policies

POLICIES


POLICY INTRODUCTION

SECTION A: STUDENT SUPPORT

A1 HEALTH AND SAFETY  
A2 ENROLMENT 
A3 UNIFORM AND GROOMING 
A4 ABUSE AND HARRASSMENT 
A5 SUDDEN DEATH AND TRAUMATIC EVENTS 
A6 STUDENT SUBSTANCE ABUSE AND SMOKING
 
A Controlled Drugs 
B Other Substances 
C Alcohol 
D Tobacco 
A7 SEARCH AND SEIZURE IN RESPECT OF A STUDENT 
A8  ACCESS TO STUDENTS  
A9 ATTENDANCE AND TRUANCY 
A10 INTERNATIONAL STUDENTS 
A11 COMMUNICATIONS AND COMPLAINTS
 

SECTION B: RESOURCES

B1 FINANCE
1.0 Funding 
2.0 Budgets 
3.0 Audit 
4.0 Financial Reporting 
5.0 Bank Accounts 
6.0 Cash Management 
7.0 Internal Control 
8.0 Levies and Donations 
9.0 Purchasing of Services and Supplies 
10.0 Fixed Assets 
11.0 Finance Committee 
12.0 Reimbursement of Authorised Expenditure 
13.0 Insurance 
14.0 Delegations 
B2 SPONSORSHIP / FUNDRAISING 
B3 CIVIL EMERGENCY 

SECTION C: PERSONNEL

C1 STAFF APPOINTMENTS 
C2 EQUAL EMPLOYMENT OPPORTUNITY 
C3 DISCRETIONARY LEAVE OF ABSENCE 
2.0 Short Term Leave (leave up to and including four school days) 
3.0 Long Term Leave (leave for one or more school weeks) 
C4 ABUSE AND HARRASMENT 
C5 STAFF DISCIPLINE 
C6 PERFORMANCE REVIEW
 
2.0 Principal’s Performance Review 

SECTION D: TEACHING AND LEARNING 

D1 TEACHING AND LEARNING 
D2 TREATY OF WAITANGI 
D3 SPECIAL NEEDS 
D4 ADULT SUPERVISION OF STUDENTS 
D5 EDUCATION OUTSIDE THE CLASSROOM 
D6 COMMUNITY EDUCATION 
D7 TIMETABLE POLICY 

POLICY INTRODUCTION
The policies of Takapuna Grammar School will comply with:

  • All relevant Acts and regulations of New Zealand.
  • The National Administration Guidelines (NAGs)
  • The School’s Charter
  • The School’s Accreditation Document
  • The Collective and Individual Contracts of the employees of Takapuna Grammar School

The policies are used by the School’s Administrators in the carrying out of the day-to-day running of the school and where appropriate they set out procedures that are to be followed and give the Board expectations in relation to appropriate behaviour of staff, students and visitors under its jurisdiction.

The procedures will comply with the school’s policies.

The procedures will be regularly reviewed by Senior Management in conjunction with the Board of Trustees policy review cycle.

The policies have been divided into groups to indicate their area of relevance. There is however, overlap between policies and when dealing with a particular situation it may be necessary to refer to more than one policy.

SECTION A: STUDENT SUPPORT

A1 HEALTH AND SAFETY
1.0 The Board and Senior Management will take all practical steps to ensure that a safe and healthy learning and working environment is established and maintained in the School.

A2 ENROLMENT
1.0 The enrolment of students at Takapuna Grammar School will be in accordance with the current enrolment scheme.

A3 UNIFORM AND GROOMING
1.0 Students attending the school, travelling to and from school and attending school functions away from school must wear the uniform prescribed by the Board of Trustees in the Takapuna Grammar School uniform code.
1.1 Students are required to maintain a high standard of dress and grooming.

A4 ABUSE AND HARRASSMENT
1.0 The safety and welfare of students if paramount.
1.1 Verbal and physical abuse of others is forbidden.
1.2 No form of sexual harassment is accepted at Takapuna Grammar School.

A5 SUDDEN DEATH AND TRAUMATIC EVENTS
1.0 The school will manage any sudden death or traumatic incident in a comprehensive and sensitive manner.

A6 STUDENT SUBSTANCE ABUSE AND SMOKING
A Controlled Drugs
1.0 No person shall while under the jurisdiction of the school:
a) be under the influence of;
b) have in their possession;
c) use;
d) sell or supply; or
e) purchase of receive

any controlled drug as the term defined in section 2 of the Misuse of Drugs Act 1975 or any amendment thereto, or conspire to do any of (a) or (e) as listed above.

B Other Substances
2.0 No person shall while under the jurisdiction of the school:
a) be under the influence of;
b) have in their possession;
c) use

otherwise than for the purpose intended by the manufacturer, any substance or thing which when inhaled, imbibed or taken in any other way has the effect or is capable of having the effect of modifying the taker’s behaviour or to conspire to do any of (a) or (c) above.

C Alcohol
3.0 No student (including those students aged 18 years and over) or person shall while under the jurisdiction of the school:
a) be under the influence of;
b) have in their possession;
c) use:
d) sell or supply; or
e) purchase or receive

or conspire to do any of (a) or (e) above.

D Tobacco
4.0 No student shall while under the jurisdiction of the school:
a) have in their possession;
b) use

or conspire to do either (a) or (b) above.

For the purposes of this policy, the things with a person have in their possession includes anything subject to their control which is in the custody of another.

A7 SEARCH AND SEIZURE IN RESPECT OF A STUDENT
1.0 The school will protect the education needs, welfare and security of a student and search and seizure may be carried out to recover stolen property, to detect illegal substances or weapons or to uncover any matter reasonably believed to be a threat to the maintenance of an orderly educational environment in accordance with the law.

A8 ACCESS TO STUDENTS
1.0 The provision of information about a student is subject to the need to preserve the student’s privacy in terms of the Privacy Act 1993.

A9 ATTENDANCE AND TRUANCY
1.0 All students are expected to attend school during normal school hours.

A10 INTERNATIONAL STUDENTS
1.0 The school values the contribution international students make to the learning community.
1.1 The school will abide by the conditions laid down in the Code of Practice for the Pastoral Care of International Students.

A11 COMMUNICATIONS AND COMPLAINTS
1.0 Procedures
1.1 The school will maintain a complaints register.
1.2 Initial contact should be made by ringing the school office either to make an appointment or to speak directly to the appropriate staff member.
1.3 The school will endeavour to return calls within 24 hours of the initial contact.
1.4 If the parent or caregiver wishes to speak to someone about a student’s general well-being or progress, contact should be with the Dean of the level.
1.5 If the communication is regarding a subject, the first point of contact should be the teacher or HOD of that subject area.
1.6 If the communication is for the purpose of conveying a complaint the first point of contact should be with the Dean, the HOD or Senior Management.
1.7 If the matter is regarded as serious, contact should be made with a Deputy Principal or the Principal.
1.8 If, in respect of a complaint, contact with a Dean or HOD has not resulted in a satisfactory outcome then a Deputy Principal or the Principal should be contacted.
1.9 Should contact with the Principal not resolve an issue to the satisfaction of the parent/caregiver then the matter should be raised with the Board of Trustees through the Chairperson of the Board.
1.10 When a complaint is received, it should be appropriately investigated, a decision made as to any action which may be necessary, and the result of the investigation and subsequent action communicated to the parties involved.


SECTION B: RESOURCES

B1 FINANCE
1.0 Education Act 1989 – S82
1.1 The finance policies of the school are governed by the Education Act, and in the event of conflicting requirements the Act takes priority over local policies.

1.0 Funding
1.2 The Board will account for all funds received from any source as required by statute and regulation.
1.3 Approval for school-based fundraising is delegated to the Principal, except in the case of “major” fund raising activities.

2.0 Budgets
2.1 Annual budgets will be prepared for all known financial activities of the school, both curricular and non-curricular, reflecting sources of finance and planned expenditure. These budgets and any subsequent amendments require the approval of the full Board.
2.2 The Finance Manager will keep staff informed on a monthly basis of progress of expenditure under their control compared to budget.

3.0 Audit
3.1 The Board will meet the requirements of the school’s auditors as a minimum standard of financial control and reporting.

4.0 Financial Reporting
4.0 Monthly financial reports to the Board will be available to enable the Board adequately monitor the financial affairs of the school.
4.1 Regular liaison with the school’s PTA will be maintained to ensure financial planning is co-ordinated.
4.2 Annual accounts will comply with the minimum standards set by the appropriate authorities.

5.0 Bank Accounts
5.1 All bank accounts operated in the name of the school must be approved by the Board. School funds must be banked intact to these accounts, and all expenditure authorised in accordance with written procedures.
5.2 Two authorised signatures are required on all cheques or other bank payments. The signatories will be the Principal, Senior Deputy Principal, Finance Manager and Property Manager.
5.3 A register is to be kept of all school accounts, trusts, investments and overdraft facilities.

6.0 Cash Management
6.1 Cash surpluses or deficits will be managed to optimise the financial benefit to the school. Surplus funds will be invested in interest bearing bank deposit and / or in accordance with the Ministry of Education guidelines. Cash deficits may be funded from bank overdraft facilities, but it is the Board’s policy to only use such finance as a last resort.
6.2 All approved accounts will be paid and receivables when due with a view to minimising outstanding accounts receivable.

7.0 Internal Control
7.0 Internal controls will be maintained to provide proper safeguards for school funds and assets. Responsibilities and functions of employees will be documented to provide a clear record for control purposes.

8.0 Levies and Donations
8.1 The school may levy students with fees or request donations to finance curricular and non-curricular activities to achieve the educational and other goals of the school. All student donations must be approved by the Board and annually reviewed.

9.0 Purchasing of Services and Supplies
9.1 All purchases of services and supplies must be authorised in accordance with written procedures. Board policy requires regular review of purchases by school management to ensure competitive pricing and value for money expended.
9.2 Three quotes should be sought for supplies / services in excess of $5,000. Refer to Finance Committee.

10.0 Fixed Assets
10.0 The school will maintain an up to date asset register.
10.1 All purchases of fixed assets over the value of $2,000 must be approved by the Board.

11.0 Finance Committee
11.1 The Finance Committee will advise the Board on financial policy and variance and will provide recommendations based on detailed reviews of Board financial matters.

12.0 Reimbursement of Authorised Expenditure
12.1 Authorised expenditure incurred by staff and other persons on behalf of the school will be reimbursed on presentation of appropriate supporting documentation.

13.0 Insurance
13.1 The school will keep in place current insurance as required to ensure insurable risks are covered in accordance with common practice. Replacement cover should be maintained where this is deemed financially justified.

14.0 Delegations
14.1 The Board will establish a Schedule of Delegations.

B2 SPONSORSHIP / FUNDRAISING
1.0 The Board is committed to ensuring that funds raised for or on behalf of the school are managed in an equitable manner for the benefit of students.
1.1 Sponsorship should be for the purpose of enhancing programmes at the school.
1.2 The purpose is to ensure the co-ordination of fundraising in our school so as to maximise the return from fundraising for the school and students.
1.3 All sponsorship and fundraising proposals will be aligned to the schools values and goals.

B3 CIVIL EMERGENCY
1.1 Takapuna Grammar School will respond to emergencies of local or national basis in order to maximise the safety of students, staff and other occupants and to limit damage to property.

SECTION C: PERSONNEL

C1 STAFF APPOINTMENTS
1.0 The Board is committed to employing the best person suited to the position.
1.1 All applicants are to be considered according to their skills, qualifications, abilities and aptitudes, without regard to any irrelevant conditions.
1.2 The Board will abide by “good employment principles” when making an appointment according to:
 State Sector Amendment Act 1989 s77A 2© - 2 (h)
 Human Rights Act 1993
 Privacy Act 1993
 The school’s EEO Policy
 Employment Relations Act 2000
 The current collective agreements covering staff at the school
1.3 The Board delegates its authority to appoint positions below Heads of Departments as well as support staff to the Principal.
1.4 The Board delegates its authority to appoint the Heads of Department and Senior Management positions to the Personnel Committee of the Board.

C2 EQUAL EMPLOYMENT OPPORTUNITY
1.0 The Board is committed to the equality of employment opportunities, as specified in S.77D of the State Sector Act 1988, the Human Rights Act 1993 and NAG3 and will ensure that all personnel activities are conducted in a manner whereby all people are treated fairly and have equal prospects for appointment, job satisfaction and success.

C3 DISCRETIONARY LEAVE OF ABSENCE
1.0 Leave will be granted subject to the conditions set out in the relevant employment contract(s) and the procedural criteria.

2.0 Short Term Leave (leave up to and including four school days)
2.1 Leave up to and including four school days may be granted at the discretion of the Principal.
2.2 The Principal shall report to the Board all short term leave granted.

3.0 Long Term Leave (leave for one or more school weeks)
3.1 Leave for one of more school weeks will only be granted by the Board.

C4 ABUSE AND HARRASMENT
1.0 Verbal and physical abuse of others is forbidden.
1.1 The school is committed to ensuring that all staff and students are able to work and learn in an environment free from harassment.

C5 STAFF DISCIPLINE
1.0 Disciplinary procedures should be carried out with regard to the relevant employment agreement.
1.1 Where the Principal determines disciplinary procedures are warranted the Principal shall promptly advise the Board Chairman.

C6 PERFORMANCE REVIEW
1.0 The Board of Trustees requires the performance of all staff to be subject to annual review. The process will ensure ongoing improvement to performance in order to provide the best possible opportunity for student success.

2.0 Principal’s Performance Review
2.1 The Principal will have a Performance Review on an annual basis to ensure;
a) accountability for effective leadership and management and the delivery of quality teaching and learning in the school.
b) the ongoing personal and professional growth and development of the Principal.
2.2 At least once every three years, the Principal’s appraisal will be conducted by an external appraiser, mutually acceptable to the Principal and the Board.

SECTION D: TEACHING AND LEARNING

D1 TEACHING AND LEARNING
1.0 Takapuna Grammar School will foster student achievement by delivering programmes that enable students to “Aspire to Personal Excellence” through the learning strategies of knowing, connecting, relating and supporting.
1.1 Takapuna Grammar School will provide teaching and learning programmes that incorporate the NZ Curriculum.
1.2 Programmes will be challenging, will ensure breadth and depth of learning and will enable success in all the essential learning and skill areas. Priority will be given to literacy, numeracy and regular quality physical activity.
1.3 Programmes will meet the needs, abilities and interests of the whole school student population.
1.4 Students will be encouraged to be actively involved in a wide range of co-curricular activities.

D2 TREATY OF WAITANGI
1.0 Takapuna Grammar school will fulfil the aims of Te Tiriti o Waitangi through provision of a range of Te Reo and Maori cultural programmes.

D3 SPECIAL NEEDS
1.0 Takapuna Grammar School will offer support through a specialised unit to students with disabilities.
1.1 The school will provide a safe physical and emotional environment where these individual student’s needs are met.
1.2 Appropriate support will provide opportunities for the inclusion of special needs students in all aspects of school life.

D4 ADULT SUPERVISION OF STUDENTS
1.0 Adults act as important role models for students. Interaction between adults and students should be a valuable and positive experience.
1.1 All adults will be made aware of and will comply with the school’s expectations, policies and procedures in relation to the supervision of students and will act in a professional and socially responsible way when supervising and interacting with students.

D5 EDUCATION OUTSIDE THE CLASSROOM
1.0 The Board recognises the value to the intellectual, social, emotional and physical development of students of providing curriculum based learning experiences beyond the environments of the school. All EOTC will be planned so that the safety of the students remains paramount.

D6 COMMUNITY EDUCATION
1.0 The Board recognises the value of Community Education in its commitment to life long learning. All Community Education programmes will be delivered within the frameworks of the school’s processes in relation to Teaching and Learning principles.

The school’s commitment to professional development, programme design and student achievement will be replicated by Community Education.

D7 TIMETABLE POLICY
1.0 A school timetable is developed annually to reflect how the school offers the curriculum, the learning needs and academic pathways of students and available staffing resources. The Secondary Teachers Collective Agreement (STCA 2007-2010) sets out particular requirements for non-contact hours and average class sizes that are to be incorporated into the timetabling process.

On this basis the school will:
a. ensure the needs of students is the first and key priority in the timetable development.
b. ensure fairness and transparency in the timetabling process.
c. comply with the conditions of the STCA (2007-2010).

The Principal will determine the allocation of staffing for the school annually using the GMFS and any Board of Trustee staffing contribution as a basis.