K - School/Community Relations


KA - School - Community Relations Goals


File KA


It is the intent of the Board to have each of the schools become an integral part of the community it serves. It directs the administration of each school to work towards this goal. The Board encourages the public to become aware of all aspects of the educational system.

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KAA - School - Community Relations Objectives


File KAA


The Board believes that effective schools need the goodwill, respect, and confidence of the public if the School Division is to succeed in its educational mission. To that end, the Board establishes these objectives:

  1. to identify the public’s aspirations for their children by maintaining a close relationship with constituents;
  2. to promote public understanding of all aspects of school operation, both at the divisional and local levels;
  3. to involve citizens in the work of the schools, and to encourage public participation in school activities.

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KB - Public Information Program


File KB


The Board recognizes that the school system is only as strong as the informed support of the people of the School Division. It shall therefore provide information to the public by:

  1. declaring all regular Board meetings to be open to the public, except items deemed to be confidential, that are discussed in camera. [PSA 30(3)] (see also BC, BCA, BD, BDA);
  2. issuing news releases on matters of policy, program, and fiscal concerns which it believes are important for public knowledge (see also BDD);
  3. attempting to keep employee groups, parents, community members, and the general public informed on the policies, programs, and plans of the School Division.

In addition, the Board is cognizant of the legal obligations placed upon it. It will therefore also:

a. publish a summary or a condensation of the annual financial report and state in the publication thereof that a copy of the audited financial report is available for inspection by any resident elector [PSA 41 (1)(d)];

b. make available for examination and inspection in the offices of the Secretary-Treasurer’s Department a copy of:

    1. the final budget for the current year or any year within the last five years as adopted by the Board and submitted to the Schools Finance Board, but excluding therefrom information that may be related directly to any individual employee or to any current negotiations in respect of employee remuneration or benefits [PSA 41(1)(i)];
    2. the audited financial statements of the School Board for any year within the last five years [PSA 41(1) (e)];
    3. the Annual Compensation Report as required under the Public Sector Compensation Disclosure Act, 6(1).
c. provide opportunity for consultation with school advisory councils or local school committees in the School Division before approving its annual budget [PSA 178(1)];

d. provide to school advisory councils and local school committees any information that is reasonably necessary for their operation including a summary of Board minutes. [PSA 41(1)(v)].

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KBA - Community Involvement in Decision Making


File KBA


The Board believes that the school belongs to the community that it serves. It therefore intends that all reasonable efforts should be made to identify the desires of the community and to be responsive, through its actions, to those desires. There are two major ways in which the will of the community shall influence the development of Board policies:

  1. Trustees are elected by ward to represent all the constituents of the Division.
  2. All citizens of the Division are encouraged to express ideas, concerns, and opinions about the school through such means as:
written suggestions or proposals;
presentations at hearings or at Board meetings (see also BD and BDA);
responses to surveys made regarding education;
attendance at open meetings of the Board; and
active involvement with the school’s Advisory Council for School Leadership.

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KC - News Releases


File KC


The Board shall encourage sound relations with the press and other communications media. The Senior Administration shall plan for periodic releases to the press and other communications media, which will provide information to the community concerning divisional programs and plans.

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KD - Community Use of School Facilities


File KD


"A school board may, subject to such terms and conditions as it may impose, permit the use of any property of the school division or school district with or without fee." (PSA 73)

The Board of Trustees subscribes to the idea that the public schools are owned and operated by and for its patrons, and that the schools become an integral part of the communities in terms of their intellectual and social development. The Board therefore encourages the public use of Division facilities to the greatest possible extent, subject to the educational needs of the schools. This policy is not intended, however, to place school facilities in competition with existing community facilities available.

School budgets are set to provide for the expenses of operating the educational system and of maintaining the buildings and grounds for the benefit of school children. Additional costs incurred through public use of facilities will therefore need to be recovered through the charging of appropriate fees. The basic rental fee will be reallocated to the respective school’s general budget.

Principals are authorized to process requests for the use of school facilities according to the requirements outlined in the "Agreement Respecting the Use of School Facilities." (See KD-E)

All activities are to be supervised by an adult acceptable to the Division.

During hours when the building is not normally open, staff of the Division are to be assigned on site responsibility for security, safety, and cleanliness of the facility.

The following organizations are eligible to use school facilities:

Group I

Adult groups, such as Parent Councils and booster organizations, organized for the express purpose of supporting authorized School Division programs.

Character building, recreational, and educational groups of school-age children of the Portage la Prairie School Division.

Organized School Division area non-profit adult groups using the facilities for non-commercial purposes. This group includes such organizations as Block Parents, service clubs, political parties, etc.

Government entities; i.e. Provincial, City, Municipal groups or committees operating within the School Division, including groups covered by joint use agreements, University and Community College courses.

Group II

Non-profit organizations using buildings or facilities for fund-raising activities.

Religious organizations using facilities for church services, Sunday School, or other related activities for predetermined periods of time.

Group III

Profit-making groups or individuals who use Division facilities to conduct commercial enterprises.

Fee Schedule

Group Regularly Staffed School Days Other Days

I no fee hourly rates, if required

II no fee hourly rate

III rental rate rental rate + hourly

$35/hour with a

$200/day maximum)

NOTE: Granting the use of school facilities shall not be considered as endorsement or approval of a group or organization, or of the purposes they represent.

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KD-E Agreement Respecting the Use of School Facilities.pdf

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KDA - Emergency Use of School Facilities


File KDA


In the event of emergency situations affecting the welfare of the citizens of the School Division, the services and/or facilities of the Division will be made available to assist with the situation.

Every effort shall be made to minimize any disruption to the school system, and in the event that long term support is required, the full responsibility of the School Division to its students shall be maintained.

Public requests for emergency support from the School Division should be directed to one of the Senior Administrative staff (Superintendent, Assistant Superintendent) or in their absence a member of the Board of Trustees.

See also: - By-Law N. 7322 – City of Portage la Prairie (1991)

- Peacetime Emergency Mutual Aid Agreement with City of Portage la Prairie

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KDB - Use of School Facilities by Division Personnel


File KDB


The following guidelines are to be followed in arranging for the use of facilities during hours when the school is not normally open:

1. Staff of the Division will be assigned responsibility for security, safety, and cleanliness. The names of those responsible are to be recorded on the agreement form. The form should be filled out at least one week in advance of the activity.

2. A school Custodian may be assigned to supervise school facilities under the following conditions:

  1. for any event where the number in attendance may exceed 40 people, or the ratio of supervisors to attendees exceeds 1:20;

  2. for any event where there is a rental fee charged;
  3. for any event where the sponsoring group charges an admission fee, registration fee or solicits donations;
  4. for any event that exceeds 3 hours;
  5. for any event, including those outlined above, as determined by the Principal or Supervisor of Operations.
3. A School Division employee, familiar with the building, other than a Custodian, authorized by the Principal and Supervisor of Operations, may be assigned to supervise school facilities under the following conditions:
  1. the participants are employees or students of the Division, the number of participants does not exceed 40 at one time, the duration is less than 5 hours, and the supervisor/participant ratio is at least 1:20;
  2. this person takes on the responsibility of Custodian in #4;
  3. it is the responsibility of the Principal to ensure that the supervising personnel takes on the responsibility of the Custodian.
4. The responsibilities of a Custodian assigned to supervise school facilities, during non-school as well as during school hours, shall be:
  1. to open the building prior to the scheduled event;
  2. to check the area to be used and associated spaces e.g. washrooms, to ensure that all facilities and equipment are in good operating condition;
  3. to monitor the use of the facilities throughout the scheduled time, to ensure there are no problems with the facility or with the people utilizing the facility;
  4. to carry out additional custodial responsibilities as time permits;
  5. to deal with problems directly, or by contacting the appropriate supervisor;
  6. to carry out the required clean-up following the event;
  7. to close up the facility according to established procedure.

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KDC - Use of School Facilities for Grief-Related Activities


File KDC


School facilities shall normally not be used for wakes, funerals, memorial services and activities of a similar nature.

  1. In rare and unusual circumstances, the School Crisis Response Team may forward a detailed request for an exemption from the above restrictions to the Division Crisis Response Team for consideration.
  2. The School Division remains fully committed to providing emotional support to students and staff following the death of an individual student or staff member, as per the Division Crisis Response Plan.
  3. See Administrative Regulation "Memorial Services for Schools." (KDC-R)

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KDC-R - Memorial Services for Schools


File KDC-R


Note: The following guidelines in no way limit the school’s commitment to provide emotional support to students and staff following the death of an individual student or staff member. For additional information, please refer to the Division Crisis Response Plan and Policy KDC – Use of School Facilities for Grief-Related Activities.


In general, the role of the school is to support community activities such as funeral services, memorial services, etc. There is increasing pressure being put on schools to become the central location of formal grieving activities for students. This trend should generally be resisted. While the school has a role to support the emotional needs of both students and staff during a death or tragedy, the School Crisis Response Team should keep in mind the following in their consideration as to what is appropriate:

There will undoubtedly be a comparison of memorial efforts by the school(s). This can lead to contention and rancor just when it is not needed. Thus, all school memorial activities must be seen as establishing a reasonable precedent that may be continued when other school-related deaths occur.
School-based memorial activities may be mistakenly interpreted as indicating a tacit attempt to end the grief process, when the school should be signaling that the grief and healing process can go on for as long as necessary to facilitate optimal recovery.
School-based memorial activities, particularly at the Junior and Senior High level, can easily lead to non-sanctioned activities by students (e.g. ‘goodbye’ mural on a gym wall, creation of a ‘shrine’ at the student’s locker, etc.) The potential for unnecessary conflict with students at a very vulnerable and emotionally laden time is extremely high.
School-based memorial activities can lead to secondary emotional trauma for vulnerable staff and students who are expected to use those same school facilities after the memorial event.
Memorials following a suicide must not occur as they have been shown to elevate the risk that other vulnerable students may make an attempt.

Acceptable Activities

The following are simply representative of activities that schools may choose to do in remembering an individual:

School representation at community funerals, community memorial activities, etc.
Brief remembrances attached to other school activities such as a ‘minute of silence’ the morning of the scheduled funeral, etc.
‘Living’ activities such as planting a tree, raising money for a charity linked to the student’s interests, etc.
Special memorial notice in the school yearbook.
Flowers and/or cards of condolence from the school, students, classrooms, etc.

Requests for Exceptions

In situations involving violent death, multiple deaths, and other extraordinary circumstances, the school may feel the need to support its students in ways different than those listed above. In such circumstances, the School Crisis Response Team must consult with the Division Crisis Response Team before proceeding.

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KDD - Community Use of Folding Chairs


File KDD


The Board of Trustees recognizes the importance of supporting activities of the community. Service clubs and other Group I Organizations, (see policy file KD), may benefit from the availability of folding chairs for functions held in the School Division.

The Division will support the loan of folding chairs under the following conditions:

  1. School programs will have first priority on the use of folding chairs.
  2. The responsibility for the pick-up and return of the chairs rests with the group. Chairs must be properly transported, stored, and returned in the same condition as received.
  3. Chairs are to be returned to the site specified.
  4. Requests must be submitted in writing, indicating the name of the group and the individual responsible for the chairs.
  5. The borrower is responsible for obtaining insurance coverage for the chairs.
  6. The borrower must accept responsibility for the cost of replacement or repair of damaged, lost, or stolen chairs, not covered by the borrower’s insurance coverage.
  7. Chairs must be returned within 36 hours, unless alternative arrangements are approved by the Supervisor of Operations.
  8. The chairs must not be used for personal gain or any type of business activity.
  9. A nominal fee, to be set annually by the Board, will be assessed on a per chair basis. The revenue will be allocated to a chair replacement fund.
  10. The nominal fee is intended to cover the 36 hour time period.

Folding tables will not be available for loan.

The Board reserves the right to decline a request to borrow chairs and to revise or waive the nominal fee.

The nominal fee is payable in advance. A damage deposit may be required.

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KDE - Public Conduct on School Property


File KDE


Whenever school is in session or during a school activity or event, the Principal has control over public conduct on the school property. [M.R. 468/88 – 28(1)(2)] (See also KEB)

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KDF - Smoking on School Premises at Public Functions


File KDF


Consistent with The Smoking and Vapour Products Control Act of the Province of Manitoba, smoking or vaping shall not occur in school buildings or on school property.  (See also AI)

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KDG - Alcohol on School Premises - Public


File KDG


The consumption or possession of alcohol in or on School Division property is prohibited except for special circumstances approved by the Board. (See also AJ)

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KE - Public Solicitations in the Schools


File KE


The Board approves the placing of UNICEF boxes in schools during the last week in October and the distribution to students of poppies with respect to Remembrance Day by Canadian Legion representatives. Principals will make specific arrangements with the respective organizations.

Other charitable solicitations in or on school premises by the public will be allowed only at the discretion of the Principal. The Principal should be mindful that the purpose of the school is for the education of pupils and as few interruptions as possible should be allowed. (See also DEA, DKC, KEA, and KG)

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KEA - Advertising in the Schools


File KEA


The facilities of the schools of the Portage la Prairie School Division shall not be used to advertise, for the advantage of private organizations, activities not related or directly beneficial to the students.

Notices for upcoming community events or school related activities are subject to the approval of the Principal. Approved notices may be posted at a location determined by the Principal.

(See also: KG)

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KEB - Visitors/Unauthorized Persons in the School


File KEB


"Subject to the regulations, a school board may decide who shall be school visitors."

[PSA 48 (1) (s)]

All persons, other than the staff and students of a school, shall be regarded as visitors and shall, upon entering the school, report to the School Administration Office and make their presence known to the Principal, and further, state the purpose of the visit

No person shall canvass or sell or offer to sell goods, services, or merchandise to a Teacher or a pupil on school premises without prior approval of the School Board or a designate of the School Board. [PSA 231(1)] Any unauthorized person on school property will be reported to the Principal.

No person shall disturb or interrupt a school, a class in a school, or an activity of a school by his or her actions on school premises or in close proximity to school premises, or trespass on school premises. [PSA 231(2)]

A Principal, or a person authorized by the school, may direct any person to leave school premises who:

  1. causes a disturbance or interruption;
  2. trespasses on school premises; or
  3. is present on school premises for a purpose not reasonably associated with the normal functioning of the school. [PSA 231(3)]

A person who is directed to leave school premises under Section 231(3)

  1. shall immediately leave the premises; and
  2. if the person has been given an oral or written notice to that effect by the Principal or person authorized by the School Board, shall not enter on school premises again, except with prior approval of the Principal or authorized person. [PSA 231(4)]

The Principal, or a person authorized by the School Board may, in order to maintain order on school premises or to enforce a notice given under Section 231(4)(b), require adequate assistance from a police officer. [PSA 231(5)]

A person who contravenes this section, Section 231, is guilty of an offence and is liable on summary conviction:

  1. in the case of an offence under Section 231 to a fine of not more than $1000; and
  2. in the case of an offence under Section 231(2) or (4), to a fine of not more than $5000. [PSA 231(6)]

When a person is convicted of an offence under Section 231(2) or (4), the court may, in addition to imposing a fine, make an order having one or both of the following effects:

  1. prohibiting the person from entering or being on the school premises in respect of which the offence was committed;
  2. requiring the person to comply with any conditions the court considers appropriate in the circumstances for securing the person’s good conduct and for preventing the person from repeating the same offence or committing other offences.

It is understood that this policy applies after school hours as well as during school hours.

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KF - Public Complaints/Concerns


File KF


In the interest of handling complaints/concerns fairly and expeditiously, the Board advises the public that the proper channeling of same pursued in good faith at each level in the following order:

  1. Staff member concerned;
  2. Principal or supervisor of that staff member;
  3. Senior Administrative staff;
  4. School Board;
  5. If the dispute involves appropriate educational programming, the matter may be brought by the complainant to the Minister’s review committee.

When a complaint/concern is made to a Board member as an individual, the Board member will:

  1. ask the complainant to contact the Teacher or Administrator directly, or the person most closely associated with the complaint/concern;
  2. refer the complainant to the appropriate Board policy or regulation if applicable;
  3. if the complainant has gone through the chain of command and is still dissatisfied, advise the complainant that the matter may be brought to the attention of the Board by formal request.

Whenever possible, alternative dispute processes that are culturally appropriate will be sought.

No member of the community shall be denied the right to express complaints directly to the Board, however, complaints received by the Board will be referred back through the proper administrative channels for solutions before investigation or action by the Board. Exceptions are complaints that concern Board actions or Board operations only.

Members of the public filing complaints against the Portage la Prairie School Division are requested to do so on the prescribed form. (See KF-E)

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KF-E Public Complaint Report.pdf

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KFA - Public Complaints/Concerns About Learning/Instructional Resources/Materials


File KFA



The Board of Trustees, though it is ultimately responsible for all book purchases, recognizes the right of Teachers and administrators to select books and other material in accordance with current trends in education and to make them available in the schools. The selection of material for use in the schools shall be in accordance with the following guidelines:

  1. Books and other reading material shall be chosen for values of interest and enlightenment of all students in the community.
  2. Every effort will be made to provide materials that present all points of view concerning the problems and issues of our times.
  3. Suggestions and/or complaints regarding books and other instructional material are to be submitted in writing to the Principal concerned or the Superintendent’s Department.

In accordance with No. 3 above, the Board has adopted the following practice when dealing with censorship of books or other materials:

  1. That the final decision for controversial reading matter shall rest with the Board after careful examination and discussion of the book or reading material with school officials or anyone else the Board may wish to involve.
  2. That no parent or group of parents has the right to determine the reading matter for students other than for their own children.
  3. The Board does, however, recognize the right of an individual parent to request that his child not be required to read a given book, provided a written request is made to the Principal concerned.
  4. Any parent who wishes to request consideration of the use of any book must make such a request in writing to the Principal or Superintendent’s Department on the prescribed form. (See: KFA-E)

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KFA-E Instructional Material Complaint Form.pdf

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KFB - Public Complaints/Concerns About Policies


File KFB


Public complaints about policies shall include the following procedures:

  1. Anyone complaining/concerned about any Board policy or about the need for a policy shall have an opportunity to examine the Policy Manual and seek clarification or explanation from the Administration.
  2. If the complainant wishes further action, a written request will be submitted to the Superintendent’s Department. It should include suggestions that would be beneficial to the Board’s task of amending policy if necessary.

A form is available to request policy changes by the Board (See BE-E)

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KG - Distribution of Materials in the Schools


File KG


Individuals or groups wishing to distribute information or materials through the divisional mail delivery service shall first receive approval from the Superintendent’s Department. If approval is given, the sponsoring individual or organization may be required to assume copying and/or delivery expenses resulting from the request.

Individuals or organizations may approach schools directly with requests to advertise within the school. The Principal has the authority to approve or decline requests to distribute information in the schools. He/she may choose to consult the school staff and/or the Advisory Council for School Leadership.

Attention shall be given to the following guidelines when requests to distribute materials in schools are being considered:

  1. All decisions must be within the requirements of other Division policies.
  2. The primary function of the school is the education of the student and all materials/activities approved for distribution advertising must have educational value to students.
  3. Schools should not become a vehicle for the circulation of materials intended primarily for commercial gain, or which, for political or religious reasons, may be controversial in nature. Decisions regarding controversial matters should be discussed with the Superintendent, who retains the authority to prohibit the distribution of material in the schools. Decisions in this regard may be appealed to the Board of Trustees. (See also IGC, IGD)
  4. Such fund-raising activities as walkathons, and skateathons, sponsored by outside agencies, are to be limited in number and are at the discretion of the Principal, in consultation with Senior Administration.
  5. General information and/or announcements pertaining to an organization, agency, or individual should be made to the students by the Principal rather than by a representative of the organization. (See also DEA, DKC, KE and KEA)

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KGA - Relations with Parent Advisory Councils


File KGA


The Portage la Prairie School Division supports the establishment of advisory councils within its schools in accordance with Manitoba Regulation 54/96 – Advisory Councils for School Leadership – and the Guidelines issued by Manitoba Education, which govern the formation and role of advisory councils within schools.

The Board recognizes that involving citizens in meaningful ways provides students, parents, schools, and the community with a variety of significant benefits including:

a more common knowledge of the goals and objectives of education;
participatory decision making by the stakeholders;
improved academic performance;
improved student attitudes and behavior;
improved working environments for educators.

Under the Public Schools Act the Board of Trustees has ultimate responsibility for policy development and for the total operation of the School Division, including instructional activities in schools. The Board delegates this responsibility, through personnel it employs. Councils are advisory and supportive to these processes, and work with the Principal, in ways consistent with School Division policy. (PSA 58.6)

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KGB - Relations with Government Authorities


File KGB


The Board cooperates with governmental authorities in providing a quality education for the students of the Division. It intends in its dealings with these authorities, to enhance efficiency and goodwill.

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KGC - Relations with Social Service Agencies


File KGC


The Board shall cooperate fully with the local Manitoba Health (Regional Health Authority), Manitoba Family Services, Child and Family Services, and all other related agencies working to promote the health and welfare of students.

Principals and Teachers shall cooperate with these agencies in working toward the health of pupils. This may involve participating in tasks associated with school health programs. Principals and Teachers may call upon the Public Health Nurse for advice and may ask for assistance with all matters that deal with the general health and well-being of pupils.

Confidentiality shall be maintained in all health issues affecting individual students or staff members, in accordance with the Public Health Information Act (PHIA). Information will be shared on a need-to-know basis only. (See also JFC, JFD, JFF, and GBL)

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KGD - Relations with Local City and Municipal Authorities


File KGD


The Board will maintain open lines of communication with the elected representatives of the City, Rural Municipalities, and Incorporated Towns and Villages within the Portage la Prairie School Division, and from which tax revenue is received, namely:

City of Portage la Prairie
R.M. of Grey
R.M. of North Norfolk
R.M. of Portage la Prairie
R.M. of South Norfolk
R.M. of St. Francois-Xavier
R.M. of Westbourne
R.M. of Woodlands

In addition, the Board will make every effort to communicate with unincorporated villages and other entities within the Division, as needs arise. See also KB.

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KGE - Relations with Political Entities


File KGE



The Board believes that society is enhanced when all citizens are engaged with the democratic governance processes, in such activities as consultations, presentations, hearings, and elections, at the local, municipal, school board, provincial, or federal levels. The future of society is dependent upon students being involved, rather than isolated from, informal and organized politics.

During Non-Election Periods

The Board further believes that it is positive for students to know and to be exposed to elected representatives and government processes at all levels. Accordingly, elected divisional MLA’s and MP’s, as well as local government Division area officials, may be invited as guests to school functions such as graduations, openings, or concerts, as representatives of their government or organization, or to a specific class situation where the role of government is the topic, and where their comments are appropriate to current curriculum study.

During an Election Campaign

For the purpose of this policy, provincial and federal government campaigns shall be defined as the official campaign period. For local municipal, school board, or other governments, the campaign periods shall begin when nominations cease.

During an election campaign, the following shall apply:

Candidates shall not use their position or influence for personal or political gain.
Division and school resources are not to be used for individual campaigns. This includes work time, property, supplies, or anything that may be construed as Division resources.
Schools, as community buildings, may be used for recognized political activities such as debates and forums, during non-teaching hours.
No political advertising is permitted on school property or in school premises, with the exception of material referring to the meetings.
Representatives from recognized political parties are permitted to meet with High School students, provided all recognized political parties are informed that they also have the opportunity.

In all cases outlined, the Principal’s approval is necessary. The Superintendent’s Department will be advised.

See also: GBB, GBC

[PSA 48.1(1)-(4)]

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