Approved
To be
Reviewed
26.11.13
26.11.13
26.11.13
22.10.14
13.11.12
13.11.12
26.11.13
2016
2016
2016
2017
2015
2015
2016
22.10.14
22.10.14
2017
2017
Good Employer
 Appointments
 EEO (Equal Employment Opportunities)
 Staff Induction
 CRT
26.11.13
22.10.14
27.11.13
22.10.14
2016
2017
2016
2017
Contractual Requirements
 Discretionary Leave
- Smoke Free Environment
- Smoking, Alcohol and Drugs
27.11.13
04.09.12
27.11.13
2016
2015
2016
NAG 3: PERSONNEL
Staff Performance
 Personnel Management
 Application of Professional Standards
 Performance Appraisal
 Principal Appraisal
 Staff Discipline
 Complaints
 Trainee Teachers
 Codes of Conduct
 Relieving Teachers
 Unit Allocation
81898819
AKA AKA SCHOOL PROCEDURES
PERSONNEL MANAGEMENT
Rationale
The Board of Trustees of Aka Aka School, as a good employer defined in the State Sector Act
1987, wishes to promote high levels of staff performance and to ensure that competent and
appropriately qualified personnel are employed.
Procedure Statement
In achieving its rationale the Board of Trustees, through the Principal, will:
1. comply with all relevant collective and individual employment contracts
2. ensure that the best appropriately qualified applicant for any position is appointed to The
School
3. have an appraisal process in place which meets all regulatory requirements.
4. ensure staff personal information is kept confidential and is used within the school’s
privacy procedures.
5. ensure that all employees and all applicants for employment are treated equitably.
6. ensure that all complaints relating to or from personnel are dealt with fairly and
expeditiously.
Procedure Guidelines
1. The Board of Trustees acting as a good employer will take all reasonable stops to ensure
that good and safe working conditions are provided for all staff.
2. The Board of Trustees will ensure that an Equal Employment Opportunities Programme
is in place.
3. The Board of Trustees will implement and support a staff development programme which
seeks to enhance the educational opportunities of children.
4. A staff manual will be available to all staff and is updated regularly. This manual will
identify expected procedures, good practices relating to all staff employed at The School.
5. The Board of Trustees will take into account in its dealings with staff related issues the
good employer provision of the State Sector Act 1987 section 77.
6. A Performance Management System will be put in place and will be subject to periodic
review.
7. All reasonable efforts will be made to provide staff experiencing undue stress with
appropriate support in accordance with its staff support policy.
Formulated by:
Principal and Board of Trustees
Approved by:
____________________________
Date:
____________________________
Reviewed:
____________________________
81898819
AKA AKA SCHOOL PROCEDURES
APPLICATION OF PROFESSIONAL STANDARDS
RATIONALE
To ensure staff and management have clear expectations as to the application of
Professional Standards, their assessment and possible outcomes.
PURPOSES
1
To ensure staff understand what Professional Standards apply to them as
individual teachers.
2.
To understand that Professional Standards will be assessed as part of the School’s
Appraisal Programme.
GUIDELINES
1
Copies of Professional Standards for:
i.
Principal
ii.
Deputy Principal
iii.
Classroom teachers
will accompany this policy statement for reference.
2
Professional Standards will accompany annual Job Descriptions.
3
Assessments against all appropriate Professional Standards will be conducted as
follows:i)
Class observations
ii)
Appraisal report
iii)
Be assessed annually
4
Providing related appropriate Professional Standards are satisfactorily met
teachers/management will be entitled to increment steps on the salary scale or
negotiated remuneration as appropriate. (See attached “Professional Standards
Transitional Arrangement Table”).
CONCLUSION
Clear, transparent guidelines are in place linking Professional Standards to the Appraisal
Programme.
FORMULATED BY:
Principal and Board of Trustees
APPROVED BY:
____________________________________
DATE:
____________________________________
REVIEWED:
____________________________________
Appendix:
81898819
-Policy on Appraisal/Staff Development
-Table on Professional Standards Transitional Arrangements
-Copies of Professional Standards
Registered Teacher Criteria Transitional Arrangements
Step on new scale - Q1 (at
time increment is due)
Standard for assessment
03
04
05
06
07
07
08
08
09
Beginning
Beginning
Registered
Registered
Registered
Registered
Experienced
Experienced
Experienced
Step on new scale - Q2 (at
time increment is due)
Standard for assessment
04
05
06
07
07
08
09
09
10
Beginning
Beginning
Registered
Registered
Registered
Registered
Experienced
Experienced
Experienced
Step on new scale - Q3 (at
time increment is due)
Standard for assessment
05
06
07
08
08
09
10
11
Beginning
Beginning
Registered
Registered
Registered
Registered
Experienced
Experienced
Number of assessments before
requirement to meet next level
(including 1st assessment)
2
1
3
2
1
1
Annually
Annually
Annually
Number of assessments before
requirement to meet next level
(including 1st assessment)
2
1
3
2
2
1
Annually
Annually
Annually
Number of assessments before
requirement to meet next level
(including 1st assessment)
2
1
3
2
2
1
Annually
Annually
Teachers designated assistant or deputy principals should be assessed against the
Assistant and Deputy Principal Registered Teacher Criteria.
81898819
AKA AKA SCHOOL PROCEDURES
STAFF PERFORMANCE APPRAISAL
Rationale
This school recognises the need to evaluate regularly the quality of teaching and learning at all
levels relative to agreed standards of teaching performance and to the school’s goals and
objectives as expressed in the charter.
Procedure Statement
An appropriate system of staff performance appraisal will be carried out with the aim of
improving the quality of teaching and student learning outcomes. An aspect of the system will
be in the provision of targeted support and development opportunities that will enable staff to
strengthen their knowledge skills and practice. Additionally all non-teaching staff will be
appraised on an annual basis according to expected outcomes in their respective job
description.
Procedure Guidelines
1. The principal has the delegated responsibility for the implementation of the appraisal
policy.
2. The appraisal of the principal is the responsibility of the Board and subject to a separate
policy statement.
3. All staff will be allocated an appraiser. Every staff member will have a negotiated and
current job description and performance objectives which will form the basis for
performance appraisal and professional development. Appraisers and appraisees will
set development objectives and outline the support required in line with school direction
and priorities.
4. The appraisal process will include:
a) performance objective setting/negotiation
b) meetings to set objectives for the year and to discuss appraisal outcomes
c) self appraisal
d) verbal and written follow ups, signed dated (appraiser & appraisee)
e) observation of teaching
f) discussion of achievement of performance expectation with appraiser
g) an appraisal report prepared in consultation between appraiser and appraisee
5. An annual programme of appraisal with set dates etc will be provided to all staff.
6. All documents are confidential to the person being appraised and his/her appraiser.
Information that is no longer relevant to the appraisal will be destroyed.
7. Appraisal of all staff will be carried out annually within the school year.
8. Reports on the implementation of staff appraisal will be provided to the Board by the
principal.
In the event of a dispute, the appraiser and the appraisee meet with a third party acceptable
to both. If a compromise cannot be reached a mediator is appointed who establishes
guidelines for the outcome of the mediation.
FORMULATED BY:
Principal and Board of Trustees
APPROVED BY:
____________________________________
DATE:
____________________________________
REVIEWED:
____________________________________
81898819
AKA AKA SCHOOL PROCEDURES
PRINCIPAL APPRAISAL
Rationale
As part of its obligations as an employer in the education sector, the Board of Trustees is
required to conduct in each twelve month period an appraisal of the performance of its
staff. It is mandatory to appraise the principal against the Registered Teacher Criteria for
principals and against the performance agreement.
Policy Statement
As a good employer under the provisions of the State Sector Act, 1988 s77a the Board
seeks to raise the performance standards of its principal. This is done partly through
ongoing professional appraisal which assesses areas of performance and provides
opportunities for developing and enhancing performance standards. It further seeks
assurance that the principal is meeting the Registered Teacher Criteria.
Responsibilities and Delegations





Responsibility for managing the principal’s appraisal is delegated to a committee of the
Board comprising the Chairperson and one other Board members
The committee may engage an external appraiser with appropriate skills to contribute
to the process. An external appraiser will not be employed for more than 3 consecutive
years.
The committee and principal will through consultation determine a process for
conducting the appraisal.
The prime focus of the appraisal will be the principal’s job description assessed against
performance indicators and any further goals decided upon through consultation
between the principal and the chairperson.
Key elements of the appraisal process will be:
 Negotiation annually of performance and development objectives based in large
part upon strategic goals , identified aspects of performance.
 ongoing meetings between the appraiser and appraisee (if other than the
committee)
 staff appraisal
 gathering of performance information from a range of sources which may include
Board, staff, students, parents as deemed necessary by the appraisee/appraiser
 matters of concern arising out of the appraisal process relating to the principal’s
performance will, in first instance, be addressed to the Chairperson of the Board
 a draft report will initially be written following final data gathering and passed to the
principal for comment prior to it going to the committee
 the appraisal report should be received by the principal appraisal committee by the
end of a 12 month period
 the final report will be held by the Chairperson and a summary given to the full
Board at the end of a twelve month period
81898819

The appraisal process will be recorded in the performance agreement and
implemented annually.
Confidentiality
Any documentation relating to the principal’s appraisal will remain confidential to the
principal and the board chairperson, unless the principal agrees otherwise.
Dispute Resolution
Any dispute related to the appraisal process will be referred to an independent arbitrator
mutually agreed upon by the principal and board chairperson.
FORMULATED BY:
Aka Aka School Principal and Staff________
APPROVED BY:
____________________________________
DATE:
____________________________________
REVIEWED:
____________________________________
81898819
POLICY DEVELOPMENT
STAFF DISCIPLINE POLICY
Rationale
In dealing with issues of staff discipline it is important that the Board acts in a fair and
reasonable manner as a good employer. Procedures for dealing with discipline issues must be
equitable, consistent and open.
Policy Statement
The Board will comply with all regulations and the provisions of relevant collective or individual
contracts where procedures related to discipline, competence and dismissal are deemed
necessary.
Guidelines
1. All reasonable efforts will be made by the principal and Board to resolve issues at as
early a stage as possible.
2. A system of verbal and written warnings will be used as disciplinary measures. Verbal
warnings will precede written warnings. All warnings will be placed on the staff member’s
file.
3. Staff members facing alleged beaches of discipline or competence will be advised in
writing of the nature of the issue and of the right to request representation at any stage.
4. Where necessary the Personnel Committee of the Board will meet to discuss matters of
staff discipline.
5. The principal will consult with the Board chairperson prior to making any decision to
invoke relevant clauses of the various contracts relating to discipline or suspension of
staff.
6. In dealing with alleged breaches of conduct or of staff competency all appropriate steps
as laid down in relevant contracts will be followed.
FORMULATED BY:
Ross McGowan______________________
APPROVED BY:
____________________________________
DATE:
____________________________________
REVIEWED:
____________________________________
81898819
AKA AKA PRIMARY SCHOOL - POLICY DEVELOPMENT
POLICY – COMPLAINTS
RATIONALE
The Aka Aka Board of Trustees is the legal employer of all staff as well as representing the school
community.
It is important that the school responds to complaints in a fair and consistent manner and in
accordance with the relevant employment contracts, legislation and the school’s codes of conduct.
PURPOSE
The policy is to:
1.
2.
3.
4.
Ensure consistency when dealing with complaints
Deal with complaints in line with set procedures such as in Collective Agreements.
Put in place corrective or disciplinary action where this is deemed appropriate.
Safeguard the rights of both complainants and of staff or students involved.
POLICY GUIDELINES
1. Complaints may be made in writing or in person in the first instance to the relevant staff
member or the principal.
2. Documentation will be stored in a complaints file which is held by the school in confidential
storage.
3. Complaints of a serious nature should be directed to the principal.
4. Other parties will be informed at the principal’s discretion and appropriate action taken at that
point as required.
5. In cases of complaint against the principal which remains unresolved in the first instance, a
formal written complaint may be made to the BOT chair or in person.
6. Complainants are informed by the principal or BOT chairperson of the outcomes of the
complaint enquiry or hearing.
7. Where appropriate outside mediation may be sought from organisations such as STA, PPTA,
NZEI etc.
8. In dealing with any complaint the school will act in accordance with the relevant conditions of
the current employment agreement pertaining.
9. In all cases the Board in dealing with complaints will act as a good employer.
10. Complaints will be treated in the strictest confidence by the school and all rights respected.
Where necessary the school will assist with any language issues or cultural sensitivities.
11. All employees against whom a complaint is made will be advised of the nature of the complaint,
the process of investigation and the availability of support.
12. The complaints policy will be published to the school community at least once each year
through the school newsletter.
13. The majority of disputes can be resolved through discussions and often a willingness to
compromise. Where this does not happen the following can be applied. (See attached Flow
Chart).
i)
Disputes about teachers, children’s progress, classroom programmes, children’s
behaviour etc:
a)
b)
c)
ii)
Contact the teacher initially.
If concerns not met, discuss the matter with the Principal.
If still not satisfied a formal complaint in writing can be made to the
Chairperson of the Board of Trustees.
Complaints about the Principal:
a)
b)
c)
81898819
Initially contact the Principal
If not satisfied contact the Chairperson of the Board of Trustees to discuss
the matter.
If still concerned a formal written complaint to the Chairperson of the Board
of Trustees can be lodged.
iii)
Complaints regarding ancillary staff, grounds, buildings, finance, publicity etc:
a)
b)
c)
iv)
Staff Complaints:
a)
b)
c)
d)
v)
If appropriate approaching the other party directly to discuss the matter may
lead to resolution.
Approach the Principal.
If not satisfied with outcomes then discuss the matter with the Chairperson
of the Board of Trustees.
Written complaint to the Board of Trustees as a last resort.
Complaints about the Board of Trustees:
a)
b)
vi)
Initially contact the Principal
If not satisfied contact the Chairperson of the Board of Trustees to discuss
the matter.
If still concerned a formal written complaint to the Chairperson of the Board
of Trustees can be lodged.
A formal written complaint to the Chairperson of the Board of Trustees.
If not satisfied a written letter to the Chief Executive, Ministry of Education,
Wellington maybe lodged.
Complaints of Sexual Harassment - see separate Sexual Harassment Policy.
Appendices:(I)
References:- *Arbitration Law
*Human Rights Act
*Respective Employment Contract.
14
Formal Complaints
A formal complaint is one given to the Principal or Chairperson, Board of Trustees in writing,
specifying the nature of the complaint, the earlier efforts made to resolve it and how (where
possible) the complaint may be satisfactorily resolved.
On receipt, the Principal or Chairperson may choose to:a)
b)
c)
Deal with it on a personal level;
Refer it to the full Board of Trustees for discussion;
Convene a small disputes committee to deal with it.
At ALL TIMES the Principal or Chairperson must present the complaint to the Board of Trustees
and it must be recorded by the Secretary. All formal complaints should involve a formal reply to
the complainant.
15
Staff Grievances
In complaints about staff, staff may choose to have a counsellor, advocate, or independent witness
present at any interview.
Both teaching staff and ancillary staff are entitled to advice or representation by their union bodies.
Note:- All union awards list personal grievance procedures protected by industrial law
with provision for right of appeal to the Labour Court.
81898819
16
Board of Trustee Grievances
Grievances should be made directly to the Board of Trustees.
CONCLUSION
Honest and open communication, with a willingness to compromise, will solve most problems.
Proper and clear channels for resolution of disputes must be available.
The Board of Trustees will endeavour to act quickly and fairly, and will treat all complaints in a
confidential manner.
FORMULATED BY:
Ross McGowan________________________________
APPROVED:
______________________________________________
DATE:
______________________________________________
REVIEWED:
______________________________________________
81898819
AKA AKA SCHOOL PROCEDURES
APPOINTMENTS
RATIONALE
In its appointment of new staff to Aka Aka School, the Board aims to ensure that the most suitably
qualified and experienced people are recruited and that its procedures are consistent with all
statutory and contractual obligations. Through appointing the highest quality staff the school seeks
to provide excellent learning opportunities to its students.
The Board of Trustees has a policy of being an Equal Opportunities Employer.
PROCEDURE STATEMENT
The appointments procedure establishes a series of guidelines to assist in the recruitment and
appointment of staff in order to ensure that:
1. The school is staffed with the best available personnel.
2. The school is fully staffed as required in all areas of operations.
3. That in appointing staff the Board follows all relevant provisions of the National Education
Guidelines.
4. The school’s Charter and Strategic Plan aims are being met.
PROCEDURE GUIDELINES
1. As the legal employer of all staff in the school, the Board will ratify all appointments at a full
Board meeting. As appropriate and necessary, the Board will delegate authority to members of
the Board for the purposes of appointing staff.
2. The Principal will establish a personnel committee which will oversee all appointments made in
the school up to but not including the Principal and Senior Management.
3. The committee including Board members will be involved in the appointment of the Principal.
4. A committee with the Principal and Board will be involved in the appointment of all other
positions of responsibility, the Executive Officer and Property Manager.
5. The Board delegates to the Principal the appointment of all support staff, up to but not including
executive officer, relieving and Scale A teachers.
6. In deciding on the nature of a vacancy full consideration will be given to the current and future
needs of the school, and notification of MOE staffing requirements.
7. All permanent teaching positions will be advertised nationally by the Principal, non teaching
vacancies will be advertised locally or as deemed appropriate by the Principal.
8. For each vacancy there will be a job description and person specification available for
applicants.
9. In making appointments the provisions of the EEO policy and programme will be fully
considered.
10. All applicants to positions in the school are to use the relevant form of application and must
follow relevant procedures outlined in the process for making application including adherence
to the closing date.
11. Where is it considered necessary there will be consultation over appointments with staff and
with the community (eg Maori Community).
12. New appointees will be offered where appropriate conditions covered in any applicable
collective agreement or, where there is no collective agreement covering assigned duties, and
individual employment agreement in accordance with the Employment Relations Act.
13. In its appointment procedure the Board will endeavour at all times to meet the requirements of
the good employer provision of the State Sector Act and the requirements of the Human Rights
and Privacy Acts.
14. An external educational professional may be engaged at any time to assist in the process of
making appointments, e.g. Principal appointment.
15. For each appointment an EEO report will be presented to the Board detailing the process
followed.
81898819
APPOINTMENT OF PRINCIPAL
The incumbent principal may be replaced on the appointments Sub-Committee by an independent
observer, appointed by the Board.
PROCEDURES
1
Application period will be decided upon, being no less than ten days and no more than four
weeks, from the final advertisement of the vacancy, closure date of the vacancy will be
specified in gazetted Notice of Vacancy.
2
No late applications will be received.
3
Commencement date will be at the beginning of the school term, unless the Board of
Trustees gives a specified commencement time in gazette notice or by consultation with
the
new appointee.
1
Job Descriptions and criteria for appointment will be available to all applicants.
5
In the case of Principal applicants, the application must be accompanied by a Curriculum
Vitae and nominations of up to three confidential referees.
6
The Board of Trustees has the right to make such confidential enquiries as to the suitability
of each candidate as it sees fit and will request Police Vetting.
7
The Board's Sub-Committee will shortlist a number of selected candidates - not more than
five, for interview purposes. The selected candidates will at this time be informed of their
right to have “whanau support” during the interview if they wish. They will be expected to
inform the Board if they wish to take up this option and state how many will be attending
allowing the Board to make appropriate arrangements. The final preference rankings of the
applicants interviewed, is to be made by consensus.
8
Remuneration will be subject to current PPTA.
9
The appointment will be made by the full Board, or quorum, as soon as possible after the
interviews.
10
All interviews will be held within a period of five days (although preferably in closer time
span),
the interviewing personnel to remain the same for each interview.
11
The Board appointment panel will ensure that all documents are properly sighted, and that
certified documents are authenticated by persons authorised to do so.
12
The Board Chairperson will advise the successful applicant as soon as it is reasonably
possible after the Board has reached its decision.
13
The successful applicant must notify the Board of Trustees within five working days of their
acceptance or non-acceptance. Written confirmation of the appointment will then be
forwarded to the Appointee on this advice.
14
In the case of non-acceptance, the Board of Trustees Chairperson will notify the next
applicant on the ranked list or re-advertise the position. All applicants will be advised in
writing of non-acceptance appointment using a standard form letter, as soon as
acceptance
has been received by the Board.
15
In the case of non-suitability of all applicants, the position will be re-advertised.
81898819
16
in
The Board of Trustees has the right to invite any additional person/persons to assist them
the selection process and/or the interviewing of candidates. The person would be
required to be present at each interview.
17
The community will be advised as soon as possible of the Board's decision.
18
The Board will ensure the procedures for employment of staff will meet Employment
Relations Act requirements.
BASIC SCALE STAFF INCLUDING PART-TIME TEACHERS
PROCEDURES
Will include the following clauses from Appointment of Principal (Clause 2, 3, 4, 6, 10, 11, 15, 16,
17, 18):
1
The Principal will assume the functions of the chairperson and the Board of
with regard to the selection and initial notification procedures.
2
The Principal with one subcommittee member will select and shortlist no more than three
applicants. The selected candidates will at this time be informed of their right to have
“whanau support” during the interview if they wish. They will be expected to inform the
Board if they wish to take up this option and state how many will be attending allowing the
Board to make appropriate arrangements.
3
Written notices of appointment, or non-appointment, will be signed by the Principal.
4
The application period will be three weeks as stipulated in the Education Gazette,
unless at the discretion of the Principal, the advertisement of the vacancy states
otherwise.
5
Interviews will be conducted by the Principal and a member of the appointments
subcommittee. Remuneration will be subject to current PTCA.
6
Part-time or shared positions will be advertised in the local newspapers.
7
The Principal will advise the successful applicant as soon as a decision has been made.
8
The application must be accompanied by a Curriculum Vitae and nominations of up
three confidential referees.
9
Consideration will be given to employing shared teachers for a Scale A full time position
as the occasion arises. This is not applicable to Principal or Deputy Principal positions.
9
The community will be advised as soon as possible of the Board's decision.
10
The Board will ensure the procedures for employment of staff will meet Employment
Relations Act requirements.
ANCILLARY STAFF
81898819
Trustees
to
PROCEDURES
The Board recognises the relevant Awards for Support Staff, Cleaners and Caretakers.
1
The Principal will advertise vacancies, select the most suitable applicant, and then
consult with the Board of Trustees his recommendation.
2
The Board of Trustees/Principal will confirm in writing the appointment or non-appointment
of all applicants.
3
Job Descriptions will be available on request.
4
Work history reports and previous employer recommendations will be required.
5
Applicants will be asked to complete the relevant Police Vetting form for Non Teachers
which will be forwarded to the Teachers Council.
GENERAL PROCEDURES
1
Venues for any Interviews will be at the Board of Trustees discretion.
They may act on advice of co-opted representatives or on the Principal's advice in
certain instances.
2
Travel and Accommodation Allowances in the cases of the Principal may be
by the Board of Trustees in accordance with current Public Service Rates.
3
Final Approval of all Appointments Excepting Relievers rests with the Board of
Trustees. All relievers daily or long term be appointed by the Principal.
FORMULATED BY:
Principal and Board of Trustees
APPROVED:
________________________________________
DATE:
________________________________________
REVIEWED:
________________________________________
Appendix:
81898819
-Sample letters for Appointment
-Sample Police Vetting forms
-Procedure for Police Vetting
-Procedural Flow Charts
granted
Dear
Thank you for your attendance at your interview for the position of …………………………
on ………………
As discussed we wish to offer you the position commencing on
…………………… The position is permanent/relieving staff. Employees shall work such hours as
may be reasonably required of them to enable them to properly fulfill their responsibilities as
teachers whether or not such hours exceed 40 hours per week. [CEC 2.9.1]
The work to be undertaken in this position is covered by the Primary Teachers’Collective
Employment Agreement. Please find a copy of the agreement enclosed. The NZEI Union is a
party to the Collective Employment Agreement. You have the option of joining this union and
being covered by the collective agreement. The union can be contacted at the National Office (04)
3849689.
Should you wish, we can inform the union that you have been employed by the Aka Aka School
Board of Trustees on an individual employment agreement. Please indicate on the enclosed copy
of this letter when returning it to us, if you wish us to advise the union on your behalf.
If you join the union you will be covered by the Collective Employment Agreement conditions from
the date of joining the union.
If you do not join the union within the first 30 days of your employment, your conditions will
continue after 30 days on an individual employment agreement, the conditions to be agreed
between us.
Please sign the enclosed copy of this letter acknowledging your acceptance of the position and its
terms and conditions.
We look forward to having you join the staff of Aka Aka School. If you have any queries please do
not hesitate to contact me on phone 09 2352806.
Yours sincerely
Ross McGowan
PRINCIPAL
I am pleased to accept the position of …………………………………………. on the basis of the
offer made in this letter.
I agree/do not agree [please circle the appropriate wording] to you advising the union that I have
been employed by the Aka Aka School Board of Trustees.
Signature ……………………………….. Printed Name ……………………………… Date ……………
81898819
Dear
Thank you for your attendance at your interview for the position of …………………………
on ………………
As discussed we wish to offer you the position commencing on
…………………… The position is [full time/part time/fixed term] with the hours of work being
…………………….. [am to pm] [Monday – Friday].
Your fixed term period of employment is from …………………to ……………….or earlier (state
reason) for the purpose of …………………………………..
The work to be undertaken in this position is covered by the ………………….. Collective
Employment Agreement. Please find a copy of the agreement enclosed. The ……….. Union is a
party to the Collective Employment Agreement. You have the option of joining this union and
being covered by the collective agreement. The union can be contacted at ………………………….
Should you wish, we can inform the union that you have been employed by the Aka Aka School
Board of Trustees on an individual employment agreement. Please indicate on the enclosed copy
of this letter when returning it to us, if you wish us to advise the union on your behalf.
If you join the union you will be covered by the Collective Employment Agreement conditions from
the date of joining the union.
If you do not join the union within the first 30 days of your employment, your conditions will
continue after 30 days on an individual employment agreement, the conditions to be agreed
between us.
Please sign the enclosed copy of this letter acknowledging your acceptance of the position and its
terms and conditions.
We look forward to having you join the staff of Aka Aka School. If you have any queries please do
not hesitate to contact me on phone 09 2352806.
Yours sincerely
Ross McGowan
PRINCIPAL
I am pleased to accept the position of …………………………………………. on the basis of the
offer made in this letter.
I agree/do not agree [please circle the appropriate wording] to you advising the union that I have
been employed by the Aka Aka School Board of Trustees.
Signature ……………………………….. Printed Name ……………………………… Date ……………
81898819
Dear
Thank you for your attendance at your interview for the position of …………………………
on ………………
As discussed we wish to offer you the position commencing on
…………………… The position is [full time/part time/fixed term] with the hours of work being
…………………….. [am to pm] [Monday – Friday].
The work to be undertaken in this position is covered by the ………………….. Collective
Employment Agreement. Please find a copy of the agreement enclosed. The ……….. Union is a
party to the Collective Employment Agreement. You have the option of joining this union and
being covered by the collective agreement. The union can be contacted at ………………………….
Should you wish, we can inform the union that you have been employed by the Aka Aka School
Board of Trustees on an individual employment agreement. Please indicate on the enclosed copy
of this letter when returning it to us, if you wish us to advise the union on your behalf.
If you join the union you will be covered by the Collective Employment Agreement conditions from
the date of joining the union.
If you do not join the union within the first 30 days of your employment, your conditions will
continue after 30 days on an individual employment agreement, the conditions to be agreed
between us.
Please sign the enclosed copy of this letter acknowledging your acceptance of the position and its
terms and conditions.
We look forward to having you join the staff of Aka Aka School. If you have any queries please do
not hesitate to contact me on phone 09 2352806.
Yours sincerely
Ross McGowan
PRINCIPAL
I am pleased to accept the position of …………………………………………. on the basis of the
offer made in this letter.
I agree/do not agree [please circle the appropriate wording] to you advising the union that I have
been employed by the Aka Aka School Board of Trustees.
Signature ……………………………….. Printed Name ……………………………… Date ……………
81898819
AKA AKA SCHOOL PROCEDURES
TRAINEE TEACHERS
Rationale
To maintain a professional and consistent approach to trainee teachers working within our school
Procedure Statement
To keep the needs of children paramount
1. To meet the needs of trainee teachers
2. To establish an effective, professional working relationship between all staff, trainee teachers and
children
3. To encourage the trainee teachers to make the best possible use of their professional trainee and
practical experience in schools
4. To promote our school as a school, with which trainee teachers will wish to be involved
5. To allow the trainee teachers to feel part of the ‘whole’ staff
College Teacher – Procedure Guidelines
Introduction
Trainee teachers to be welcomed at first morning tea and first full school assembly. Trainee teacher’s
names, with associate names to be listed on the whiteboard in the staff room.
Associate to introduce trainee teachers to staff
Induction
The handbook is to be handed to the trainee teachers at all initial contact
Dress
Tidy grooming is expected
Hours of Work
Trainee teachers should arrive no later than 8.25 am and remain until at least 3.15 pm
If ill and unable to attend, the trainee teacher must ring the school before 8.15 am
College teachers are expected to take part in regular playground duties
Meetings
Trainee teachers are expected to attend staff meetings and team meetings. Associates are to check that
the staff meeting is not a closed meeting
School Equipment
Trainee teachers are to familiarise themselves with all equipment and if in doubt consult the associate
Photocopier use – only with associate approval and training, for class use only. Personal use for
photocopying arrangements for payment are to be made with the school secretary
Discipline
Trainee teachers in the school are seen as teachers and therefore have the same status as other
teachers in the school.
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Official Documents
Trainee teachers are asked not to remove any official documents from the school. Any documents used
for professional study must have the name deleted. Trainee teachers are encouraged to read the
Educational Plans. Any evaluative recording completed by the trainee teachers should be at the
discretion and in consultation with the associate. Official documents photocopied for professional
studies must have the names deleted to ensure confidentiality
Reports
Associates are to discuss the report form with trainee teachers before the practicum begins and at the
end of the section
Associates are to have reports finished and handed in to the Principal by Wednesday of the last week
Associates are advised to photocopy reports for their own records
School/College of Education Liaison
When encountering difficulties with trainee teachers, associates are to inform the Principal first, then
directly contact the TE advisor (or equivalent) concerned themselves.
Principal/College Teacher Liaison
Practicum Briefs state the number of meetings with the Principal
Parents
Trainee teachers are not expected to take responsibility for reporting to parents. Questions of a
professional nature are to be referred to the associate
Extra Curriculum Activities
Trainee teachers are encouraged to offer skills and to let their associates know of any areas where there
is a professional need
Visits to Other Classes
Associates are encouraged to arrange visits to other classes, as deemed suitable to meeting the needs
of trainee teachers
Staff Room/Social
Trainee teachers are welcomed and encouraged to participate in all social activities
Smoking
Trainee teachers will be made aware of the school’s ‘non-smoking’ policy
FORMULATED BY:
Principal and Board of Trustees
APPROVED:
______________________________________________
DATE:
______________________________________________
REVIEWED:
______________________________________________
81898819
AKA AKA SCHOOL PROCEDURES
RELIEVING TEACHERS
RATIONALE
The school is committed to providing quality education for children attending Aka Aka
School. Supervision by uncertified staff is not teaching, and therefore does not meet this
commitment. Unqualified and untrained relievers cannot carry out the professional and
administrative duties that are expected of teachers.
PURPOSE
1)
2)
3)
To ensure only trained and qualified teachers are employed as relievers.
To give clear guidelines of action to be taken when a reliever can not be found in
the case of a teacher being absent.
To ensure children are adequately supervised at all times.
GUIDELINES
a)
A list of trained and qualified teachers who are available for relieving is kept and
regularly updated.
b)
Where a relieving teacher is not available, the following options will be considered
(these not being listed in priority order).
i)
ii)
iii)
c)
Cancellation of Staff Development if the relieving teacher was to be
employed for this purpose after the first day.
The class is split amongst all the classes in the school or split as is
appropriate.
The employment of a caregiver for the sick child of a staff member at the rate
of $50.00 nett per day
By 2.30 p.m. on the first day or subsequent days, where a relieving teacher is not
available options i, ii, or iii, will be considered or reviewed as appropriate by staff
then parents will be informed of this decision see (d).
CONCLUSION
The school will take all reasonable steps to ensure an adequate learning environment is
maintained for children and that they are adequately supervised at all times.
FORMULATED BY:
Aka Aka School Principal and Staff________
APPROVED BY:
____________________________________
DATE:
____________________________________
REVIEWED:
____________________________________
81898819
AKA AKA SCHOOL PROCEDURES
UNIT ALLOCATION
Rationale
Aka Aka School receives units as generated (2007-2010) by the formula for annual school
staffing entitlement. The units are to remunerate teachers in:
 leadership positions
 positions of additional teaching and learning responsibility
 supporting career pathways for primary teachers
Policy Statement
It is the policy of Aka Aka School to follow the conditions of the most recent PTCA relating
to unit allocation (including new units) and in doing so will:
1. consult with staff
2. ascertain the best allocation of units
3. allocate units on the basis of leadership and responsibility, the needs of the school and
with consideration of a career path within the school.
Policy Guidelines
1. The principal will brief the Board of Trustees prior to the unit allocation process and the
delegation of authority and the briefing will be recorded in the board minutes. This
includes policy review, teacher consultation and unit allocation decision.
2. A consultation process on unit allocation will take place with the teaching staff.
3. Permanent units will be allocated to meet leadership positions, positions of additional
teaching and learning responsibility and to support career pathways.
4. A minimum of 60% of a school’s unit entitlement is allocated to teachers permanently.
5. The remuneration value of the units will be determined by the most recent PTCA.
6. When permanent units are allocated to the traditional senior/middle management
positions, they become part of the teacher’s remuneration.
7. Fixed term units must not exceed 40% of the total unit entitlement. Fixed term units
should be allocated to positions for a specified time.
8. Permanent and fixed term units will be associated with a clearly defined job description
and be linked to the performance appraisal process.
9. Review of the policy will take place annually or earlier to address matters such as:
-staff turnover
-recruitment
-new education initiatives
-changes to school’s unit entitlement
10. The units will be advertised within the school, and an application process will take
place. Each unit will have a set of key tasks, expected outcomes.
81898819
11. The Principal will make recommendations to the Board on allocations following the
allocation process.
12. Only fully registered teachers can apply for a unit.
CONCLUSION
The unit allocation supports a logical and transparent career structure within the school.
Units will be allocated and new roles created on the basis of indentified needs of the
school. Units will provide recognition and reward for leadership and management of
teaching and learning, not simply workload.
Allocation of units will be based on objective criteria to ensure a fair and transparent
process within the school.
FORMULATED BY:
Aka Aka School Principal and Staff________
APPROVED BY:
____________________________________
DATE:
____________________________________
REVIEWED:
____________________________________
81898819
AKA AKA SCHOOL PROCEDURES
EQUAL EMPLOYMENT OPPORTUNITIES
Rationale
The Board of Trustees of The School will fully comply with the requirements of the State Sector
Act relating to providing fair opportunities for all employees and potential employees to gain
employment at the school.
Policy Statement
All employees and applicants for positions will be given fair and equitable treatment according to
their skills, qualifications, abilities and aptitude without regard to peripheral or irrelevant factors.
In all appointments to positions at this school the Board reserves the right to appoint the most
suitable candidate.
Policy Guidelines
1. An EEO convenor will be appointed (this may be the principal)
2. An EEO programme will be developed and its implementation monitored by the Board.
3. An annual report will be available to the school community.
4. All school policies, practices and procedures will be reviewed having due regard to EEO
consideration.
5. All vacancies to positions within the school will be advertised according to Collective
Agreement Provisions and appointments made on a fair, equitable and transparent basis.
6. An EEO report will be made to the Board after a staff appointment.
7. The Board of Trustees will recognise the aims and aspirations of Maori, the employment
requirements of Maori and the need for greater involvement of Maori in education.
8. The Board of Trustees will recognise the aims, aspirations and cultural difference of
ethnic and minority groups.
9. The Board of Trustees will recognise the employment requirements of women and of the
disabled.
FORMULATED BY:
Aka Aka School Principal and Staff________
APPROVED BY:
____________________________________
DATE:
____________________________________
REVIEWED:
____________________________________
81898819
AKA AKA SCHOOL PROCEDURES
STAFF INDUCTION
Rationale
It is important that all new staff are provided with the necessary information to allow them to
become part of the school community. Staff induction forms an integral part of the school
performance management processes and will assist all new staff to quickly assimilate into the
school.
Procedure Statement
The school’s induction programme will:
1. provide a process to give support where necessary to newly appointed staff.
2. enable new staff to function appropriately within the school context.
3. ensure that students receive a smooth continuity of curriculum delivery and school
policies and procedures.
4. maintain the school vision and charter objectives.
5. provide guidelines on staff safety and identify initial areas for professional development.
Procedure Guidelines
1. Systems will be in place to support all newly appointed staff through a programme of
induction. Participation in the programme will be dependent upon the employment type
of the new employee.
2. Provisionally registered teachers will be provided with appropriate programmes of
support, new employee according to contractual and legal requirements.
3. All new staff will be made aware of the School Charter obligations, school organization
documents school policies and expectations of staff.
4. Syndicate and curriculum leaders will provide details on curriculum content and
assessment procedures to newly appointed members of their syndicate/department.
5. Use will be made of support and guidance by using the 0.2 staffing entitlement for
Provisionally Registered Teachers in Year One and 0.1 in Year Two.
6. Provision will be made to give access to school advisers and to the school’s professional
development programme.
7. All new staff will be provided with a staff handbook.
8. All staff will negotiate a job description and performance appraisal agreement.
FORMULATED BY:
Principal and Board of Trustees
APPROVED:
______________________________________________
DATE:
______________________________________________
REVIEWED:
______________________________________________
81898819
AKA AKA SCHOOL PROCEDURES
APPLICATION OF CLASSROOM RELEASE TIME
RATIONALE
To ensure that Teacher Release funding as listed in the current staffing entitlement notice
is used for the purpose it is intended and negotiated.
PURPOSE
To provide, on a pro rata basis, two days release per term (10 hours) to part-time,
permanent, or full time teachers employed at the school provided they are employed for at
least 0.8 FTTE per week.
GUIDELINES
1
Staff will be consulted/informed at the beginning of each term as to how the 10
hours per term will be delivered.
2
The Principal will ensure that the staffing allocation for classroom release time is
correct and adequate for the school’s needs.
3
Classroom release time will be used for i)
Planning (individual, syndicate, and whole staff)
ii)
Reporting
iii)
Professional Development
iv)
Assessment and evaluation
v)
Other uses agreed on from time to time between teacher and Principal.
vi)
School/Classroom visits
4
Where release time cannot be provided for genuine reasons this will be made up
where practicable within the school timetable.
5
Classroom release time should not create extra work for the classroom teacher or
the teacher providing the release. The teacher providing the release will be
expected to liaise with the teacher before they undertake the release time to ensure
classroom programmes are not interrupted. The release teacher will be expected to
give feedback to the class teacher.
6
Teachers are expected to remain on the school site during classroom release time
unless the Principal has agreed otherwise.
7
It is expected classroom release time will be taken in the term it is allocated for.
CONCLUSION
Classroom release time is delivered as per the Primary Teachers collective contract and in
consultation with staff.
FORMULATED BY:
Aka Aka School Principal and Staff________
APPROVED BY:
____________________________________
DATE:
____________________________________
REVIEWED:
____________________________________
81898819
AKA AKA SCHOOL PROCEDURES
DISCRETIONARY LEAVE
Rationale
From time to time staff members may request leave from school either for reasons contained in
their collective contract or for reasons other than those covered. It is important that all
applications be treated fairly and equitably.
Procedure Statement
The policy on leave is to:
1.
2.
3.
4.
ensure that all staff are aware of the application process.
ensure that all leave applications are treated fairly and equitably.
maintain appropriate staffing levels.
follow the provisions of applicable Collective Agreements.
Procedure Guidelines
1.
For five days or fewer
i)
The Principal is delegated the authority to grant leave applications of up to five days
ii)
In making decisions the principal will consider the following:
 The reason for application
 The frequency of requests from that staff member
 The effect of granting a request on the running of the school
 The time of year
 The appropriateness of the length of leave
iii)
in responding negatively to a request for leave the principal will provide a reason for
denial
2.
For more than five days.
i)
no staff member is entitled to leave as of right
ii)
all applications must be submitted in writing to the principal prior to a Board monthly
meeting.
iii)
Staff should consult the relevant collective contract prior to submitting an application.
iv)
In considering an application the Board will look at all relevant issues.
v)
Applicants who are seeking leave of one term or over must have served at the school
for at least 5 years consecutively.
vi)
Leave will be at the discretion of the Board having due consideration to relevant
contracts.
vii)
All decisions will be made in a manner that is consistent, fair and equitable.
FORMULATED BY:
Principal and Board of Trustees
APPROVED:
________________________________
DATE:
________________________________
REVIEWED:
_______________________________
81898819
AKA AKA SCHOOL PROCEDURES
SMOKING, ALCOHOL AND DRUGS
Purpose
As noted in the Smoking Procedure, Aka Aka School is a smoke-free school, applicable to
both adults and children. Aka Aka School is also committed to ensuring an alcohol and
drug free learning environment. It will achieve this through:
• Stating its position on these issues
• Stating how it will deal with any infringement of this policy
• Stating how it will help to increase the knowledge and understanding of students
about alcohol and drug issues.
Policy Statement
The possession and use of any alcohol or drug is not permitted on school grounds at any
time nor at any school organised trips or activities sponsored by the school. Any student
who consumes, is affected by, or is in possession of cigarettes or other smoking “tools,”
alcohol and drugs ‘at school’ will be subject to disciplinary measures that may include
suspension or expulsion. ‘At school’ includes travelling to and from school every day,
whilst in school uniform, and/or representing the school in any school organised trip or any
other activity at which the student can be identified as a student of Aka Aka School. Aka
Aka School actively encourages staff and parents at school-related functions to provide
responsible role models, and foster healthy attitudes to alcohol & drugs in the school
community.
Aka Aka School provides, as part of its Physical Education and Health curriculum, alcohol
and drug programmes to help students establish and practise responsible behaviour.
Professional help from counsellors and agencies can be made available to students with
alcohol and drug related problems. It is the goal of Aka Aka School to foster social and
personal skills in students to give them confidence to make responsible choices about
alcohol and drug use.
Regulations
Education Act
Crimes Act 1961
Smokefree Environments Act 1990
FORMULATED BY:
Principal and Board of Trustees______________
APPROVED:
____________________________________________
DATE:
____________________________________________
REVIEWED:
____________________________________________
81898819
POLICY DEVELOPMENT
POLICY - SMOKEFREE
RATIONALE
Aka Aka School will comply with the Smoke - Free Environments Act, 1990 and all
amendments.
PURPOSE
1)
To protect the students, teachers, employees, and visitors from tobacco smoke in
the school environment.
2)
To comply with the Smoke - Free Environments Act 1990 and all amendments
thereof.
GUIDELINES
a)
All grounds and buildings shall be designated smoke-free at all times.
b)
Signs “Welcome to our Smoke-free School – Grounds & Buildings at all times” shall
be erected at all entrances.
c)
Signs “Smoke-free at all times” will be put on all entrances to buildings on the
school grounds.
d)
All reasonable practicable steps will be taken to ensure the school environment is
smoke-free at all times.
CONCLUSION
Aka Aka School will comply with the Smoke-Free Environments Act, 1990 & Smoke Free
Environments Amendment Acts 91 and 93. Harmonious staff relations will be maintained.
A smoke-free environment will be ensured both for the children and staff of Aka Aka
school.
FORMULATED BY:
Ross McGowan______________
APPROVED:
___________________________
REVIEWED:
___________________________
81898819