AN INFORMATION HANDBOOK
FOR
CAPTAINS, COACHES, MANAGERS
On behalf of Craighead Diocesan School we would like to thank you for offering your time and
skills to help our students in their sporting endeavours this season. Without your help, it would
be very difficult to provide such a wide range of sporting opportunities to our students.
Please find enclosed a guideline of responsibilities that will assist you in your role and an
indication of the expectations you may have of the students. Also included are guidelines for
other people who will assist you during the season.
If there are any concerns or queries that arise during the season, or if you need our help in any
way at all, it is important that you contact us straight away.
Thank you. Your feedback on this document or any of our processes is always welcome.
Mr Allan Faith
HOD PE/Sport
Work: 684 2268
Home: 684 5912
Cell: 027 6630 880
e-mail: [email protected]
Mrs Diane Surridge
Sports Co-ordinator
Work: 684 2268
Home: 686 0606
Cell: 027 2512 667
e-mail: [email protected]
CONTENTS
School Values
Page 3
Sports Advisory Council
Page 3
The Fairplay Promise
Page 4
Vision for Sport at Craighead
Page 5
Teacher-in-Charge Responsibilities
Page 6
Coach Responsibilities
Page 7
Manager Responsibilities
Page 8
Captain Responsibilities
Page 9
Player Responsibilities
Page 10
Additional Information
Pages 11 - 14
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Boarders
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Cancellations
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Celebrations
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Defaults
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Finance
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RAMS Forms
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Uniform
Appendices
1. Colours Policy
Page 15 - 17
2. Fundraising Procedures and Guidelines
Page 18 - 19
3. Procedure for School Vehicle
Page 20 - 21
4. Personnel Policy
Page 22
5. Police Vetting Procedure
Page 23 - 24
6. RAMS form for School Vehicle - Travel
Page 25
RAMS form for Activity – Blank
Page 26
RAMS form for Activity – Student Management
Page 27
7. End-of-season ‘breakups’
Page 28
8. Boarding House Absence Form
Page 29
9. Parents’ & Friends’ Funding application template
Page 30
2
MISSION STATEMENT
To inspire and support the pursuit of personal excellence.
OUR VISION
We will provide a nurturing, innovative learning and living environment which will empower
students to be confident, resilient and courageous contributors to a dynamic world.
THE SCHOOL’S VALUES
All activities in the School, both curricular and extra-curricular, are based on the following
statements:
SCHOOL MOTTO
coeli gratia superabo (by the grace of Heaven I shall overcome)
This statement reinforces the importance of the Christian faith in guiding our actions.
OUR VALUES
To achieve our vision, Craighead Diocesan School will foster the values of excellence, respect,
integrity and service underpinned by the ethos of the Anglican Church in Aotearoa New Zealand
and Polynesia.
SPORTS ADVISORY COUNCIL
The Sports Advisory Council oversees the structure for the delivery of sport in the school. The
broad aims of the Sports Council are to maintain or increase our high level of participation in
sport, focus on quality delivery of sport and enhance student sporting performances.
Five key areas of focus for the group are: Community Relationships, Recognition of
Achievement, Building Capacity, Initiatives and Issues.
The Sports Advisory Council consists of the TIC Sport, Sports Coordinator, Principal, Board of
Trustees representative, student representatives and Community/Parent Representatives.
For any questions about the Sports Advisory Council please contact the Sports Department
Ph: 684 2268 or Rebecca Dobbs – Chairperson, Ph: 688 6074.
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The Fairplay Promise for Players
We turn up to games on time
We play to the best of our ability
We play by the rules of the game
We always respect the game official’s decision
We work hard to do our best at all times
We help others in our team when we can and support other teams if possible
We always respect the equipment and look after it well
We are good sports’, recognize good players and good play by all involved
We remember to thank our coach, the officials, the opposition and the supporters
We are good role models with our uniform, attitude and behaviour
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VISION FOR SPORT AT CRAIGHEAD
Craighead Diocesan School recognizes that participation in formal and informal sport is a
vital part of a student’s education and therefore seeks to provide a wide variety of
experiences and skill development opportunities for all students.
Our vision is for every student to find a physical activity that enriches their lives by raising
their fitness levels and self-esteem and by encouraging self-responsibility. Our students’
participation in sport and physical activity will be enjoyable, stimulating and challenging, and
will form the basis of lifelong participation. Craighead will endeavour to help our students
(both as individuals and as teams) to reach their potential through quality instruction,
coaching and mentoring.
Craighead recognizes that participation in sport and physical activity will not only have
positive benefits for those students involved, but will also enhance the School and the
community. Student participation will not only provide opportunities for students to achieve
their sporting potential, but will also endorse the values of positive competition, team work
and FairPlay.
OUR GOALS
- To offer a wide variety of quality sporting, recreational and leisure activities.
- To promote a high level of participation in all sporting opportunities.
- To provide opportunities for students to gain satisfaction and enjoyment from extending
themselves to the best of their abilities, striving for personal excellence and experiencing
success.
- To develop competitive and high achieving teams.
- To support competitive and high achieving individuals reach their goals in sport.
- To develop student leadership in sport and recreational activities.
- To promote a culture where coaches and managers are valued for their contribution to the
success of school teams and individuals.
- For Craighead to be seen as having a positive and supportive sporting culture, where the
pursuit of personal excellence is valued.
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TEACHER-IN-CHARGE RESPONSIBILITIES
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Liaise with organising agency and distribute information.
Liaise with Head of Sport, Sports Co-ordinator, coaches, managers and teams.
Advise HOD Sport of any items for the annual Sports budget.
Recruit coaches and managers and advise Head of Sport and Sports Co-ordinator of
training requirements.
Coordinate registrations, trials and selection procedures.
Organise uniform orders and numbers, through the Uniform Committee. Ensure players
have the correct playing uniform and a School uniform tracksuit.
Distribute draws, cancellations, transfers and other information to appropriate teams and
management, either directly or through the School’s Sports Portal.
Through courses and seminars, assist coaches and managers to enhance their personal
coaching knowledge.
Deal with subscriptions and fees, in consultation with Head of Sport, Sports Co-ordinator
and Financial Administrator.
Collate information for communication to parents.
Co-ordinate the communication of results and season’s awards.
Complete a written evaluation of the season and inventory of equipment and uniforms.
Ensure RAMS are completed for:
a) all tournaments, trips away
b) a regular sports specific RAMS for the season
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COACH RESPONSIBILITIES
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Ensure squad and team selection processes are clear and equitable.
Issue team list with contact information to all players, Team Captain and Sports Coordinator.
Discuss and establish with players the team protocols and expectations.
Develop, in conjunction with players, team goals.
Through practices, enhance and develop the players’ skills, fitness levels and mental
application to the sport.
Keep up-to-date with coaching methods and attend courses where available.
Appoint responsible team members to hold positions of Captain and Vice Captain, and
ensure they are aware of their responsibilities.
Through personal communication, encourage parental support of the team.
Communicate match results to Sports Co-ordinator.
Ensure anyone connected with the team to anyone associated with the team, including
team members, referees or umpires, officials, or members of other teams always relate
positively to each other with respect.
Advise Manager, Captain and Team of the dates for tournaments etc. and any other
special events.
Record attendance at practices and at matches, if Manager is not available to do so.
Follow the guidelines of all relevant School Policies: Colours, Equity, Fundraising, Minivan,
Personnel.
Liaise with the Captain and Team Manager at least the day before the match re draw etc.
Liaise with the team manager on all logistical arrangements, including safety, travel,
finance, and accommodation
Nominate players for awards according to the Colours Policy (see Appendix 1)
Coaching positions at Craighead Diocesan School are voluntary but any actual and
reasonable expenses will be reimbursed.
7
MANAGER RESPONSIBILITIES
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Support the coach and liaise with the Team Captain over matters relating to the team.
Check that players have returned permission forms to the Sports’ Co-ordinator before
students are permitted to play.
Organise equipment for team practices and games and arrange practice venues. Liaise with
the Sports’ Department / Teacher-in-Charge to book school facilities and to collect
equipment.
Liaise with the Coach and Team Captain at least the day before the match re draw etc.
Ensure team members know who, when and where they are playing.
Uniform – ensure all players are in correct Craighead playing uniform, and wearing a school
uniform tracksuit to and from events and at presentations. No mufti dress or shoes are
acceptable. (See Additional Information page 9)
Co-ordinate transport arrangements. School vans and trailers are booked through the
Deputy Principal. Student drivers and their passengers both need parental permission –
check with the School Office.
Always have a First Aid kit, available from the Sports’ Co-ordinator, at practices and
competition events.
Ensure the results of matches are passed to the Sports Co-ordinator.
Complete a RAMS form and hand to the Deputy Principal at least two days before an event.
Note:
a) A sports specific RAMS form can cover practices and competition games for
the season.
b) A separate RAMS form is required for tournaments, or events outside regular
competition. (see Appendix 6)
Record attendance at practices and matches.
Advise Head of Sport of recurring absenteeism or misdemeanours.
Ensure all monies are invoiced and banked through the School Financial Administrator.
Follow the guidelines of all relevant School Policies: Colours, Police Vetting, Fundraising,
Minivan, Personnel (see Appendices 1-5)
Advise Sports Department, parents/caregivers and Boarding House of any arrangements
for end-of-season functions at least three days before the event. (see Appendix 7)
Ensure copies of all correspondence are sent to the Sports’ Co-ordinator.
Coaching and managing Craighead sports teams are purely voluntary positions and not paid
ones.
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CAPTAIN RESPONSIBILITIES
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Assist the coach at training and liaise with the coach where appropriate regarding team
selections and game strategy.
Set appropriate leadership standards on and off the field at training and fixtures.
Make positive comments to your team mates at training and during and after games.
Welcome opposition teams at home games; show them the changing rooms and
fields/courts.
Thank opposition, match officials, management and supporters at conclusion of fixtures.
Ensure results of matches are passed to the Sports Co-ordinator.
Check for any absentees before match day and again on match day. Advise coach of
absentees.
Liaise with Manager and Coach the day before the match re draw etc.
Remind team of duties.
Advise Manager/Coach of these responsibilities – eg court sweeping, umpiring etc.
Provide a summary of the team’s performance that could be suitable for inclusion in the
school magazine.
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PLAYER RESPONSIBILITIES
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Accept the School’s team selection.
Attend all practices and games, if for any reason they cannot attend they must contact the
coach or manager personally, as early as possible, to explain why. If injured they should
still attend training sessions and learn by listening and watching.
‘No practice - no game’. Unless there is a justified explanation, players must attend
practices in order to play each competition game.
Wear the correct playing uniform. Incorrect uniform will mean standing on the sideline even if it means the team plays short. This includes safety equipment where mandatory
e.g. mouth guards for rugby. A School uniform tracksuit is to be worn to and from events,
without any mufti items, including shoes.
Permission Forms must be returned before a student can play.
Players must assist with team duties and responsibilities, including umpiring/refereeing
when required.
Uniforms/gear issued to players is the responsibility of each player and students will be
charged for any item not returned or lost/damaged.
Players must abide by the Fair Play Promise and uphold the principles of Fair Play at all
time.
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ADDITIONAL INFORMATION
Boarders
Boarders know that they may not have leave from the House in an evening during the week to
play in a team as a ‘stand-in’, unless the School Sports’ department has advised the House staff
of this. Students, who are required to “stand in” for a team, must notify the sports staff by
morning tea on the day of the scheduled match, for leave from the Boarding House to be
organised.
Cancellations
Cancellations will be put on the team Facebook page or on the Sports Portal if the Sports
Department has been notified. If a match/event that your team is involved in is cancelled,
please inform your coach, manager and all team members (phone tree), the Sports Department
and the Boarding House.
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In the event of bad weather on the day of the event, cancellations etc. are broadcast on
Radio Port FM and may be available on the Sports Association’s website
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Where the event/match is cancelled/rescheduled before the scheduled day, a notice will
be placed on the PE/Sports Noticeboard.
Celebrations
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The Sports’ Department and the Boarding House must be advised of the details of any
celebratory function, no less than three days in advance of any celebratory function
planned at the end of the season.
All School rules must be observed, as these events are held while girls are under the
authority of the Board of Trustees or the Board of Proprietors.
A letter to parents/caregivers with the details about place, times, costs etc. and a
permission slip must be sent home at least 3 days prior to the event.
A RAMS form is required to be completed and handed to the Deputy Principal the day
before the event. Normal school procedures apply, regarding costs, travel, boarding house
leave, permission etc.
Defaults
While it is recognised that defaults do occur, there must be very good reasons why a team
deems it necessary to default a match. Coaches, managers and teams need to realise that in
some instances a financial fine may be imposed on a defaulting team.
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No team may default without the captain seeing either the Head of Sport, or the Sports’
Co-ordinator.
Teams must play all matches scheduled, including the last Saturday of the term. Boarders
please note.
11
Finance
Board of Trustees
The Board supports sports teams and cultural groups travelling to approved and sanctioned
tournaments by contributing to the travel and accommodation expenses incurred by the Coach
and Manager. A letter should be sent to the Chairman as far in advance of the event as is
practicable /possible. This can be done by the Sports Department on your behalf, but the
department needs all relevant information.
Fund Raising (see Appendix 3)
Income and Expenditure
All monies related to School activities are paid to and managed by the Financial Administrator.
No group has a separate bank account. All invoices are presented to the Financial
Administrator for payment, and subsequent charging to student accounts for sports related
costs. The Head of Sport is responsible for purchasing sports equipment and prepares a budget
in October each year for the following year’s purchases. Funds raised by a team are also passed
immediately to the Financial Administrator for banking. Managers can request a financial
activity statement.
Team managers should include the financial administrator on the mailing list for any
correspondence related to income and expenditure e.g. a letter to parents/caregivers outlining
costs for the season. The financial administrator also requires a player list for each charge out.
If parents/caregivers would like to pay cash/cheque, then this is to go directly to the Financial
Administrator in a clearly named and labelled envelope. All charges added to the student’s
school account incur an administration fee.
The Parents’ and Friends’ Association
The Parents’ and Friends’ Association may be in a position to support sports teams, cultural
groups and individuals travelling to approved sanctioned events. Application for this support
must be made in advance to the Chairman of the Association on the form provided (see
Appendix 8).
RAMS Forms
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2.
All teams must have on School Office file a sports specific RAMS form for practices and
games.
Before any team or School group may travel to an activity, and at the beginning of a
season of competition and practices, a Risk Analysis and Management System form
must be completed and given to the Deputy Principal. All details must be included,
including a copy of any letters to parents, the names of adults and a list of girls involved.
The Deputy Principal must have the RAMS information 48 hours before the event
begins. (See Appendix 6).
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NOTE: The Sports Department can assist with the completion of all relevant RAMS forms.
Examples of completed forms are filed in the Sports Department, and these can be altered
to suit your sport’s specific requirement.
Uniform
Uniform
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Not mixed – mufti or PE or team uniform.
Sports shoes: no jandals, no casual shoes
White Sports socks only
Track pants are worn zipped up and not trailing on the ground
No jewellery apart from one ear stud in each lobe
Dark blue polyprop or merino under PE top is permitted when playing
Players are asked not to chew gum while in Craighead uniform
Travelling Uniform and Uniform for Presentations
All students wear sports uniform with tracksuits, or school dress uniform, when travelling
outside Timaru for competition and teams attending presentations. The decision, on which of
these two dress codes to wear, is made by the Manager for the whole team.
The Craighead Uniform Committee is made up of several parents, the Deputy Principal and a
student representative. One of the responsibilities of the CUC is to oversee team uniforms, and
also to give approval for any items of clothing a team may wish to purchase which are outside
our standard sports uniform clothing. Whether this is a new team strip, a team jacket or a oneoff tournament item the team wishes to purchase, a proposal needs to come through the CUC
for approval. The Committee meets once a term.
Approval is required for the following reasons:
 to ensure the team strips remain standardised, and recognisable
 to ensure that the use of the school logo remains only for school sports uniform items
 to ensure appropriate wording goes on clothing items
 to ensure that other logos which may be on clothing items (e.g. XCM) are in accordance
with the school Sponsorship policy
Application for approval
If you are applying for approval of team or clothing items, please include the design, colour,
position and wording of any writing on the clothing and any other relevant information. The
CUC will endeavour to get back to you as soon as possible after the application goes in.
We also have a limited budget to help with the purchase of new team strips when these are at
the end of their life span. Again, a proposal needs to be put to the CUC, with costings and
13
design. A hire fee will be charged to students to cover the cost of replacement over a three to
five year period.
We hope this clarifies requirements for team coaches and managers, and if you have any
queries, please contact the committee at [email protected].
Sharon Shore, Chairperson
Craighead Uniform Committee
[email protected]
Process
Codes propose a new uniform
or non-sports uniform item
Uniform Committee considers
proposal and investigates
costs, supplier, manufacture
and materials
Approved by Uniform Committee
Uniform is ordered by Uniform Committee and
hired to students
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APPENDIX 1
COLOURS POLICY
Rationale:
The recognition of outstanding performance and of responsibility reinforces our mission
statement.
Purposes:
1. To recognise achievement at the highest level.
2. To recognise personal responsibility.
A
ACADEMIC ACHIEVEMENT
Guidelines:
Academic Colours will be awarded to girls who have gained an NCEA Certificate endorsed with
Excellence, placing them in the top 3%, nationally.
B
SPORT AND CULTURAL ACHIEVEMENT
Guidelines:
1. Nominations for sporting and cultural Colours and Certificates will be called for at the
beginning of Term Three.
2. All Colours and Certificates will be awarded at the discretion of the Principal.
3. Colours are awarded in extra-curricular sporting and cultural pursuits.
4. A student must fulfil the requirements of all four criteria to be awarded her School Colours
in sporting or cultural pursuit, unless there are extenuating circumstances.
Criterion 1
Has represented the School and performed in the top school group for at least
two years.
Criterion 2
Takes responsibility for the development of her own ability to perform by
training regularly, attending set practices and putting in a full effort at all times.
Criterion 3
Displays a positive and supportive spirit and is a good role model in her area of
expertise.
Criterion 4
Demonstrates a very high level of skill which has enabled her to gain higher
honours e.g. - success in national or South Island competition, representative
teams, (at U18 level or above), major Art exhibition, quality performance in
major roles in School and/or Repertory Productions (not NCEA performance
assessments).
Each area will publish their criteria for “outstanding
performance”.
15
5.
There is an opportunity for all coaches to meet annually to clarify Colours and Certificates
policy and criteria.
Certificate of Outstanding Achievement
Where a student has achieved a high standard of performance at a minimum level of South
Island representation but has not been able to meet the Criteria required for School Colours to
be awarded, she may be awarded a Certificate of Outstanding Achievement.
Award for Outstanding Contribution
Where a student has made a valuable contribution to the School, but does not perform at the
outstanding level required to meet the criteria for the awarding of School Colours, she may be
awarded a Badge recognising Outstanding Contribution.
Elite Colours
Nominations will be invited for an Elite Colour Award and forwarded to the Sport Advisory
Council for consideration. Students will be at NZ level or equivalent, such as a National title
holder or to be representing NZ in a National Age Group Championship.
Conclusion:
The award of colours reflects our mission statement.
To inspire and support the pursuit of personal excellence.
Question:
At what level should a girl achieve success to demonstrate “outstanding
achievement”?
International
Academic Colours =
Top 2% nationally
National
South Island
Canterbury
Aoraki
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Example of evidence of outstanding performance
Rowing
Maadi Cup ‘A’ Final or place getter
Netball
Place getter in South Island Tournament; Netball Academy Level 2
Drama
Sheilah Winn national competition; Lead role in a School Production or critically
acclaimed lead role in a Canterbury repertory production
Shooting
National medal winner
Note: Students may nominate themselves using the following format as a guide:
Name:
I nominate myself for:
Colours in _____________________________________________
Certificate of Outstanding Achievement in ____________________________
Outstanding Contribution in ____________________________________
Elite Colours in ____________________________________
Evidence of outstanding performance / contribution over two years:
Responsibility- personal and to the code is demonstrated by:
Evidence of a positive, supportive spirit is demonstrated by:
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APPENDIX 2
Fundraising Procedures and guidelines: (For school equipment and activities – not major
capital building works)
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8.
All fund raising projects are administered through School accounts and the School bank
accounts are the only ones used for fundraising activities.
All fundraising proceeds, with no expenses deducted, are to be deposited in school
accounts from where all expenses will be paid and money disbursed for the purpose of
the fundraising.
All fundraising activities must have approval of BOT Finance subcommittee or those with
Board delegated authority to approve – see section 9.
Groups wishing to raise funds for a specific activity e.g. sports tournaments, cultural
activities and competitions, travel (national or overseas), charity support, equipment
etc. must advise the Principal of their intention together with the name of the adult
coordinator. The adult with the overall responsibility for the activity must ensure that,
where appropriate, a budget of planned income and expenditure is prepared with the
application and that accurate accounts are kept. A separate ledger page for each group’s
activity will be kept in the School accounts. Fundraising should not proceed until
approval has been given by the BOT Finance Subcommittee, the Principal or the deputy
Principal.
When funding is to be sought from a community trust or other funding agency, or
sponsorship is to be sought from community groups or businesses, approval must be
sought from the Finance subcommittee before an approach is made to ensure
coordination of applications across the School. Please note that these agencies all
require that applications be made under the School name and that a Board minute
recording approval to apply must be minuted.
The following are generally regarded as inconsistent with School policy:
a. Fund raising for individuals
b. Street collections during class or study time
The Board of Trustees will contribute to costs of sports tournaments, cultural
competitions and festivals and overseas trips by funding costs of travel and
accommodation of Coach and Manager or Leader and manager (2 people only) for
activities that travel outside South Canterbury. (Costs for travel and accommodation for
curriculum based activities is also covered by the Board of Trustees and budgeted for in
departmental budgets.)
Delegations of authority: the Finance sub-committee of the Board of Trustees, the
Principal or Deputy Principal may approve, using the terms of these guidelines on behalf
of the Board of Trustees:
a. A fundraising activity for a class, group or team where the total funds target for the
activity being undertaken is less than the actual cost of the activity and is projected
as less than $5000
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b. Student fund raising activities that are part of the School’s programme of fundraising
for charitable organizations.
9. Applications for fundraising for activities and equipment in excess of $5000 are to be
made to the Finance Subcommittee which meets on a monthly basis.
10. An activity which must regularly renew equipment of significant value (i.e. $10,000 plus)
may request a capital contribution for equipment (which must be identified on the
request) so that these costs are equally borne by all participants who will use the
equipment over its lifetime. This capital contribution will be recorded in a separate
ledger page in the School accounts for that activity.
11. Fund raising activities carried out by the Parents’ and Friends’ Association, despite being
a separate legal entity, are also subject to these provisions excepting that they have an
independent bank account where funds raised are processed. This ensures coordination
of activities and because the Parents’ and Friends’ Association operates under the
School name.
These procedures are to be read in conjunction with the Sponsorship guides.
Approved September 2015
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APPENDIX 3
Procedures for use of School vehicles
General
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5.
6.
7.
The minivans are to be used exclusively for School activities.
The school trailers may be used by members of the school community subject to the
Principal or Deputy Principal’s approval, when not required for school use.
If not required by a student group, vans may be used to transport staff to school related
activities.
The van is to be driven only by staff, parents or adults over 21 years who hold a full driver’s
licence
Any repairs and maintenance required after use must be reported to the Deputy Principal
on return of the van.
The van has a trailer coupling and may be used to tow the school trailer. This must be done
with caution especially when the van is fully loaded.
Although the older vans may be used on ski-fields roads, this is to be done only with great
caution and each trip and driver must have prior approval by either the Principal or Deputy
Principal before a booking is confirmed. Chains are kept in these vans and the driver must
be proficient in their use.
Safety
8.
An Education Outside the Classroom form, a list of students using the van, a RAMS form,
contact phone numbers and return dates and times must be completed by the person
responsible for the activity and left with the deputy principal responsible for EOTC.
9. Seating is limited to 11 including the driver for the two older vans and 12 for the newest.
10. It is expected that all drivers will comply with current motor vehicle legislation.
11. Seatbelts are to be worn at all times
12. A First Aid kit (available from the Boarding House office) and reflective safety equipment is
always to be carried in each van.
Costs
13. All fuel purchases are to be made using the fleet card –kept in a grey folder in the glove
box. Anybody driving the van can use the fleet card but it will only buy fuel for the school
van.
14. The Board has set hire costs to cover running costs only, not replacement, and at rates
significantly less than local rental companies, effective from the beginning of 2014.
The rates will be:
No charge for use of a van in the Timaru urban area.
Half day rate (including diesel) - $60.00
Daily rate (including diesel) $120.00 – applies to each day a van is away from school.
15. The teacher or adult in charge is responsible of giving the Financial Administrator a list of
students using the van, dates and length of time the van was used for any trip for charge
out purposes. The van MUST be returned full of fuel.
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Bookings
16. Although the principle of ‘first in, first served’ will apply to the booking, it must be
remembered that some ‘seasonal’ bookings may need to give way to special occasion
bookings in order to ensure fairness to all users. Consequently, bookings should only be
made more than six months in the future for classroom related activities or special ‘one off’
events, not regular day to day activities.
17. There will be a permanent booking, however, for the Years 9 & 10 school camps.
18. Keys are stored in the locked cupboard under the pigeonholes in the staffroom. They may
be returned to the Boarding House Office if the vans are returned to school outside of
school hours and the driver does not have access to school building.
Drivers
19. Before driving any school vehicle staff and adults must complete the appropriate form
(available from Mr Pahl) and provide a photocopy of their current licence.
20. Any traffic infringements incurring a fine will be the responsibility of the driver.
21. In the event of an accident the driver must not admit liability as this will affect any
insurance claim.
After travel
22. The van must be left in a clean and tidy condition at the end of every journey. If the
minivan has been used for a trip within the Timaru boundary, and if the fuel gauge is still
showing nearly full, the minivan may be returned to school without refuelling.
To be read in conjunction with:
Consumption of Alcohol and other substances within the School and by staff and or
supervisors on EOTC
Reviewed
Feb 2014
21
APPENDIX 4
PERSONNEL POLICY
1.
Consumption of alcohol and other substances within the school and by staff and/or
supervisors
a.
Consumption of Alcohol and other Substances on School Premises:
- The Principal has the discretion to approve staff or parent functions on school premises
when appropriate, at which alcohol is served.
- It is expected that no discredit will be brought onto the School by such functions.
- All alcohol will be stored securely so as to prevent student access.
- All students, staff and other adults shall comply with all current pertinent legislation
b. Consumption of Alcohol by staff and/or parent supervisors when off school
premises.
- Staff and supervising adults involved in Education outside the Classroom and supervision
of students on school related activities may not consume alcohol.
- Non-supervising staff/adults may consume alcohol if not expected to go on duty. They
must not be in direct contact with students and must be responsible and discreet in the
in the consumption of the alcohol
- All students, staff and other adults shall comply with all current pertinent legislation and
shall use their best endeavours to avoid the exposure of students, staff and other adults
to the effect of smoking.
- A copy of these procedures must be given to all adults – staff and parents – who
accompany students on any School based trip.
To be read in conjunction with:
- Alcohol and Drug Policy
- Education outside the classroom
- School Minivan Policy
- Harassment Policy
22
APPENDIX 5
POLICE VETTING
All employees and regular voluntary workers of Craighead School are police vetted on a three
yearly cycle.
Regular outside contractors whose employees work on site are to be police vetted also.
Documentation and confidentiality is kept by the Principal.
___________________________________________________________________________
Procedures
1.
2.
3.
4.
5.
6.
7.
Craighead Police Vet requests form and self-addressed envelopes are given to
employee/coach/manager/contractor to complete and sign. Hard copies of this form are
available at the front Office and are the responsibility of an Administrative Assistant.
The Administrative assistant keeps an accurate computer record of the status of each
staff member or voluntary worker’s police vet.
The form is then given to the Administration Assistant. A copy is made and kept in the
safe for referral if needed whilst original is being processed. The original is posted to the
Police for processing
The Administration Assistant keeps a tracking record on the computer which records the
person’s name and the date the request was posted.
When the completed Police Vet check returns to school the form is received by the
Principal’s Personal Assistant. A check is made of the vetting form
If there is no information recorded against the person the form is passed to the
Administration Assistant to update their computer tracking data recording the date it
was received and the date it was processed by the Police. The processed form is then
given to the Principal and placed in the employees file.
If there is information recorded against the person on its return from the police vet, the
form is passed directly to the Principal. A flow chart showing consequent action is
attached.
Teachers:
8.
Police vetting is completed during the process of registration or re-registration of their
Teaching Certificate on a triennial cycle.
Police vetting requiremnents of other staff and review process:
Craighead Diocesan School requires all Support staff, sports coaches, parent volunteers who
supervise overnight and regular contractors to be police vetted on a three year review cycle.
The Administration Assistant has the dates recorded for review from the date their last vet was
processed.
Storage & Disposal of document:
All hard copies of staff and personnel police vet checks will be stored securely in the Deputy
Principal’s office until any discussions are complete following any police vet and will then be
disposed of securely.
23
Process to follow when a Police vet is returned with a conviction noted:
Conviction on Police vet received
by school, and goes straight to
Principal and Deputy Principal
Principal evaluates:
a) Risk to students
b) Risk to school
Principal advises Board Chair
1. If it is considered that the
conviction is such that no risk exists,
vet is filed in normal manner – no
further action
2.If it is considered the
conviction is such that measures
need to be taken to manage risk:
- A meeting with staff member
is arranged
- Staff member entitled to a
Support person
Options:
The conviction is so serious that it is
considered that continued
employment poses too great a
risk - termination of employment
procedures are taken
If it is considered that the risk
can be managed with
conditions imposed on staff
member e.g. following a
serious driving offense – staff
member may not drive school
Vehicle or transport students.
Employment can be
Maintained.
Principal advises relevant staff
member of conditions but not
the reason
The staff member’s right to privacy is to be maintained throughout
24
APPENDIX 6
RISK ANALYSIS AND MANAGEMENT SYSTEM FORM
The following examples may be used with specifics of trip included.
Completed by Team Manager and handed to DP two days before event
1
TRAVEL
NAME:________________________ (Team Manager)
DATE:______________
ACTIVITY/SITUATION Travelling in Minibus to ____________________________
Analysis
Undesired Events
Accident, injury
other forms of
damage
Causal Factors
Risk Management
Strategies
Description
Death or injury from crash
Injury from sudden braking
People
 Driver unfamiliar
with minibus
 Rules for travelling not
clearly communicated
to teacher and
students
 Bus overload
Normal Operation
 Driver is fully licensed
 Effectively
communicate
procedures
 Ensures safe conduct
when travelling
 Ensures bus is not
overloaded
Emergency
 Administer First
Aid
 Contact Dr/hospital
 Contact school and
parents
 Contact Police
 Dial 111
Equipment
 Bus not maintained
and regularly
serviced
Environment
 Busy intersection/
other drivers
 Bus regularly serviced
 First Aid Kit available
 Any bags put away
 Driver familiar
under the seats
 Maintenance
with route
 Defensive
behaviour by
driver
equipment carried
 Contact Automobile
Assn or garage for
assistance
I have read the above and am satisfied that these Risk Management System items apply to my
activity.
NB: If these items do NOT apply to your activity you must complete a new RAM form or add to
the above
Please initial:
Hand completed form to the Deputy Principal 48 hours before the event.
25
RISK ANALYSIS AND MANAGEMENT SYSTEM FORM
2
BLANK to use for any event/activity
NAME:________________________ (Team Manager)
DATE:______________
ACTIVITY/SITUATION:
Analysis
Undesired Events
Accident, injury
other forms of
damage
Description
People
Equipment
Environment
Causal Factors
Normal Operation
Risk Management
Strategies
Emergency
I have read the above and am satisfied that these Risk Management System items apply to my
activity.
NB: If these items do NOT apply to your activity you must complete a new RAMS form or add to
the above
Please initial:
Hand completed form to the Deputy Principal 48 hours before the event.
26
RISK ANALYSIS AND MANAGEMENT SYSTEM FORM
3
STUDENT MANAGEMENT
NAME:________________________ (Team Manager)
DATE:______________
ACTIVITY/SITUATION -_________________________________
Analysis
Undesired Events
Accident, injury
other forms of
damage
Causal Factors
Risk Management
Strategies
Description
People
Equipment
Environment
 Injury
 Injury
 Road/street design
 Pre-existing medical problem  Lack of personal medicine  Weather
 Loss of student
 Accident
 Involvement by outsiders
 Failure to follow directions
Normal Operation
 Clear instruction re
boundaries/times/
behavioural
expectations
 Medical conditions known
 Contact phone numbers
 All appropriate care and
caution
 Always in pairs
Emergency
 Administer First Aid
 Contact Dr/hospital
 Contact school and parents
 Contact police
 Dial 111





First Aid Kits
Medication check
Appropriate clothing
Note hazards
Cell phone


Check forecast
Warn of hazards
I have read the above and am satisfied that these Risk Management System items apply to my
activity.
NB: If these items do NOT apply to your activity you must complete a new RAMS form or add to
the above
Please initial:
Hand completed form to the Deputy Principal 48 hours before the event.
27
APPENDIX 7
END-OF-SEASON ‘BREAKUP’
Copy to be given to Boarding House Manager and Sports’ Co-ordinator at least three days
before event
Team:
Coach(es):
Cell Phone No:
Where:
Date:
Times:
Transport:
Approximate Cost per player:
Adults Present:
Boarding House advised:
(Complete “Boarding House Absence” form)
Team Members:
28
APPENDIX 8
BOARDING HOUSE ABSENCE FORM
The following students will be absent from the Boarding House:
Reason for Absence _______________________________________________________
Date(s):______________________________ to: ________________________________
Departure Time: ____________________________ Return Time:___________________
Dining Room Requirements: (Give numbers)




Early Breakfast:
Packed Lunch:
Late Dinner:
Other:
________________
________________
________________
________________
Team Captain:________________________________________
29
APPENDIX 9
CRAIGHEAD DIOCESAN SCHOOL
Parents and Friends’ Association
Application form for Financial Support
Applicant:……………………………………………………………………………………
Event:…………………………………………………………………………………………
Date:…………………………………………………………………………………………
School approved event Yes/No
South Island/North Island
Finance Requested $……………………..
Destination ……………………
Number of students...................
Names of Students Participating
………………………………………………………………………………………………
……………………………………………………………………………………………….
……………………………………………………………………………………………….
………………………………………………………………………………………………..
………………………………………………………………………………………………..
………………………………………………………………………………………………...
Team Manager ……………………………………….. Signature …………………………..
Comment………………………………………………………………………………………
Application accepted/declined $………………………… Date:………………………..
P&F Chairperson …………………………………… (signature)
30