School Governance Policies

Principal Delegation Policies

Policy No.: 24 Special Character

25 Curriculum

26 Reporting to the Board

27 Personnel

28 Appointments

29 Financial Planning

30 Financial Condition

31 Asset Protection

32 Health and Safety

33 Health and Safety in the Workplace

34 Legal Responsibilities

35 Child Protection

Policy No. 24: Special Character

St Joseph’s Catholic School, Paeroa is a Roman Catholic school in the Diocese of Hamilton. It has a Special Character, which is protected under the Private Schools Conditional Integration Act of 1975.

As such:

St Joseph’s Catholic School is intended to be a community which faith, practices and teachings of the Catholic Church are passed on and experienced.

In order to meet this policy

The BOT will develop and implement the following Governance procedures and guidelines:

· To effectively maintain, develop and promote the school’s Catholic Special Character

· To foster a mutually respectful and collaborative relationship with St Mary’s Parish.

The Principal and staff will develop the following management procedures and guidelines:

· In all actions staff are to ensure Special Character is preserved

· Interaction with other Parish and Church based programmes that may arise from time to time.

The BOT and Staff in consultation with each other shall implement:

· Codes of Ethics in a Catholic School

· Any Procedures and guidelines that may arise from time to time.

Policy No. 25: Curriculum delivery

[linked to NAG 1]

Delivery of the curriculum shall foster student progress and achievement and meet all legislative requirements and Ministry and Board expectations. Therefore the Principal shall not fail to:

  1. Provide opportunities for success for all students (in years 1 - 8) in all learning areas and key competencies of the New Zealand Curriculum 2007.
  2. Give priority to student achievement in literacy and numeracy.
  3. Give priority to regular quality physical activity that develops movement skills for all students.
  4. Report on progress and achievement of all students including information in relation to National Standards.
  5. Identify students at risk of not achieving including those gifted and talented students and implement teaching and learning strategies to address needs.
  6. Ensure there is a focus on the national priority groups of Maori, Pasifika and students with special learning needs in school planning and reporting.
  7. Consult with the school’s Maori community about the policies/plans for improving the achievement of Maori students.
  8. Provide career guidance for Year 7 and 8 students.
  9. Seek Board approval before changes to the school curriculum requiring increased expenditure or significant changes to programmes or staffing are made.
  10. Ensure achievement of the Charter aims and targets.

11. To provide safe access to technology for students and staff:

So they can be effective users of technology for educational purposes

Extend their knowledge and awareness of the internet’s capabilities in a safe and responsible manner

So they become motivated, responsible and independent users of technology

Policy No. 26: Reporting to the Board

[linked to NAG 2]

The Principal reports to the Board as a whole and keeps it informed of the true and accurate position of the outcomes of curriculum; teaching and learning; financial position; and all matters having real or potential legal considerations and risk for our school. Thus the Board is supported in its strategic decision-making and risk management. Therefore, the Principal shall not fail to:

1. Inform the Board of significant trends, implications of Board decisions, issues arising from policy matters or changes in the basic assumptions upon which the Board’s strategic aims are based.

2. Submit written reports covering the following management areas at each Board meeting:

· Principal’s management report including:

i. Strategic Aim Report

ii. Personnel Report

iii. Finance Report

iv. Variance Report

v. Key Performance Indicators

· The coordination and approval of the following reports:

i. Student Progress and Achievement Report

ii. Curriculum Report

iii. DRS report

3. Inform the Board in a timely manner of any significant changes in staffing, programmes, plans or processes that are under consideration.

4. Seek Board approval for any requests for discretionary staff leave of longer than 5 days.

5. Seek Board approval for any requests for staff travelling overseas on school business.

6. Advise the Board of any staff absences longer than 5 school days.

7. Submit any monitoring data required in a timely, accurate and understandable fashion.

8. Report and explain financial variance against budget in line with the Board’s expectations.

9. Report on stand-downs, suspensions, exclusions and expulsions if they occur.

10. Report and explain roll variance against year levels and reasons on a per meeting basis.

11. Present information in a suitable form – not too complex or lengthy.

12. Inform the Board when, for any reason, there is non-compliance of a Board policy.

13. Recommend changes in Board policies when the need for them becomes known.

14. Highlight areas of possible bad publicity or community dissatisfaction.

15. Coordinate staff reports to the Board and present to the Board under the Principal’s authority.

16. Regularly report on the implementation of the annual plan and progress towards meeting student achievement targets.

17. Report on any matter requested by the Board and within the specified time frame.

Policy No. 27: Personnel

[linked to NAG 3]

The Board delegates responsibility to the Principal on all matters relating to the management of staff in the expectation that they will be managed in a sound, fair, and respectful manner in accordance with the current terms of employment documents and identified good practice. Therefore, the Principal shall not fail to:

  1. Ensure that employees are not discriminated against and use clearly job-related criteria, individual performance or qualifications in decision making.
  2. Ensure all employees their rights to personal dignity, safety and access to an approved and fair internal grievance process.
  3. Ensure that all required staff are registered or have a current Limited Authority to Teach.
  4. Provide a smoke free environment.
  5. Provide for all staff an employment agreement.
  6. Provide a suitable professional development programme which takes into consideration the requirements of the strategic and annual plans.
  7. Carry out annual performance reviews.
  8. Meet current employment legislation.
  9. Take reasonable steps to protect staff from unsafe or unhealthy working conditions.
  10. Meet the requirements of the Health and Safety at Work Act 2015.
  11. Provide Protected Disclosure protection.

Policy No. 28: Appointments

[linked to NAG 3]

To assist in the appointment of quality staff to any vacancy which may arise, appointment committees with expertise relevant to the vacancy will be selected to carry out the appropriate appointment procedures in consultation with the Catholic Schools handbook. Therefore, the Principal shall not fail to:

1. Meet legal requirements.

2. Act as a good employer.

3. Appoint the best person for the job.

4. Meet the conditions as outlined in the Catholic Schools handbook.

5. Determine the composition of the various appointment committees according to the schedule outlined below:

a. Appointment of the Principal is the responsibility of the Board which will determine the process and with reference to the Catholic Handbook for BOT’s, Principals and Staff .

b. The Board will be involved in the appointments to full time teaching positions unless determined otherwise by the Board. Appointment of all other teachers, part time teachers, long term relieving teachers, and non-teaching staff will be the responsibility of the Principal. The Principal will report all appointments to the Board.

Policy No. 29: Financial Planning

[linked to NAG 4]

The Board of Trustees has overall responsibility for the financial management of the school but delegates the day-to-day management of the school’s finance and budget to the Principal. The Principal, in association with the Finance Committee, is responsible for recommending an annual operating and capital budget to the Board within the timelines specified in the Finance Committee Terms of Reference. This budget will include a professional development budget allocation for the Principal and the staff.

Budgeting shall not fail to reflect the annual plan, risk financial jeopardy nor fail to show a generally acceptable level of foresight.

Thus the budget should not neglect to:

1. Reflect the results sought by the Board.

2. Reflect the priorities as established by the Board.

3. Comply with the Board’s requirement of a balanced budget.

4. Ensure adequate working capital.

5. Demonstrate an appropriate degree of conservatism in all estimates.

Policy No. 30: Financial Condition

[linked to NAG 4]

The financial viability of the school must be protected at all times. The Board understands that the possibility of theft or fraud cannot be entirely eliminated however the Principal is required to show there are in place safeguards and robust, clear procedures to minimise the risk of either event. Therefore, the Principal shall not:

  1. Incur unauthorised debt.
  2. Violate generally accepted accounting practices or principles.
  3. Use tagged funds for purposes other than those approved.
  4. Spend more funds than have been allocated in the fiscal year without prior Board approval.
  5. Fail to ensure all money owed to the school is collected in a timely manner.
  6. Fail to make timely payment to staff and other creditors.
  7. Sell or purchase unauthorised property.
  8. Fail to ensure that all relevant government returns are completed on time.
  9. Fail to ensure that no one person has complete authority over the school’s financial transactions.
  10. Make any purchase:

a. Of over $1,000 without having obtained comparative prices and quality.

b. Of over $500 without an adequate review on ongoing costs, value and reliability.

c. Of over $1,000 on a single item without first seeking Board approval.

Policy No. 31: Asset Protection

[linked to NAG 4]

Assets may not be unprotected, inadequately maintained or unnecessarily risked. The Board of Trustees is responsible for over viewing the programming and funding of general maintenance of the school grounds, buildings, facilities and other assets to provide a clean, safe, tidy and hygienic work and learning environment for students and staff. Accordingly, the Principal shall not:

  1. Fail to insure assets.
  2. Allow unauthorised personnel or groups to handle funds or school property.
  3. Subject plant and equipment to improper wear and tear or insufficient maintenance or inappropriate use.
  4. Fail to maintain an up to date asset register for all items of furnishing, plant machinery, equipment, text and library books costing more than $500.00.
  5. Fail to ensure the implementation of the 10 year property maintenance plan.
  6. Fail to engage sufficient property maintenance staff for the school within budget limitations.
  7. Fail to receive Diocesan approval to for maintenance contracts over $5000 for any one contract.
  8. Fail to conduct competitive tenders for all contracting.
  9. Fail to protect intellectual property, information and files from loss or significant damage or unauthorised access or duplication.
  10. Receive, process or disburse funds under controls that are insufficient to meet the Board-appointed auditor’s standards.
  11. Invest or hold operating capital in insecure accounts, or in non-interest bearing accounts except where necessary to facilitate ease in operational transactions.

Policy No. 32: Health & Safety

[linked to NAG 5]

Students and staff shall have a safe physical and emotional learning environment. Therefore, the Principal shall not fail to:

1. Take all reasonable steps to protect students, staff and visitors to the school from unsafe or unhealthy conditions.

2. Ensure there is zero tolerance to bullying.

3. Ensure there are effective processes in place for dealing with bullying.

4. Comply with the provisions of the Health and Safety at Work Act 2015.

5. Provide a smoke free environment.

6. Ensure a risk analysis management system (RAMS) is carried out where and when appropriate

7. Seek approval for all overnight stays/camps attesting first to their compliance with (4) above.

8. Consult with the community every two years regarding the health programme being delivered to students.

9. Provide privacy of personal documentation held at the school.

10. Advise the Board chair of any emergency situations as soon as possible.

Policy No. 33: Health & Safety in the Workplace

[linked to NAG 5]

This policy should be read in conjunction with the Health and Safety at Work Act 2015.

The Board of Trustees is committed to ensuring the health and safety of all workers, students, visitors and contractors by complying with relevant health and safety legislation, regulations, New Zealand standards and approved codes of practice.

The Board of Trustees is committed to providing and maintaining a safe and healthy workplace for all workers, students and other people in the workplace. We will achieve this through:

1. Making health and safety a key part of our role.

2. Working with our workers to improve the health and safety system at our school.

3. Doing everything reasonably possible to remove or reduce the risk of injury or


4. Making sure all incidents, injuries and near misses are recorded in the appropriate place.

5. Investigating incidents, near misses and reducing the likelihood of them happening again.

6. Having emergency plans and procedures in place.

7. Training everyone about hazards and risks so everyone can work safely.

8. Providing appropriate induction, training and supervision for all new and existing workers.

9. Helping workers who were injured or ill return to work safely.

10. Making sure contractors and sub-contractors working at the school operate in a safe manner.

All workers are encouraged to play a vital and responsible role in maintaining a safe and healthy workplace through:

1. Being involved in improving health and safety systems at work.

2. Following all instructions, rules, procedures and safe ways of working.

3. Reporting any pain or discomfort as soon as possible.

4. Reporting all injuries, incidents and near misses.

5. Helping new workers, staff members, trainees and visitors to the workplace understand the safety procedures and why they exist.

6. Reporting any health and safety concerns or issues through the reporting system.

7. Keeping the work place tidy to minimise the risk of any trips and falls.

8. Wearing protective clothing and equipment as and when required to minimise your exposure to workplace hazards.

Others in the Workplace

All others in the workplace including students and visitors are encouraged to:

1. Follow all instructions, rules and procedures while in the school grounds.

2. Report all injuries, incidents and near misses to their teacher or other staff members.

3. Wear protective clothing and equipment as and when required to minimise your exposure to hazards while learning.

Students are provided with basic health and safety rules, information and training and are encouraged to engage in positive health and safety practices.

Health and safety is everyone’s responsibility

Policy No. 34: Legal Responsibilities

[linked to NAG 6]

School procedures will meet the legislative statutes and regulations as set down in the appropriate Acts, Ministry of Education circulars and the Education Gazette.

Policy No. 35: Child Protection

[linked to NAG 5]

This policy outlines the board’s commitment to child protection and recognises the important role and responsibility of all our staff in the protection of children. It includes the board’s expectations when child abuse is reported or suspected by us.

All staff members (including contractors and volunteers) are expected to be familiar with this policy, its associated procedures and protocols and abide by them.

The board of trustees has an obligation to ensure the wellbeing of children in our care so they thrive, belong and achieve. We are committed to the prevention of child abuse and neglect and to the protection of all children. The safety and wellbeing of the child is our top priority. Advice will be sought through appropriate agencies in all cases of suspected or alleged abuse.

In line with section 15 of the Children, Young Person and Their Families Act, any person at St Joseph’s Catholic School, Paeroa who believes that any child or young person has been, or is likely to be, harmed (whether physically, emotionally, or sexually) ill-treated, abused, neglected, or deprived must follow school procedures and may also report the matter to a social worker or the local police.

Although ultimate accountability sits with the board, the board delegates responsibility to the principal to ensure that all child safety procedures are implemented and available to all staff, contractors, volunteers and parents. Therefore, the principal must:

1. Develop appropriate procedures to meet child safety requirements as required and appropriate to the school.

2. Comply with relevant legislative requirements and responsibilities.

3. Make this policy available on the school’s internet site or available on request.

4. Ensure that every contract, or funding arrangement, that the school enters into requires the adoption of child protection policies where required.

5. Ensure the interests and protection of the child are paramount in all circumstances.

6. Recognise the rights of family/whanau to participate in the decision-making about their children.

7. Ensure that all staff are able to identify the signs and symptoms of potential abuse and neglect, deal with disclosures by children and allegations against staff members and are able to take appropriate action in response.

8. Support all staff to work in accordance with this policy, to work with partner agencies and organisations to ensure child protection policies are understood and implemented.

9. Promote a culture where staff feel confident they can constructively challenge poor practice or raise issues of concern without fear of reprisal.

10. Consult, discuss and share relevant information, in line with our commitment to confidentiality and information sharing protocols, in a timely way regarding any concerns about an individual child with the board or designated person.

11. Seek advice as necessary from NZSTA advisors on employment matters and other relevant agencies where child safety issues arise.

12. Make available professional development, resources and/or advice to ensure all staff can carry out their roles in terms of this policy.

13. Ensure that this policy forms part of the initial staff induction programme for each staff member.