GBG-P1 - Professional Boundaries

Section 0: Background 

The goal of this document is to provide Prairie Spirit School Division staff with procedures and recommended best practices for professional boundaries. 

School Division employees hold a position of power and trust in society. “While legal obligations may vary depending on the specific circumstances, the position of trust does not stop when a staff member or a pupil leaves the school”. 

These recommendations are designed to keep staff themselves, their pupils, schools, and school division safe, to minimize potential risk and harm, and to promote the proper exercise of their authority and trust under all circumstances.

Respect in School is required to be completed by all staff of Prairie Spirit School Division who work in schools and any volunteer who is in the school and has contact with students. Respect in Sport certification is required to be completed prior to starting in a coaching position (teacher or volunteer community coach).

Section 1: During the School Day and for School Related Activities 

While on school property/facilities/transportation/any place where staff are responsible for students,

staff shall be diligent in ensuring all conduct is professional - including but not limited to interactions that are necessary for learning, instruction, supervision and other tasks associated with your role. Permission and notification may be required as per Division Policy.  

Section 2: Community

It is recognized that staff (or their children) have intentional, amicable or happenstance

interactions with other pupils and/or their families outside of school, such as those arising in the

course of family, friendship, or community social functions or where there is a formal arrangement for a staff member to supervise, tutor or mentor a pupil in a non-school capacity. 

In professional conversations this can be referred to as dual or multiple relationships.

Within such relationships and during the course of such interactions, we strongly recommend that staff consult and practice the recommendations listed below: 

1. When staff members plan to meet with students outside of school events and off school property, they should only do so with knowledge or permission of the parent/guardian of that/those pupil(s). It is critical that such knowledge and/or permission remain verifiable (email, text message, etc. with parent/guardian) if interactions between a staff member and pupil(s) are ever called into question.

2. Interactions between staff and a pupil(s) that may be happenstance or unplanned (e.g. when either a staff member or pupils are acting as a private citizen in community or the neighbouring environs of the school) will occur. Staff members should avoid any  interactions that may give rise to public perception of unprofessional conduct.

3. Interactions between a staff member and pupil(s), arising from relationships of established family or kinship between that staff member and pupil(s) will occur. It is recommended that the parents/guardians of the pupils are aware of these interactions.  Staff must remain mindful of the dual/multiple relationship that exists.

Section 3: Electronic Communication

1. When required to communicate electronically with pupils, staff only do so through an

approved medium and using only a recognized school source, device or other approved

technology. Such electronic communications, including through social media channels, must be for school-related reasons only and must be professional in all respects;

• Any online communication between staff & students should utilize assigned Prairie Spirit School Division Google Workspace accounts in order to ensure transparency.

• It is recognized that texting / direct messaging may be utilized as a communication tool; however, this should only occur after being clearly communicated with parents, to allow for transparency.  

• Staff are encouraged to have a record of interactions with students (ie: text or email thread). These interactions should be professional at all times.

• Staff are reminded that they are always required to act professionally in any social media context.

2. Staff are encouraged to limit participation in social media communications with students with whom they do not have a pre-existing familial, social or community relationship.

Section 4: “Rule of Two”

The Rule of Two serves to protect staff and pupils in potentially vulnerable situations by ensuring that more than one adult is present when staff are meeting with a pupil both during and outside of the school day. Staff should ensure there is at least one other person, preferably another staff member, with them and the pupil at all times. If this is not possible, staff will consider alternative measures, such as having another pupil or adult present, meeting in a public area within the school, and/or leaving their classroom or office door open.

1. Staff whose professional responsibility require 1:1 interactions with students

Principal and Vice- Principal, School Counsellor, Resource Teacher, Psychologists, SLPs

• Limit 1:1 interactions behind closed doors.

• Staff in this category are required to keep a record of contact when they meet 1:1 with students.

• Wherever possible staff should let another staff member know when they are meeting 1:1 with a student. Remind students that they are meeting 1:1. 

• When appropriate, staff are encouraged to keep doors open and meet in a room with a window.

• Organize meeting space so that doorways/exits are easily accessible to student(s). Structural changes should be considered if necessary, in consultation with school administration.

2. Staff under supervision of Principal who may have 1:1 interactions with students 

Classroom Teacher, Divisional Employees under Teacher Contract, Educational Assistant, Administrative Assistant, Librarian

We recognize that scheduled, individual programming such as 1:1 reading or speech interventions, are designed and planned to be 1:1 interactions, and often require doors to be closed to ensure quiet spaces. 

Staff in this category should:

• Limit 1:1 interactions behind closed doors.

• Keep a record of contact if there is no assigned schedule to meet 1:1 with students. 

• Wherever possible let another staff member know when they are meeting 1:1 with a student. Remind students that they are meeting 1:1. 

• When appropriate, staff are encouraged to keep doors open and meet in a room with a window.

• Organize meeting space so that doorways/exits are easily accessible to student(s). Room selection should be considered to support the above.

The front office and Library are considered common areas in a school building. Incidental interactions between Administrative Assistant/Librarian do not need to be documented. 

3. Bus Drivers

We recognize that the first student on and last student off of the bus will be under 1:1 supervision of the bus driver. Bus drivers are encouraged to make and maintain positive professional relationships with students.

4. Divisional Staff who may have limited planned or incidental 1:1 interactions

Custodial, Maintenance, Tech Support Staff, Division Office Staff

Staff in this category rarely need 1:1 contact with students; any contact or planned 1:1 interaction shall be discussed with their supervisor.

5. Other scenarios

Outside/contracted professionals may require 1:1 interactions. These are supported through signed consent from parents and would be guided by the provisions in section 1 above.

There are other people who may be in the building with various roles and responsibilities, such as volunteers, presenters or community partners. It is expected that these people will be under the supervision of a classroom teacher, school counsellor, resource teacher or principal, with limited 1:1 interactions. In these cases it is the responsibility of the supervising school/divisional staff to maintain safety and transparency. 

6. Coaches/Extracurricular activities - Coaching Association of Canada

In the course of field trips or excursions, there are often other adults who temporarily supervise our students. Division staff should ensure that wherever possible, students are not 1:1 with non-Divisional staff adults (e.g. charter bus drivers, field trip tour guides, etc.). Supervising teachers should bear this in mind when planning.

Often, coaches and volunteers for extracurricular activities are not teachers. These situations require special planning to ensure safety and transparency of those involved.

• Completion of Respect in Sport and/or Respect in School is required.

• Teacher assigned and present during practices, games, travel, etc. It is expected that any non-teaching coach/volunteer is under the supervision of an assigned school/division staff and therefore the responsibility of the school to maintain safety and transparency. 

• Transportation should only be provided by a coach/volunteer if/when parental consent is in place.

• Transportation: there will be many situations where school bus transportation is not feasible. In these situations, where a coach/supervisor is driving 1:1 interactions should be limited to the greatest extent possible.

• Ensure open communication with parents/guardians about situations where 1:1 may not be avoidable. If a situation arises, unplanned, and parents cannot be contacted, staff should notify their administrator. Parents should be specifically asked to consent prior to planned 1:1 interactions. 

Section 5: Duty to Report

1. If a staff member finds themself in a difficult situation related to boundaries or have questions related to the conduct outlined above, they are encouraged to consult their administrator and/or superintendent.

2. When any staff member becomes aware of or has reason to believe another staff member is violating acceptable boundaries with a pupil, the staff must report the matter at the earliest possible time to their supervisor and/or superintendent. Not doing so is a violation of legal obligations on the part of every staff member. The Public Schools Act, The Criminal Code of Canada, and The Child and Family Services Act each mandate duties for staff to report violations of acceptable boundaries according to the type of violation in question.

3. It is strongly recommended that staff members consult with their supervisor if a pupil is, or may reasonably be perceived to be, infringing on a staff member’s professional and/or personal boundaries, attempting to establish an inappropriate relationship, or engaging in conduct or behaviors that may compromise acceptable and appropriate staff-pupil interactions.