ADMINISTRATIVE PROCEDURES MANUAL

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A

DMINISTRATIVE

P

ROCEDURES

M

ANUAL

Edmonton Catholic

Separate School Division

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PREFACE

This Administrative Procedures Manual is designed to be the primary written source of

administrative direction for the Division. It is designed to be entirely consistent with the

Board Policy Handbook, and is an extension of policy in the form of procedures. This

Manual may make further reference to other detailed administrative documents that have

been developed to provide specific guidelines on selected matters.

There are five categories in which administrative procedures are placed in the Manual. The

categories are:

100

General Administration

200 Instructional Programs and Materials

300 Students

400 Personnel and Employee Relations

500

Business Administration

Procedures placed in the 100 section are those of a general administrative nature or those

which have applicability to at least two other categories in the Manual. The procedures in

200, 300, and 400 are specific to each of the titles. The Business Administration procedures

include finance, facilities, and student transportation matters.

A logical flow of procedures is attempted in the categories. For example, criteria for student

admission is followed by attendance area requirements, by various safety considerations, by

the maintenance of records, by daily attendance, by supervision and discipline, and lastly, by

evaluation procedures.

Gaps in the numbering sequence facilitate the insertion of additional administrative

procedures that may be developed at a future time.

It is to be noted that the electronic versions of both the Board Policy Handbook and the

Administrative Procedures Manual as well as any handbooks/manuals referenced are always

the most current documents available.

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Administrative Procedures Manual

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Code

GENERAL ADMINISTRATION

AP 100 District Three-Year Education Plan

AP 101 District Annual Education Results Report

AP 102 School Accountability

AP 103 Targeted Instruction Support Review

AP 105 Site-Based Stewardship

AP 110 School Councils

AP 110

Appendix Resolution of Conflicts Involving School Council Members

AP 120 Policy and Procedures Dissemination

AP 121 Development and Review of Administrative Procedures

AP 130 School Year Calendar

AP 131 School Hours of Operation

AP 131

Appendix Outdoor Activities During Inclement Weather

AP 132 Emergency School Closings

AP 140 Responsible Uses of District Information Technology Resources

AP 140

Appendix Passwords

AP 141 Portable Technology Security

AP 142 Software Installation

AP 144 Digital Citizenship

AP 145 Use of Personally Owned Devices (PODs)

AP 146 Electronic Social Media

AP 147 Commercial Electronic Messages (Anti-Spam)

AP 150 District Communications

AP 151 Media Relations

AP 152 Dealing with Parent-School Conflict Management

AP 152

Appendix A Religious Subject Matter Appeals

AP 152

Appendix B Anonymous Letters

AP 153 Material Distribution to Schools

AP 154 Political Canvassing on School Property

AP 155 Protocol for Invitations to the Board of Trustees

AP 156 Visit Protocol

AP 157 Flag Protocol

AP 160 Commitment to Inclusive

Communities in Edmonton Catholic Schools

AP 161 Health and Safety

AP 161

Appendix A First Aid

AP 161

Appendix B Employee Injuries and Accidents

AP 161

Appendix C

Joint Work Site Health and

_{Safety JHSC}

AP 161

Appendix D Site Based Health and Safety Committees

AP 161

Appendix E Scent in the Workplace

AP 161

Appendix F Workplace Inspections

AP 161

Appendix H Footwear

AP 161

Appendix I Personal Protective Equipment

AP 161

Appendix J Entering Confined Spaces

AP 162 Communicable and Sexually Transmitted Diseases

AP 162

Appendix A Routine Hygiene Procedures

AP 162

Appendix B List of Communicable Diseases

AP 163 Possession, Use or Consumption of Tobacco, Cannabis and Other Inhalants

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Administrative Procedures Manual

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Appendix B Reporting Suspicious People

AP 167 Pandemic Response

AP 168 Automated External Defibrillator (AED) Policy

AP 169 Possession and Consumption of Alcohol and Cannabis

AP 170 Ethno-Cultural Relations

AP 171 Respect in the Workplace

AP 171

Appendix A Respect in the Workplace - Employees

AP 171

Appendix B Respect in the Workplace – Contractors and Volunteers

Respect in the Workplace – A guide

to understanding our Respect in the Workplace Procedure

AP 180 Freedom of Information and Protection of Privacy

AP 180

Appendix District Public Website

AP 181 Video Surveillance of Facilities and Property

AP 182 Video Monitoring on School Buses

AP 185 District Records Management

AP 185

Appendix B Student Records

AP 190 Use of Copyrighted Materials

AP 190

Appendix Fair Dealing Guidelines

AP 192 Sale and Distribution of District Produced Print and Media Resources

Code

INSTRUCTIONAL PROGRAMS AND MATERIALS

AP 200 Organization for Instruction

AP 201 Religious Dimension of Education

AP 203 First Nations, Metis and Inuit Education

AP 205 Dealing with Sensitive Issues

AP 205

Appendix Approval of Speakers and Materials for Human Sexuality Education and Sensitive Issues

AP 206 Human Sexuality Education

AP 206

Appendix Approval of Speakers and Materials for Human Sexuality Education and Sensitive Issues

AP 210 Early Childhood Services

AP 211 English as a Second Language

AP 212 French and International Language Programs

AP 213 Inclusive Education and Programming

AP 214 Knowledge and Employability Courses

AP 215 Career and Technology Foundations/Studies

AP 216 Off-Campus Education

AP 218 Special Projects

AP 219 Locally Developed and Acquired Junior and Senior High School Courses

AP 220 Focus Schools and Alternate Programs AP 223 Piloting Courses AP 230 Online Education AP 235 Alternative Education AP 250 Learning Commons AP 255 Animals in Schools

AP 256 Wellness Dogs in Schools

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Appendix Information Form

AP 260 Field Trips AP 261 Co-Curricular Activities AP 270 Home Education AP 280 Program Evaluation AP 290 Research Studies

Code

_STUDENTS

AP 301 International Fee Paying Students

AP 302 Fourth and Fifth Year High School Students

AP 304 Student Exchange

AP 305 School Attendance Areas

AP 306 Out of District Placements

AP 307 PowerSchool

AP 315 Serious Injury or Accidents

AP 316 Administering Medication and Medical Treatment to Students

AP 316

Appendix A Administering Medication and Medical Treatment to Students

AP 316

Appendix B Administering Prescription Medication

AP 316

Appendix C Administering Non-Prescription Medication

AP 316

Appendix D Administering Medical Treatment

AP 316

Appendix E Life-Threatening (Anaphylactic) Allergies and Medical Conditions

AP 320 Access/Retention/Disposal of a Student Record

AP 321 Young Offender Information Sharing

AP 322 Guardianship, Custody or Access Rights

AP 325 Reporting of Children in Need of Intervention Services

AP 330 Attendance of Students

AP 330

Appendix Student Attendance and Re-engagement

AP 340 Specialized Services for Students and Children

AP 341 _{Provision of any Privately Funded}

Services to District Students on District Property

AP 343 Admission of Community Instructors to Schools

AP 350 Student Responsibility

AP 351 Student Code of Conduct

AP 352 Student Conduct on School Buses

AP 353 Investigation of Child Intervention Complaints on School Premises

AP 354 Cooperation with Police

AP 355 Student Suspension and Expulsion

AP 356 Controlled Substance Use and Possession of Paraphernalia Associated with Controlled Substances

AP 357 Vandalism

AP 360 Assessment

AP 361 Promotions and Student Placement

AP 362 Specialized Assessment

AP 365 Course Challenge

AP 370 Student Scholarships and Awards

AP 375 Graduation Exercises

AP 390 Student and Parent Appeals of Decisions

AP 391 Review of Senior High Final Marks

AP 392 Student Voice

AP 393 Time-Out, Physical Restraint, and Seclusion

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Code

PERSONNEL AND EMPLOYEE RELATIONS

AP 400 Hiring and Appointing Personnel

AP 400

Appendix A Criminal Record Check and Child Intervention Record Checks

AP 400

Appendix B Nepotism

AP 400

Appendix C Role of the Staff

AP 400

Appendix D Staffing

AP 401 Staffing Guidelines

AP 402 Human Resource Records

AP 402

Appendix Employee Health Records

AP 403 Safe Disclosure

AP 404 Fraud Detection and Mitigation

AP 405 Working Alone

AP 406 Terms and Conditions of Employment

AP 407 Employee and Family Assistance Program

AP 408 Leave of Absence

AP 409 Leaves of Absence – Secondments

AP 410 Leave of Absence for Political Activity

AP 411 Staff Attendance

AP 412 Vacation Accrual

AP 413 Conflict of Interest

AP 414 Staff Recognition – Use of Division Funds

AP 415 Professional Learning of Employees

AP 416 Request for Staff to Act as

Resource Personnel or Consultants For Out-of-District Activities

AP 417 Retirement Celebrations

AP 418 Long Service Awards

AP 419 Employee Resignations

AP 420 Role of the Teacher

AP 422 Professional Growth, Supervision and Evaluation of Teachers

AP 422

Appendix A Teacher Professional Growth Plan

AP 422 Appendix B Supervision AP 422

Appendix C Evaluation of a Teacher

AP 422

Appendix D Phase 2 Process

AP 422

Appendix E Recommendation for a Permanent Professional Teaching Certificate or a Continuous Contract

AP 422

Appendix F Disciplinary Action

AP 425 Performance Related Termination of Employment (ATA)

AP 426 Reduction of Teaching Staff

AP 427 Job Sharing

AP 430 Role of the Principal

AP 431 Role of the Assistant Principal

AP 432 Eligibility Requirements for School Administrators

AP 434 Replacing Administrators During the School Year

AP 436 Administrator’s Personal Leave

AP 437 Part Time Leave for Administrators

AP 438 Retention of Administrative Allowance

AP 439 Role of the Department Head

AP 440 Role of the Classified Staff Member

AP 442 Evaluation of Classified Staff

AP 445 _{Performance Related Termination}

of Employment

(AUPE, Unifor and OOS)

AP 446 Reduction of Classified Staff

AP 450 Organizational Structure

AP 450

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AP 459 Appointments to Consultant Positions

AP 460 Replacement Teacher Roster

AP 470 Job Descriptions

AP 490 Volunteer

AP 491 Volunteer Coaches, Referees and Supervisors

AP 491

Appendix Respect in Sport – Coach/Activity Leader Program

Code

BUSINESS ADMINISTRATION

AP 500 Budget Management

AP 502 Financial Reporting

AP 503 Capital Reserves

AP 504 Cash Management and Investments

AP 505 Publicly Funded Basic Education and Additional Fees

AP 510 Accounting

AP 512 Petty Cash Accounts

AP 513 Travel Expenses

AP 514 Purchasing Vendor Approval

AP 515 Procurement Services

AP 516 Purchasing Card

AP 517 Inventory of Attractive Assets

AP 518 Ownership and Disposal

AP 519 Surplus Land and Buildings

AP 520 School Community Fundraising Activities

AP 525 Partnerships

AP 525

Appendix Ethical Guidelines for Business-Catholic Education Partnerships

AP 526 Donations and Gifts

AP 527 Sponsorships

AP 530 Insurance Management

AP 540 Acquisition of Real Property

AP 541 Capital Project Planning,

Accounting and Reporting

AP 542 Infrastructure Maintenance and Renewal (IMR) Planning, Accounting and Reporting

AP 543 Maintenance and Capital Construction Tendering

AP 544 Naming of Facilities

AP 545 Access to Buildings

AP 546 Building and Grounds Maintenance

AP 547 Private, Public, Partnership (P3) School Requirements

AP 548 Environment – Care for Creation

AP 549 Playground Equipment

AP 550 Use of District Facilities

AP 550

Appendix A School Responsibilities Under the Joint Use Agreement

AP 550

Appendix B Use of District Facilities ACSTA Principles, Process and Guidelines

AP 551 Surplus Space

AP 560 Student Transportation

AP 560

Appendix A Student Transportation – Curb Service

AP 560

Appendix B Student Transportation, Special Needs – Community School

AP 570 Fleet Management

AP 580 Use of District Owned Vehicles