E - Part 1 - Operations (Property and Transportation) - General


EA - Operations Goals


File EA



Support services are essential to the successful functioning of our school system. Management of auxiliary operations is, therefore, an important responsibility of the Division administration. Education is the Division’s central function, and all support services shall be guided and provided by this requirement.

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EAA - Operations Objectives


File EAA


The Board believes that the fostering of a cooperative atmosphere between the Operations staff and the instructional staff is of prime importance.

The Board expects its Operations staff to aid, as far as they are able, in promoting the educational aims of the Division.

In order to provide Operations services that are truly supportive of the educational program, the Board establishes these objectives:

  1. To provide a physical environment for teaching and learning that is safe and pleasant for students, staff, and the public. See also: EBA, EI-EID
  2. To provide safe, effective, and efficient transportation for students as designated in policy. See also: EM, EP
  3. To provide support services, resources, and assistance to the educational program as the needs develop.
  4. To maintain buildings and grounds at a high standard through long range planning, routine inspections, emergency response, preventive maintenance, retrofitting, and general improvements.

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EAB - Supervisor of Operations


File EAB



  1. Demonstrates aptitude and ability for assigned responsibilities
  2. Grade twelve academic standing or equivalent
  3. Class 2 Driver’s license
  4. Physically and medically able to perform assigned responsibilities
  5. A minimum of five years of related successful management or supervisory experience.

Reports to: Superintendent/Secretary-Treasurer

Supervises: Staff of the Operations Department

Position Summary:

Under the direction of the Superintendent/Secretary-Treasurer, the Supervisor of Operations is responsible for the organization and supervision of:

Student transportation services
Building and grounds maintenance and cleanliness
Mechanical systems
Capital projects
Student and staff safety
Security of facilities and vehicles

Responsibilities and Duties:

  1. Administers the personnel responsibilities of the Operations Department.
  2. Recommends to the Superintendent/Secretary-Treasurer the hiring, dismissal or transfer of Operations staff.
  3. Administers the annual budget allocation of the Operations Department.
  4. Administers the day-to-day work of the Operations Department.
  5. Manages emergency situations and repair problems that may occur during working hours and after hours, including weekends and holidays.
  6. Recommends to the Superintendent/Secretary-Treasurer policy changes, procedures, staffing alternatives and bus route modifications considered advantageous to the overall operation of the Division.
  1. Keeps abreast of changes and developments associated with the Operations Department through attendance at seminars, courses and conferences as may be appropriate and in accordance with policy.
  2. Communicates regularly with School Principals regarding school needs and Operations Department expectations.
  3. Promotes a positive image for the Operations Department and the School Division through participation in the public relations activities of the Division.
  4. Respects the confidentiality of the information available to the Supervisor.
  5. Performs other job-related duties and responsibilities as they may be assigned.

Terms of Employment:

Management; Regular, full time


Performance of this job will be evaluated according to Division policy.

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EB - Workplace Safety and Health


File EB


The Portage la Prairie School Division is concerned for the safety and health of all students and staff attending and working on, as well as all visitors to, the facilities of the Division. We are committed to providing and maintaining safe and healthy workplaces. Under the direction of the Supervisor of Operations, the Workplace Health and Safety Officer of the Division will assume responsibility for the implementation and maintenance of the Workplace Health and Safety program.

It is the intent of the Division to comply with the requirements of the Workplace Safety and Health Act, the regulations, and the relevant Codes of Practice. It shall cooperate with the Workplace Safety and Health Division of Manitoba Labour and Immigration in implementation of health and safety programs. It shall promote education and foster attitudes that are manifested in a sound culture of health and safety.

Members of the Senior Management team will be responsible for overseeing the establishment of health and safety committees and the implementation of programs in divisional workplaces having 20 or more employees. Representatives, with roles and duties similar to those of committees, will be identified for places having 10 to 20 workers. Individuals at other workplaces will report workplace issues to immediate supervisors, School Principals, or to Senior Management.

The safety and health program to be developed by each committee will be a systematic plan to identify and control safety and health hazards, and to respond to emergencies. It will be workplace - specific. It will obviously take advantage of, and enhance already existing health and safety policies of the Division. Its main purpose is to make safety and health a core value of the workplace.

The Senior Management team will prepare and outline a basic program to be used by each committee in developing their own health and safety program. It will incorporate the 11 elements as identified in Section 7.4(5) of the Workplace Safety and Health Act. See: EB-R

Every person in the Division must integrate good workplace safety and health practices into his/her daily tasks by following safe work methods found in our policies and procedures. Supervisors, employees, students, and visitors - all have a shared responsibility for providing and for maintaining a safe environment by conducting activities in a safe manner, by observing safety rules, and by always practicing safe behavior. Substandard safety and health performance will not be tolerated.

This Workplace Safety and Health policy will be posted in locations where it is accessible and visible to all employees, students, and visitors.

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EB-R - Workplace Safety and Health


File EB-R



The Workplace Safety and Health Act requires that the School Division "establish a written workplace safety and health program for each workplace where 20 or more workers…are regularly employed." [WSH Act 7.4(1)] It further requires that "the employer shall design the workplace safety and health program in consultation with the committee for the workplace…" [WSH Act 7.4(6)] It is recognized that programs will vary somewhat from one workplace to another. There are nonetheless eleven elements that must be present in all locally developed programs. The intent of this administrative rule is to assist each committee to develop its own program and to ensure that it incorporates those elements, as specified under Section 7.4(5) of the Act. They are as follows:

  1. Summary of the Division’s Workplace Safety and Health policy.
  2. The Portage la Prairie School Division is concerned for the safety of students, staff, and visitors. It is intent on promoting a sound culture of health and safety. Senior Management will oversee the establishment of committees and the implementation of programs with plans designed to identify and control hazards and respond to emergencies. A safe environment is a shared responsibility of supervisors, employees, students, and visitors. Substandard safety and health performance will not be tolerated.

  3. Measures to Identify and Control Hazards.
  4. The Committee will list those policies and procedures which are already in place, such as ED - Emergency Situations and Preparedness, or EIG - Fire Drills and Alarm Systems Tests. Measures or systems to identify hazards, such as a Job Hazard Analysis (safe work procedures) for the more hazardous jobs will be developed. Other topics to be considered include mechanisms to address the concerns of workers, record keeping, reports, assignment of responsibilities, etc.

  5. People, resources, and procedures to deal with emergencies.
  6. The School Division’s Crisis Response Plan will form the basis of the Committee’s focus in identifying all potential emergencies. The committee will ensure that it is complete, up-to-date, and understood by all concerned.

  7. Responsibilities

Statements of responsibilities regarding workplace safety and health are to be prepared in regards to the employer, supervisors, workers, and "other persons" (students, visitors, suppliers, contractors, self-employed persons).

  1. Inspections
  2. Schedules and procedures are to be developed. Plans to provide training will be made.

  3. Plans to control chemical and biological hazards.
  4. This will involve the preparation of an inventory of chemicals and biological hazards. The WHMIS (Workplace Hazardous Materials Information Systems) regulation will need to be studied and administered by the committee.

  5. Dealing with contractors and self-employed persons.
  6. In order to deal with the safety and health risks of contracted employers and employees, the program must have a system for evaluating and monitoring outsiders who do jobs at the workplace. This particular aspect of the local program will be developed in close cooperation with Senior Administration.

  7. Training
  8. The committee will develop a long term and an annual training plan. It will determine how the training will be delivered, to whom, and what it will involve.

  9. Investigations of incidents and dangerous occurrences.
  10. Investigations procedures for incidents and dangerous occurrences should state, among other things: the objectives of investigations; who investigates what types of incidents; the type of training the investigators will receive; who receives written investigation reports; who follows up on corrective action; who maintains documents and records; who reports to the Division of Workplace Safety and Health.

  11. Develop a strategy to involve workers.
  12. All employees and other persons need to be involved in efforts to prevent injuries and illnesses. They need to be aware of the Safety and Health Program, know their rights and responsibilities, and understand how to handle concerns.

  13. Evaluation and revision of the program.

Each committee will develop a procedure to address how its program will be reviewed and revised with a minimum of 3-year intervals.


  1. The Workplace Safety and Health Act
  2. An Overview of Workplace Safety and Health Legislation in Manitoba
  3. Workplace Safety Regulation 108/88 (especially Sections 1-37 incl.)
  4. Workplace Safety and Health Committee Regulation 106/88
  5. Code of Practice for Workplace Safety and Health Committees
  6. Workplace Safety and Health Committee Minutes
  7. Workers Working Alone Regulation 105/88
  8. Code of Practice for Workers Working Alone
  9. Sanitary and Hygienic Welfare Regulation 104/88
  10. First Aid Regulation 140/98
  11. Workplace Health Hazard Regulation 62/2003
  12. Workplace Hazardous Materials Information System Regulation (WHMIS)
  13. Administrative Penalty Regulation 62/2003
  14. Safe Work - Student Program
  15. Hazardous Products Act
  16. (Department of Justice - Canada)
  17. Elements of a Workplace Safety and Health Program
  18. A Guide to Setting up a Workplace Safety and Health Program
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    EBA - Providing for a Safe and Secure Learning Environment


    File EBA



    This policy was prepared by a joint Board/Association Committee that was established to address areas of common concern relating to safety and security in the schools (1993).

    The intent of this policy is to provide a safe, secure and caring educational environment that develops the qualities of self-esteem, creative thinking, a love for learning and a respect for self and others. This policy is intended to provide guidelines to ensure such an environment and to provide response guidelines to situations that would affect such an environment. No policy can meet every circumstance that might arise in specific situations. Decisions based on individual circumstances will still need to be made by administrators within the Division, but these decisions will adhere to the guidelines outlined in the policy.

    All employees, students, and visitors within the Portage la Prairie School Division have the right to work, learn and visit in an environment that is safe and secure. However, as with any right, the right to a safe and secure environment carries with it corresponding responsibilities. These responsibilities are outlined below.


    The Board of Trustees of the Portage la Prairie School Division is committed to maintaining a school environment that is safe and secure for its students and staff.

    Division Staff has the authority and responsibility to maintain order and discipline in the school [PSA 96(c)]. In carrying out this responsibility, staff is expected to take those actions deemed acceptable and necessary to maintain a safe and secure learning environment. Staff is also expected to be responsive to the needs of the students and their parents.

    Students are expected to behave in a manner that supports the goal of a safe and secure environment for fellow students, staff, and others, at all times, but especially while on school property, while moving between school and home, and at school-related activities.

    Parents are expected to be supportive of discipline policies, to have their children attend school regularly and on time, to consult regularly with the school and to initiate contact with the school when a need is perceived.

    The Board will carry out its commitment by:

    Supporting the establishment of programs for staff and students that will prevent misbehavior, and providing opportunities for staff training for those programs.
    Establishing Division-wide procedures for dealing with incidents of misbehavior.
    Responding appropriately to those involved in incidents while respecting the due process rights of all concerned.
    Assisting and supporting staff members or students who suffer physical injury, personal loss, or trauma.

    Division staff will carry out their responsibilities by:

    Setting and modeling good examples of behavior, demonstrating respect for authority and due process, and being respectful of parents, colleagues and students.
    Developing and implementing a school based progressive discipline plan which is consistent with School Division policies and procedures.
    Ensuring through regular communication that students and parents are aware of school and Division expectations and the consequences of violating these expectations.
    Acquiring the skills and techniques necessary to deal effectively with student behavior.
    Providing physical and emotional support to those who are involved in incidents that threaten their safety or security.

    Students are expected to be responsible members of the student body by:

    Being aware of and respecting the relevant policies and procedures of the school and Division.
    Being supportive of appropriate non-violent, non-aggressive alternatives for resolving problems and difficult situations by engaging in cooperative problem solving and conflict management activities that foster an environment of positive peer support.
    Being respectful of all School Division staff and other students so that everyone may have an atmosphere conducive to learning.
    Making appropriate use of instructional resources, avoiding defacing of the physical environment of the School Division and respecting the personal property of fellow students and School Division staff.
    Following through with the agreed procedures and activities from the remediation plan whenever they act in a manner contrary to the policies of the School Division.

    Parents are expected to be partners with the Division in achieving a high quality education for their children in a safe and secure environment by:

    Being aware of School Division policies concerning standards of behavior, attendance, procedures for dealing with inappropriate behavior and remediation.
    Communicating with school staff concerning the scholastic achievement and personal deportment of their children/wards at scheduled parent/teacher conferences and on other occasions as requested by either party.
    Being supportive of good learning through a home environment that encourages good study habits, completion of assignments on time and thoughtful enthusiasm for learning.
    Encouraging students to be respectful of Division staff, students, and property.
    Cooperating with the school in developing and carrying out remediation plans when incidents of inappropriate student conduct arise.


    The purpose of this policy is to reinforce the responsibilities of all stakeholders in the educative process so as to provide for and ensure the preservation of a safe and secure learning environment for all involved to learn, work, visit, and to remind those whose actions injure or threaten this environment that there are serious consequences.

    [PSA 58.6 - 58.10]

    See also: AE, AF

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    EBB - Wind-Chill Factor - Indoor Recess


    File EBB


    The Board recognizes that even moderate wind-chills can be dangerous. It relies on school administration to exercise due care and keep students inside when the wind-chill factor becomes such that it may be hazardous for students and staff.

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    EBB-R - Wind-Chill Factor - Indoor Recess


    File EBB-R

    Students should not be outside for recess or noon-hour when the temperature and/or the wind-chill factor exceeds -27°C.

    The following Environment Canada chart may be used as a guide.

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    EC - Accidents to Students and Staff


    File EC


    In all cases of serious accidents or illness, the immediate welfare of the students and staff shall be of prime concern. Parents or immediate family shall be contacted immediately. When deemed necessary, the Principal or designate shall have the authority to call an ambulance to take the student or staff to the hospital. See also: Crisis Response Plan ED, EPC

    An accident report should be made as soon as practicable after an accident occurs. A report must be made electronically for accidents involving physical injury to a person on school premises or while being transported. Reports will be kept in the school and a copy forwarded to the Board Office and the school administration will inform the Division Office immediately if the accident is major.

    In addition, the Division will notify Manitoba Education (Education Administration Services) "as quickly as possible of serious school, including to and from home, incidents where as a result of the incident, any of the following occurs:

    1. a student or staff member requires professional medical attention
    2. a letter is sent home concerning the incident
    3. the media is in contact with the school or division
    4. the police or other emergency services are notified." [Letter D. Yeo, November 1, 2005]

    In the case of a minor accident or illness, first aid shall be given and the person will be kept under observation. If complications arise, the case shall be treated as serious and the above guidelines followed. Parents/guardians will be contacted immediately in all cases involving head trauma.

    An electronic report will be made on the "Accident Report Form" provided by M.S.I.P. for all except minor accidents which occur during school activities. The reports shall be kept in the school with a copy forwarded to the Board Office. See EC-E

    Guidelines on classification of accidents/injuries

    Minor: scratch, bruise, scrape, minor cut, minor sprain, etc.
    Moderate: serious cut, more severe sprain, broken finger, etc.
    Severe: injury to eye, head, face, back, broken arm/leg, etc.

    ***See website below:



    user name: PORTAGE LA PRAIRIE

    password: Available at the Board Office

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    EC-E - Manitoba Schools Insurance Program Accident Incident Report


    Online Incident Report:


    MSBA: Incident Report Form



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    ECA - Incident Report - Employee


    File ECA


    Situations may arise where an employee has been involved in an unusual or emergency incident that could affect the safety and/or welfare of students and staff. It is important for employees to document the details of any such situation. A report on same should be completed and immediately submitted to the Supervisor. See ECA-E.

    See also: EB, EC, ED

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    ECA-E - Incident Report - Confidential.pdf

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    ED - Emergency Situations and Preparedness - Crisis Response Plan


    File ED


    The school administration and the staff shall annually prepare plans to respond appropriately to emergency situations that may affect the students, staff, or facilities of the Division, using the Portage la Prairie School Division Crisis Response Plan. A copy shall be submitted to Division Office before October 31.

    Copies of the school’s Crisis Response Plan shall be located at each site and shall be readily available to the staff. A detailed copy of the school’s composite floor plan should be included in the Plan. A copy of the floor plan shall be forwarded to appropriate community agencies. (e.g. RCMP, Fire Department, City or Municipal Office).

    School administrators and supervisors shall review the Crisis Response Plan with their respective staffs at the beginning of each school year and more frequently as may be required.

    Staff members are encouraged to suggest improvements to the Plan through usual channels.

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    EE - Emergency Closing/Evacuation of Schools


    File EE



    The Board authorizes the Superintendent, or his/her designate, to close the school(s) in the event of circumstances that present a threat to the safety of students, school staff members, or school property. A wind chill factor approaching -45°C is considered to be a hazardous condition for walking and for the operation of the transportation system.

    "The school board shall communicate promptly to the minister any incidental closing of a school from any cause." (M.R. 101/95-10)

    The Minister may close schools at his/her discretion [Education Administration Act, 3(l)i].

    Schools may also be closed and the closure deemed authorized for reasons of Teacher illness, order of a health officer, purposes of polling, or other regulation. (PSA 198)


    A plan for the emergency evacuation of each school is the responsibility of the Principal. This plan shall assure the orderly movement and placement of students in the safest available location and shall be inclusive of and consistent with the regulations approved for the Division. See also: EIG

    Each Principal is responsible for making arrangements to accommodate all students in a nearby indoor location should an emergency arise during inclement weather.

    In case of an emergency it shall be the policy to retain students and staff at either the school site or alternate location until the regular dismissal time. Parents may pick up their children prior to the regular dismissal time providing the Principal is made aware of which students are leaving.

    See also: Division Evacuation Plan

    City of Portage Emergency Plan

    Division Crisis Response Plan

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    EEA - School Closure Due to Adverse Weather Conditions/Emergencies


    File EEA


    If, as a result of inclement weather or other emergencies, it becomes necessary to close a school(s), alter the opening or closing hours of a school(s), or change the operating schedule of school buses, a public announcement regarding the situation will be made over radio station CFRY 920.

    If a school(s) is closed, all school-sponsored activities and public utilization of school facilities will automatically be cancelled or postponed until the school is officially re-opened. This includes social events, club meetings, sports events at home or away, and community school programs.


    A. A school (or schools) does/do not open

    1. CFRY/MIX 96.5 radio is contacted by the Superintendent of Schools or designate.

    2. Students shall not attend school.

    3. Teachers, School Secretaries, and Education Assistants will not be expected to report to school. Under certain circumstances staff may be required to report to an alternate location.

    4. Custodians and Principals shall report to work, if possible.

    B. A school or schools close during the day

    1. CFRY/MIX 96.5 radio is contacted by the Superintendent of Schools.

    2. Students are relocated to an alternative location or, if appropriate, sent home or to the pre-determined billet.

    3. After students are sent home, the departure of the school staff is at the discretion of the Principal.

    4. The Principal is to contact a member of the senior administrative staff prior to leaving the school.

    C. Schools open - buses not operating a.m. and p.m.

    1. CFRY/MIX 96.5 radio is contacted by Operations Supervisor or Superintendent of Schools.

    2. All staff members are, if possible, to attend to their place of employment or contact their Principal or immediate supervisor.

    3. Rural students may attend school, at the discretion of their parents.

    4. City students are to attend school at the discretion of their parents.

    D. Schools open - buses not operating p.m. only

    1. CFRY/MIX 96.5 radio is contacted by the Operations Supervisor or Superintendent of Schools.

    2. Principal arranges alternate accommodation for transported (bus) students according to the pre-arranged billeting plan for each school.

    E. Schools are open - buses run late a.m. or p.m.

    1. CFRY/MIX 96.5 radio contacted by Supervisor of Operations regarding buses that are delayed. Additional detail will be communicated to CFRY/MIX 96.5 as may be applicable.

    F. Buses depart - unable to complete p.m. run

    1. Bus Driver contacts the Operations Supervisor for direction, if possible.

    2. Bus Driver reacts to the situation in a prudent manner while keeping the safety of the students as the first consideration.

    3. If it is necessary to return, students are to be taken to Portage Collegiate Institute, except for Oakville School students who are returned to Oakville School.

    4. The Bus Driver is to contact the Operations Supervisor and stay with the students until relieved.

    5. The Operations Supervisor is to contact a member of the senior administrative staff and the Emergency Plan implemented. School Board Chair is to be contacted by the Superintendent.

    6. CFRY/MIX 96.5 radio is contacted by the Superintendent of Schools, if appropriate, with the details of the Emergency Plan.

    7. All principals of bus students are to be reachable, via phone.

    8. Operations Supervisor contacts principals of bus students. Principals, if requested, attend to PCI.

    See also: EE, EIG


    The following guidelines outline the expectations and procedures of the Division regarding days when the weather or road conditions are adverse:

    1. It is the expectation of the Division that each staff member is at work unless your school or work location has been officially closed.

    2. Generally, city schools will remain open; rural schools will be closed if buses do not run, e.g. Hutterian Schools and Oakville School.

    3. Announcements regarding the “closing” of schools will be made over the radio stations CFRY 93.1 FM, 920 AM or MIX 96.5 FM.

    4. A decision not to attend at a work location is a personal choice and will therefore be treated as Personal Leave. A Personal Leave day for support staff is an unpaid day.

    For Teachers this will not affect other Personal Leave days (2) for which they are entitled (Article 28). Teachers will use one of the following (please include details on their leave form):

    · Paid Personal Day (Article 28 of Collective Agreement)

    · Extra-Curricular Day (if available)

    · Personal Day (sub-rate deduction)

    5. Staff members are encouraged to take into account road and weather conditions and to make their decision based upon safety considerations and other relevant factors.

    Revised Oct. 13, 2011

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    EF - Vandalism, Break-Ins and Thefts


    File EF


    The care and maintenance of all divisional property, including buildings, equipment and vehicles is a priority of the Board. It therefore commits itself to a stern approach to vandalism. Anyone who defaces or maliciously damages divisional property will be held responsible for its repair or replacement.

    "If property of a school division or school district is destroyed, damaged, lost or converted by the intentional or negligent act of a child, the child and his/her parents are jointly and severally liable to the School Board for the loss." (PSA 58.8)

    Damage to divisional or other property occurring during extra-curricular activities or field trips will also be considered to be acts of vandalism.

    School Principals shall:

    1. inform and impress upon students that each student has a role, through example and peer pressure in reducing/eliminating damage to all property, including facilities, furniture, equipment, books, and supplies;
    2. encourage everyone in the school and community to report acts of vandalism;
    3. investigate damage resulting from suspected willful or malicious acts, or neglect, to establish responsibility and to determine whether a claim for restitution is justified. A "Vandalism Report" must also be completed.

    Where a claim for restitution is justified, the Principal:

    1. will determine the amount of restitution to be assessed, and
    2. may request assistance from Division staff:
    1. to determine the amount;
    2. to collect the assessed amount.

    Restitution may be with money and/or work.

    Vandals, if they are students, may be suspended or expelled.

    Occurrences of break-ins and thefts will be reported according to the procedure outlined in EF-R.

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    EF-R - Vandalism, Break-In, & Theft Reports


    File EF-R


    The procedures for reporting break-ins and thefts are as outlined below:

    1. As soon as the break-in is discovered, the RCMP shall be contacted to make certain that they are aware of the crime.
    2. A written report providing details of the total loss and/or damage shall be sent immediately following discovery of the break-in and/or theft to the Superintendent/Secretary-Treasurer.

    This report should include the following information:

    1. The date and time the break-in was discovered, and the person who discovered it.
    2. The date and time the police were advised.
    3. The circumstances under which the break-in took place.
    4. A list of all articles stolen, indicating:
    Brand names and serial numbers where applicable.
    Whether the articles were purchased from student funds, Home and School Association funds, or School Division budget.
    When the articles were purchased (if available).
    The cost of the articles when they were purchased (if available).
    Particulars of damage of school property.

    Note: When the Principal is away from the school during vacation, the report shall be prepared by the Custodian.

    1. A requisition for the replacement of the stolen articles should be arranged with the Superintendent/Secretary-Treasurer. (Note: Do not include on this requisition any personal property of students, Teachers, or other employees).

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