&#x2018;Â&#x2018;Â&#x17D;Â&#x2022;Č&#x20AC; Â&#x2021;Â&#x2022;Â&#x2022;Â&#x2021;Â?Â&#x2021;Â&#x201D; Â&#x2039;Â&#x2013;Â&#x203A; Â&#x2026;Â&#x160;Â&#x2018;Â&#x2018;Â&#x17D;Â&#x2022;Č&#x20AC; Â&#x2039;Â&#x2013;Â&#x2021;Â&#x2022;Č&#x20AC; Â&#x2021;Â&#x2122;Â&#x2022; Č&#x20AC; Â&#x2018;Â&#x2026;Â&#x2014;Â?Â&#x2021;Â?Â&#x2013;Â&#x2022;Č&#x20AC; Â&#x2026;Â&#x2026;Â&#x2021;Â&#x2019;Â&#x2013;Â&#x192;Â&#x201E;Â&#x17D;Â&#x2021;Ě´ Â&#x2022;Â&#x2021;Ě´Â&#x2018;Â&#x2C6;Ě´ Â&#x2021;Â&#x2026;Â&#x160;Â?Â&#x2018;Â&#x17D;Â&#x2018;Â&#x2030;Â&#x203A;Ě´ÇŚĚ´ Â&#x2019;Â&#x2019;Â&#x201D;Â&#x2018;Â&#x2DC;Â&#x2021;Â&#x2020;Ç¤Â&#x2019;Â&#x2020;Â&#x2C6; Â&#x2039;Â&#x17D;Â&#x2020;Â&#x2122;Â&#x2018;Â&#x2018;Â&#x2020; Â&#x2026;Â&#x160;Â&#x2018;Â&#x2018;Â&#x17D; Â&#x160;Â&#x2013;Â&#x2013;Â&#x2019;ÇŁČ&#x20AC;Č&#x20AC;Â&#x2122;Â&#x2122;Â&#x2122;Ç¤Â&#x2122;Â&#x2039;Â&#x17D;Â&#x2020;Â&#x2122;Â&#x2018;Â&#x2018;Â&#x2020;Ç¤Â&#x2018;Â&#x201D;Â&#x2030;Č&#x20AC;Â&#x2014;Â&#x2019;Â&#x17D;Â&#x2018;Â&#x192;Â&#x2020;Â&#x2021;Â&#x2020;Č&#x20AC; Ě´ Â&#x2021;Â&#x192;Â&#x2020;Â&#x17D;Â&#x2039;Â?Â&#x2021;Â&#x2022;Č&#x20AC; Â&#x2014;Â?Â?Â&#x2021;Â&#x201D;Ě´ Â&#x192;Â&#x2039;Â&#x17D;Â&#x2039;Â?Â&#x2030;Č&#x20AC;Í´Í˛ÍłÍ¸ÇŚÍ´Í˛ÍłÍšČ&#x20AC;Í´Í˛ÍłÍ¸ÇŚ ÍłÍšĚ´ Â&#x2021;Â&#x2026;Â&#x160;Â?Â&#x2018;Â&#x17D;Â&#x2018;Â&#x2030;Â&#x203A;Ě´ Â&#x2026;Â&#x2026;Â&#x2021;Â&#x2019;Â&#x2013;Â&#x192;Â&#x201E;Â&#x17D;Â&#x2021;Ě´ Â&#x2022;Â&#x2021;Ě´ Â&#x2018;Â&#x17D;Â&#x2039;Â&#x2026;Â&#x203A;Ě´ Â&#x17D;Â&#x2021;Â?Â&#x2021;Â?Â&#x2013;Â&#x192;Â&#x201D;Â&#x203A;Ě´ Ç¤Â&#x2019;Â&#x2020;Â&#x2C6;

The definition of digital citizenship cited above is from: x

Â&#x2018;Â?Â?Â&#x2018;Â? Â&#x2021;Â?Â&#x2022;Â&#x2021; Â&#x2020;Â&#x2014;Â&#x2026;Â&#x192;Â&#x2013;Â&#x2039;Â&#x2018;Â? Â&#x160;Â&#x2013;Â&#x2013;Â&#x2019;Â&#x2022;ÇŁČ&#x20AC;Č&#x20AC;Â&#x2122;Â&#x2122;Â&#x2122;Ç¤Â&#x2026;Â&#x2018;Â?Â?Â&#x2018;Â?Â&#x2022;Â&#x2021;Â?Â&#x2022;Â&#x2021;Â?Â&#x2021;Â&#x2020;Â&#x2039;Â&#x192;Ç¤Â&#x2018;Â&#x201D;Â&#x2030;Č&#x20AC;Â&#x2021;Â&#x2020;Â&#x2014;Â&#x2026;Â&#x192;Â&#x2013;Â&#x2018;Â&#x201D;Â&#x2022;Č&#x20AC;ÍłÂ&#x2013;Â&#x2018;ÍłČ&#x20AC;Â&#x2030;Â&#x17D;Â&#x2018;Â&#x2022;Â&#x2022;Â&#x192;Â&#x201D;Â&#x203A;Í&#x201C;Â&#x2020;Â&#x2039;Â&#x2030;Â&#x2039;Â&#x2013;Â&#x192;Â&#x17D;ÇŚÂ&#x2026;Â&#x2039;Â&#x2013;Â&#x2039;Â&#x153;Â&#x2021;Â?Â&#x2022;Â&#x160;Â&#x2039;Â&#x2019;

Technology Policy

606

Policy Title

Policy Number

Board

Page 7 of 8

Owner

Page Number

Strathroy Community Christian School

Chair Name

Alice Abrams

Technology Acceptable Use Contract SCCS owns and maintains a variety of technological devices such as computers and tablets for student educational use. Because we believe that our use of these devices must glorify God and serve an instructional purpose, students in grades four through eight are required to sign this Acceptable Use Contract form and return it to the school office. Parents are also required to sign this form, signifying that they have reviewed the terms of the contract with their child and that they agree to partner with SCCS in promoting healthy and God-glorifying technology usage. Students in grades four through eight without signed Acceptable Use Contracts will not be permitted to use or access SCCS devices. If an approved student user fails to comply with the terms and conditions outlined in this policy, their school technology privileges will be taken away until the student has met with the Principal/DSO and/or SCCS computer coordinator and a parent. If, after this meeting, all of these people are satisfied that the student will act more responsibly, the student’s school computer privileges may be reinstated. Student declaration and signature: I, ____________________________ (write student name here), acknowledge that I have read the Technology Acceptable Use Policy, reviewed it with a parent, understood it, and agree to obey it in my use of technologies at SCCS. _____________________________ (Student’s signature)

_________________ (Date)

Parent declaration and signature: I, ___________________________ (write parent name here), acknowledge that I have read the Technology Acceptable Use Policy, reviewed it with my child, ensured that my child understood it, and agree to support SCCS in promoting safe, healthy, and God-glorifying use of technology. _____________________________ (Parent’s signature) Please sign this form and return to the school office. Thank you!

__________________ (Date)

Technology Policy

606

Policy Title

Policy Number

Board

Page 8 of 8

Owner

Page Number

Strathroy Community Christian School

Date Reviewed May 2019

Chair Name

Changes made (Y/N) Y

Alice Abrams

If yes – What changes and why Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Student Performance & Evaluation Policy

November 2013

610

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 1 of 3

Committee Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

Mission: To provide quality, Christ-centred Education Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy Community and beyond. Background: SCCS exists because God calls us (and our children) to be faithful to Him in all areas of life. Therefore, we glorify God through transformative education of mind, body, and spirit. Thus we train SCCS students to discern Godâ&#x20AC;&#x2122;s will for their lives through all facets of Christ-centered learning. If we achieve this then our graduates will grow in their learning and be able to live out their faith through quality Christ-centred education. Educational excellence includes best practice with regards to the assessment and evaluation of student performance. This is done at two levels: 1- Monitoring an individual studentâ&#x20AC;&#x2122;s achievement in all facets of their education to assess their learning progress. Information gathered through assessment and evaluation helps teachers to measure students' strengths and weaknesses in relation to curriculum expectations and guides the adaptation of instructional approaches to meet individual students' needs. 2- Monitoring and ongoing assessment of collective student achievements to provide a snapshot of overall effectiveness of programs and classroom practices. This is essential in the measurement of instruction success and ensures that SCCS is providing an effective and nurturing learning environment. Scope: This policy is intended to provide a framework of the Board expectations for the Principal/DSO activities as it relates to the performance and assessment of programs and students at SCCS. Specifically: A. Program: 1. The Principal/DSO holds sole responsibility for the evaluation of programs in the school and is to ensure that they meet or exceed current instructional standards. 2. Routine Program evaluations will be performed to support all decisions pertaining to program offerings at SCCS: 3. Program Monitoring via School Standardized Testing: a. The school will participate in standardized testing minimally every two years.

Strathroy Community Christian School

Student Performance & Evaluation Policy

November 2013

610

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 2 of 3

Committee Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

b. The testing selected by the DSO must provide statistically relevant outcomes to measure SCCS performance against its peers. This information is to be reported directly to the Board as soon as it is available. c. Standardized test results and reports are to remain confidential to the School administration and staff. 4. Teachers will be accountable to the DSO for instruction time. 5. The Principal as DSO is to ensure the library materials and other resource materials will be selected to enhance curriculum, class readings or other functions and are consistent with the school’s vision and mission. B. Student Performance and Evaluation: 1. Students will be formally assessed by their assigned teachers through regular report cards. Marking schemes and report card structure will be made accessible to all parents. 2. Clear procedures outlining the promotion, retention and acceleration of students are to be: a. Made easily accessible to all parents b. Assessed with the best interest of the child in mind and in consultation with parents/guardians, teaching staff, Bridge staff, Principal, as appropriate. 3. Concerns on student performance may be due to excessive absence from school. Examples of such absences include vacations, excess leaves due to illness or family emergencies, or other extenuating circumstances. In such cases, a. Student absences may require the re-evaluation of a student’s ability to effectively complete the required educational curriculum. b. The Principal/DSO has the authority to review such cases and may determine if grade placement may be rearranged. 4.

Student Records are to be maintained as per the Document Retention Procedure.

RELEVANT DOCUMENTS AND PROCEDURES: The Board views the following documents of further expressions of the Board’s intentions regarding student performance and evaluation: Administrative procedures: 610A Student Vacation Withdrawal Procedure and Form 610B Student Promotion, Retention, & Acceleration 610C Standardized Testing 610D Homework Guidelines and Procedures 610E Literature Selection Guidelines 610F Instructional Time 610H Graduate Profile

Strathroy Community Christian School

Student Performance & Evaluation Policy

November 2013

610

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 3 of 3

Committee Owner

Review Date

Page Number

Chair Name and Signature

Date Policy Established: Date Reviewed

Gabriella Hoogstra

November 2013 Changes made (Y/N)

If yes – What changes and why

To supersede: Student Vacation Withdrawal and Form 607, Student Promotion, Retention, & Acceleration 610, Graduate Profile 631, Standardized Testing 633, Homework Guidelines 608, Instructional Time 634, Library policy and procedure 632 beginning April 2014.

March 2015

May 2019

Small grammar changes and removed 610G under relevant documents and procedures section and added 610H Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Bullying Policy

September 2011

611

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 1 of 6

Committee Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

Background The basis of the Christian faith is to “Love the Lord your God with all your heart and with all your soul and with all your strength and with all your mind, and, love your neighbor as yourself” (Luke:10:27). This is a simple calling in a sense but we know that it is difficult to consistently live out in our daily lives. We understand that we live in a broken state and therefore relationships will take work in order to prosper and grow. The Strathroy Community Christian School (SCCS) is committed to maintaining a safe school and workplace, free from bullying and other forms of aggression. Consistent with the Safe Schools Act and the SCCS Code of Conduct, all students, staff, parents and community members will demonstrate respect for others and contribute to a shared responsibility to create and maintain a safe and caring school free from bullying. Definitions Bullying: Bullying is typically a form of repeated, persistent, and aggressive behaviour directed at an individual or individuals that is intended to cause (or should be known to cause) fear and distress and/or harm to another person’s body, feelings, self-esteem, or reputation. Bullying occurs in a context where there is a real or perceived power imbalance. Scope This policy is intended to provide a framework for students, staff, parents, and community members with regards to bullying at SCCS. Specifically: 1.

The Board of SCCS acknowledges the following; • Bullying adversely affects students’ ability to learn. • Bullying adversely affects healthy relationships and the school climate. • Bullying adversely affects the school’s ability to educate its students. • Bullying is a dynamic of unhealthy interaction that can take many forms. It can be physical (e.g. hitting, pushing, tripping), verbal (e.g. name calling, mocking, or

Strathroy Community Christian School

â&#x20AC;˘ â&#x20AC;˘ â&#x20AC;˘

Bullying Policy

September 2011

611

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 2 of 6

Committee Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

making sexist, racist, or homophobic comments), or social (e.g. excluding others from a group, spreading gossip or rumors). It may also occur through the use of technology (e.g. spreading rumours, images, or hurtful comments through the use of e-mail, cell phones, text messaging, internet websites, or other technology). Bullying will not be accepted on school property, at school-related activities, on school buses, or in any other circumstances (e.g. online) where engaging in bullying will have a negative impact on the school climate. Children who suffer prolonged victimization through bullying, as well as children who use power and aggression as bullies, may experience a range of psychosocial problems that may extend into adolescence and adulthood. Students may attain or maintain power over others in the school through real or perceived differences. Some areas of difference may be size, strength, age, intelligence, economic status, social status, solidarity of peer group, religious affiliation, ethnicity, disability, need for special education, family circumstances, gender and race.

The Board of SCCS delegates to the DSO the preparation, implementation, maintenance, and communication of procedures dealing with a range of bullying incidents that could affect the school environment. It is expected that these procedures will help to prevent recurrences, supporting a healthy environment in which students are free to learn.

The Board delegates to the DSO the responsibility of ensuring that bullying prevention strategies are in place that ensures all students and staff at SCCS are aware of their role in creating an inclusive and loving environment. Therefore the DSO will ensure that: a. SCCS has programs and measures in place to support positive student behavior b. SCCS has teaching strategies that enhance and enforce positive behaviors in and outside of the classroom c. SCCS has opportunities for the staff, students and greater community to engage in bullying prevention training d. SCCS has clear intervention strategies to deal with incidents of perceived and intentional bullying e. Each member of the school community, including, but not limited to, the principal, teachers, parents and students will be made aware of their roles and responsibilities under this policy; f. SCCS will make every effort to share this information with parents whose first language is a language other than English. 4. The Board delegates to the DSO the responsibility of establishing and implementing a monitoring and review process to determine the effectiveness of the Bullying Prevention and Intervention Policy and procedures. This process will include the following:

Strathroy Community Christian School

Bullying Policy

September 2011

611

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 3 of 6

Committee Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

a. an analysis of the school climate through anonymous surveys of students, staff members and parents provided by the school; and b. performance indicators for monitoring, reviewing and evaluating the effectiveness of the SCCS’s Bullying Prevention and Intervention Policy 5. The Board of SCCS acknowledges that a positive school culture exists when all members of the school community feel safe, comfortable, and accepted. To achieve a positive environment, SCCS and its staff will actively promote and support positive behaviours that reflect our character development initiatives. The Board acknowledges that bullying prevention requires input and participation from everyone in the school community. As such, the following stakeholders have a role to play to prevent bullying. A. • • • • • •

Principal: In addressing bullying prevention and intervention, the principal will take a leadership role in the school. The principal will provide leadership by: demonstrating care for the school community and a commitment to academic excellence in a safe teaching and learning environment; holding everyone under his or her authority accountable for his or her behaviour and actions and inaction in the face of bullying; empowering students to be positive leaders in their school and community; communicating regularly and meaningfully with all members of the school community; ensuring the communication of local bullying prevention policies includes a plan that outlines how these provisions will be made clear to the entire school community; providing an example of respect and civility for all members of the school community.

B. Teachers and Other School Staff Members: a. Under the leadership of their principal, teachers and other school staff members maintain order in the school and are expected to hold everyone to the highest standard of respectful and responsible behaviour. As role models, teachers and school staff uphold these high standards when they: • help students work to their full potential and develop their sense of self-worth; • empower students to be positive leaders in their classroom, school, and community; • communicate regularly and meaningfully with parents; • maintain consistent standards of behaviours for all students; • demonstrate respect for all students, staff, parents, volunteers, and the members of the school community; • prepare students for the full responsibility of citizenship.

Strathroy Community Christian School b.

Bullying Policy

September 2011

611

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 4 of 6

Committee Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

Teachers shall also assist the principal in maintaining close co-operation with the school community and in establishing and maintaining consistent disciplinary practices in the school. In addition, teachers must assist the principal by reporting incidents of bullying and assisting the principal in conducting investigations as appropriate.

C. Parents: a. As primary caregivers and original role models for their children, and as partners in Christian education, parents play an important role in the education of their children and have a responsibility to support the school community in maintaining a safe and respectful learning environment for all members. Parents fulfill their role when they: • Are actively engaged in their child’s learning, social development and faith development; • Regularly engage in two-way communication with their child’s teacher(s) and support staff; • Read and familiarize themselves with information provided by the school regarding SCCS Policies; • Support and model behaviour outlined in SCCS policies by demonstrating respect for all students, staff, volunteers, the other parents and members of the community; • Work with the school community to prevent, address, and correct discipline issues involving their child. b. Parents also assist Staff and the Principal through representation in Membership Meetings and participation in establishing and maintaining the school’s Code of Conduct. D. Students a. Ideally, bullying prevention strategies will engage students to examine their own behaviour as perpetrator, victim, or by-stander, and commit to a shared mission of a safe and healthy school free from bullying. b. Students must demonstrate respect for themselves, for others, and for the responsibilities of citizenship through acceptable behaviour. Respect and responsibility are demonstrated when a student: • comes to school prepared, on time, and ready to learn; • shows respect for himself or herself, for others, and for those in authority; • refrains from bringing anything to school that may compromise the safety of others; and • follows the established rules and take responsibility for his or her own actions. c. Students are also expected to:

Strathroy Community Christian School • • • • •

Bullying Policy

September 2011

611

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 5 of 6

Committee Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

exercise self-discipline; accept such discipline as would be exercised by a kind, firm and judicious parent; be courteous to fellow pupils and obedient and courteous of teachers; show respect for school property; and understand and comply with the SCCS Code of Conduct.

RELEVANT DOCUMENTS & PROCEDURES: the Board views the following documents as further expressions of the Boards intentions regarding Committees of the Board at SCCS: Administrative procedure 611A

Reference Material: The Thames Valley District School Board (TVDSB) Bullying Policy was used in order to obtain a general definition of bullying and to observe the procedures and practices that go along with a bullying policy.

Strathroy Community Christian School

Bullying Policy

September 2011

611

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 6 of 6

Committee Owner

Review Date

Page Number

Chair Name and Signature

Date Policy Established:

Gabriella Hoogstra

September 2011

Date Reviewed

Changes made (Y/N)

If yes – What changes and why

June 2013

Additions and reformatting: Please refer to Board package June 28, 2013.

March 2015

May 2019

Small grammar changes; replaced Student Council with membership meetings in parent section Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Student Health Policy

January 2013

621

Policy Title

Creation Date

Policy Number

Board

March 2015

Page 1 of 3

Owner

Review Date

Page Number

Chair Name

Gonda Bootsma

Background During school hours, Strathroy Community Christian School and its staff are to ensure the health and well-being of all students as part of its duty of care to parents as well as its own organizational integrity. SCCS also has a civic duty to comply with provincial health legislation and regulations affecting schools. Student health records, such as immunizations, are the responsibility of the local health unit. Scope This policy and its procedures outline expectations around student health initiatives for all students who attend SCCS. Specifically; The Board delegates to the Principal, as Director of School Operations, the responsibility of ensuring the health and safety of students at SCCS. 1. The DSO will ensure: a. That the facilities and grounds of SCCS are safe and healthy places for learning. b. The program of instruction will address good health habits that are understood by all students. c. Filing of studentsâ&#x20AC;&#x2122; immunization records in accordance with the MiddlesexLondon Health Unit requirements and facilitate mandatory immunization programs. d. That first aid kits are readily available at school, on busses, and on school outings. e. That the staff at SCCS will be equipped and regularly trained to support basic first aid to ill or injured students.

Student Health Policy

January 2013

621

Policy Title

Creation Date

Policy Number

Board

March 2015

Page 2 of 3

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Gonda Bootsma

2. The DSO will be responsible to: a. Request that parents/guardians inform SCCS of any medical conditions which may affect the student’s well-being while in school care (i.e. allergies, epilepsy etc). b. Ensure a reporting procedure is in place to notify parents of incidents (illness, injury or otherwise) that could in any way compromise the mental, emotional, and physical well-being of any student; c. Ensure that documentation for any first aid or administration of medications is filed; d. Ensure that routine health activities, such as head lice checks, dental screenings, vision screenings, etc., where appropriate and are completed following the requirements of Middlesex-London Health Unit. RELEVANT DOCUMENTS AND PROCEDURES: The Board views the following documents/procedures as further expressions of the Board’s intentions regarding student health at SCCS: 621A – Student Injury report 621B- Administration of Medications and Reporting 601B “Student Registration & Enrolment Agreement” medical concerns.

Strathroy Community Christian School

Student Health Policy

January 2013

621

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 3 of 3

Owner

Review Date

Page Number

Chair Name and Signature

Date Policy Established:

Gonda Bootsma

January 2013

Date Reviewed

Changes made (Y/N)

March 2015

May 2019

If yes – What changes and why Replaced 610A with 601B in relevant documents and procedures section Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Student Safety Policy

January 2013

622

Policy Title

Creation Date

Policy Number

Board

March 2015

Page 1 of 3

Owner

Review Date

Page Number

Chair Name

Gonda Bootsma

Our Mission: Providing Quality, Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background: During school hours, and in all program-related and extra-curricular school activities, Strathroy Community Christian School and its staff are to ensure the well-being and safety of students as part of its duty of care entrusted by parents and guardians as well as its own organizational integrity. SCCS also has a civic duty to comply with provincial legislation and regulations regarding school safety. Scope: This policy is intended to provide a framework regarding the Boardâ&#x20AC;&#x2122;s expectations regarding student safety at SCCS. Specifically; 1. The Board delegates to the Principal as Director of School Operations (DSO) the development, preparation, maintenance, communication, training, and implementation of all procedures regarding student safety at SCCS. 2. The Board delegates to the DSO the development of emergency procedures including, but not limited to, assault on a student or staff member, bomb threat, , fire, , emergency evacuation, lockdown (intruder, hostage taking, shooting), lock-out, safe secondary location, serious illness of a student or staff member, tornado, weapon on property. 3.

The Board delegates to the DSO the development and implementation of safety procedures regarding: a. the facility including facility maintenance, grounds maintenance, playground maintenance and indoor/outdoor student supervision. b. security of the school building including front door security, volunteer/visitor management. c. student attendance, d. computer use,

Strathroy Community Christian School

Student Safety Policy

January 2013

622

Policy Title

Creation Date

Policy Number

Board

March 2015

Page 2 of 3

Owner

Review Date

Page Number

Chair Name

Gonda Bootsma

e. school trips; including, but not limited to activities and details involving: athletic trips, field trips, excursions, permissions, transportation, and chaperones, f.

school cancellation or closure as related to inclement weather or facility breakdown.

g. school cancellation or closure, and/or bus cancellations, as related to inclement weather. RELEVANT DOCUMENTS AND PROCEDURES: The Board views the following documents as further expressions of the Boardâ&#x20AC;&#x2122;s intentions regarding student safety at SCCS: 1. 2. 3. 4. 5.

622A Class Trips 622B Fire Drill procedures 622C Lockdown Procedures & Duties 622G Student Supervision Outside Operational Hours SCCS Health & Safety Manual

Strathroy Community Christian School

Student Safety Policy

January 2013

622

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 3 of 3

Owner

Review Date

Page Number

Chair Name and Signature

Date Policy Established: Date Reviewed March 2015 May 2019

Gonda Bootsma

January 2013 Changes made (Y/N) Y Y

If yes – What changes and why Updated relevant documents and procedures section Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Child Protection Policy

November 2013

623

Policy Title

Revision Date

Policy Number

Board

Nov 2014

Page 1 of 13

Committee Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

Our Mission: Providing Quality Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background: The Strathroy Community Christian School (SCCS) affirms its belief in the dignity and sacredness of the human person. In recognition of that belief and of its legal responsibility under the Child and Family Services Act to protect children and adolescents, the SCCS has collaborated with its community partners to develop a comprehensive protocol to respond to children in our school. The protocol outlines the roles, responsibilities and procedures to be followed in situations where there is a suspicion that a child is in need of protection. Procedures in the protocol ensure adherence to personal and professional obligations as defined in the Child and Family Services Act. This protocol will outline preferred practices and support consistency in reporting practices and responses, including internal procedures for SCCS employees. A consistent, coordinated response will offer the best possible protection for the children in our school. The procedures will be reviewed with all school staff on an annual basis. Scope: This policy is intended to provide a framework for the Board and staff at SCCS for the protection of students at Strathroy Community Christian School with regards to child welfare and the reporting of suspected child abuse or neglect. Definitions: CAS: Children’s Aid Society Child: A child is a person who is under 16 years of age. Children actually or apparently 16 years of age or older, but under 18 are considered a child only if they are the subject of an existing order under the Child and Family Services Act.1 Child Abuse: Child abuse is when a child is hurt intentionally, or when a parent or caregiver fails to protect a child in their care. It is against the law. Child abuse is a misuse of parental power and can lead to life-long negative consequences. There are different kinds of child abuse: physical abuse, sexual abuse, emotional abuse and neglect.”2

1 2

Child Abuse and Neglect…What is it?, Children’s Aid Society, London & Middlesex, September, 2009 Child Abuse and Neglect…What is it?, Children’s Aid Society, London & Middlesex, September, 2009

Strathroy Community Christian School

Child Protection Policy

November 2013

623

Policy Title

Revision Date

Policy Number

Board

Nov 2014

Page 2 of 13

Committee Owner

Review Date

Page Number

Chair Name and Signature

Gabriella Hoogstra

Reasonable Grounds: “You do not need to be sure that a child is in need of protection to make a report to a CAS. ‘Reasonable grounds’ are what an average person, given his or her training, background and experience, exercising normal and honest judgment, would suspect.” 3 Duty to Report: Every person who performs professional or official duties with respect to a child and who has reasonable grounds to suspect physical, sexual, emotional abuse, or neglect to a child is required by the Child and Family Services Act to report this belief and the information on which it is based as quickly as possible to the Family and Children Service Agencies. Failure to report is contrary to the Act and may result in legal and professional consequences. Specifically: 1. The primary responsibility for ensuring the safety and well-being of the child lies with the parents or guardians. 2. SCCS has a custodial role in caring for the child during school hours. This is delegated to it by the parents or guardians and is a prime duty of the school; it is specifically part of the duties of the principal. 3. The protection of the child is paramount. If there is any doubt in the reporting or management of child abuse, the person should err on the side of protecting the child. 4. The province has the authority as outlined in the Child & Family Services Act to use the means at its disposal to protect the child from abuse where necessary. 5. SCCS has a legal duty to cooperate with the authorities. Furthermore, collaboration, cooperation, and good communication among all the involved professionals is essential for the protection of children. 6. SCCS must be sensitive to the particular needs of the child in the reporting and management of child abuse.”4 A. General Principles of Child Welfare:

3 4

Children have the right to be protected from neglect and abuse.

All members of a family are affected by child abuse and will be treated by professionals in a manner that is sensitive to their issues.

Addressing child neglect and child abuse is a responsibility shared by many professionals including educators and child protection workers.

Reporting Child Abuse and Neglect, Ontario Ministry of Community and Social Services OACS Child Welfare Policy – Preventing and Reporting Child Abuse (2001)

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Children have the right to be protected from further victimization. The investigating process will be consistent with this principle in regard to procedures such as number of interviews and timing of response.

The school system has an important role to play in the prevention and identification of child neglect/abuse and the link of appropriate services. It is the responsibility of educators to approach the child who may be in need of protection with the same commitment and thoroughness with which they have approached children with learning needs.

Reporting child neglect/abuse will take place immediately. The investigation by SCCS will take place in a timely, organized and practical manner. The immediate safety of the child will determine the timeliness of the investigation.

The CAS is responsible for the investigation of allegations of child abuse and neglect. Investigations will be conducted in a manner that is child-centred and child sensitive.

The primary responsibility for ensuring the safety and well-being of the child lies with the parents or guardians.

SCCS has a custodial role in caring for the child during school hours. This is delegated to it by the parents or guardians and is a prime duty of the school; it is specifically part of the duties of the principal.

The protection of the child is paramount. If there is any doubt in the reporting or management of child abuse, the person should err on the side of protecting the child.

The province has the authority as outlined in the Child & Family Services Act to use the means at its disposal to protect the child from abuse where necessary.

SCCS has a legal duty to cooperate with the authorities. Furthermore, collaboration, cooperation, and good communication among all the involved professionals is essential for the protection of children.

SCCS must be sensitive to the particular needs of the child in the reporting and management of child abuse.5

OACS Child Welfare Policy â&#x20AC;&#x201C; Preventing and Reporting Child Abuse (2001)

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B. Procedure for Reporting Suspected Child Abuse 1. When Abuse is Suspected. When a staff member suspects that a child is a victim of abuse, that staff member has a duty to report in accordance with the Child and Family Services Act. The staff person shall inform the principal (or principal designate) regarding the suspicion and circumstances, even if the information on which the suspicion is based is considered privileged or confidential. If the allegations involve the principal, the staff person may consult with a trusted professional colleague and must consult with a Board Director. This Board Director is obligated to bring this allegation to the attention of the Board. 2. Confidentiality. Any suspicion of a child at risk must be kept confidential by restricting the number of people who are made aware and by all parties maintaining confidentiality. 3. Do Not Contact Parents. In the event of a CAS report, school staff shall not notify the parents. The decision as to when and how to report to the parents will be made by the CAS workers. In the event of a parent/guardian disclosing protection concerns regarding their own child, SCCS staff will encourage the parent/guardian to make the referral to CAS with the SCCS staff support following the guidelines outlined in this policy and procedure. 4. No Investigation. School staff and/or the Board shall not attempt to conduct an investigation to prove or disprove allegations that the child has been abused. School staff are not responsible for gathering evidence of abuse and therefore should not actively seek disclosure of abuse from the child. Any investigation on behalf of staff may prevent the designated authorities from carrying out their investigation properly and obtaining uncontaminated statements and evidence. 5. Where Reasonable Grounds Exist. If the principal (or principal designate) and school staff believes that the suspicion is based on reasonable grounds the Childrenâ&#x20AC;&#x2122;s Aid Society shall be contacted. 6. When Reasonable Grounds are Not Clear. In a situation in which school staff is unclear about reasonable grounds, that staff person shall discuss the circumstances of the suspected abuse with a CAS intake worker without using the name of the child. If after consultation, the CAS worker advises that the situation must be reported, the staff person shall share all relevant information with the intake worker in accordance with the requirements of the Child and Family Services Act. 7. Report as Soon as Possible. The report to the CAS shall be made as soon as possible in order to give the CAS time to interview the child before he or she is scheduled to go home. It is important to be aware that once a report is made, the matter is out of the hands of the school; the procedures of the CAS take precedence and the school has no control over the course of events. At the request of the CAS, the principal (or principal designate) shall detain and supervise the child at school for purposes of an interview.

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8. Make a Record of the Report of Suspected Child Abuse. The school staff and the principal (or principal designate) shall review the outcome of the reporting to the CAS and complete the “SCCS Report of Suspected Child Abuse” form (Form # ) immediately. The principal shall be available for support to the staff member and to assist in any decision-making that may have to occur. The “Report of Suspected Child Abuse” form or any other record of the abuse allegations or reports must not be kept in the student’s Ontario School Record (OSR) but in a separate and confidential file, since it is not a record that is “conducive to the improvement of the instruction of the student” 6 and since normal privacy and access provisions apply to the OSR and would make the record accessible to the student and his or her parents and others. 9. Provide access to the Child by the CAS worker. The place of interview should be discussed with the CAS worker at the time of the reporting. The personnel from either the CAS or the police may interview the child, and possibly other children in the family, at school. The principal (or principal designate) shall permit the CAS to have access to the child at school, and to the child’s siblings if requested. The principal (or principal designate) shall ensure that the proper identification has been produced by the CAS or police officer prior to an interview. 10. Presence of School Staff at Interview. The principal (or principal designate) may request that some appropriate adult, whether the teacher, a counsellor, or the parent, be present at the interview in order to reduce the trauma to the child. The decision will be made by the CAS worker having in mind the best interest of the child. 11. Removal of Child from School. After the interview with the child, the CAS worker may believe that the child is at immediate risk and therefore is in need of protection. The CAS worker may, with or without warrant, bring the child to a place of safety. Where this is the case, the principal (or principal designate) shall require a statement from the worker that he or she “believes the child is in need of protection and is removing the child to a place of safety.” If this is the case, the CAS worker or police officer will then take full responsibility for the student. 12. Notification of Parents or Guardians. It is the responsibility of the CAS to notify the parents where child abuse is suspected. The CAS will decide how and when to report to the parents. The reporting school personnel should ask the CAS worker when the parents will be notified so that the school may be prepared for the response and provide appropriate support. If the principal or principal designate wishes to notify the parent(s), the principal shall first consult with the CAS worker. 13. Ongoing Status of Investigation. The principal may request updates of the investigation or the outcome of the child protection investigation once it is complete. It is the discretion of the CAS and/or Police how much information they choose to provide.

OSR Guidelines, 2000, 3.4 p. 12

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C. Protocol When Complaints Involve Teachers or support staff 1. The principal should take seriously all student complaints or charges against teachers or support staff. All complaints should be handled with discretion. 2. If the allegations involve disciplinary actions by a teacher or support staff, the principal shall first consult with the teacher about whether existing discipline policies have been followed. 3. If the allegations involve possible sexual or physical abuse by a teacher or support staff, the principal shall determine if reasonable grounds exist. 4. If there are reasonable grounds to suspect that a school employee is the alleged perpetrator, the principal or person suspecting the abuse shall follow the procedure outlined in B above and report the suspected abuse. 5. During the process of investigation by the CAS and/or Police, the staff person may become aware of the allegations. In such a case, the staff person may choose to contact Edifide, if they hold membership, and may choose to seek personal legal counsel. 6. The principal should inform the Board of the allegations and reporting. The principal will keep the Board informed of the situation. 7. If charges are laid, or if the situation warrants, the Principal may need to make decisions regarding suspension from employment in accordance with employment law, Board policies, and the employment contract. D. Protocol When Complaints Involve the Principal 1. School staff should take seriously all student complaints or charges against the principal. All complaints should be handled with discretion. 2. If there are reasonable grounds to suspect that the principal is the alleged perpetrator, the staff to whom the complaints or charges were disclosed shall follow the procedure outlined in B above and report the suspected abuse. 3. During the process of investigation by the CAS and/or Police, the principal may become aware of the allegations. In such a case, the principal may choose to contact OCSAA, if he/she holds membership, and may choose to seek personal legal counsel.

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4. The staff to whom the disclosure was made should inform the Board of the allegations and reporting. The Chairperson of the Board, or designate, will keep the Board informed of the situation. 5. If charges are laid, or if the situation warrants, the Board may need to make decisions regarding suspension from employment in accordance with employment law, Board policies, and the employment contract. E. Creating a Safe School Environment 1. Expectations of Staff and Volunteers a. The staff and volunteers must adhere to the Staff Code of Ethics, Criminal Records Check Policy; b. One-on-one contacts between staff and students should be held in public view; c. Displays of affection between staff and students can be a natural way of conveying support and encouragement but should be limited to brief and appropriate contact. Any person’s sensitivity to such contact or right to refuse such contact must be respected. 2. Physical Environment a. All classroom doors should have windows that give an unobstructed view into the room or be left open. 3. Training a. All teachers and others who work with students should be given training relative to child protection issues. Such training may include: i. The school’s expectations for a safe school environment, as noted above; ii. The nature and indicators of child abuse and neglect; iii. Reporting requirements and procedures as per the Child & Family Services Act. b. Training may include a presentation or discussion with the local CAS about preferred procedures in case of suspicions or allegations of abuse. RELEVANT DOCUMENTS AND PROCEDURES: The Board views the following documents as further expressions of the Board’s intentions regarding child protection at SCCS: Child & Family Services Act (http://www.elaws.gov.on.ca/html/statutes/english/elaws_statutes_90c11_e.htm) 2. SCCS Report of Suspected Child Abuse or Neglect Form (form # ) 3. Staff Code of Ethics 4. Criminal Record Check Policy 5. Appendices attached. I. Appendix A: Child & Family Services Act: Summary of Legal Principles (OACS, 2001) II. Appendix B: Indicators of Child Abuse (OACS, 2001) 1.

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References 1. 2. 3. 4. 5.

Child Protection Policy, OACS, 2001, Reporting Child abuse and Neglect, brochure, CAS London & Middlesex, September 2009 OSR Guidelines, 2000, 3.4 p. 12 Reporting Child Abuse and Neglect, Ontario Ministry of Community and Social Services, December 2010 (www.serviceontario.ca/publications) Child & Family Services Act,

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Appendix A: Child & Family Services Act: Summary of Legal Principles (OACS, 2001) 1. Every person who performs professional or official duties with respect to a child and who has reasonable grounds to suspect physical, sexual, emotional abuse, or neglect to a child is required by the Child and Family Services Act to report this belief and the information on which it is based as quickly as possible to the Family and Children Service Agencies. Failure to report is contrary to the Act and may result in legal and professional consequences. 2. The professional duty to report applies to the following [Reference: Section 72(5) of the Child and Family Services Act]: a. a health care professional, including a physician, nurse, dentist, pharmacist, and psychologist; b. a teacher, school principal, social worker, family counsellor, priest, rabbi, member of the clergy, operator or employee of a day nursery and youth and recreation worker (“youth and recreation worker” does not include a volunteer); c. a peace officer and a coroner; d. a solicitor; and e. a service provider and an employee of a service provider. 3. The professional making a report only needs to have reasonable grounds to suspect abuse or neglect, and is not expected to engage in any investigatory activity nor to be able to prove that child abuse has taken place or is taking place. This investigation duty is the responsibility of the CAS. 4. The professional making a report is not subject to legal action for making the report unless the report was made maliciously or without reasonable grounds for the belief or suspicion. 5. The Child and Family Services Act takes precedence over all other Acts and thus in instances of suspected child abuse, professionals must report all relevant information, even though the information may be confidential or privileged. The only exception to this rule is the lawyer-client relationship. 6. The principal of a school has the primary duty of care for the welfare of the students and of the overall management of the school. The principal also has many areas of legal responsibilities and powers originating in other legislation which may have to be considered in carrying out the responsibility for the child’s welfare. Therefore, the protocol which the school uses should include the principal in the procedures whenever possible.7

Children & Family Services Act

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Appendix B - Indicators of Child Abuse (OACS, 2001) I.

Physical Abuse: Physical abuse is any non-accidental injury to a child, such as throwing, kicking, burning or cutting a child, striking with a closed fist, shaking a small child, interfering with breathing, threatening with a deadly weapon, or doing any act which is likely to cause them harm greater that transient pain or minor, temporary marks. Such actions may cause bruises, welts, cuts, fractures, burns, internal injuries, and even death. Improper diet and withholding food, potential resulting in severe malnutrition are also examples of physical abuse. In some cases, injury can be caused by excessive discipline. Physical Indicators of Physical Abuse 1- Unexplained bruises and welts, especially those: • on face, back, buttocks and thighs • in stages of simultaneous healing • the shape of an instrument, such as a belt or hairbrush • appearing after child’s absence, weekend or vacation. 2- Unexplained burns: • cigarette burns (hands, feet, back, buttocks) • immersion burns (sock-like or glove-like in shape) • burns patterned like an electric burner, iron, etc. • rope burns (arms, legs, torso). 3- Unexplained fractures: • to skull or facial structure • in stages of simultaneous healing • multiple or spiral fractures. 4- Inappropriate dress: • long-sleeved dress in hot weather. Behavioural Indicators of Physical Abuse • reports by child of having been injured by parents • extreme wariness of parents • extreme wariness of adults in general • resistance to being touched • fear of going home • extreme watchfulness (“frozen watchfulness”) • apprehensiveness when other children cry

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• unexplained, prolonged absences • unlikely or inconsistent explanation for bruises, etc. • denial that bruises exist • reluctance to undress in change room • extremes of behaviour • aggressiveness or withdrawal • fearfulness, fearlessness, attention-seeking, or avoidance. II.

Sexual Abuse: Sexual abuse of a child is any interaction between a child and an older person where the child is being used for sexual gratification. The abuse may be in the form of inappropriate bodily touching over clothing, exposure to pornography, fondling, inviting the child to engage in masturbation, oral sex, or intercourse. Sexual abuse almost always involves engaging the child in sexual activity through the issue of bribes, threats, force or coercion. It is estimated that up to eighty percent of sexual abuse cases involve someone the child knows and trusts - a family member, neighbour, or friend. It is important to note that when a child discloses, the abuse may have been going on for some time. Even if the victim is over 16 years of age, and even if the abuse has stopped, it is important to report the abuse so that the CAS and police can investigate and ensure that other siblings are not at risk. Physical Indicators of Sexual Abuse • difficulty in walking or sitting • torn, stained, or bloody underwear; pain or itching in the vaginal area • bruises or bleeding in genital, vaginal or anal areas • venereal diseases especially in pre-teens • pregnancy Behavioural Indicators of Sexual Abuse • fear of male parent or guardian; fear of all males • wariness of physical contact, especially when initiated by an adult • fear of the night, dark • sophisticated or bizarre behaviour or knowledge • seductive behaviour for approval • unwillingness to change for physical education, or to participate in active sports or games • poor peer relationships or inability to make friends • non-participation in school activities • inability to concentrate at school • sudden drop in school performance • sleep disturbances • withdrawal • running away from home, stealing or other troublesome behaviour

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Emotional Abuse: Emotional abuse occurs when the parent continually treats the child in such a negative way that the child’s self-concept is seriously impaired. It can include chronic ridicule, rejecting, belittling, shouting, terrorizing, scapegoating, punishing a child for normal behaviour such as smiling or running, intimidating a child by threatening to hurt them, ignoring or isolating the child so that the capacity of the child to reach his or her potential is seriously undermined. Long-term damage to the child can be devastating to the child’s development and self-esteem. Behavioural Indicators of Emotional Abuse • development lags; physical, mental or emotional • habit disorders; sucking, biting, rocking, etc • conduct disorder; antisocial and destructive behaviour • speech disorders; sleep disorders; inability to play • extreme passivity or aggressiveness • extreme infantile behaviour • extreme adult behaviour, appearing to take over and parent parents • hysteria; obsession; phobias; hypochondria

IV.

Neglect: Neglect is chronic inattention to the child’s basic needs, both physical and emotional. It is any maltreatment or negligence that harms the child’s health, welfare, or safety, such as inadequate medical care, food, or housing. It is harder to pinpoint and more often ignored than physical abuse. The indicators are less dramatic and the effects on children seem to be less damaging. However, neglected children are very seriously at risk. Their situation may be chronic and long-term. Physical Indicators of Neglect • consistent hunger; malnutrition; underweight; dehydration • poor hygiene; dirtiness; skin disorders associated with improper hygiene • inappropriate dress; exposure symptoms, such as sunburn, frostbite • consistent fatigue; listlessness • unattended health problems • inadequate supervision Behavioural Indicators of Neglect • begging, stealing food • theft in general • verbal evidence that there is no care-giver at home; arriving early/staying late • falling asleep in class • delinquency; drug or alcohol abuse

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Date Policy Established:

Gabriella Hoogstra

November 2013 If yes – What changes and why

Date Reviewed

Changes made (Y/N)

November 2013

Established

Requirement of SQAP

Updated Vision Statement to include “and beyond”

May 2019

Strathroy Community Christian School

Crisis Prevention Intervention Policy

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Alice Abrams

Background: Non-Violence Statement Strathroy Community Christian School is a place of education. We believe that each child has the right to feel safe in the learning environment. A secure student learns well. Because this is our philosophy, we will all work to keep this place a non-violent environment. Violence is not acceptable behavior in this school community. Violence includes: bad language, threats of violence, hurting oneself, or making anyone a victim of these behaviors in any way. With this expectation, we can all make Strathroy Community Christian School a safe place that has a sense of security and trust. Statement of Purpose While we strive for resolution in crisis situations through good classroom management, proactive measures, behavior plans, offering choices, understanding the student, accessing IEPs, and consultation with families and students, occasionally the situation requires further mediation. In the event that a student or other individual poses a danger to themselves or others, trained staff will implement specified CPI Nonviolent Crisis intervention techniques and school procedures to safely de-escalate the situation. Definitions and Key Terms Violence:

bad language, threats of violence, hurting yourself, or making anyone a victim of these behaviors in any way.

Threatening behavior:

behavior that displays violence as defined above

Elopement:

students who are runaway or are a flight risk

Empathetic listening:

an active process used to discern what a person is saying.

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Scope This policy is intended to govern the use of CPI techniques at Strathroy Community Christian School for teachers, EAs and office staff to protect them from having to make judgment decisions independent of administrative input and assure the safety of both students and staff.

Specifically: 1.Crisis Prevention Team All staff members of Strathroy Community Christian School (excluding janitorial staff) are trained to respond appropriately using CPI techniques, excluding physical intervention holding skills. Staff will use a team approach when responding to threatening behavior. 2. Solo Interventions Although team interventions are always recommended, staff may at times have to intervene alone. In these special circumstances, solo interventions may be instituted for: x Breaking up a fight x Severe self-injurous behavior x Elopement (runaway) In these circumstances, time is of the essence and decisions need to be quick and decisive. Staff must contact support as soon as they are able. 3. What Techniques Are Prohibited Strathroy Community Christian School staff will not use any physical intervention holding skills (as outline in Unit 9 of the CPI training manual) with students in their care. 4. Training All staff at Strathroy Community Christian School (excluding janitorial staff) shall receive full training in Crisis Prevention Intervention, excluding physical intervention holding skills. A four hour refresher course is required every year to maintain certification. All new staff will begin CPI training excluding physical holding skills within three months of commencing their new position. Staff members must attend all training sessions, present a good attitude and demonstrate competency on the post test and physical disengagement skills, For ongoing training, staff must make use of the CPI website, as well as include informal training topics at staff meetings as needed.

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5. Formal Reporting Events that are critical incidents must be reported immediately. Critical incidents include verbal conflicts and swearing, threats, and physical conflicts between students that require no medical attention as well as those that do. Staff will fill out an incident report form. 6. Debriefing All staff directly involved should be summoned to discuss the incident as soon as possible, but no more than 24 hours after the incident. 7. Policy Review This policy will be revisited and evaluated during Non-violence Crisis Intervention refresher courses on a yearly basis.

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Chair Name

Date Policy Established:

February 2016

Date Reviewed

May 2019

Alice Abrams

Changes Made (Y/N)

If yes – What changes and why Updated Vision Statement to include “and beyond”

Busing Procedure Manual Strathroy Community Christian School Transportation Services

Procedures to Policy 640 Revised April 2014

Strathroy Community Christian School Transportation Services Contents I.

TRANSPORTATION SERVICES OVERSIGHT ....................................................................................................................... 3

II.

ROUTES: .......................................................................................................................................................................... 3 A.

Duration of Bus Ride: .................................................................................................................................................. 3

Travel to Bus Stop Distance (Priority Access).............................................................................................................. 4

Selection of Bus Stop Locations .................................................................................................................................. 4

Frequency of Bus Use.................................................................................................................................................. 5

Bus Arrival and Departure Windows........................................................................................................................... 5

III.

BUS DELAYS AND CANCELLATION ............................................................................................................................... 6

Notification: ................................................................................................................................................................ 6

Drivers’ Authority to Cancel their run ......................................................................................................................... 6

IV.

STUDENT SAFETY......................................................................................................................................................... 7

Bus Check: ................................................................................................................................................................... 7

Code of Conduct and Discipline .................................................................................................................................. 7

Bus Monitor: ............................................................................................................................................................... 7

Bus Buddies: ................................................................................................................................................................ 8

Assigned Seating ......................................................................................................................................................... 8

Students To Be Met at Bus Stops ................................................................................................................................ 8

Specific Bus Behaviours: ............................................................................................................................................. 9

STUDENT AWARENESS OF BUS RULES AND PROCEDURE: ............................................................................................ 10

VI.

BUS EVACUATION PROCEDURE ................................................................................................................................ 11

The Need to Practice Evacuations............................................................................................................................. 11

When these are performed ...................................................................................................................................... 11

How these are performed: ........................................................................................................................................ 12

Position of the Driver During Evacuation.................................................................................................................. 12

Control ...................................................................................................................................................................... 13

Evacuation Routes..................................................................................................................................................... 13

VII.

HIRING, TRAINING AND DISCIPLINE STANDARDS ..................................................................................................... 14

VIII.

CELL PHONE USE WHILE DRIVING: ............................................................................................................................ 15

IX.

BUS CARE................................................................................................................................................................... 15 640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

DRIVER REMUNERATION .............................................................................................................................................. 15

XI.

BUS DRIVER DUTIES .................................................................................................................................................. 16

Logbooks: .................................................................................................................................................................. 16

Purchasing Of Fuel .................................................................................................................................................... 16

Collisions ................................................................................................................................................................... 16

Incidents .................................................................................................................................................................... 17

Motorists Going Through The Bus’s Flashing Lights ................................................................................................. 17

When driver leaves bus unattended ......................................................................................................................... 18

640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

Part One – Transportation Services Procedures I.

TRANSPORTATION SERVICES OVERSIGHT

The Busing Coordinator is the communicator and liaison between the DSO, and the bus drivers. The Coordinator will manage the day to day operations of the busing in consultation with the DSO. The DSO will seek the advice of the Board on capital purchases, and will report to it.

II.

ROUTES:

SCCS will do it’s best to accommodate all its students. The routes are established to pick up as many children as possible within the time and financial allotments available. Bus routes are re-established each June for the following school year. Changes in bus routes are to be approved by the transportation services committee and reported to the board. Families who register late or fail to notify the administrator of moves may not receive preferred bus service. New stops may be accommodated along existing routes, with the least amount of disruption possible. The busing coordinator will consult with the principal for stops requiring additional run time to the route. A decision will be made within 2 weeks. SCCS does not make major changes to the bussing routes midyear unless there are extenuating circumstances. Parents should leave a 10-15 minute buffer for scheduled activities after school from the time the students should arrive home by bus, in case of mid-year, minor route changes made.

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SCOPE S.C.C.S. Transportation Committee will plan routes whereby the ride time on the bus does not exceed 90 minutes per one way trip for students, under normal circumstances, noting geography may prevent this in some circumstances. **Not including the “LDCSS only” portion of the run PROCEDURE The 90 minute ride time is based on normal traffic and weather conditions, with the following goals: • Families that live less than 10 km from S.C.C.S. – 30 minutes • Families that live less than 20 km from S.C.C.S. – 60 minutes • Families that live less than 30 km from S.C.C.S. – 90 minutes • Families that live more than 30 km from S.C.C.S. – may expect to drive to nearest stop. 640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

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SCOPE For the purposes of efficiency and consistency, S.C.C.S. Transportation Committee has aligned the maximum distance that students may be required to travel to access a bus stop. PROCEDURE • Parents/guardians are responsible for a student’s safe travel to and from a bus stop location to meet the bus. • Maximum Travel Distances** to Bus Stops shall be as follows: • JK-SK – 200 m • Grade 1-Grade 8 – 500 m ** These distances may be superseded by II.A, II.C and II.D

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SCOPE Parents/guardians are responsible for a student’s safe travel to and from a bus stop location to meet transportation. SCCS Transportation Committee is responsible for the selection and location of bus stops. Bus stops will be located in accordance with established policies and procedures and will factor in road, traffic and safety conditions for the student, bus driver and other motorists. In general, buses do not enter courts, cul de sacs or crescents, and typically stay on arterial and/or secondary roads and bus stops are located accordingly. Bus stop locations are periodically reviewed and may be subject to change. Only approved bus stop locations will be utilized for student pick up and drop off.

PROCEDURE When determining a school bus stop location, SCCS Transportation Committee considers multiple factors and the cumulative affect which occurs when more than one factor is present: • School Buses are built to federally regulated safety standards and are equipped with flashing lights to assist students in crossing streets and roadways. Under the Highway Traffic Act, motorists in both directions must stop so that students can cross safely; 640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

• Distance between bus stops must allow for adequate time for the bus driver to activate the lights to alert other motorists; • Traffic Volume will be assessed as required; • Posted speed limits; • Number of travelled lanes that a student may have to cross to meet transportation; • Sightlines to provide visibility for approaching motorists; • Intersections, both controlled and uncontrolled; • Sidewalks, noting lack of sidewalks are not considered for eligibility for transportation or bus stop locations. Sidewalks are a municipal issue and many communities SCCS serves either by design or choice do not have sidewalks. • Physical barriers such as unguarded railway crossings, bridges without sidewalks or railings, unprotected waterways will be factored in when selecting a school bus stop location. • Grade of Road or Curve of Roadway should allow for clear visibility, therefore, natural view obstructions will be considered. • Community bus stops, meaning accessible to a number of students, are used whenever possible.

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SCOPE S.C.C.S. Transportation Committee will do their best to assign safe and accessible bus stops that students (living within 30 km of SCCS) can walk home from their assigned stop. Bus stops that are not utilized regularly cause variable drop-off times in the afternoon, and waste valuable time in the morning, inconveniencing others. PROCEDURE S.C.C.S Transportation Committee may cancel any stop which is not utilized, or intended to be utilized at least 3 times a week, morning or afternoon. It may be merged with the next nearest stop. (i.e., if a stop is used only 2 times a week in the morning, the stop may be removed from the morning route. If the same stop is regularly used three times a week in the afternoon, the stop will remain available to its users for the afternoon drop-off). The Coordinator will contact the family to discuss options prior to any change in route

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SCOPE Bus schedules are created under normal conditions and do not factor in adverse traffic or weather conditions. In order to ensure service is delivered as scheduled, cooperation is required from families, and S.C.C.S staff.

640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

PROCEDURE • Scheduled pick-up and drop off times are approximate. Students should be at their bus stop at least 5 minutes in advance of the scheduled pick-up time. • Buses can arrive at S.C.C.S. up to 15 minutes in advance of the bell time. • The school is responsible for supervision at bus arrival and departure times. • Afternoon buses may begin to depart from the school 5 minutes after the bell time. • Students must be ready to board the bus and depart as the bus will not wait for a student to re-enter the school to retrieve personal belongings. • “Operational delays” – the bus may be delayed on route by traffic congestion, trains, or other unforeseen circumstances up to 15 minutes. Any longer, and the driver will notify the school, and a formal bus delay will be put into action – i.e. call-list utilized. • “Operational ahead-of-schedule” – for the afternoon routes, there may be times when the driver can “shorten” the route – i.e. if some students are not on the bus, at the drivers discretion, and when possible, the route may be shortened for the rest of the students.

III.

BUS DELAYS AND CANCELLATION

Delay/Cancellation of school bus runs - these decisions are made by the Busing Coordinator in consultation with individual bus drivers based on information from the weather reports, radio reports and usually in conjunction with the school Principal. Closing of SCCS or LDCSS - decisions for closures are made strictly by school DSO/Principals.

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On days when weather may be an issue, the coordinator calls the school Principal. The decision is made based upon: x whether it is safe to do the run x whether parents perceive it is safe to do the run. If there are delays or a cancellations, the Principal will post the information on the website: www.sccs.ca, and text notifications will be sent out. If in doubt, check school website as texts are not always reliable.

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Drivers have full authority to call off a trip if they find the conditions are too dangerous. They may be asked to explain their decision later but they will never be pressured into doing a run which they feel is not safe.

640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

IV.

STUDENT SAFETY A.

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When leaving school, before any bus begins to roll, each bus driver will have the Principal, or a staff member physically check the front of the bus, and look under the bus, ensuring there are no stray students. No bus may begin to roll until this is done

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Students are to adhere to all policies of SCCS in the classroom and on the buses. The driver has full authority over his/her riders. If there is improper behaviour, discipline begins with a warning. If that warning is heeded, no further actions are required. If there is non-compliance with the rules or the driver’s instructions, the rider will be moved to a seat near the front for a short or longer term. If there is defiance, the school Principal will be called in. SCCS reserves the right to take whatever action necessary to find a positive solution, including assigning a rider a designated seat near the front of the bus, a 1-3 day suspension of riding privileges or, in the case of complete defiance or serious infractions, an indefinite suspension of riding privileges. The drivers’ primary duty is to drive the bus and to transport riders safely to their destination. However, we recognize that on school runs, they must also “supervise’ the riders. This can be very challenging to do while driving the bus. Bad behaviour is often tough to prove and so drivers sometimes have to “investigate” behaviour problems. We simply ask that they do the best they can and if they are convinced a rider is acting badly, they decide whether it is a discipline issue they can handle or if they should take it to the school the rider attends. We also recognize that the driver may not know the entire story and we need the help of our school administrators to sort out the truth and to prescribe the proper punishment if some is required.

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All buses should have a student bus monitor. Students interested in becoming a bus monitor should complete Form 640-B “Application for Bus Monitor” and submit it to the office for review by the Transportation Committee and/or Administration.

640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

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Bus Buddies may be assigned to small children at the discretion of the school. (Drivers should watch for smaller, vulnerable children, especially those in kindergarten or those with a timid personality. SCCS will assign them a Bus Buddy. Contact the school office if you spot a student who could use such a friend.)

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All students riding on SCCS buses may be assigned to specific seats on regularly scheduled bus runs. The benches are numbered to make it easy for riders to find their seat. 1.

Assigned seating avoids children running to the bus to get “the best seat”.

Assigned seating avoids the shuffling around in the aisle that comes with riders trying to decide which seat to choose that day.

Assigned seating may be strategic, or for behavioral reasons

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For the safety of the students, the following students must be accompanied to, and met at a bus stop by a responsible person each day: • Students in JK/SK-Grade 2 (aged 3-7) • Students with Special Needs Parents/guardians are responsible for the students’ safe travel to and from the bus stop. As the parent/guardian, you are responsible for determining who is responsible for accompanying and meeting your student at the school bus stop. Tell the bus driver who is the designated responsible person for meeting your student. Know that drivers may change due to illness etc. and identify yourself to the bus driver if you do not recognize him/her. Alternate arrangements for a child to be dropped off, may be a neighbor designated by the parent or an older sibling, also traveling on the bus with the student is acceptable; as long as the office/bus driver have been made aware by the parent/guardian. Designation forms will be included with enrollment forms, and available at the office.

640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

When the bus is on time (no more than 5 minutes earlier than scheduled stop time), and there is no one at the bus stop to receive the student at the end of the day, an attempt will be made to contact the family by phone. If no contact can be made, the student will remain on the bus until the completion of the route and will be returned to the school. If no school staff is available to receive the student, the Principal / Vice Principal will be contacted. If the Principal/Vice Principal is unavailable, the Police will be contacted.

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RED ZONE: Riders are forbidden from using the aisle from the third row of seats to the front of the bus while the bus is moving. This is the RED ZONE, the danger zone. If they must enter this zone while the bus is moving, they need permission from the driver who must be aware of them moving into this area and be approved. This should be very rare. The RED ZONE is there to protect riders from being thrown into the dash should the driver need to suddenly apply the brakes. Windows: Never stick arms, legs, heads or any part of the body out the windows. Do not throw anything out of the windows or yell out of the windows. Nothing from inside the bus should go outside through the windows. Inside voices: Inside voices must be used on the bus at all time. No hollering in the bus or from bus windows. BOB - Bums on benches at all times:If a rider’s bum isn’t on a bench while the bus is moving, that rider is in danger! If a rider must stand, or move to another seat, it must take less than 5 seconds. This should be done when the bus is stopped or traveling at a slow speed, and only with the driver’s permission. Horse Play is forbidden: A rider’s two shoes may never leave the floor at the same time unless his/her legs are too short to reach the floor. No climbing over the seats, no knees on the bus seats and never, are shoes allowed on the seats. Aisles : Aisle must be kept clear - especially of objects like back-packs, shoes, etc. Riders may have their legs in the aisle to visit or play games but they must always yield to riders needing to get off the bus or riders making a seat change. Exiting the bus: Riders must be ready to exit the bus when it gets to their stop – riders should be prepared to get off by standing as soon as the bus comes to a stop. The moment the bus comes to a complete stop, (and not before) they should immediately walk to the front of the bus. Throwing of objects: Throwing objects of any kind is strictly forbidden. That includes throwing objects inside the bus but especially throwing things out the windows. Riders will not throw any objects out of the windows at any time. Punishment will be especially harsh for anyone throwing objects out of the window in order to annoy or harass other motorists or pedestrians. Our school name is on the bus and we bear the brunt of the backlash. Alternate Drop-Off Location:if a rider intends to get off the bus at a bus stop other than their own, a request from the rider’s parent/guardian must be made through the school office. The request will be reviewed by the

640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

school office staff. Should the request be approved, the school office will provide confirmation of the route change to the affected driver(s).

STUDENT AWARENESS OF BUS RULES AND PROCEDURE:

Within the first week of school, and when conditions during the school warrant it,each driver will spend an appropriate amount of time going over all the rules with all their riders. The review will include but not be limited to the following: 1) Student Code of Conduct The driver will spend time explaining the Code of Conduct and student guidelines that we issued with the SCCS Policy Manual at the same time. It’s very important to make sure students understand we’re serious. a. All incidents of inappropriate behaviour will start with a judgement as to: 1) what happened 2) how serious the violation of the rules is 3) who is responsible 4) what level of discipline is required. b. Drivers are asked to respond without anger but in a “gentle but firm” manner, stopping the bus at the earliest opportunity and confronting the rider involved. If the offence is of a minor nature, the driver should decide on a response immediately and take measures such as a verbal reprimand or something more serious like moving the student to a seat near the front of the bus for a short term period, just for that run or for a few days, always with the goal of encouraging remorse and improved behaviour, never revenge. If the offence is serious or involves defiance, the driver should take the matter to the Principal as soon as possible. In the case of the morning run, it should be immediately after the run if the Principal is available. In the afternoon, it would have to wait until the next morning unless the offence is so serious, it warrants a call to the Coordinator who will make arrangements to deal with the offence immediately. c. 2) Rider Lists - (Procedure to be determined prior to the start of each school year, as Ontario law is changing) a. All drivers must complete a checklist/attendance sheet each run, this may be done by the bus monitor. These lists will be crucial to the school, drivers and parents pending the passing of the law. 3) “Absolute Law” - All students, who are riding SCCS buses, must never be allowed to cross the street in front of a bus without first getting a clear hand gesture (thumbs up) from the driver that it is safe to do so. This is an “absolute law” with no exceptions for any reason. i. They must stop in front of the bus before stepping into any lane of oncoming traffic. ii. They must look to the driver for an “all clear” signal “thumbs up” before crossing the oncoming lane. 640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

iii. They must not be allowed to proceed into the lanes of oncoming traffic until they get the “all clear” signal wave from the driver. iv. Students must then look both ways before they cross the street. 4) School Bus Incident Report - We will leave it to each individual driver what his/her initial response to poor behaviour will be (see also Section V-A). We suggest those steps be incremental starting with a friendly chat, a more stern chat, moving a student to the front seat for that ride, assigning them to that seat for a few days and so on. However, if there is “defiance” towards the driver, or the behaviour itself is “out of bounds” or beyond the normal nuisance kind of behaviour, drivers should document it (Form 640-D) and take that documentation and the student to the Principal’s office. The Principal will take appropriate action and will keep the reports on file. 5) Evacuation Drills - The Coordinator will initiate safety training sessions for the students very early in the new school year as outlined in Section VIII: Bus Evacuation Procedure.

VI.

BUS EVACUATION PROCEDURE A.

The Need to Practice Evacuations

SCCS believes strongly that the key to safety is knowledge and practice. Safety sessions are crucial in teaching riders what to do in the case of an emergency. If these measures are given in a calm but professional manner, on a regular basis, at least once a year, it will play a major role in helping riders to react calmly if an emergency should ever occur. The Coordinator shall, prior to the first day of each school year, do training with the drivers on Evacuation Procedures. The bus monitors shall be trained within the first month of the school year. The Coordinator shall also ensure that Evacuation drills are done once or twice per year with all students on each bus.

B. x x x x x x

When these are performed The basic rule is that a driver should evacuate the bus when there is greater danger to the students if they stay on the bus compared to getting off. Examples: In all cases of fire When the bus is in an unsafe position and in danger of being struck by another vehicle. When the bus is stalled in the path of a train or is too close to the railway tracks When the bus is too close to an embankment or body of water and there is danger of the ground giving way and the bus slipping It is crucial to understand there is one clear case when you SHOULD NOT evacuate – when there are live hydro lines down around the bus. 640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

C. x x x x x x

x x x x x

How these are performed: The key to a safe evacuation is leadership from the driver who should take the following steps: The driver must recognize the danger and decide if an evacuation is the proper course of action He/she should announce the evacuation calmly but with a sense of urgency. He/she should choose a spot for the students to evacuate to and make it very clear what they should do. He/she should decide which escape from the bus is the most distant from the danger the students face and direct students that way. He/she should instruct senior students to help all students, (especially smaller ones) out of their seats and then out the door directing them to where they need to go, calmly with no running or sense of panic. Students should not take belongings with them. Always count the students as they get off. Send the students to a safe area that is a safe distance from the bus and preferably off the road. Check and double check the bus after the evacuation – frightened students are often tempted to hide Stay with the evacuated students to keep them safe and to reassure them. Call for appropriate help once all the students are safe. No student will leave the scene unless their parent or guardian tells 2 people – the driver and the bus monitor.

Position of the Driver During Evacuation

The position of the driver during an evacuation should be determined by the nature of the danger. All evacuations involve danger. The bus driver needs to decide where the danger is the most acute and needs to position himself/herself accordingly. Generally, the driver needs to be standing in the bus next to the driver’s seat directing the evacuation from the spot where students are most used to seeing him/her. It’s crucial that the bus driver leads the evacuation effort. However, there are several scenarios which might require the driver to be elsewhere. If there are no students big enough and strong enough to support students as they jump from the back door of the bus that is where the driver might feel he/she needs to be. If riders are forced to escape through a side window, a window in the rear door (or a windshield) the bus driver would have to be at that spot to make that escape possible and direct students through that danger point. It may be that the driver is trapped and might have to direct operations from his/her seat if he cannot move.

640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

Obviously, If he/she is seriously injured or unconscious, students would have to carry out the evacuation on their own. The final act of the actual evacuation involves the bus driver thoroughly checking the bus for any student who might have stayed behind or hid. This must be done by the driver since a student should not be left with such a major responsibility.

Control

The key is to avoid panic and the stampede which will inevitably result. A stampede almost guarantees students will be injured, not by the danger outside, but by each other. The evacuation must be CALM AND ORDERLY but quick and decisive.

Evacuation Routes

From the front door - if the threat to the student is not â&#x20AC;&#x153;imminentâ&#x20AC;?, you can conduct a front door evacuation starting with the students from the back of the bus to get students away from the danger there. A senior student helper will stand in the aisle, directing students out of the seat on the left, then the seat on the right, holding his arm in front of the opposite seat so those students cannot leave. Then he or she moves up a seat and does the same. Students will be tempted to all rush out and trample over smaller students so an important part of the job is holding such students back. From the back door - two senior students should exit from the back door, by sitting on the edge of the floor, and slowly hop to the ground, then turn and stand on each side of the back door. They should reach up and support each student coming out of the bus by the arms helping to support their weight as they jump to the ground. Another senior student should be directing the students out of their seats by standing in the aisle at the front of the bus, directing students out of the left seats while holding his arm across the right seat, then directing the students out of the right seat and so on, gradually making his way to the back of the bus. From a window or hatch - if the bus rolls over or the front and back doors are blocked, escape from the bus may have to involve the windows at the centre of the bus equipped with an alarm and designed to allow an escape. The other options is through the roof hatch if the bus has one or the driver may have to break a front or back window as a last resort. Conclusions: it is important to stress to the students that accidents do happen, that several bus riders are killed every year in Canada, usually struck by passing cars. Stress how important it is to get a signal from the driver before crossing the road for students who have to do that. The challenge is to do it in a way that does not frighten them but leaves them convinced everything will be fine if they just follow instructions. It is our goal to provide our students with the safest and most enjoyable bus rides possible. 640 - SCCS Bus Policy & Procedure Manual â&#x20AC;&#x201C; Revised June 2011

Part Two – Bus Driver Procedures VII. HIRING, TRAINING AND DISCIPLINE STANDARDS x x x

x x x

Hiring – This will be done as per the Staffing Policy for SCCS i Training – It is mandatory for all drivers to attend the regularly scheduled safety training as set up by our Coordinator. Monitoring of Performance - Our drivers work in a very open environment and are constantly being observed by school staff, other drivers, parents and riders and our Busing Coordinator. However, formal Driver Performance will be conducted by the DSO in conjunction with the Busing Coorditor. The Coordinator will be in contact with all drivers at least once per week, discussing with them any and all concerns about their performance, the condition of their buses, the weather, roads, and the dozens of other issues drivers face regularly. When the Coordinator is not physically nearby, he is constantly available by cell phone, phone and/or e mail. Records relating to training, driver performance, bus maintenance, rider lists, rider incidents, accidents, incidents or collisions will be documented (using approved forms where available). In the absence of approved forms, information pertinent to the matter at hand must be documented and provided to the Transportation Coordinator and/or the DSO/Principal. Driver abstracts: SCCS may exercise its right to obtain “driver abstracts” from the Ministry of Transportation to monitor a drivers’ performance. Parent Concerns: Parents/guardians may choose to utilize the Grievance/Conflict Resolution process as outlined in the Parent Handbook to communicate their concerns and celebrations with the DSO/Principal. Safe driving habits - There is zero tolerance for any activity or behaviour which compromises the safety of our students or the condition of our vehicles. While major carriers have a dismissal policy which suggests “automatic dismissal” after 3 “at fault” accidents within a two year period for example, this standard is minimal and SCCS may apply an even higher standard Terminating a driver’s privileges is at the sole discretion of the DSO and may result in the termination of their contract if necessary. RESPECT FOR OTHERS: We expect all members of the team to treat each other, their riders and all with whom they come in contact, with the highest respect and courtesy at all times, regardless of the stress of a particular situation or items of contention. EAch driver is to show a team spirit, being willing to pitch in, in whatever manner they are asked, if their circumstances allow.

640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

VIII. CELL PHONE USE WHILE DRIVING: x x x x

IX.

It is illegal in Ontario to use handheld cell phones while driving. It is permitted to use a Bluetooth device. However, we are strongly encouraging you to keep the practice to an absolutely minimum. Hands - Free only Bus related calls only Keep your calls very short or have somebody else make a call for you. If you must make or receive a call, please pull over to a stop.

BUS CARE

Drivers are responsible for cleaning their own bus, inside and out once per week. This is to be documented and submitted to the Bus Coordinator(s).

DRIVER REMUNERATION x x x

x x x x

Salary - will be set by the Human Resource and Transportation Committees and approved by the Board. They will be reviewed yearly. Deductions – Deductions will be made in accordance with Canada Revenue Agency requirements. Snow Days – Drivers will receive a half day’s pay for days on which runs are cancelled because of inclement weather or other factors, days on which the schools normally would be open and on which the drivers would be expected to report for duty. Training – Drivers will be compensated for training time and courses that are set up by the Coordinator. Drivers will be responsible to pay for their own driver training prior to getting their license as well as costs to renew their license and any costs (ie physicals) associated with that. Days for which SCCS drivers are paid: runs they actually drive runs cancelled because of bad weather if they were ready to drive (Will receive a pay equivalent to ½ day regular pay for their run) (They will NOT be paid for days when the school is planned to be closed for whatever reason except the weather such as PD days.)

640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

XI.

BUS DRIVER DUTIES A. x x x

/RJERRNV Drivers must be aware of the legal requirements to fill out two Logbooks: Driver’s Daily Trip Inspection Logbook - Drivers must fill out their Daily Trip Inspection Logbook confirming 1) that a daily circle check was made 2) notation was made of any mechanical issues. Hours of Service Logbook - Drivers must keep an Hours of Service Logbook to track their working hours, Monday to Sunday, driving bus but also covering any other job you may have with a company that holds a CVOR whether they are driving hours or non-driving hours.

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When Bus Drivers are purchasing fuel for SCCS Buses, the method of payment provided by the school must be the only method of payment used. The method of payment will be administered by the SCCS Bookkeeper and the Treasurer.

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1. If you are involved in any “accident” situation whatsoever in which physical contact is made with another vehicle or object causing damage or injury, your first concern is the safety of your riders. Make an immediate decision on the safety and medical issues you and your riders are facing, whether you need to contact the police, fire or ambulance, whether you need to carry out an evacuation of the school bus or take any other immediate action to rescue or protect your riders. Make sure to take the necessary action immediately. 2. Communicate with the other parties involved in the accident, establishing whether they have any emergency involving their health or safety. Call in whatever help is appropriate while always keeping the safety of your own riders as your highest priority. 3. If the other driver flees the scene, immediately notify the police. Always consult your Coordinator or Principal if you have any questions about the proper course of action. 4. Do not discuss with anyone who is to blame, focusing only on what the immediate needs of the situation are. Make sure to exchange all key information such as identity, insurance, licenses, persons you may need to contact such as the Coordinator or Principal. 5. Once those issues have been taken care of, move to less serious but still important matters. If the bus is damaged and cannot be driven safely, arrange with your Coordinator to have another bus (or other vehicles) sent to pick up your riders as quickly as possible. Once the safety of your riders and others is assured, you need to focus on whether you need to set up flares and take other action to warn other motorists of the situation. 640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

6. Once all medical, safety and other issues of immediate concern are addressed, contact your Coordinator or Principal to report the incident and consult on further action to be taken.

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We define incidents as any development which may require our attention in any way, even something seemingly minor. It could be something as minor as a parent angry over your late arrival time or the dirtiness of your bus. There is no need to report such an incident while on your run, but it should be reported after the bus run. If the occurrence involves other motorists, you may need to act more quickly. When a driver calls the school to complain about the behaviour of children they spot misbehaving on a bus, driving behaviour they object to, whatever the issue, we trust that you will have done your best to inform us of the incident at the first reasonable opportunity.

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1. If a motorist drives through the flashing lights of your bus, make sure to establish first that no child has been injured. Obviously, if there is injury, you need to call the ambulance first and then the police. 2. If there is no injury, we ask you to do your best to get a description of the vehicle and especially an accurate license plate number. Once the incident has occurred, and the danger has passed, collect whatever information you can and decide if any immediate action is required. If it is a flagrant violation which may indicate the driver may be a threat to other people, obviously call 911 immediately. Otherwise, wait until you have a reasonable opportunity to report the incident. Here are the steps we ask you to follow: 3. Call the Bus Coordinator and give a brief description of what happened 4. Go to the school at your earliest opportunity (immediately after the morning run), get the required form, fill it out and fax it to the police. 5. Make sure you leave a copy of your report to the police in the files so we know what you have told them. 6. Make sure as well to notify the Coordinator and to describe in full detail what happened. 7. If the incident is flagrant involving erratic driving, you should consider calling 911 immediately so police can track down the driver. 8. As always, if in doubt, call the Coordinator and discuss your options. SCCS Transportation requires all drivers to report any and all “incidents” and of course any collisions with other vehicles or objects, regardless of how minor the situation may seem.

640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

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If a driver must exit the bus when students are on board, he/she must insure bus is in park, with the parking brake applied, and take the keys. If a driver must exit the bus while it is still running (for circle checks etc.), he/she must insure there are NO students aboard the bus, and the door must be closed at all times keeping students off the bus.

The above Appendices and Forms are either completed or pending. If pending, they will be added to the Manual when complete.

640 - SCCS Bus Policy & Procedure Manual â&#x20AC;&#x201C; Revised June 2011

FORM 640-A Driver Confirmation of Policy Observance Transportation policies have been developed to allow all interested parties to work together harmoniously while ensuring the safest transportation system for our students. One key group of the players in our transportation system is the drivers. It is imperative that the drivers have read and fully understood these policies. It is the expectation that all the drivers will follow the approved policies in their day to day operations. These policies are to be read (and re-signed) yearly to ensure that any changes are observed as they are implemented.

Driverâ&#x20AC;&#x2122;s Name _______________________

I have read the Busing Policy and Procedure Manual regarding the transportation of students to and from the Strathroy Community Christian School and will do my utmost to abide by these policies. I understand that if I do not abide by the policies and procedures contained therein, disciplinary action may be taken. Driver Signature

_________________________

Date

_________________________

Coordinator Signature

_________________________

Date

_________________________

640 - SCCS Bus Policy & Procedure Manual â&#x20AC;&#x201C; Revised June 2011

FORM 640-B Application for Bus Monitor Dear ___________________________ Your child, ______________, has indicated a desire to participate as a Bus Monitor for the Strathroy Community Christian School. This is a very responsible position and we invite all students who wish to help keep our buses safe to apply. If your child is to be chosen, they need to understand that they are making a commitment for the entire year. Training for the position will occur within the first month of the school year and will be provided only for the students selected. Please discuss this commitment with your child. Also, please read through the section entitled “The Role of the Bus Monitor” with your child to help ensure that they understand what will be required of them. This is a fantastic leadership opportunity and we are thankful that your child has indicated a desire to help. The Role of the Bus Monitor The bus driver is always fully responsible for the safety of both the bus and passengers. Bus Monitors are trained to assist the driver in this regards by: x x x x x x x x

Helping passengers embark and disembark in an emergency. Reminding passengers of proper conduct. Reporting unsafe behaviours to the bus driver. Showing positive leadership by always being a good example. Being available to help the driver, especially in an emergency. Wearing a belt while on duty to distinguish monitors from the other passengers. Helping the driver cross passengers safely at stops when instructed to. Recording attendance on the bus as required

It is a privilege to be placed in the role of Bus Monitor. While this position requires responsible behaviour on the part of the student it is an opportunity to develop their leadership skills and self confidence while serving in God’s kingdom. We look forward to your child’s participation. Sincerely, _____________________________________ (Principal’s signature) I give permission for my son / daughter to be a Bus Monitor for the school year 20__ / __. I have discussed this commitment with my son / daughter and am sure that my child understands it fully. ______________________________________________ (Parent / Guardian Signature) ______________________________________________ (Student Signature)

640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

Date Policy Established:

June 2011

Date Reviewed

Changes made (Y/N)

If yes – What changes and why

August 2011

Added Section IV part G “Purchasing of Fuel” as per Board Motion at August 17th, 2011 Board meeting

June 2013

Section X: “Student to be met at the bus” and “routes” added

Policy and Procedure Manual was separated into a Board owned Policy (640) and its Procedure Manual which is to be maintained by the DSO and Transportation Services Committee

April 2014

640 - SCCS Bus Policy & Procedure Manual – Revised June 2011

Strathroy Community Christian School

Inclement Weather

August 2013

642

Policy Title

Revision Date

Policy Number

Board

October 2018

Page 1 of 2

Owner

Review Date

Page Number

Chair Name

Mike Buma

Our Mission:Providing Quality Christ-Centred Education Our Vision:To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. Background:As a school we have the responsibility to weigh the risks of transporting students to and from school. SCCS needs to act in a safe and deliberate way to ensure our risks, including legal, have been managed with due diligence. SCCS will follow the guidance of the Thames Valley District School Board as to whether or not it is safe to operate busses on certain days. The information needed to make this decision will be reported to SCCS via the schoolâ&#x20AC;&#x2122;s website www.sccs.ca. This serves as the primary source for school information and our texting and Facebook postings are secondary courtesies. Having the busses cancelled for the day does not necessarily mean the school will be closed. It will be the Principal's decision to have the school open and running as normal or with a modified schedule with the teachers reporting to work accordingly. If the busses are cancelled, but the school is still open, the hours of operation will be communicated via the schoolâ&#x20AC;&#x2122;s website, texting and Facebook posts. The transportation expectation then is that parents will arrange to have their child attend school that day through personal transportation or they will opt for their child to stay home. Specifically: Parents are to check www.sccs.cafor the cancellation or delay of bus service when the school receives word from the bus driver coordinator. x x x x x x

In the event of bus cancellations due to FOG, buses will be cancelled in the morning but will operate in the afternoon as scheduled unless otherwise posted (effective September 2018). In the event of bus cancellations due to any other kind of inclement weather, bus cancellations are in effect for the entire day. In cases when buses are delayed or cancelled due to inclement weather, school will normally remain open at its usual hours but with a modified program, except in extreme weather. In cases of extreme weather, the Principal may decide to close the school. Decisions to close school will be announced on www.sccs.ca, Facebook, and text message. In the event that an inclement weather event occurs or is expected to occur during school hours, the decision to run buses or close school early will typically be made by noon at the latest. In cases of early dismissal, parents will be notified by announcements on www.sccs.ca, Facebook, and text message so that they can make bus drop off arrangements for their children.

Inclement Weather

August 2013

642

Policy Title

Revision Date

Policy Number

Board

October 2018

Page 2 of 2

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Date Policy Established:

Mike Buma

August 2013

Date Reviewed

Changes Made (Y/N)

If yes – What changes and why

May 2019

Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

SCCS Resource Use: Communication Network

Feb 2012

701

Policy Title

Creation Date

Policy Number

Board

Feb 2014

Page 1 of 3

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

Mission: To provide quality, Christ-centred Education Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy Community and beyond. Background: The Board of SCCS has an obligation to ensure that all communications to the SCCS Society and parents are consistent with the vision, mission and strategic plan of SCCS. As such, it is important to provide direction and guidance for the appropriate use of the SCCS Communication Network which includes the Connection, backpack mail, website, facebook, email distribution list, and Community Connection. When requests come forward to the school for permission to use the SCCS Communication Network, the following policy provides a framework to manage these requests in a stewardly and consistent manner. Definitions: Outside interest group: An individual, organization, or group in which SCCS has no governance influence or decision-making authority on the activities of the organization. Scope: This policy provides a framework to all requests from outside interest groups requesting to access the SCCS Communication Network. Specifically: 1. The Board delegates to the Principal as Director of School Operations (DSO) the responsibility and decision-making authority over all requests to access the SCCS Communication Network from outside interest groups using the following criteria; a. The outside interest group must be a not-for-profit; b. The communication must comply with the purpose, vision and strategic plan of SCCS. c. The communication must adhere to SCCS policies including the Confidentiality Policy and Privacy Policy. d. The communication must benefit SCCS either directly or indirectly. These benefits may include: i. Fostering of goodwill in the community ii. Public relations iii. Exchange of services iv. Extension of educational experience 2. Outside interest groups who desire an exemption from any of the above criteria must apply in writing to the Principal.

SCCS Resource Use: Communication Network

Feb 2012

701

Policy Title

Creation Date

Policy Number

Board

Feb 2014

Page 2 of 3

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Gabriella Hoogstra

3. Outside interest groups whose request is denied may appeal in writing to the Principal. The Principalâ&#x20AC;&#x2122;s decision will be considered final, and rationale for this decision will be provided. Decision Tree for Use of SCCS Resources

Is request for Facility Rental or Communication Network?

Facility Rental

Is requesting group notfor-profit?

Refer to Policy 710 Facility Rental YES

Does Request comply with SCCS Mission and Vision and Strategic Plan?

Request Denied (appeal may be made in writing to Principal)

NO YES Request Denied

Does request comply with current or long-term SCCS interests? YES

(appeal may be made in writing to Principal)

Request Denied

Does request comply with SCCS policy?

(appeal may be made in writing to Principal)

NO YES

Request Denied Is there benefit to SCCS? YES

Communication Network

(appeal may be made in writing to Principal)

SCCS Resource Use: Communication Network

Feb 2012

701

Policy Title

Creation Date

Policy Number

Board

Feb 2014

Page 3 of 3

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Date Policy Established: Date Reviewed

Gabriella Hoogstra

February 2012 Changes made (Y/N)

Feb 2014`

May 2019

If yes – What changes and why Change to language to define an outside interest group, adding of vision and mission. Formerly named “Outside Interests Use of SCCS Resources – Communications Policy” Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

SCCS Resource Use: Facility Rental Policy

Feb 2014

702

Policy Title

Creation Date

Policy Number

Board

Feb 2015

Page 1 of 4

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

Mission: To provide quality, Christ-centred Education Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy Community and beyond. Background: God has blessed the Strathroy Community Christian School (SCCS) Society with a great property and facility in which to operate a Christian school program. It is stewardly to allow other uses of the building beyond the hours required for school and society use and presents the opportunity to bring the larger Strathroy community into the SCCS, building awareness of a local Christian education alternative. Additional revenue from facility rentals is a direct financial benefit to SCCS and offsets a portion of school operation costs. A rental policy which encourages active use of our facilities is to be managed in a manner that does not interfere with school and society activities and ensures protection of its assets Scope: This policy is intended to provide a framework for all authorized use of the school facility, equipment, and property beyond school and society use. Specifically: 1. The Board of Directors of SCCS delegates to the Principal/DSO the management of all school rentals. School facilities and equipment are available for rent only when the facility is not needed for scheduled school activities. Facility rentals may not interfere with school or society activities. 2. The Board of Directors delegates to the Principal/DSO the authority to make decisions regarding requests for facility and possible equipment rental fee exemptions. 3. The Principal/DSO, or designate, is to annually review the facility and equipment rental fees and associated custodial fees and make adjustments as appropriate. 4. The Principal/DSO, or designate, shall ensure that potential renters and their intended usage of the facilities: a.are not individuals or organizations in conflict with the vision and mission of SCCS. b.do not conflict with fundraising or community relations events of SCCS. c.are in agreement with the facility use conditions and d.will be held accountable on any concerns regarding improper usage.

Strathroy Community Christian School

SCCS Resource Use: Facility Rental Policy

Feb 2014

702

Policy Title

Creation Date

Policy Number

Board

Feb 2015

Page 2 of 4

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

5. The Principal/DSO, or designate, shall ensure that renters using the facilities provide proof of insurance by way of a â&#x20AC;&#x2DC;Certificate of Insuranceâ&#x20AC;&#x2122;. a.The rental partner agrees to indemnify and save harmless the SCCS from all losses, claims, demands, costs, damages, suits of whatever nature or kind which may arise as a result of the use by the applicant, its servants, or agents of the school licensed. b.certificates of Insurance are to be verified to cover the period of the entire rental agreement term. For longer term rental agreements, yearly Certificates of Insurance are to be filed with the agreement executed. c.Certificates of Insurance and the executed agreements are to remain on file indefinitely. They are to be filed with the Insurance documents of the school as per the document retention policy. 6. The Principal, or designate, shall ensure that renters use the facilities in an appropriate and safe manner, exercising proper control over their own participants. Renters will be responsible for damages to the school building or equipment due to misuse of facilities or lack of adequate supervision. During rental of the facility, the renter will ensure that: a. all activities and events in school facilities must be in compliance with municipal, provincial, and federal law; b. enforce that smoking is not permitted anywhere on school property, c. alcoholic beverages are not permitted on the premises unless expressly provided for herein and the applicant provides a valid liquor license d. vehicles will be parked on school grounds in designated parking areas only e. no changes or alternations shall be made to any facilities unless expressly permitted and provided for in the Rental Agreement (Form # ) f. the facility will be vacated no later than 1 am with the exception of Saturdays when the facility must be vacated by 12pm. 7. The Principal/DSO, or designate, shall ensure that renters pay their rental fees in advance of the events(s) scheduled. In the case of renters with multiple rentals, the Principal/DSO, or designate, shall prepare and send invoices for payment. 8. The Principal/DSO, or designate, shall prepare rental agreements. These agreements should contain information about the conditions of use, rental fees of the facility and equipment, certificate of insurance, hours of use, purpose of rental, as well as information of the individual or organization requesting the rental. 9.The Principal/DSO has the authority to terminate, immediately if necessary, any rental agreement that is in violation of any usage conditions or expectations.

Strathroy Community Christian School

SCCS Resource Use: Facility Rental Policy

Feb 2014

702

Policy Title

Creation Date

Policy Number

Board

Feb 2015

Page 3 of 4

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

RELEVANT DOCUMENTS AND PROCEDURES The Board views the following documents as further expressions of the Board’s intentions regarding SCCS Resource Use - Facility Rental at SCCS: 1. Facility Usage Understandings (811) – This document describes the conditions and expectations of all rental partners regarding the use of SCCS facilities or the playground. It must be signed by the rental partner and must be attached to the Agreement Form. 2. Facility Rental Fees (812) – This document outlines the spaces for rent and all charges relating to these rentals. 3. Facility Rental Agreement Form (813) – This form is used for single date rentals. The form will record the pertinent information of the renter, specifies the fees to be charged and the items that the school will provide for the rental. 4. Long Term Facility Rental Contract Form (814) – This form is reserved for renters that have negotiated a specific, long-term rental relationship with SCCS.

SCCS Resource Use: Facility Rental Policy

Feb 2014

702

Policy Title

Creation Date

Policy Number

Board

Feb 2015

Page 4 of 4

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Date Policy Established:

Gabriella Hoogstra

February 2012

Date Reviewed

Changes made (Y/N)

Feb 2014`

May 2019

If yes – What changes and why Former policy “Facilities Rental 702” , and forms 703 and 704 were related to this policy declared redundant. Updated Vision Statement to include “and beyond”

Media Relations Policy

Dec 2011

801

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 1 of 1

Owner

Review Date

Page Number

Strathroy Community Christian School

Chair Name

Adrian Tamminga

Purpose The policy identifies designated Strathroy Community Christian School (SCCS) spokespersons, and outlines the SCCS processes for providing information to the news media in order to enhance and manage the reputation of our school in the media and local community. Scope This policy applies to SCCSâ&#x20AC;&#x2122;s relationship with all news media, including all print and broadcast media, online and social media unless otherwise delegated to Community Relations. Policy 1.

The Director of Marketing co-ordinates all media related activity unless otherwise

delegated to another individual. This includes issuing news releases and official statements to the media; responding to or coordinating responses to inquiries from journalists; and scheduling interviews or news conferences. 2.

The Director of Marketing is the chief contact between SCCS and media representatives.

He/she relates the official position on issues of organization-wide interest or significance, or for situations that may be sensitive. All media inquiries about such matters should be referred to him/her. 3.

The Executive committee must be notified of all potentially sensitive, contentious or

controversial media inquiries regarding SCCS. In cases requiring a public statement by SCCS, the Director of Marketing will work with the Board to establish the known facts of a situation and summarize the schoolâ&#x20AC;&#x2122;s position, and will issue official statements. In some situations the Board may need to appoint an alternate or other appropriate spokesperson, and interviews or statements arranged as required. Reference: OACS Ray Hendriks (OACS)

Strathroy Community Christian School

Media Relations Policy

none

801

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 2 of 2

Owner

Review Date

Page Number

Chair Name and Signature

Date Policy Established:

December 2011

Date Reviewed

Changes made (Y/N)

March 2015

May 2019

If yes – What changes and why

Changing media contact to Director of Marketing. Added mission/vision. Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Website Policy

Oct 2014

802

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 1 of 2

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

Background: The Website Policy is intended to ensure consistent messaging and promotion of SCCS in order to enhance and manage the reputation of our school through the school’s website. This policy delegates authority over the creation and management of the school’s official website to the Director of School Operations (DSO). Scope: This policy is intended to provide a framework for use of websites owned and managed by SCCS. Specifically: The DSO is the only authorized individual responsible for the management, or delegation thereof, of all factors pertaining to the school’s website; including, but not limited to, content, design and maintenance. The DSO is the only person authorized to have control of the domain name register (i.e. www.sccs.ca). All content to be posted on the school’s website must be approved by the DSO or designate. Any school or Society committee, group or individual who wishes to have content included on the school’s website should contact the DSO or designate. The DSO’s decision regarding content requests is not subject to appeal to the Board of Directors.

Strathroy Community Christian School

Website Policy

Oct 2014

802

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 2 of 2

Owner

Review Date

Page Number

Chair Name

Date Policy Established:

Gabriella Hoogstra

April 2012

Date Reviewed

Changes made (Y/N)

June 2013

March 2015

May 2019

If yes – What changes and why Scope and related document sections added Simplified content and added “DSO or designate” as gatekeeper

Updated Vision Statement to include “and beyond”

Strathroy Community Christian School

Social Media Policy

Oct 2014

803

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 1 of 4

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

Our Mission: Providing Quality Christ-Centred Education Our Vision: To provide outstanding, transformative education of mind, body and spirit so that God will be glorified in the Strathroy community and beyond. “Finally, brothers and sisters, whatever is true, whatever is noble, whatever is right, whatever is pure, whatever is lovely, whatever is admirable—if anything is excellent or praiseworthy—think (post) about such things”. Philippians 4:8 Background: Social media websites and apps are powerful tools for electronic communication that invite people to interact in conversation. Examples include, but are not limited to, Facebook, Twitter, LinkedIn, YouTube, MySpace, Flikr and blogs. Strathroy Community Christian School does not impose guidelines on an individual’s use of social media outside of the school. It does reserve the right to have authority over actions which represent the school or attempt to speak on the school’s behalf through such avenues. SCCS recognizes that any data in the electronic form are legally reproducible and are recognized by the Ontario courts as “documents” which can be used in legal proceedings (Carter, 2011). As such, SCCS imposes certain guidelines on Board members, Society members, employees, volunteers, parents of students, and students of SCCS who use social media with specific regards to SCCS. Scope: This policy addresses the publicly accessible nature of social media, its potential impact on the reputation of our school and school Society, and the risks associated with inappropriate use and/or breach of this policy. This policy also defines the authorized users of social media regarding SCCS. A. Rules for social media use in relation to SCCS 1- Authorization: The DSO is the only authorized individual for representing the school using social media and is responsible for the delegation and tracking of such authority to other individuals. 2- For content creation: a. Be honest and transparent: Only real names should be used and acknowledge when representing SCCS. Be cautious about the content posted to protect yourself and your privacy. b. Be relevant: Post and link information relevant to the SCCS vision and mission. Always keep the audience and expectations in mind. c. Strive for Accuracy: Ensure facts are checked and review content for spelling and grammatical errors prior to posting. If errors are made, be quick to correct them.

Strathroy Community Christian School

Social Media Policy

Oct 2014

803

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 2 of 4

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

d. Use the voice of SCCS: All posts should reflect the values and high standards of integrity held by SCCS, its staff and community. e. Use wisdom and discernment when responding to feedback: Social media settings should be such that only responses by authorized SCCS designate are posted. f. Respond to a negative post using grace and kind words in private format. Keep in mind that ‘tone’ is difficult to perceive in digital formats. If the individual persists, request for a moderator to intervene. B. Staff and Volunteer Guidelines for Social Media Use: In any use of social media: 1- Protect Confidential Information: SCCS’ Privacy Policy and Confidentiality Policy apply to any form of communication to protect the personal information of the SCCS Society, staff, volunteers, parents, and students of the school. The breach of the Privacy Policy and/or Confidentiality Policy has contractual consequences. 2- Respect Copyright Laws and Fair Use: Posts must be mindful of the laws governing copyright and fair use of copyright materials, including school publications and logos. Always attribute quoted text to the original source. For detailed guidelines, consult the Copyright Act (RSC 1985, C-42). 3- Respect your audience, SCCS, and other individuals affiliated with the school: All use of social media must be consistent with the beliefs and values of the school and our Christian community. 4- Do not post illegal, obscene, harassing, etc. information: Do not post any materials that are illegal, obscene, defamatory, profane, libellous, threatening, harassing, abusive, ridiculing, hateful or embarrassing to another person or group of persons or another organization. 5- Respect Terms of Use Agreements: Follow the Terms of Use guidelines for every social media platform that you use. 6- Respect SCCS time and property: All SCCS’ staff time and technology are reserved for SCCS’ educational purposes. As a Christian organization, we believe that stewardship of resources is very important. Access to social media for personal reasons during lunch or after work hours is acceptable, but SCCS requirements still apply. Personal social media activities should not interfere with work commitments.

Strathroy Community Christian School

Social Media Policy

Oct 2014

803

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 3 of 4

Owner

Review Date

Page Number

Chair Name

Gabriella Hoogstra

C. Compliance: 1. The DSO is responsible to ensure this policy is reviewed annually with each staff member and volunteer. The DSO is responsible for the documentation of this annual review. 2. The Executive Committee is responsible to ensure this policy is reviewed annually with each Board member. 3. Non-compliance with this policy could lead to disciplinary action up to and including termination of employment or volunteer relationship with SCCS. D. Identifying Inappropriate Use: Content published in breach of this policy as well as inappropriate or unlawful use is to be reported to the DSO via email to principal@sccs.ca or in written format through the school office.

References: Carter, 2011. â&#x20AC;&#x153;Social Media: An Emerging Issue in the Workplaceâ&#x20AC;?; Terrance S. Carter. Charity Law Bulletin No. 246. March 30, 2011. Retrieve online 29 March 2012 < http://www.carters.ca/pub/bulletin/charity/2011/chylb246.pdf>. "ABC Ministry Sample Social Media Policy". Canadian Council of Christian Charities. March 2012 Bulletin. CCCC.org.

Strathroy Community Christian School

Social Media Policy

Oct 2014

803

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 4 of 4

Owner

Review Date

Page Number

Chair Name

Date Policy Established:

Gabriella Hoogstra

April 2012 Changes made (Y/N)

If yes – What changes and why

March 2015

Removed redundancies Removed rules regarding personal social media usage outside of SCCS

May 2019

Updated Vision Statement to include “and beyond”

Date Reviewed

Strathroy Community Christian School

Print Advertising Policy

Oct 2014

804

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 1 of 2

Owner

Review Date

Page Number

Chair Name

Adrian Tamminga

Purpose: The Director of Marketing works with Community Relations to manage all forms of external marketing for SCCS. Marketing through one avenue: x Ensures cohesive branding; x Allows a concerted marketing plan to be executed; and x Ensures marketing represents the image wanted for SCCS. Scope: Any form of external marketing must be approved by the DSO, Director of Marketing or designate prior to its dissemination. Committees requiring external marketing must submit event/activity details as least one week prior to needing the communication approved for production.

Strathroy Community Christian School

Print Advertising Policy

Oct 2014

804

Policy Title

Revision Date

Policy Number

Board

March 2015

Page 2 of 2

Owner

Review Date

Page Number

Chair Name

Date Policy Established:

Adrian Tamminga

April 2012

Date Reviewed

Changes made (Y/N)

March 2015

May 2019

If yes – What changes and why Added “Director of Marketing” and removed redundancies. Updated Vision Statement to include “and beyond”