LOUIS RIEL DAY - SCHOOLS CLOSED
"dedicated to the pursuit of excellence"
An upcoming Division event, on Friday, February 22nd.
SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION) |
File EI
BUILDINGS/GROUNDS/PROPERTY MANAGEMENT
The management of buildings/grounds/property will be a cooperative effort of the School Principal with the assistance of the Supervisor of Operations.
SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION) |
File EIA
BUILDINGS/GROUNDS/PROPERTY SECURITY
The School Principal/site supervisor is responsible for establishing with the Supervisor of Operations, the necessary security plan and procedures to secure the buildings/grounds/property for which he/she is responsible against damage, incidental misuse, and willful criminal acts. They will set up security measures to prevent loss, and establish inventory and inspection procedures which will have the effect of quickly revealing any losses. Security plans and procedures will be consistent with other prescribed Division policies and procedures.
SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION) |
File EIB
BUILDING SECURITY - WARNING SYSTEM
It shall be the responsibility of each School Principal to establish and maintain, in co-operation with the Supervisor of Operations, a security plan for the school. Fire alarm systems and intruder alarms will be installed in the buildings whenever they are required by law, or more if deemed necessary in the judgement of the Principal and senior administrators.
Only employees and other authorized personnel are to be admitted to locked buildings by those with assigned keys. Use of facilities by student or community groups requires prior authorization from the Principal/supervisor and the completion of a "Facilities Use Agreement".
See also: KD
Staff members authorized to use facilities after regular hours must be trained in, and accept responsibility for, the use of the surveillance system. Failure to follow prescribed procedures may result in any additional costs incurred being charged to the school or the employees Department budget.
SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION) |
File EID
BUILDINGS AND GROUNDS INSPECTIONS
"The Principal must inspect the school premises and report any necessary repairs promptly to the Superintendent/Secretary-Treasurer of the School Board or other person designated for that purpose by the School Board, and must endeavour to ensure that the premises are properly cared for by the pupils of the school." (M.R. 468/88-37)
School Principals shall ensure that regular inspections of school buildings and grounds, including playgrounds, be made. (See EIE-E1 to EIE-E5) The MSBA-MASBO Playground Safety Manual is a recommended resource in the performance of playgrounds inspections.
The foregoing does not exempt the staff from their responsibility of reporting to the Principal conditions which they consider a safety hazard.
See also: EB
SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION) |
File EIF
THE CONTROL OF PCB-CONTAINING EQUIPMENT
Preamble
This guideline is intended to assist the staff of the School Division in dealing effectively with health and safety concerns regarding PCBs in schools. The primary objective is to provide information regarding steps to be taken to ensure the safety and health of students and staff.
Where the presence of PCBs in schools may be encountered:
Some media used to mount specimens for microscopic examination, and some immersion oils used for high magnification microscope lenses contain PCBs.
PCBs were used in some hydraulic fluids prior to 1978. Such equipment may be used in power mechanics and maintenance shops.
An inspection of the HID lamps in the Division has determined that the types in use do not contain PCBs.
The fluorescent light ballasts manufactured prior to 1980 may contain about 17 milliliters of PCB sealed inside the capacitor of the ballast. The capacitor is wrapped in paper and sealed in asphalt inside the ballast case. High temperatures may cause the asphalt to soften and leak out of the ballast case. Often this leakage of asphalt is mistakenly believed to be PCB. Asphalt, when cooled to room temperature, will reharden, whereas PCB dielectric from a leaking capacitor will remain as a heavy oil.
Ballasts installed in Manitoba schools are equipped with thermal protectors, and to date, no reports of thermal burn-out with release of smoke and soot have been received. | |
Fires in equipment containing PCBs: |
Such incidents are uncommon and large transformers and capacitors are not likely to be found inside schools.
Training
The School Division will provide training for the following staff members who are primarily responsible for inspections, maintenance, and replacement of PCB-containing equipment, and the clean-up, decontamination, packaging for disposal, and storage of PCB wastes:
Maintenance Supervisor | |
Custodial Supervisor | |
Electrician |
Other staff members will be trained by Division staff in the various aspects of PCB control as part of the ongoing staff training program.
Inspections and Replacement
This is a priority item.
PCB containing fixtures and components are to be replaced with PCB-free fixtures or components:
Where the fixture or component is leaking. | |
In areas where food is stored, prepared, or consumed, i.e. canteens and lunch areas. | |
In Kindergarten rooms. |
Follow-up Action
Inspection of other fixtures and components will occur under routine maintenance procedures. Those found to contain PCBs shall be replaced with PCB-free fixtures and components. | |
Fixtures that are reaching the end of their service life and models with a high failure rate will be given special attention. |
Identification of PCB-Containing Equipment
Each piece of equipment inspected shall be recorded in a master log book, indicating:
Date inspected | |
Name of inspector | |
Location of equipment | |
PCB status, i.e. free or PCB-containing | |
Removed-from-service date | |
Storage location |
Precautions
All students and staff members are to be instructed on a regular basis by their respective Principals and supervisors:
Not to touch fluid leaking from electrical equipment. | |
To immediately report any such leaks to the Principal, supervisor, or Teacher. |
Any leaking equipment, and any area or surface contaminated by leaking PCB fluid (or suspected PCB fluid) is to be isolated until the area is cleaned and decontaminated.
A person familiar with dealing with PCBs is required to supervise the cleaning and decontamination of areas affected by PCBs.
Each site is to have printed guidelines for dealing with PCBs. The document entitled, "Guideline for the Control of PCB-Containing Equipment in Schools", (August 1987) shall be used as on-site reference information.
Storage and Disposal of PCB Wastes
PCB ballasts shall be packaged according to proper procedures and stored in an approved PCB storage drum. The location of the drum(s) shall be approved by Manitoba Environment.
The transportation and disposal of PCBs shall be according to Manitoba Environment regulations.
Inventory
An inventory of all PCB wastes must be maintained. The storage record will indicate:
Date stored. | |
Item description, serial number and catalogue number. | |
Source or location of the item. | |
Authorized signature. |
SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION) |
File EIG
FIRE DRILLS, FIRE ALARMS, FIRE ESCAPES/EVACUATIONS
Preamble
To ensure the safety of students and staff the following three precautions are essential:
Fire Drills
In the interest of safety, fire drills will be held as prescribed by law in each school throughout the School Division. A record of fire drills will be kept by the School Principal.
"A principal is responsible for holding fire drills in the school and may make any rules that he or she considers necessary to ensure the rapid and orderly evacuation of the school during a fire drill." [M.R. 468/88-36(1)]
"A fire drill must be held at least 10 times in each school year and, where practicable in the opinion of the principal, at least once in each month." [M.R.468/88-36 (2)]
"A fire drill must include all occupants of the school." [M.R.468/88-36 (3)]
Procedures for fire drills shall be reviewed at the beginning of each school year.
Fire drills have as their purpose the development of a system of discipline and control in case of an emergency.
as if a normal exit were blocked, | |
during inclement weather, | |
without prior notification to anyone within the school. |
Fire Alarms and Fire Escapes
In Case of Fire/Evacuation
Note: This regulation was developed with the assistance of the Fire Chief of the City of Portage la Prairie (July 20, 1978).
The regulation was reviewed again on December 10, 1991 by the Fire Chief and found to be appropriate.
SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION) |
File EIH
VIDEO SURVEILLANCE
The Portage la Prairie School Division recognizes its obligation to protect the safety and security of students, employees, visitors and its property and to maintain order in its schools, while at the same time balancing and respecting the personal privacy of its students, employees and visitors.
In carrying out its obligations, video surveillance is a tool which the Division may use as a means of protecting its students, employees, visitors and property from activities which are criminal in nature or contrary to the rules and policies of the Division which govern safety and security.
The Division recognizes that its duty of care to its students, employees, and visitors is paramount to all other duties imposed on the Division, and that the psychological benefit to students from feeling safe and protected while in the Divisions care generally outweighs the psychological effect of being surveilled by plain view video surveillance.
SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION) |
File EIH-R
AUTHORIZATION FOR THE USE OF VIDEO SURVEILLANCE
A request to implement plain view video surveillance shall be made by a school Principal by forwarding a copy of the request to the Assistant Superintendent. If the Assistant Superintendent is satisfied that the request is in the proper form and follows the procedural guidelines set out by the Division, the Assistant Superintendent shall forward a copy of the request to the Superintendent. Personal information may be collected by or for the Board for the purposes set out in subsection 36(1) of The Freedom of Information and Protection of Privacy Act ("FIPPA").
Upon receipt of the request from the Assistant Superintendent, the Superintendent shall determine whether the circumstances warrant and justify the use of plain view video surveillance. In making his or her determination, the Superintendent shall consider all of the following criteria:
Where the Superintendent is satisfied that the above criteria are met, he or she may take the recommendation to the Board of Trustees for their final approval.
Where the use of plain view video surveillance has been approved to be used in any school, signs shall be placed in a visible area in all entrances to the school advising that the school is subject to video surveillance.
When collecting personal information directly from the individual whom the information is about, the Board shall inform the individual of:Installation and Implementation of Video Surveillance
The actual installation and implementation of video surveillance shall be conducted in accordance with the following principles:
Use of Surveillance Records
The Division may only use video surveillance records:
Retention of Surveillance Records
Surveillance records shall be retained for a maximum of two (2) years so that the individual who is the subject of the surveillance has a reasonable opportunity to obtain access to it.
In determining what is a reasonable period of time the following factor shall be taken into consideration:
In the case of plain view surveillance, video images may be stored as digital images which will be overwritten as a result of the technical capability of the equipment used. Notwithstanding the foregoing, the digital images shall not be overwritten until two weeks has elapsed from the date when they were first recorded.
If there has been a request for access to video surveillance records made in accordance with FIPPA, that record shall be retained until such time as a final determination has been made as to the validity of the applicants request.
The Secretary-Treasurer of the Division shall make such arrangements to protect the video surveillance records by making reasonable security arrangements against such risks as unauthorized access, use, disclosure or destruction.
Video surveillance records will be maintained in a clean, dry, secured location.
Video surveillance records will be serviced by knowledgeable staff and will not be made available to the public except under access conditions determined by provincial legislation and Division policies.
Destruction of Surveillance Records
Provided that the time period for the retention of video surveillance records has elapsed, the Division may destroy such records.
Electronic records should be destroyed by deleting them from PC, mini or mainframe configurations. Floppy disks containing information due for destruction should be erased or physically destroyed (cut in half or pulverized). Hard drives used for the purpose of storing surveillance records are to be destroyed upon disposal of the accompanying CPU. In cases where faulty hard drives are removed from CPUs for replacement, the faulty hard drive is to be destroyed.
A log of records destroyed that meets the requirements of subsection 17(4) of PHIA must be kept for the destruction of records that contain personal health information. For all other records, school division/district policies and procedures should specify that a log of records destroyed be maintained. The log should include a description of the records, the date range and amount of records, and the date, method and person responsible for destruction. (Manitoba Education Guidelines on the Retention and Disposition of School Division/District Records). See also EJB.
The Division shall not destroy any video surveillance records with the intent to evade a request for access under FIPPA.
SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION) |
File EJA
SCHOOL DIVISION RECORDS MANAGEMENT
The Board believes that effective procedures for the management of School Division records are an essential part of good governing policy. It therefore authorizes the Secretary-Treasurer, as Records Manager/Security Officer, to develop a system for the proper maintenance and disposal of divisional and school records. The implementation of efficient records management, particularly in light of technological change, will enable the Division to discharge its responsibilities to ensure both access to, and protection of, information. The Portage la Prairie School Division accepts as policy the practices and procedures outlined in Manitoba Education, Citizenship and Youths Guidelines on the Retention and Disposition of School Division/District Records and Manitoba Pupil File Guidelines. It shall ensure compliance with the Freedom of Information and Protection of Privacy Act (FIPPA), the Personal Health Information Act (PHIA), and the Youth Criminal Justice Act (YCJA) respecting the collection, use, disclosure, security, retention, and destruction of personal and personal health information.
See also: GBM, JI
SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION) |
File EJA-R
SCHOOL DIVISION RECORDS MANAGEMENT
Responsibility for Records Management
The Records Manager/Security Officer for the Division will be the Secretary-Treasurer, who may delegate duties as necessary.
Each school, site, or department is responsible for the proper filing, retention, and storage of the files and records relative to their sites, and shall designate a staff person to attend to the following tasks:
For specific information regarding Student Records (Pupil Files) see JI.
Ownership of Records
All files are the property of the Portage la Prairie School Division. Staff leaving employment shall ensure that the files and records are transferred to the appropriate member of the sites administration.
Access to Records
All requests for access to school division records, except school and student records (pupil files), will be made through the Access and Privacy Coordinator (Secretary-Treasurer).
Disclaimer
The following disclaimer is to be included on divisional application forms, referral forms, reports, or any form where personal or personal health information is being collected. For a definition of personal information [See JI-C(1)]. For a definition of personal health information, see GBO.
Retention and Destruction of Records
At the expiration of the retention period, records will be destroyed centrally under controlled confidential conditions, unless they are deemed archival. These records are to be forwarded to the Division Office with a list or summary of contents to the Records Manager. The Records Manager will file the summaries or lists in a Disposition of Records log.
Disposition is either:
Destruction of records, or | |
Transfer of records to archives. |
Files and records should be disposed of as soon as possible after the retention periods have lapsed, as per the Guidelines. (See appendix) In most cases, this should be undertaken as an annual procedure.
The log of records destroyed should provide the name of the individual whose personal or personal health information is destroyed, date range, destruction procedure, and name of person supervising the destruction.
Archival Option
Permanent records should be moved into the archives designated in the Retention and Disposition Schedule of the Guidelines (page 12).
Archival options include:
Physical Security
Transmission of Confidential Information
There is no chance the information being transmitted can be intercepted during transmission by unauthorized personnel; | |
The individual sending the fax is authorized to release the information; | |
Cover page of fax indicates, where applicable, "Confidential Information. Disclosure, distribution or copying of the content is strictly prohibited. If you have received this fax in error, please notify the sender immediately". |
Electronic Security
The Divisions Security Officer is responsible for ensuring that the following is adhered to:
Reporting Security Breaches
Any security breaches involving personal or personal health information are to be immediately reported to the Principal or immediate supervisor, who will inform the Privacy Officer (Superintendent). The Privacy Officer will investigate all security breaches and recommend corrective procedures to address security breaches.
SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION) |
File EJB
ACQUISITION, MAINTENANCE AND CONTROL OF DONATED
MATERIALS AND EQUIPMENT
The Board encourages school community initiatives that provide additional resources for the schools. It recognizes the value of playground equipment, computer hardware/software, and sports or other equipment that accrues as a result. The following procedures will, however, be followed by Advisory Council for School Leadership or other parent or community groups or organizations considering either the acquisition of same for schools, or the major renovation or retrofitting of existing equipment.
Acquisition or major renovation
The group or organization will involve the Principal and staff at the early stage. The ongoing input will be sought for all aspects of the projects: educational considerations, safety standards, aesthetics, costs, etc. Senior Administration will be informed of developments as they occur, and will give approval before the project proceeds.
Maintenance and control
Equipment furnished becomes school property and is placed on the schools inventory listing, under the schools control. Usual maintenance requirements are to be submitted to the Division Office through established channels. (See also FC)
SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION) |
File EK
ENERGY CONSERVATION
The Board of Trustees encourages and supports appropriate energy conservation and education programs designed to substantially lower the consumption of electricity, natural gas, heating oil, gasoline and water, and which will develop an understanding of the importance of conservation of all natural resources.
It will be the responsibility of each employee and student to actively participate in the energy conservation program as outlined in the regulation. With the co-operation of all concerned, the School Division will be able to develop and maintain programs for the short and long-term benefit of the students and the School Division.
It is expected that all employees will share the responsibility for the implementation, monitoring and evaluation of the energy conservation program and that recommendations for the improvement of the program will be submitted to the appropriate member of the senior administrative staff.
SECTION E: OPERATIONS (PROPERTY AND TRANSPORTATION) |
File EK-R
ENERGY CONSERVATION PROGRAM
The conservation measures outlined below should be brought to the attention of all employees at least annually, preferably at the beginning of the school year. The cooperation of all concerned will be necessary to make this conservation program successful. Continued emphasis on the need to conserve energy is essential.
Education and information