NOTE: In the event of discrepancy between any of the policies listed on this site and those published by the NB Provincial Government, those of the NB Provincial Government shall prevail.

School District 8 Policies Manual - 800 Series

801: GOALS/PRIORITY OBJECTIVES

No Policy available at this time

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802: EVALUATION OF PERSONNEL SYSTEM

No Policy available at this time

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803: COMMUNICATIONS WITH STAFF

803.1: Condolences and Congratulatory Messages

1. POLICY:

The Superintendent expects staff, principals, department heads and teachers to advise a member of the Management Team, as soon as possible, of the death of a student, an employee or a significant relative of an employee or of a significant award received by an employee or student in District 8.

2. PROCEDURE:

2.1 In the event of the death of an employee or student, the Superintendent, or designate, shall send a floral arrangement or other appropriate acknowledgment.

2.2 In the event of the death of a spouse or child of an employee, the Superintendent, or designate, shall send a floral arrangement or sympathy card signed by a member of the Management Team.

3. CONGRATULATORY MESSAGES:

3.1 In the event of a significant award having been received by an employee, the Superintendent, or designate, shall send to that employee a congratulatory message, commending them for their performance and contribution to School District 8, a copy of which will be placed in the employee's personnel file.

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804: EMPLOYEE ASSISTANCE/WELLNESS PROGRAMS

804.1: Employee Assistance Program

School District 8 officials recognize that most mental, emotional, financial, physical, marital, legal, or chemically related addictions may be managed successfully, if they are identified and treated in the preliminary stages by an appropriate treatment resource. Personal problems such as those mentioned have a pivotal impact on the lives of employees, their families and their work productivity. A joint district committee, with representatives of the employer and employee groups will plan, implement and promote the objectives of the Employee Assistance Program (E.A.P.).

1. OBJECTIVES OF THE PROGRAM:

• To establish guidelines for dealing with personal problems.
• To ensure that confidentiality is maintained at all times.
• To provide channels for referrals to effect maximum rehabilitation/recovery.
• To make the act of seeking help as accessible and non-threatening as possible to the troubled person.
• To make all employees and their families aware of the services of the program and of how it can help them to access assistance for their personal problems or problems related with declining work performance.

2. NATURE OF THE PROGRAM:

1. The Employee Assistance Program is:

(a) A way for a troubled person to find out about and to obtain help for
Personal problems such as, but not necessarily limited to:
i. problems with alcohol and/or drugs,
ii. marital/family/social problems,
iii. financial problems, and
iv. physical/mental health problems; and

(b) A way to reduce:
i. the fear of the unknown,
ii. the difficulty of taking the first step,
iii. The stigma associated with being in need of help, and
iv. The social implications of having been helped.

2. Employees are encouraged to seek help on a voluntary basis.

3. In the absence of a voluntary referral, and when an unsatisfactory job performance persists, the immediate supervisor will initiate a referral to an assessment resource made available through the E.A. Program.

4. If the employee refuses the assistance that is offered, or fails to continue with the program to its completion, and work performance does not improve, then the employee will be subject to normal disciplinary procedures.

5. Should periods of time from the workplace be deemed necessary, these ordinarily will be covered by the sick leave provisions in accordance with the existing Collective Agreements.

6. The Employee Assistance Program is not:
i. an alternative to work performance review, or
ii. a way for an employee to avoid the consequences of poor work performance or other behaviour that may affect on-the-job credibility.

7. Although all employees are entitled to the services of the E.A. Program. Teachers also may have access to the group and individual professional counseling services under the "Letter of Agreement - Professional Counseling Services for Teachers", Schedule J of the NBTF Collective Agreement.

3. RETENTION OF RIGHTS:

Nothing in this policy statement is to be interpreted or applied as constituting a waiver of management's right to take measures, disciplinary or otherwise, or waiver of an employee's right to grieve, all within the framework of the applicable collective agreement, if any.

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805: GENERAL PERSONNEL POLICIES

805.1: Harassment in the Workplace

Reference: http://www.gov.nb.ca/0163/harpol/harpol.htm (Internet connection needed)

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805.2: Personal Liability Protection

Personal Liability Protection (PDF) (Requires Adobe Acrobat Reader)

Reference: http://intranet.gnb.ca/intellinet/adminman/adminman/3108-e.asp

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805.3: Political Activities of Staff

Political Activities of Staff (PDF) (Requires Adobe Acrobat Reader)

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805.4: Positive Learning Environment

Policy 703 (Information current as of August 2002) (Requires Adobe Acrobat Reader)

Reference: http://www.gnb.ca/0000/pol/e/703A.pdf

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805.5: Pupil Protection

Policy 701 (Information current as of August 2002) (Requires Adobe Acrobat Reader)

Reference:http://www.gnb.ca/0000/pol/e/701A.pdf

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805.6: Scent Free Environment

In consideration of indoor air quality and the health of students, employees, volunteers and visitors, School District 8 have undertaken to implement a scent free policy effective January 1, 2000.

1. BACKGROUND:

In April of 1999, School District 8 formed a committee whose responsibility was to establish a policy on fragrances and the usage of scented products within school district facilities and vehicles. The mandate would include, but not be limited to, creating a set of criteria for the policy and to suggest a process that would inform and educate the stakeholders as to the effects of such products on the health of students, employees, volunteers and visitors.

2. RATIONALE FOR SCENT FREE BUILDINGS:

The rationale for limiting the use of scented products within school district facilities and vehicles includes the following:

• There are many students, employees, volunteers and visitors who are adversely effected, to varying degrees, by scented products.
• Those who use scented products often are unaware that scented products can adversely affect others in the school system.
• Permitting the ongoing use of scented products in school district facilities and vehicles leaves the erroneous impression that it is not a serious health hazard and ignores the rights and health of those effected.
• Scents or fragrances may enter school facilities and vehicles through a number of mediums. Without an awareness program, the chance of reduction is unlikely.
• A scent free environment will be a positive statement and influence on our students, building an environment for the future that does not include chemically produced scents and fragrances.

3. CONSISTENCY:

All school district facilities and vehicles are subject to a common, basic scent-free policy. The policy applies to students, staff, volunteers and visitors.

4. COVERAGE:

The policy encourages all students, employees, volunteers and visitors to refrain from wearing or using scented products in all schools, school district offices and vehicles.

5. PROCEDURE:

The School District 8 Facilities Branch shall strive to use non-scented cleaning and building products.

All employment advertisements for School District 8 will state that each facility is a scent-free environment.

Each school district facility and vehicle will display appropriate signage informing and encouraging students, employees, volunteers and visitors to refrain from wearing or using scented products.

All schools in School District 8 shall be provided with information kits that shall inform students, employees, volunteers and visitors of the scent free policy.

Students, employees, volunteers and visitors shall be encouraged to bring forward concerns relative to scent sensitivity.

6. COMPREHENSIVENESS:

A scent free policy is part of a comprehensive approach that shall inform and educate stakeholders of the health effects caused by the use of scented products.

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805.7: Travel

Out of Province Travel Request Form (PDF) (Requires Adobe Acrobat Reader)

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805.8: Health and Safety

1. SCOPE:

School District 8 is committed to ensure that all school buildings, workplaces and vehicles are healthy and safe places for all occupants.

2. GENERAL:

• As per the Occupational Health and Safety Act, it is mandatory for all places of work to have a Health and Safety Policy and to have it registered with the Occupational Health and Safety Commission.
• Occupational health and safety legislation requires regular workplace inspections.
• The purpose of an inspection or safety tour is to identify unsafe conditions or practices and to recommend corrective actions.

3. RESPONSIBILITIES

• The Director of Finance and Administrative Services will oversee the application of this policy and ensure its compliance and to ensure communication to all stakeholders.
• The policy will be supported by the Joint Health and Safety Committee of the school district who will meet on a monthly basis.
• Schools shall have a Health and Safety Committee whose responsibility shall be to monitor for the detection of hazardous conditions, unacceptable practices and behavior in the workplace and to make recommendations to improve safety.
• School committees shall submit monthly reports of their findings to the Joint Health and Safety Committee. Checklists are generally used as a guide for conducting inspections.
• All employees must take responsibility to ensure, to the best of their ability, that their place of work is safe and free from hazard. Upon identification of an unsafe place of work or unsafe work practice, employees shall report them immediately to their supervisor.

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805.9: Blood or Body Fluids

Good hygiene practices should be used when handling blood or body fluids to prevent spread of disease. Standard procedures should be used to clean up after anyone has an accident or injury at school. All situations, no matter what bacteria or virus might be present, should be treated the same.

Contact with body fluids might present a risk of infection with a variety of germs. Direct skin contact with body fluids should be avoided, if possible. If skin surface is exposed to blood or body fluids, clean the exposed skin with warm water, scrubbing the area with soap for at least 15 to 30 seconds, then rinsing and drying the area.

Blood and body fluids emanating from a person should be treated cautiously to prevent the potential for contracting infectious agents/germs. Following are guidelines that should be followed to prevent infection:

• hand washing is the most important thing you can do to prevent infection;
• disposable gloves should be used when direct hand contact with body fluids is required, for example, treating a bloody nose; handling soiled clothes; cleaning small spills of blood or body fluids;
• assist person in self-care;
• sharp objects, such as needles, broken glass, etc., contaminated with blood should be disposed of in an assigned container by the custodian;
• vaccinate if at occupational risk to contact Hepatitus B virus (HBV);

Following are guidelines for cleaning blood or body fluid spills:

• wear disposable gloves;
• use soap and water initially to clean contaminated surfaces;
• use disinfectant which should sit for approximately 15 to 20 minutes;
• place contaminated materials in a plastic garbage bag;
• contaminated clothing should be taken home in a plastic bag and washed separately using gloves should presoaking be necessary;
• mops and other materials used in the cleanup process should be soaked in disinfectant and rinsed or washed in hot water [160 °] for 25 minutes;
• gloves should be disposed of in a plastic garbage bag; and
• the plastic bag should be placed into a second garbage bag.
  

Risk for infection from contact with blood borne pathogens is small. However, individuals who believe they may have been exposed to blood borne pathogens should immediately wash the exposed area, flush mucous membranes if applicable and then follow up with their family physician.

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806: HIRING/SELECTION PROCEDURES

806.1: Selection of Teachers and Positions of Responsibility

Selection of Teachers and Positions of Responsibility (PDF) (Requires Adobe Acrobat Reader)

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807: STAFF AWARDS AND RECOGNITION

807.1: Employee Recognition Program

1. POLICY:

The Superintendent and Management of School District 8 endorse an Awards Program that recognizes long service, retirement and other special awards.

2. GUIDELINES:

2.1 Awards will be presented at an appropriate function during May or June annually.

2.2 The award recipients will be notified prior to that occasion, and will be invited to attend.

2.3 Award recipients will be recognized in staff bulletins and other communications media.

3. AWARDS:

3.1 Long Service Awards shall be:
i. given to full-time and part-time permanent employees in recognition for total years of service with School District 8;
ii. a silver framed certificate, signed by the Minister for 25 years of service, and a silver pin; or
a gold framed certificate, signed by the Minister for 35 years of service, and a gold pin.

3.2 School-based personnel shall be presented with Long Service Awards at the school by the school principal with a District Office representative in attendance.

3.3 Employees who retire from School District 8 shall receive a certificate illustrating actual years of service to the district and signed by the Superintendent. This may be presented at an annual banquet for retirees.

Policy Statement 207 - Long Service and Retirement Recognition Program (PDF) (Requires Adobe Acrobat Reader) NOTE: Policy currently under review

Reference http://www.gnb.ca/0000/pol/e/207AP.pdf

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808: STAFF CONDUCT

808.1: Computer Network Use and Access

BACKGROUND:

The Department of Education and School District 8 promote access to public computer networks through school computers. Our goal is to promote educational excellence by facilitating resource sharing, innovation, and communication and to provide students with life-based learning opportunities, the objective of which is to improve student outcomes. School District 8 must take reasonable precautions to restrict access to controversial materials and to provide for reasonable security measures for District users. With access to computers and people worldwide also comes the availability of material that may not be considered educational or appropriate in a school setting. The Department, District Office, school staff and other users of these resources have the responsibility to supervise and promote efficient, ethical and legal use of these resources, computer equipment and the acceptance and use of any procedures included in this policy or any school policy established herein.

DEFINITIONS:

"Access and use" means use of public computer networks emanating from district or school owned computers during and outside school or office hours.

"Controversial" refers to material that maybe under review, not having yet been judged objectionable or unobjectionable.

"Material" means messages or files containing any form of digital information, network use or site/single licensed use software or any personal information or data that can be transmitted electronically.

"School contact" means the Principal or a person designated by the Principal to supervise and monitor access and use of public computer networks within schools via school computers.

"Service" means the telecommunication infrastructure, including Internet and e-mail provided by the Department of Education as well as any other networking technology that may presently or in the future be provided through other sources for use in the public school system.

"Using" for the purposes of this policy, includes storing, accessing, obtaining or receiving information available by electronic means.

"Users" means the Department of Education, District staff, school staff, students, volunteers and any others who may use after hours services such as Community Access, clubs or labs.

GUIDELINES AND PROCEDURES:

1. Responsibility of Users:

a. Security:

i. Users will respect the right and property of others and will not improperly access, misappropriate, or misuse the files, data or information of others.

ii. Users may not share an account with anyone or leave the account open or unattended.

iii. Users will keep all accounts and passwords confidential and not accessible to others.

b. Monitoring:

i. Users will report immediately report system faults that compromise systems or account security to the Principal or school contact person.

Ii Users will report to the proper authority any material stored in any manner (text, images, and sound) on devices or equipment made available through the public school system with general/public/shared access that appears to be in violation of this policy.

Iii Users will respect Federal, Provincial and local laws that specify appropriate use of computers and others telecommunications equipment.

iv. Users will ascertain that computer files received are not copyrighted.

v. Users are responsible to take precautions to prevent viruses on their own equipment and school equipment.

c. Acceptable Use and Access:

i. Users will refrain from harming or attempting to harm or destroy data or information, not belonging to them on any network or stand-alone site.

Ii Users will refrain from obtaining, by any means, privileges or access to material on any system to which they are not entitled.

Iii Users will give references and credit when creating, deleting or altering electronic information with the understanding that rules regarding plagiarism for printed documents also apply to electronic resources.

Iv Users will refrain from downloading or transmitting messages and other material that is unlawful, obscene, abusive, harassing, demeaning or otherwise objectionable.

v. Users will apply efficient usage and appropriate rules of behaviour or etiquette commonly known as "netiquette", as outlined in Appendix A of this policy.

d. Enforcement:

i. The system administrator (Department of Education) will deem what is appropriate use and their decision is final.

Ii School District 8 shall uphold the Department of Education policy and any other laws governing the use of technological equipment and information contained in them and/or generated by its use.

Iii All students users, the parents or guardians of students under the age of 18, and school staff who supervise students using public computer

iv. networks shall read and sign the Access, Release and Authorization Agreement - Appendix B to this policy.

2. Responsibility of Schools:

i. Each school shall name a school contact who will be the first point of contact at the school level.

Ii Schools shall have a policy in place, and the school principal will ensure that direction, guidance and adequate supervision are provided to all school users on the appropriate use and the application of measures of this policy.

Iii Schools will outline the terms of the "Agreement" to all users, regarding terms and conditions of use, prohibited activities and consequences for breaking the agreement - Appendix B to this policy.
Iv Schools will not grant access to services until students and their parents enter into the agreement as outlined in Appendix B to this policy.

v. The school contact will be the point of contact at the school regarding questions and complaints related to Internet and e-mail use and this person will be responsible for reporting infractions to the District Office.

vi. The school (in conjunction with the District) will bear the responsibility of enforcing violations as contained in this policy and as agreed to in the signed "Agreements". This will include monitoring and removal of any material stored in any manner with general/public/shared access and that is deemed to be in violation of this policy.

Reference
Appendix A: Netiquette Guidelines
Appendix B: Access, Release and Authorization Agreement
Department of Education Policy 311 Information and Communication Technologies Use and Guidelines for Information and Communication Technologies Use in the Public School System [September, 1998]

Internet Etiquette (Netiquette) (PDF) (Requires Adobe Acrobat Reader)

POLICY STATEMENT 311 (Requires Adobe Acrobat Reader) NOTE: Policy currently under review

Reference: http://www.gnb.ca/0000/pol/e/311A.pdf

Reference: http://www.gnb.ca/0000/pol/f/311f.pdf

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808.2: Code of Conduct

Code of Conduct (PDF) (Requires Adobe Acrobat Reader)

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808.3: Conflict of Interest

Conflict of interest (PDF) (Requires Adobe Acrobat Reader)

Reference: http://intranet.gnb.ca/intellinet/adminman/adminman/2915-e.asp

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808.4: Tobacco Free Environment

Tobacco Free Environment - Policy 702 (Information current as of August 2002) (Requires Adobe Acrobat Reader)

Reference:http://www.gnb.ca/0000/pol/e/702A.pdf

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808.5: Dress Code for Educators

Dress Code for Educators
(Requires Adobe Acrobat Reader)

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809: STAFF ABSENCES AND LEAVES

809.1: Leave of Absence [instructional staff]

No Policy available at this time

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809.2: Leave of Absence [non-instructional staff]

No Policy available at this time

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809.3: Political Activity

No Policy available at this time

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810: SUBSTITUTE INSTRUCTIONAL STAFF

810.1: Substitute Teachers

1. GENERAL:

Substitute teachers are recognized as essential members of the instructional team.

2. RESPONSIBILITIES:

Substitute teachers are responsible to make themselves aware of school district policies governing the operation of schools, the instruction and supervision of students.

3. HANDBOOK:

Each school will have a handbook designed to inform substitute teachers of all aspects of their employment within that school. The handbook should contain, but is not limited to, the following components:

• A title page that includes a statement requesting that the handbook be returned at the end of the day.
• A floor plan of the school with the classroom assigned highlighted.
• A timetable indicating the day's schedule pertinent to that teacher.
• Either include lesson plans or indicate exactly where everything is located. This would include:
  • Standard attendance procedures for class
  • Classroom discipline procedures/consequences
  • Washroom special cases
  • Medical alert cases
  • Agenda/homework use
  • Student issues: e.g. discipline issues; in need of extra help
  • A classroom helper
  • Visitors e.g. nurse, guest speakers, photographers, tutors
  • Bell schedule
  • School calendar
  • Supervision schedule(s)
  • Explanation of each duty on the schedule
  • General school philosophy
• General guidelines respecting:
  • Absent students (names sent to office, calls made)
  • Summary of work covered
  • Assembly procedures
  • Class movement (use of other rooms)
  • Fire drills
  • Accidents
  • Procedure for student with note to leave early
  • AV equipment availability
  • Tardy students
  • What's available in the cafeteria
  • Staff room equipment for meals
  • Substitute teacher forms - availability and who signs them
  • School's discipline procedures and rules
  • Indicate what time teachers may leave.

It will be the responsibility of the principal to ensure that each substitute teacher has access to this handbook.

Reference Department of Education Policy 202 "Substitute Teachers"
Reference School District 8 Handbook for Substitute Teachers

Policy 202: Substitute Teachers (Information current as of August 2002) (Requires Adobe Acrobat Reader)

Reference: http://www.gnb.ca/0000/pol/e/202A.pdf

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811: SUBSTITUTE NON INSTRUCTIONAL STAFF

811.1: Casual and Replacement Help

No Policy available at this time

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812: VOLUNTEERS

812.1:Risk Management

PREAMBLE:

This policy applies to all staff, instructional and non-instructional, of School District 8 and volunteers who may be working or in contact with students in curricular, co-curricular and extracurricular programs.

DEFINITIONS:

"Employee" includes any person who is paid a salary with the school district on a full-time, part-time or casual basis, or any person who is hired under contract or through a Federal or Provincial grant program to perform services in schools.

"Volunteer" includes any person who is not on salary but who is engaged to assist in the delivery of programs in schools including but not limited to parents, students, coaches, and drivers.

1. GENERAL:

1.1 Duty to Maintain Confidentiality:

Employees and volunteers are responsible for maintaining the confidentiality of all privileged information while serving students in School District 8, whether this information involves an employee, student, or other person, or involves educational or administrative matters within the superintendency.

1.2 Appearance and Deportment:

Employees and volunteers are responsible for presenting a positive image to students and the community while performing services in School District 8. They are expected to dress appropriate to the performance of their duties.

1.3 Recruitment and Selection:

i. Employees and volunteers will be screened carefully in accordance with the Pupil Protection Policy and will be selected by the immediate supervisor.

Ii Employees and volunteers will be interviewed prior to being assigned or appointed to a position to ascertain their suitability for and interest in that position. Interviews may be conducted either in person or by other means.

Iii Employees and volunteers shall be asked to submit to a criminal records check. If a prospective employee or volunteer refuses the criminal record check, they may not be considered for the assignment.

Iv Additional screening procedures may be initiated where employees or volunteers are to be placed in direct contact with at-risk students. These procedures may include reference checks, direct background investigation, consultation with Child Protection Services, etc.

1.4 Supervision and Evaluation:

i. Each employee and volunteer who is accepted to a position with School District 8 will have a clearly identified supervisor who is responsible for the direct management and guidance of the work of that person, and shall be available to the employee or volunteer for consultation and assistance.

Ii For employees, the position description and standards of performance for all positions should form the basis of an evaluation. A written record should be kept of each evaluation session.

Iii For volunteers, a position description may not always be necessary.

Iv Corrective action may be taken following an evaluation. Examples of corrective action include the requirement of additional training, reassignment of an employee or volunteer to a new position, or any other action allowable in accordance with collective agreements, employment legislation or regulations.

2. VOLUNTEERS:

2.1 Scope of Involvement:

i. All volunteers shall be designated by and responsible to the school principal. The principal will maintain on file a Volunteer Enrollment Form for each person who is not an employee of School District 8, but who is in regular contact with students in the delivery of programs in schools. Volunteer records shall be accorded the same confidentiality as staff personnel records.

Ii Volunteers in the school are responsible persons who provide a service to the school to fulfill specific needs as determined by the principal and

iii. Instructional staff without remuneration or contractual commitments of any kind.

Iv Collective agreements will be respected regarding the use of volunteers in schools. No staff position will be displaced or replaced by the use of volunteers.

2.1 Role(s) and Responsibilities:

i. Curricular:

• Volunteers may assist the teacher and/or school.
• Volunteers shall work at all times under the supervision of a designated teacher when working with students.
• Volunteers shall assume no responsibility for evaluation or diagnostic assessment involving school personnel, students or programs.

Ii CO-curricular:

• Volunteers may assist the teacher and or school while working under the direct supervision of the designated teacher in accordance with Article 25 of the teachers' collective agreement.
• Volunteers must ensure that Motor Vehicle Regulations are met and that a minimum of $1,000,000 liability insurance is carried when transporting students.
• Volunteer chaperones during overnight trips must be of the same gender as the students involved.

• Volunteers working with extracurricular activities should have a teacher/principal liaison.
• Volunteers have the authority to conduct activities under the direction of the principal/school district in accordance with Article 25 of the teachers' collective agreement.
• Volunteer chaperones during overnight trips must be of the same gender as the students involved.
• Volunteers must ensure that Motor Vehicle Regulations are met and that a minimum of $1,000,000 liability insurance is carried when transporting students.
• Volunteers must hold the appropriate driver's license when operating a vehicle to transport students.
• It is desirable that volunteers hold current First Aid/CPR certification where the nature of the activity warrants.

Reference Form "Volunteer Enrollment Form" that is attached to and forms an integral part of this policy.

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812.2: Enrollment

Volunteer Enrollment (Requires Adobe Acrobat Reader)

Volunteer Enrollment Form (Requires Adobe Acrobat Reader)

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