The principal shall not cause or allow any practice, activity or decision that is unethical, unlawful, and imprudent or which violates the board’s charter or expressed values or commonly held professional ethic. The key contribution is day-to-day management of the school.
1. Responsibilities of the Principal
The principal is responsible for overseeing the implementation of board policy. Reference in documentation to the school, management and staff is to be read as principal for responsibility for implementation. From time to time the chairperson of the board may issue discretion in policies of the school, in minutes of the board, or by written delegation. The responsibilities of the principal are:
Only decisions made by the board acting as a board are binding on the principal. Decisions or instructions of individual board members, committee chairs, or committees are not binding on the principal except in rare circumstances when the board has specifically authorised it
The relationship is one of trust and support. Both parties work to ensure ‘ no-surprises”. The principal is not restricted from using the expert knowledge of individual board members acting as volunteers.
2. Special Character
The Special Character of St Kevin’s College is the reason for its existence. It is legislated in the Private Schools Conditional Integration Act 1975. The Special Character of St Kevin’s College is that it is an Edmund Rice School established by the Christian Brothers Order which owns, promotes and supports the school.
Therefore the Principal may not fail to:
3. Disciplinary Process
In the event the board determines that policy violation(s) has (have) occurred and the board judges the degree and seriousness of the violation(s) to warrant initiating a disciplinary process, the board shall seek free advice in the first instance from an NZSTA Industrial Advisor and follow due process.
4. Principal Professional Expenses
A budget for professional expenses and for professional development will be established annually. Spending within budget occurs at the discretion of the principal except in the case of overseas professional development. All overseas trips for professional development must be approved first by the board of trustees. Professional development expenses may include but are not confined to: continuing education, books and periodicals, mentoring, and attendance at professional conferences.
5. Reporting to the Board Policy
The principal reports to the board as a whole and keeps it informed of the true and accurate position of the outcomes of programmes and services; financial position; and all matters having real or potential legal considerations for our school. Thus the board is supported in its strategic decision-making and risk management. Therefore, the principal may not fail to:
6. Curriculum delivery
Delivery of the curriculum shall foster student achievement. Therefore the principal may not fail to:
The board delegates responsibility to the principal on all matters relating to the management of staff in the expectation that they will be managed in a sound, fair, and respectful manner in accordance with the current terms of employment documents. Therefore, the principal may not fail to:
To assist in the appointment of quality staff to any vacancy which may arise appointment committees with expertise relevant to the vacancy will be selected to carry out the appropriate appointment procedures.Therefore, the principal may not fail to:
Composition of the various appointment committees schedule:
9. Financial Planning
Budgeting shall not fail to reflect the board’s strategic results, risk financial jeopardy nor fail to show a generally acceptable level of foresight. Thus the budget should not neglect to:
10. Financial Condition
The financial viability of the school must be protected at all times. The board understands that the possibility of theft or fraud cannot be entirely eliminated however the principal is required to show there are in place safeguards and robust, clear procedures to minimise the risk of either event. Reference should be made to Appendix 2 of the Financial Information for Schools Handbook (FISH). Therefore, the principal shall not:
11. Asset Protection
Assets may not be unprotected, inadequately maintained or unnecessarily risked. The board of trustees is responsible for over viewing the programming and funding of general maintenance of the school grounds, buildings, facilities and other assets to provide a clean, safe, tidy and hygienic work and learning environment for students and staff. Accordingly, the principal may not:
12. Health & Safety
Students and staff shall have a safe physical and emotional learning environment. Therefore, the principal shall not fail to:
13. Legal Responsibilities
School procedures will meet the legislative statutes and regulations as set down in the appropriate Acts, Ministry of Education circulars and the Education Gazette. Examples include: Protected Disclosure, Privacy of Information, Child Abuse and Neglect, Harassment, Drug and Alcohol, Personnel, Internet Use, OSH
14. Procedures and Guidelines
The school procedures will reflect relevant legislation and the following BOT directives:
1. Finance: refer to these procedures in the appendix which cover: Finance, Credit Card Use and Theft and Fraud.
2. Overseas Tours.
The College will have defined delegations of authority which include:
15. Hostel Operational Policies
Written procedures will ensure compliance with the code of practice relating to management of hostels. The legal ownership of the hostel rests with the St Kevin’s College Hostel Trust, while the day to day management is delegated to the Principal who manages the Director of Boarding.
Regulation 53: Boarders not to be accommodated in unlicensed hostels
The Principal shall not fail to ensure that boarders are not accommodated in the hostel at any time when the hostel is an unlicensed hostel.
Regulation 54: Policies and operating procedures
The Principal shall not fail to ensure that the hostel is managed in accordance with written policies, and written operating procedures, documented in the Operational Policies and Hostel Procedural Manuals.
The Principal shall not fail to ensure that the boarders:
1. are supported in a positive learning environment; and
2. are given the opportunity to develop positively within reasonable boundaries; and
3. feel secure and valued; and
4. have ready access to people they can trust and confide in, and are supported in raising problems and issues that are of concern to them; and
5. have ready access to, and a degree of choice about, health and other personal services they may require.
The Principal will, on a request for the purpose, make a copy of the policies and procedures available for inspection and copying by a member of the hostel’s staff, a boarder, or a parent of a boarder.
Regulation 55: Policy on relationships and protection from ill-treatment
The Principal will not fail to ensure that:
1. every boarder is given positive guidance promoting appropriate behaviour, having regard to the boarder’s stage of development; and
2. every boarder is given positive guidance by the use of praise and encouragement and the avoidance of blame, harsh language, and belittling or degrading responses; and
3. boarders being given direction and guidance are not subjected to any form of discrimination (including favouritism or antipathy), physical ill-treatment, solitary confinement, or deprivation of food, drink, warmth, shelter, privacy, or protection; and
4. physical restraint of a boarder is used only in circumstances, and only in accordance with restrictions and conditions, specified in the policy.
Regulation 56: Procedure for granting boarders leave of absence
The Principal will ensure that the procedures for granting the boarders leave of absence from the hostel specify:
1. how the boarders may apply for and be granted leave of absence from the hostel; and
2. conditions that may apply to leave, including when the permission of a parent is required and the arrangements necessary to enable contact between the boarder and the hostel during leave; and
3. how checks are to be made of the suitability of the places where, and people with whom, each period of leave is to be spent; and
4. steps to be taken if a boarder is identified as missing or absent without leave; and
5. how recreational and other associated activities (such as transport to and from venues) are to be assessed to identify any risks involved, and how arrangements are to be made to manage those risks; and
6. how records of the boarders’ absences on leave from the hostel are to be created and maintained, how they are to be created and maintained with an appropriate degree of confidentiality, and the minimum period for which they must be retained.
Regulation 57: Review of, and consultation on, policies and procedures
The Principal will, at least once every 3 years, review the policies and procedures and as part of the review, the Principal must take all reasonably practicable steps to consult the boarders and their parents on the terms of the policies and procedures.
Regulation 58: Abuse, harassment, or serious neglect of boarders
If the Principal believes on reasonable grounds that a person (whether a member of the hostel’s staff or boarder or not)
1. has harmed (whether physically, emotionally, or sexually) or ill-treated a boarder; or
2. has, in directing or guiding a boarder, subjected him or her to discrimination (including favouritism or antipathy), solitary confinement, physical restraint contrary to hostel policy, or deprivation of food, drink, warmth, shelter, privacy, or protection; or
3. has otherwise abused, harassed, or seriously neglected a boarder.
The Principal will ensure that the person does not, so far as practicable, come into contact with the boarder concerned, and must, so far as practicable, require the person to stay off the hostel premises if the Principal regards a requirement of that kind as necessary to ensure no boarder is ill-treated.
The Principal within 24 hours of forming the belief that abuse, harassment, or serious neglect has occurred will not fail to:
a) give written notice of the matter to the parents of the boarder concerned or the Department of Child, Youth and Family Services, and the New Zealand Police.
b) advise the authority when, and to whom, the notice was given; and
c) give the authority a copy of that notice.
Regulation 59: Records
The Principal must ensure that there are created and maintained, for each boarder, records of:
1. the boarder’s name, date of birth, and home address or addresses; and
2. the name and, if it differs from the boarder’s address, the home address of all guardians of the boarder; and
3. the place at which, or the means by which, at least 1 guardian of the boarder (or a person nominated by a guardian of the boarder) may be reached while the boarder is accommodated at the hostel; and
4. particulars of every accident and every illness occurring to or experienced by the boarder while at the hostel, and of any actions taken in response; and
5. details of any chronic illness from which the boarder suffers, and of any medication the boarder has to take as a result; and
6. details of all medicines of any kind administered by hostel staff to the boarder while at the hostel, the occasions on which they were administered, and by whose authority they were administered; and
7. the names and addresses of people who (by direction of a person who has the role of providing day-to-day care for, or custody of, the boarder) should be consulted if the boarder is ill or injured; and
8. the names and addresses of the people authorised by a guardian of the boarder to collect the boarder from the hostel and, if applicable, people who, by law:
(i)are entitled to have contact with, or access to, the boarder; or
(ii)are forbidden to have contact with, or access to, the boarder, or have an entitlement to have contact with, or access to, the boarder, that is subject to conditions.
Regulation 60: Duties related to records
The Principal must not fail to ensure that the required records are:
(a)created and maintained with an appropriate degree of confidentiality; and
(b)are archived for later viewing.
Regulation 61: Supervision, staffing, and security
(1) The Principal must ensure that, at all times while boarders are present at the hostel those boarders, or the staff members who supervise those boarders, are supervised by a responsible person.
(2) The Principal must not fail to ensure that:
a. all permanent staff members are adults; and
b. all permanent staff members, and all people (other than boarders and their parents) who have regular access to the hostel or have unsupervised contact with boarders, are the subject of rigorous suitability checks (including Police vetting); and
c. no staff member has been convicted of a crime involving dishonesty and sentenced for that crime within the preceding 7 years, or has been convicted of any offence involving harm to children or violence, or has been convicted of any sexual offence, or is unfit to be a staff member because of mental illness or serious behavioural problems; and
d. there is substantial supervision of ancillary, contract, temporary, or voluntary staff, and others who visit the hostel occasionally and who have not been the subject of a suitability check; and
e. staff and boarders are encouraged to maintain positive relationships with each other; and
f. security measures are used to prevent unauthorised access to the hostel’s premises.
g. any person who has regular access to the hostel or has unsupervised contact with boarders will be police vetted
(3) The Principal must ensure that the hostel is at all times staffed with a ratio of staff to boarders present at the hostel that ensures the safety of those boarders.
Regulation 62: Supervision of boarders on excursions outside hostel
The Principal must, while boarders are taken in the care of the hostel on any excursion or activity outside the hostel, ensure that there are enough members of hostel staff or other adults with the boarders taken outside the hostel to ensure the safety of those boarders having regard to:
(a) the number of them and their ages and needs; and
(b) the nature of the excursion or activity (including its location and time of day); and
(c) the training and qualifications of the staff or other adults concerned.
Regulation 63: Food and drink
The Principal must ensure that:
(a) food is served in the hostel at such times, and in such variety, quantity, and quality, as to meet the boarders’ nutritional needs; and
(b) food is, when stored, prepared, and served, free of, and adequately protected against, contamination; and
(c) an ample supply of potable water is available at all times to the boarders for drinking.
Regulation 64: Infectious and other diseases, etc
(1) The Principal must take all reasonably practicable steps to ensure that:
(a)a boarder or member of hostel staff suffering from, or suspected to be suffering from, an infectious disease listed in Schedule 2 of the Health (Infectious and Notifiable Diseases) Regulations 1966 is excluded from the hostel for the period of isolation shown for that disease in the second column of that schedule or for a lesser period the Medical Officer of Health determines; and
(b)a boarder or member of hostel staff exposed to an infectious disease listed in Schedule 2 of the Health (Infectious and Notifiable Diseases) Regulations 1966 is excluded from the hostel for the period of isolation shown for that disease in the fourth column of that schedule or for a lesser period the Medical Officer of Health determines.
(2) The Principal must give the Medical Officer of Health or an Environmental Health Officer all information that he or she may request concerning cases of infectious disease and contacts with them.
(3) The Matron or Dean may exclude from a hostel for a reasonable period determined after consultation with a suitably qualified medical practitioner a boarder who is suffering from a disease to which Schedule 2 of the Health (Infectious and Notifiable Diseases) Regulations 1966 an does not apply, or from an ailment, illness, or other condition affecting the boarder’s health.
(4) The Principal must take all reasonably practicable steps to ensure that:
(a) every person working in any capacity in the hostel is in good health and not suffering from any infectious disease listed in Schedule 2 of the Health (Infectious and Notifiable Diseases) Regulations 1966; and
(b) the boarders do not come into contact with a member of hostel staff, or another person on the premises, who is suffering from a disease or condition capable of being passed on to boarders and that is likely to cause them serious harm if passed on to them.
Regulation 65: Protection or promotion of health
(1)The Principal must ensure that the hostel has available an area and facilities suitable for the temporary isolation and care of at least 1 sick boarder.
(2)In the case of an accident to, or a serious illness of, a boarder occurring or noticed at a hostel in circumstances that seem to call for immediate medical aid, a supervisor must, without delay, ensure that all reasonably practicable steps are taken to get medical aid and to notify a parent or other appropriate family member of the boarder.
(3)The Principal must take all reasonably practicable steps to facilitate access by a boarder, at his or her own expense, to a full range of general health and other support services (including personal counselling) delivered by suitably qualified personnel in a way that protects individual privacy and confidentiality.
(4)The Principal must take all reasonably practicable steps to ensure that no member of hostel staff present and performing duties at the hostel, and no boarder present at the hostel, uses, or is affected by, alcohol or any other substance to the extent that it is an actual or potential cause or source of harm to the person or another person or both.
Regulation 66: Parents’ contact with, or access to, boarders
(1)The Principal must ensure that a boarder’s parent can have contact with, or access to, the boarder whenever:
(a)the boarder is present at the hostel; and
(b)no good reason exists to deny that contact or access.
(2)Good reason exists to deny contact or access if the parent:
(a)is subject to an order of a court that prohibits contact with, or access to, the boarder (either with respect to the boarder generally, or while the boarder is accommodated at the hostel); or
(b)is subject to a warning under section 4 of the Trespass Act 1980 to stay off the premises; or
(c)is suffering from an infectious disease, or from some other disease, that is contagious and is likely to harm the boarders if passed on to them; or
(d)is, in the opinion of a responsible person, under the influence of alcohol or any other substance to the extent that it is an actual or potential cause or source of harm to the parent or another person or both; or
(e)is, in the opinion of a Matron or Dean, exhibiting behaviour that is or is likely to be disruptive to the hostel’s effective operation.
Complaints about The Hostel by students or parents
Regulation 67: Who may complain and how
(1)A boarder, boarder’s parent, or Board of Trustees may complain to the Hostel Trust about non-compliance with Hostel Policy and, or any aspect relating to or involving the hostel.
(2)A complaint to the Hostel Trust may be made in writing or orally.
(3)A complaint made orally will be put in writing by the Director of Boarding as soon as practicable.
Regulation 68: Procedure for resolving complaints
(1)The Principal will facilitate the fair, simple, speedy, and efficient resolution of complaints that relate to or involve the hostel.
(2)In particular, the Principal must ensure that—
(a)a complaint relating to or involving the hostel is, if made orally, put in writing by the Director of Boarding and
(b)the complaint is (unless earlier resolved to the complainant’s satisfaction) acknowledged in writing within 5 working days of receipt; and
(c)the complainant is informed of complaints procedures and given a copy of these on request; and
(d)the response to the complaint is documented; and
(e)the complainant receives a copy of all information held by the Director of Boarding that is or may be relevant to the complaint; and
(f)the Hostel Trust decides whether the complaint is justified.
Regulation 69: Hostel Trust must decide whether complaints justified
(1)The Hostel Trust must, within 10 working days of acknowledging a complaint, decide if the complaint is justified or not; or if additional time is needed to investigate it.
(2)After making a decision The Hostel Trust will determine how much additional time is needed; and decide as soon as practicable whether the complaint is justified.
(3)If the Hostel Trust determines that the additional time required to investigate the complaint is more than 20 working days, the Hostel Trust will inform the complainant as soon as practicable of the fact of, and reasons for the determination and that the Hostel Trust is required to decide as soon as practicable whether the complaint is justified.
Regulation 70: Hostel Trust must inform complainant of decision, etc
(1)As soon as practicable after the Hostel Trust decides that a complaint is or is not justified, the Hostel Trust must inform the complainant of:
(a)the reasons for the Hostel Trust decision that the complaint is or is not justified; and
(b)any actions the Hostel Trust proposes to take; and
(c)the Hostel Trust appeal procedure and
(d)the role of any relevant external agency that may (depending on the nature of the complaint and resources available at the time) be available to assist the complainant or to investigate the complaint if it is not resolved to the complainant’s satisfaction.
(2)Relevant external agencies may include the Chief Review Officer (if the complaint relates to the provision of a safe physical and emotional environment that supports learning for students accommodated in the hostel), the Children’s Commissioner, the Department of Child, Youth and Family Services, and the New Zealand Police.
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