K-12 SCHOOL PD Day - NO CLASSES
"dedicated to the pursuit of excellence"
An upcoming Division event, on Monday, February 1st.
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CA
ADMINISTRATION GOALS
The Board of Trustees expects that, under its policies, and in conjunction with the professional staff of the Division, the administration shall plan, implement, coordinate and supervise procedures and programs which will achieve and maintain the highest possible standard of education in the Division. The Board shall rely on its Senior Administration to provide the professional leadership required, and to specify requirements and expectations for all other administrators and staff members.
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CAA
DIVISION/SCHOOL ADMINISTRATION OBJECTIVES
The major objectives of administration of the Division shall be:
providing leadership in keeping abreast of current educational developments; | |
arranging for the staff development necessary to establish and operate learning programs that best meet the needs of students; | |
coordinating cooperative efforts for the improvement of learning environments; | |
providing necessary human resources, facilities, transportation, equipment and materials, through the wise use of monies available for same; | |
providing access to the decision-making process for channeling improvement ideas. |
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CB
ORGANIZATION CHART
The administrative authority in the Portage la Prairie School Division is vested in the Board of Trustees by the Public Schools Act and by the electoral process. The Board delegates authority to the Senior Administration, who further delegates to others, as shown in the Organizational Chart (CB-E1).
It shows the area of responsibility and the lines of authority between the various departments and persons working within the Portage la Prairie School Division. These lines of authority are intended to show the person to whom each employee is accountable, while at the same time encouraging cooperation and harmony between employees and departments. Any problem or grievance is to be referred to the person immediately responsible for an area before communicating with a higher authority.
The Organization Chart delineates the lines of authority. It reflects two types of authority, as follows:
Direct Line Authority is designated in the Organization Chart by solid lines leading from the Board of Trustees to the Senior Administration, to the Principals and other administrators, and so on. It clearly indicates who is the direct supervisor of each employee in the system.
Functional Authority is designated by broken lines on the Organizational Chart. It does not interfere with Direct Line Authority, but in fact complements it. It represents a degree of authority resulting from the work done with others in the system, in a particular area, as a function of the position held.
The Organization Chart by Personnel shows the persons occupying positions on same (CB-E2).
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CC
SUPERINTENDENT/SECRETARY-TREASURER
Qualifications:
1. Manitoba Education School Administrator’s or Principal’s Certificate.
2. Strong leadership abilities, demonstrated professional commitment and above average interpersonal skills.
3. A minimum of five courses in education administration or a related field.
4. A minimum of eight years of experience in education, five of which are in school administration.
5. Such alternatives to the above qualifications as the Board may find appropriate and acceptable.
Reports to: Board of Trustees
Supervises: All school administration and supervisory staff.
Job Goal:
To act as Chief Executive Officer of the School Division. To promote, directly and through
delegation, a total program which will serve efficiently the overall needs of the Division. To
assist the Board of Trustees in developing strategic plans for the School Division.
To perform the duties of Chief Executive Officer within the provisions of the Public Schools Act,
the regulations of the Manitoba Education and Advanced Learning, and the policies and Annual Budget of the Portage la Prairie School Division.
Performance Responsibilities:
1. Assumes responsibility for needs assessment, evaluation, coordination and planning of the Division, the schools, and the implementation of Board policies and programs.
2. Plans and administers an efficient system to deal with the selection, assignment, training, transfer, supervision, evaluation, lay-off and resignation of all staff, as well as submits to the Board recommendations for all administrative and supervisory staff.
3. Submits to the Board recommendations for suspension, and dismissals of staff. In case of an emergency, has the authority to suspend a member of the staff, any such suspensions to be reported to the Board.
4. Attends and participates in all meetings of the Board and its committees as is practical.
5. Prepares and administers the Annual Budget and establishes and supervises a program of accounting and reporting of the transactions of the School Division acceptable to the Board’s auditors and the School Board.
6. Keeps the Board informed on the need for school sites and school accommodation and makes recommendations thereon.
7. Assumes responsibility for the supervision of the Transportation and Maintenance departments.
8. Suspends, for a period not exceeding six weeks, a pupil who persists in conduct that he/she deems injurious to the welfare of the school.
9. Performs such other tasks as may from time to time be assigned by the Board.
Terms of Employment: A twelve month year.
Evaluation:
The Administration and Public Relations Committee of the Board shall complete a performance
evaluation of the Superintendent by the end of every other academic year. The Chair of the
Board and the Chair of the Admin. P.R. Committee shall review the report with the
Superintendent.
See also DBA
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CD
ASSISTANT SUPERINTENDENT OF SCHOOLS
Qualifications:
Reports to: Superintendent of Schools
Supervises: Student Services Administrator
Supervisor of Hutterian Schools
PERC Director
School Administrators (Program, Curriculum, Instruction)
Computer Consultant
Network Computer Technician
Technology Assistants
Job Goal: To assist the Superintendent in the task of providing leadership in developing, achieving and maintaining quality educational programs and services in the School Division.
Responsibilities:
Terms of Employment: Twelve month year.
Evaluation: Performance of this job will be evaluated in accordance with Board policy.
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CDA
RECRUITMENT AND APPOINTMENT OF THE SUPERINTENDENT(S)
Using The Superintendency -A Joint Resource Document (M.S.B.A.) and Manitoba Association of School Superintendents as a guide, the Board will recruit, select, negotiate a contract with, and appoint a Superintendent(s).
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CDB
SUPERINTENDENT(S) CONTRACT
The employment agreement between the Board and the Superintendent(s) shall be in the form of a contract.
Every contract shall include specific details on the following matters:
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CDC
SUPERINTENDENT(S) DEVELOPMENT OPPORTUNITIES
The Board shall offer the Superintendent(s) encouragement and assistance for his/her own professional development, so that he or she may keep the Board and professional staff informed of new and promising educational developments. The Board expects the Superintendent(s) to attend educational conferences, seminars, workshops, and other professional meetings, visit other school systems, and use other means to keep abreast of current thought and practices in education.
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CDD
EVALUATION OF THE SUPERINTENDENT(S)
The evaluation of the Superintendent(s) shall be carried out by the Administration, Personnel and Public Relations Committee. The evaluations will be based on established guidelines which are known to both the Superintendent(s) and the Board. (See CDD-R)
The Superintendent(s) shall be evaluated at least biennially. The evaluation shall take place by the end of April. In intervening years, the Superintendent will file a Professional Growth Plan in accordance with the document, “Supervision for Professional Growth”.
Two different observation forms may be used.
Observation form CDE-E1, addresses the following areas: |
Observation form CDE-E2, addresses the following areas: |
1 - Board relations and responsibilities. |
A - Personal responsibilities. |
2 - Fiscal and facilities management. |
B - Administrative and professional responsibilities. |
3 - Superintendent/staff relationships. |
C - Community responsibilities. |
4 - Educational leadership. |
D - Instructional supervision. |
5 - Personal and professional attributes. |
E - Physical traits. |
6 - Communications and professional relations. |
F - Emotional traits |
G - Staff relationships |
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CDD-R
EVALUATION OF THE SUPERINTENDENT(S)
Preamble
A fundamental responsibility of the School Board is the management of the human and financial resources of the education system. Performance evaluation is an important part of this responsibility. The ultimate intent of the evaluation process is the improvement of learning opportunities for the children through effective management of schools. The Superintendent(s) evaluation process is intended to be a positive occurrence designed to enhance the performance and effectiveness of the individuals involved and the system they serve. It should be only one part of a process of ongoing, two way communication in an atmosphere of mutual respect and trust. This regulation applies to both the Superintendent and the Assistant Superintendent.
Purpose
Duties
The duties of the Superintendent(s) are as outlined in policies CC and CD.
Frequency
Evaluation should be a continuous process, resulting in the formation of mutual understanding and trust between the Board and the Superintendent(s). The establishment of formal guidelines enhances this process and results in a valuable exchange of views and improved communications. A formal evaluation will take place annually.
A pre-evaluation conference will be held between the Administration, Personnel, and Public Relations Committee and the Superintendent to review the purposes, the process, and the instrument(s) to be used in the evaluation.
Step 1
Members of the Committee may be asked to complete Observation Form CDE-E1, and/or CDE-E2. Other Administration personnel and Division Office staff may be invited to participate. A written preliminary report will then be prepared.
Step 2
This step will be a discussion between the Administration, Personnel, and Public Relations Committee, the Chair of the Board and the Superintendent based on the preliminary report. At this time, ample opportunity should exist for an open, two-way discussion on the items identified within the preliminary report.
The main purpose will be to allow for an open two-way dialogue that provides both the Chair, the Committee and the Superintendent with a mechanism for analyzing the effectiveness of management and leadership practices, and to allow for an opportunity to plan for the future. | |
The end result may identify specific objectives calling for action by the Superintendent. |
Step 3
The resulting written evaluation report will be shared with the Superintendent at an Administration, Personnel, and Public Relations Committee meeting. The report will be signed and dated by the Chair of the Board, the Chair of the Committee and the Superintendent. One copy of the report will be given to the Superintendent and one copy will be placed in his/her file at the Division Office.
Step 4
The Administration, Personnel, and Public Relations Committee will present the written evaluation report to the Board as a whole. The Superintendent may be invited to attend.
Appeal Procedure
A pre-evaluation conference will be held between the Superintendent and the Assistant Superintendent to review the purposes, the process, and the instrument(s) to be used in the evaluation.
Step 1
The Superintendent may complete Observation Form CDE-E2. Other Administration personnel and Division Office staff may be invited to participate. A written preliminary report will then be prepared.
Step 2
This step will be a discussion between the Superintendent and the Assistant Superintendent based on the preliminary report prepared by the Superintendent. At this time, ample opportunity should exist for an open, two-way discussion on the items identified within the preliminary report.
The main purpose will be to allow for an open two-way dialogue that provides both the Superintendent and Assistant Superintendent with a mechanism for analyzing the effectiveness of management and leadership practices, and to allow for an opportunity to plan for the future. | |
The end result may identify specific objectives calling for action by the Assistant Superintendent. |
Step 3
The resulting written evaluation report will be shared with the Assistant Superintendent. The report will be signed and dated by both the Superintendent and the Assistant Superintendent. One copy of the report will be given to the Assistant Superintendent, and one copy will be placed in his/her file at the Division Office.
Step 4
The Superintendent will present the written evaluation report to the Board as a whole. The Assistant Superintendent may be invited to attend.
Appeal Procedure
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CE
SENIOR ADMINISTRATION AND THE ADMINISTRATIVE COUNCIL
Under the leadership of Senior Administration, the Principals, the Student Services Administrator, Strategic Initiative Learning Coordinator, and the Hutterian Education Supervisor, the Strategic Initiatives Learning Coordinator, the Computer Consultant, the Supervisor of Operations, and the Manager of Business and Finance constitute an Administrative Council.
Members of the Administrative Council meet for the purposes of:
planning and coordinating the implementation of Manitoba Education, Citizenship and Youth programs and requirements; |
sharing of information and communication, through Senior Administration, with the Board; |
discussion of matters and issues of mutual interest; |
discussion of topics concerning improvement of learning benefits for students. |
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CF
TIME SCHEDULE - SCHOOL DIVISION OFFICE
The School Division Office will be open from Monday to Friday on the following days, at the hours indicated.
From the first day of school to the last day:
8:15 a.m. to 12:00 noon | |
1:00 p.m. to 4:30 p.m. |
During the Christmas Break, the Spring Break, and Summer Break:
8:15 a.m. to 12:00 noon | |
1:00 p.m. to 4:00 p.m. |
The Division Office is closed on all Statutory Holidays.
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CFA
BOARD OFFICE STAFF - VACATION GUIDELINE
The following guidelines are intended to clarify procedures and expectations regarding vacation time for School Division Board Office staff.
If at all possible, holidays should be scheduled so that they do not increase costs for the Division, and the disruption to the Board Office routines is minimal. |
The majority of holiday time should be planned for July and August, Christmas Break, and Spring Break. |
Vacations taken outside of these periods should be limited to a maximum of two weeks and be approved by the respective supervisor a minimum of two months ahead. Exceptions for special occasions will be considered on an individual basis. |
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CG
SCHOOL ADMINISTRATION
The Board believes that effective school level administration is crucial to the delivery of the educational program. Inherent to this belief is the clear expectation that the appointed Principal of each school will actively support the policies, initiatives, and direction of the Board and Senior Administration. The following responsibilities and duties are further specified in the Principals Job Description.
During the hours of the school day, the Principal is:
The Principal must also:
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CGA
SCHOOL ADMINISTRATION - TIME ALLOCATIONS
The allocation of administration and teaching time for Principals and Vice-Principals, and Principals Assistants shall be determined annually by the Superintendent prior to the beginning of the fall term.
Principal
All schools shall have a designated Principal. The appointment of a Principal shall be as provided for in Board policy. [M.R. 468/88 (27)]
Vice- Principal
Schools with enrollments and/or programs that require additional supervisory and administration time may have one or more designated Vice-Principal(s). The appointment of a Vice-Principal shall be provided for in Board policy.
Principals Assistant
Schools without a designated Vice-Principal may be eligible to have a staff member designated as the Principals Assistant. The appointment of a Principals Assistant shall be the responsibility of the Superintendent in consultation with the Principal(s) concerned. Such appointment shall be made annually prior to the beginning of the fall term. The annual remuneration for a Principals Assistant shall be as outlined in the Collective Agreement.
Weighted Enrollment Guideline for Administration Time
Weighted Enrollment |
Admin. Time Principal |
Admin. Time Vice-Principal |
Admin. Time Principal Asst. |
Up to 50 |
0% |
n/a |
n/a |
51 to 100 |
10 - 25% |
n/a |
n/a |
101 to 125 |
25 - 50% |
n/a |
n/a |
126 to 150 |
50 - 75% |
n/a |
yes |
151 to 300 |
100% |
n/a |
yes |
301 to 400 |
100% |
25 - 50% |
n/a |
401 to 500 |
100% |
50 - 75% |
n/a |
501 to 600 |
100% |
75 - 100% |
n/a |
601 to 800 |
100% |
100% |
Yes |
801 + |
100% |
200% |
n/a |
Weighting Formula: (Based upon September 30 enrollment) K to Grade 6 --------- 1.00 Grade 7 to 12 ------- 1.20 Vocational ----------- 1.35 LAP/PEP ------------- 1.50 Low Inc. II ------------ 3.00 Life Skills ------------- 3.00 Low Inc. III ----------- 5.00 |
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CGB
SPECIAL PROGRAMS ADMINISTRATION
Special programs include summer programs, adult education programs, provincial and federal programs, and other programs of this nature.
The responsibility for arrangements necessary for special programs shall rest with the Superintendent.
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CH
DEVELOPMENT OF ADMINISTRATIVE REGULATIONS
The Board is charged by law with setting up and administering schools according to the provisions of the Public Schools Act as well as other provincial and federal regulations.
To this end, the Superintendent is delegated responsibility for the development of administrative regulations which will serve to further clarify and define Board policy. The Board will be apprised of regulations in a timely manner.
The implementation of Board policies and administrative regulations in the schools is the responsibility of the Principals.
The Board will be apprised of administrative regulations in a timely manner.
SECTION C: GENERAL DIVISION/SCHOOL ADMINISTRATION |
File CHA
BOARD REVIEW OF ADMINISTRATIVE REGULATIONS
The Board will periodically review the administrative regulations to keep current on the procedures being followed in the Division.
See also BE, BED