K-12 SCHOOL PD Day - NO CLASSES
"dedicated to the pursuit of excellence"
An upcoming Division event, on Monday, February 1st.
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KA
SCHOOL COMMUNITY RELATIONS GOALS
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.
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KAA
SCHOOL COMMUNITY RELATIONS OBJECTIVES
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:
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KB
PUBLIC INFORMATION PROGRAM
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:
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-Treasurers Department a copy of:
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)].
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KBA
COMMUNITY INVOLVEMENT IN DECISION MAKING
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:
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 schools Advisory Council for School Leadership. |
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KC
NEWS RELEASES
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.
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KD
COMMUNITY USE OF SCHOOL FACILITIES
"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 schools 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.
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KDA
EMERGENCY USE OF SCHOOL FACILITIES
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
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KDB
USE OF SCHOOL FACILITIES BY DIVISION PERSONNEL
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:
for any event where the number in attendance may exceed 40 people, or the ratio of supervisors to attendees exceeds 1:20;
SECTION K: COMMUNITY RELATIONS |
File KDC
USE OF SCHOOL FACILITIES FOR GRIEF-RELATED ACTIVITIES
School facilities shall normally not be used for wakes, funerals, memorial services and activities of a similar nature.
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KDC-R
MEMORIAL SERVICES FOR SCHOOLS
Note: The following guidelines in no way limit the schools 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.
Preamble
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 students 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 students 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.
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KDD
COMMUNITY USE OF FOLDING CHAIRS
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:
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.
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KDE
PUBLIC CONDUCT ON SCHOOL PROPERTY
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)
SECTION K: SCHOOL– COMMUNITY RELATIONS |
File KDF
SMOKING ON SCHOOL PREMISES AT PUBLIC FUNCTIONS
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)
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KDG
ALCOHOL ON SCHOOL PREMISES PUBLIC
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)
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KE
PUBLIC SOLICITATIONS IN THE SCHOOLS
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)
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KEA
ADVERTISING IN THE SCHOOLS
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)
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KEB
VISITORS/UNAUTHORIZED PERSONS IN THE SCHOOL
"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:
A person who is directed to leave school premises under Section 231(3)
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:
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:
It is understood that this policy applies after school hours as well as during school hours.
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KF
PUBLIC COMPLAINTS/CONCERNS
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:
When a complaint/concern is made to a Board member as an individual, the Board member will:
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)
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KFA
PUBLIC COMPLAINTS/CONCERNS ABOUT
LEARNING/INSTRUCTIONAL RESOURCES/MATERIALS
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:
In accordance with No. 3 above, the Board has adopted the following practice when dealing with censorship of books or other materials:
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KFB
PUBLIC COMPLAINTS/CONCERNS ABOUT POLICIES
Public complaints about policies shall include the following procedures:
A form is available to request policy changes by the Board (See BE-E)
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KG
DISTRIBUTION OF MATERIALS IN THE SCHOOLS
Individuals or groups wishing to distribute information or materials through the divisional mail delivery service shall first receive approval from the Superintendents 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:
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KGA
RELATIONS WITH PARENT ADVISORY COUNCILS
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)
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KGB
RELATIONS WITH GOVERNMENT AUTHORITIES
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.
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KGC
RELATIONS WITH SOCIAL SERVICE AGENCIES
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)
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KGD
RELATIONS WITH LOCAL CITY AND MUNICIPAL AUTHORITIES
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.
SECTION K: SCHOOL COMMUNITY RELATIONS |
File KGE
RELATIONS WITH POLITICAL ENTITIES
Preamble
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 MLAs and MPs, 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 Principals approval is necessary. The Superintendents Department will be advised.
See also: GBB, GBC
[PSA 48.1(1)-(4)]