Policies

This responsibility to govern Southeast College is carried out through the development of policy, and by ensuring that policies are implemented.

The Southeast Collegiate Policy Manual is a written record of all directions approved by Board Members who have a mandate to govern the School.

Both policies and procedures provide direction to the Director/Principal, who, with staff, must implement Board policy. Policies are the lawful orders of the Board.

All staff members are legally obligated to implement the policies and all directions in them.

This responsibility to govern Southeast College is carried out through the development of policy, and by ensuring that policies are implemented.

The Southeast Collegiate Policy Manual is a written record of all directions approved by Board Members who have a mandate to govern the School.

Both policies and procedures provide direction to the Director/Principal, who, with staff, must implement Board policy. Policies are the lawful orders of the Board.

All staff members are legally obligated to implement the policies and all directions in them.

Section A Foundations

Introduction
The operation of SEC is based on a foundation of principles and beliefs which reflect the uniqueness of the School. These principles and beliefs are outlined in policy in Section A.

The Mission Statement begins this section. The Mission Statement, which includes the vision and beliefs of SEC, is the basis for all policies and operations.

In addition to the Mission Statement, other strongly held beliefs included in this section are: community and staff involvement in decision-making, non-discrimination, and reporting to the public. Together with the Mission Statement, these beliefs clearly outline the foundation on which Southeast College is based on.

TABLE OF CONTENTS

A.1.A Mission Statement
A.1.B The People and Their School  
A.1.C Southeast College Legal Status
A.1.D Parental /Guardian Involvement
A.1.E Human Rights
A.1.F Commitment to Accountability
A.1.G Reporting to the Communities
A.1.G-P Reporting to the Communities Procedure

Section B Governance

Introduction
Governance refers to how an organization is directed. The governance system for SEC is by election or appointment from one of the founding nine communities.  These communities are Bloodvein First Nation, Little Grand Rapids, Brokenhead, Pauingassi First Nation, Black River First Nation, Hollow Water, Berens River and Poplar River.

These elected or appointed members represent their communities and are responsible for bringing forward business on behalf of the community or parents.

Table of Contents

B.1 Board Members

B.1.A Operational Goals and Strategic Plans
B.1.B Membership of the Board – Elections/Appointments
B.1.C Power and Duties of the Board
B.1.D Roles and Responsibilities of Board Members.
B.1.F Board Member Code of Ethics
B.1.F.EX 1 Board Member Code of Ethics –Sign Off
B.1.G Executive Board Election Process

 

B.2 Board Administration

B.2.A Organization of the Board
B.2.B Executive Officers
B.2.C Board Committees
B.2.D Board Meetings
B.2.E Special Board Meetings
B.2.F Executive Sessions- Open Meetings
B.2.G Notification of Board Meetings
B.2.H Quorum
B.2.I Voting Method
B.2.J Minutes
B.2.K Public Participation at Board Meetings
B.2.L Board Hearings/Appeal
B.2.L-P Board Hearings/Appeal Procedure
B.2.M School  Board Policy Process
B.2.N Policy Adoption
B.2.O Policy Review and Revision
B.2.P Board Member Orientation
B.2.Q Board Resignation
B.2.R Board Member Compensation and Expenses

Section C Administration

Introduction
This section provides an overview of the overall administrative organization of SEC. It begins with an organization chart reflecting the governance system followed by the leadership structure of the School. Policies covering the positions of Director/Principal, and Lodge Manager, are included as well as administrative policies which cover the facility.

Table of Contents

1. Organization

C.1.A Governance and Leadership Chart
C.1.A-P Governance and Leadership Chart-Procedure
C.1.B Director/Principal
C.1.B-P Director/Principal-Procedure
C.1.C Lodge Manager
C.1.C-P Lodge Manager-Procedure
C.1.D Management Team/Senior Staff

 

2. Procedures

C.2.A Administrative Action Where No Policy Exists
C.2.B Professional Services
C.2.C Signing Authority
C.2.D Education Agreements
C.2.E Media Relations
C.2.F Workplace Safety and Health
C.2.F-P Workplace Safety and Health Procedure
C.2.G Emergency School Closures
C.2.G-P Emergency School Closures Procedure
C.2.H Threat Assessment
C.2.H-P Threat Assessment Procedure
C.2.H-EX1 Threat Assessment EXH 1

Section D Business Administration

Introduction
Section D, Business Administration, outlines the administrative services that support the Board members in achieving the educational goals. The scope of business administration for SEC is unique and complex as we are a non-funded independent school. We are solely dependent on funding from AANDC (Aboriginal Affairs Northern Development Canada).

Our funding agreement is based on a base amount of 100 students per month, with the provision to fund any student beyond the base amount. Our billing is done monthly from September to June each year. The rate per student is based yearly on FCI.

We do not receive any provincial funding at this time.

This section is divided into three sub-sections, fiscal management, facilities development and management, and general business administration. The introduction to each sub-section provides a guide to the policies included.

Table of Contents

D1. Fiscal Management
Fiscal management encompasses all of the policies that ensure Southeast College is financially responsible and accountable. The development of the annual operating budget is clearly outlined in order that the school and lodge are aware of their role in this process. Also included are policies on accounting and audit requirements.

D.1.A Annual Operating Budget
D.1.A-P Annual Operating Budget Procedure
D.1.B Credit Cards
D.1.C Accounting Systems
D.1.C-P Accounting Systems Procedure
D.1.D School Rental and/or Fundraising Projects
D.1.D-P School Rental and/or Fundraising Projects Procedure
D.1.E Purchasing Policy
D.1.E-P Purchasing Policy-Procedure
D.1.F Petty Cash
D.1.F-P Petty Cash-Procedure
D.1.G Payroll Policy

 

D2. Facilities Development and Management 

Southeast College’s geographic remoteness from the students it services provides unique challenges to its facilities. Such facilities include the school, housing for students, maintenance buildings. A comprehensive development and management program is required to ensure these facilities are appropriate for Southeast College’s needs now and in the future.
This sub-section begins with a policy on the Five Year Capital Plan which is the main component of the Schools development and management program. This policy explains how Capital replaced, renovated, upgraded and repaired.

D.2.A Five Year Capital Plan
D.2.B Repairs and Maintenance

 

D3. General Business Administration

General Business Administration addresses the operational requirements of the School. It includes information on School assets, retention of records, travel expenses, fleet vehicle requirements, Insurance and Food Services.

D.3.A Southeast Assets
D.3.A-P Southeast Assets -Procedure
D.3.B Personal belongings on Southeast Property
D.3.C Retention and Disposition of Southeast Records
D.3.D Staff Travel Expenses
D.3.E Southeast Fleet Vehicles
D.3.E-P Southeast Fleet Vehicles-Procedure
D.3.E-EX1 SEC Fleet Vehicle Consent Form
D.3.F Food Services
D.3.G Building and Directors Liability Insurance

 

Section E Personnel

Introduction

The Board Members of SEC recognizes that employees are the most significant and valuable resource. In order to attract and retain employees who can support the mission, vision and goals, SEC will ensure that policies are in place to provide a safe, caring and respectful workplace, to compensate staff fairly and appropriately, to provide staff with excellent benefits and to supervise, evaluate and hold them accountable.

The Personnel section includes all of the policies related to hiring, compensation and conditions of employment for teaching and support staff. Staff on teaching contracts shall be referred to as “teachers” throughout this manual.

Personnel is divided into five subsections:

E.1 Employment
This subsection provides policies on recruitment and appointment, conditions of employment, records and acknowledgement and resignation/termination.

E.2 Compensation
The compensation subsection outlines compensation, benefits and allowances provided to employees. There shall be no loans given out to employees as these are educational funds.

E.3 Leaves
Leaves, such as maternity leave, parental leave, compassionate care leave, and sick leave are covered in this subsection.

E.4 Supervision and Evaluation
This subsection includes policies on supervision, evaluation, merit increases and professional learning.

E.5 Respectful Workplaces
The intent of the policies in this subsection are to provide a safe and respectful workplace. Included are policies on grievances, workplace harassment and progressive discipline.

Please note that definitions of position classifications referred to in this section are defined in the glossary following this introduction.
CLASSIFICATION GLOSSARY

Classification of Employees
There are four classifications of employees at SEC. They are permanent full-time , term, casual, and student . Definitions follow.

1. Permanent Employees – Full-time 
Permanent full-time employees are employed on a permanent full-time basis. These employees are expected to work an 8 hour day, which is considered a normal day.

2. Term Employees 
Term employees are employed on a continuous full-time or part-time basis for a contractually limited period of time. This may include:

  1. “Leave Replacement” in which the person is employed to replace an employee who is on leave. The employment has a fixed end date.
  2. “Grant” projects or other projects in which the person is employed for the duration of a project or as provided under special funding arrangements. The employment has a fixed end date.

Term employees shall not be used to circumvent the establishment of permanent positions. Employees in term positions, who are employed for a period of continuous employment in the same position in excess of twenty-four (24) months, become permanent employees. The exception to this is to those covering the duties of an absent permanent employee who is expected to return to work.

3. Casual Employees 
Casual employees are employed on an irregular and unscheduled basis. Casual employees shall not be used to circumvent the establishment of term or permanent positions.

4. Student Employees 
Students shall be classified as casual employees and shall be hired in accordance with The Employment Standards Code. These students shall work under the supervision of a Employee as designated.

E.1 Employment Structure

E.1.A Equal Opportunity for Employment
E.1.B Recruitment of Personnel
E.1.B-P Recruitment of Personnel Procedure
E.1.C Criminal Record Checks (CRC) and Child Abuse Registry Checks (CARC)
E.1.C-P Criminal Record Checks (CRC) and Child Abuse Registry Checks (CARC) Procedure
E.1.D Power & Trust Positions

 

Conditions of Employment

E.1.F Medical Fitness
E.1.F-P Medical Fitness -Procedure
E.1.F-EX1 Medical Fitness – Authorization by Employee Exhibit
E.1.F-EX2 Medical Fitness– Medical Practitioner’s Report Exhibit
E.1.G Use of Information and Communication Technology –
E.1.G-P Use of Information and Communication Technology –Procedure
E.1.G-EX1 Use of Information and Communication Technology – Employee Agreement Exhibit
E.1.H Employee Attendance
E.1.H-P Employee Attendance -Procedure
E.1.H-EX.1 Employee Attendance Interview Report
E.1.I Anniversary Date
E.1.J Lay-off
E.1.J-P Lay-off -Procedure
E.1.K Hours of Work
E.1.K-P Hours of Work –Procedure
E.1.L Support Staff -Overtime
E.1.L-P Overtime – Support Staff Procedure

 

Records and Acknowledgement

E.1.M Personnel Files
E.1.M-P Personnel Files -Procedure
E.1.N Service Awards
E.1.N-P Awards Program – Employees Procedure

 

Resignation and Termination

E.1.O Resignation
E.1.O-P Resignation Procedure
E.1.P Termination of Employment
E.1.P-P Termination of Employment Procedure

 

E.2 COMPENSATION

E.2.A Workers Compensation
E.2.A-P Workers Compensation -Procedure
E.2.B Employee Pension, Benefits
E.2.C General Holidays
E.2.C-P General Holidays –Procedure
E.2.D Continuous Operations – Lodge Staff
E.2.D-P Continuous Operations –Lodge Staff Procedure
E.2.E Compressed Work Week-Kitchen Services

 

E.3 LEAVES

E.3.A Maternity Leave – Support Staff
E.3.A-P Maternity Leave – Support Staff Procedure
E.3.B Parental/Adoption Leave
E.3.B-P Parental/Adoption Leave Procedure
E.3.C Leave of Absence for Political Reasons
E.3.C–P Leave of Absence for Political Reasons Procedure
E.3.D Religious and Cultural Leave
E.3.D-P Religious and Cultural Leave Procedure
E.3.E Jury Duty Leave
E.3.E-P Jury Duty Leave Procedure
E.3.F Medical/Dental Appointments
E.3.F-P Medical/Dental Appointments Procedure
E.3.G Compassionate Care Leave
E.3.G-P Compassionate Care – Procedure
E.3.H Bereavement Leave
E.3.H-P Bereavement Leave-Procedure
E.3.I Extended Leave of Absence
E.3.I-P Extended Leave of Absence Procedure
E.3.J Vacation
E.3.J-P Vacation Procedure
E.3.K Sick Leave
E.3.K-P Sick Leave Procedure
E.3.L EX1 Employee Attendance-Interview
E.3.L P Employee Attendance-Procedure
E.3.L Employee Attendance

 

E.4 SUPERVISION AND EVALUATION

E.4.A Supervision and Evaluation – Teachers
E.4.A-P Supervision and Evaluation – Teachers- Procedure
E.4.B Supervision and Evaluation – Support Staff
E.4.B-P Supervision and Evaluation – Support Staff -Procedure
E.4.C Merit Increases
E.4.C-P Merit Increases-Procedure
E.4.D Professional Development

 

E.5 RESPECTFUL WORKPLACES

E.5.A Respectful Workplaces
E.5.B Grievances
E.5.B-P Grievances Procedure
E.5.C Harassment and Discrimination Prevention, Investigation and Resolution
E.5.C-P Harassment and Discrimination Prevention -Procedure
E.5.D Progressive Discipline
E.5.D-P Progressive Discipline Procedure
E.5.E Employee Health and Safety – Alcohol and Drug Free Workplaces
E.5.E-P Employee Health and Safety – Alcohol and Drug Free Workplaces -Procedure
E.5.F Conflict of Interest
E.5.G Gossip in the work place
E.5.H Cellphone Policy

Section F Instruction

Introduction

SEC believes that all students, must have access to programming that enables students to reach their potential academically, socially and emotionally and to develop a strong understanding of culture, heritage and citizenship. The basis for these programs is the Manitoba Education, Citizenship and Youth curriculum.
The section on instruction provides the policies regulating the delivery of instructional programs and curricula, the evaluation of students and the reporting of this evaluation.

TABLE OF CONTENTS

F1. PROGRAMS AND CURRICULA 
The subsection on Programs and Curricula provides information on the instructional programs that are delivered SEC. These policies are guided by the belief that, in order for students to be successful, appropriate programming must be provided for them. A number of topics, including high school programs, locally developed curricula, language instruction and educational trips, excursions and cultural activities are included.

F.1.A Instructional Programs
F.1.B Appropriate Educational Programming
F.1.B-P Appropriate Educational Programming Procedure
F.1.C School Curricula
F.1.D Use of Information and Communication Technology (ICT)
F.1.D-P Use of Information and Communication Technology (ICT) Procedure
F.1.D-EX1 Student Responsible Use Agreement Exhibit
F.1.E Healthy Foods in Schools and Lodge
F.1.E-P Healthy Foods in Schools and Lodge Procedure

 

F2. ASSESSMENT, EVALUATION AND REPORTING
Policies and procedures on how student learning is assessed, evaluated and reported on are provided in this sub-section. The promotion and placement of students in SEC is clearly outlined. As well, the requirements for integrating native studies into the curriculum and high school credit requirements in aboriginal studies are included.

F.2.A Assessment, Evaluation and Reporting of Student Learning
F.2.A-P Assessment, Evaluation and Reporting of Student Learning Procedure
F.2.B School-Based Final Examinations
F.2.B-P School-Based Final Examinations Procedure
F.2.C Aboriginal Heritage and Culture Requirements
F.2.D After School Academic Class
F.2.E Reporting Student Progress
F.2.F Promotion and Placement of Students
F.2.F-P Promotion and Placement of Students Regulation
F.2.G Attendance Reporting
F.2.G-P Attendance Reporting Procedure
F.2.G-EX1 Absenteeism Form Example
F.2.G-EX2 Attendance Audit Example

Section G Students

Introduction

The primary goal of SEC and its Board is to provide the highest quality education possible for students. In order to do this, it must establish a school environment that is safe and protects the dignity and well-being of students. The policies that follow establish the framework for this environment.

The section on Students is divided into Safety, Records and Procedures, and Student Transportation.

TABLE OF CONTENTS

G.1 STUDENT SAFETY
Student Safety begins with a policy on a safe learning and working environment and is followed by policies that provide this environment. Topics include student suspension and expulsion, use of illicit substances on school property, investigation by police, search of students and student property and reporting a child in need of protection. These policies, which are based on federal and provincial legislation, ensure that students are cared for, safe and respected.

G.1.A A Safe Learning and Working Environment
G.1.B Student Suspension/Expulsion
G.1.B-P Student Suspension/Expulsion Procedure
G.1.C Responsibility for Damaged Property
G.1.D Investigation by Police in the Schools
G.1.D-P Investigation by Police in the Schools -Procedure
G.1.E Illicit Substances on Property
G.1.E-P Illicit Substances on Property- Procedure
G.1.F Search of Students and Search and Seizure of Student Property
G.1.F-P Search of Students and Search and Seizure of Student Property -Procedure
G.1.G Reporting a Child in Need of Protection (Including Child Abuse)
G.1.G-P Reporting a Child in Need of Protection (Including Child Abuse) -Procedure
G.1.H Sickness, Illness and Accidents
G.1.H-P Sickness , Illness and Accidents-Procedure
G.1.I Emergency Codes
G.1.I-P Emergency Evacuations (Fire Drills) -Procedure
G.1.J Administration of Prescribed Medication to Students
G.1.J-P Administration of Prescribed Medication to Students -Procedure
G.1.J-Form1 Administration of Health Care-Record of Administered Medication Form 1
G.1.J-Form2 Administering Non-Prescribed Medication Student Record Form 2
G.1.J-Form3 Administering Prescribed Medication- Long Term Dosage Student Record Form 3
G.1.K Administration of Health Care
G.1.K-P Administration of Health Care-Procedure
G.1.K-EX1 Administration of Health Care-Medical Release Ex 1
G.1.K-EX2 Administration of Health Care-Medical Consent Ex 2
G.1.L Prevention  of Disease and /Infection Transmission
G.1.L-P Prevention  of Disease and /Infection Transmission-Procedure
G.1.M Life Skills Counselling Services
G.1.M-P Life Skills Counselling Services-Procedure
G.1.N Student Expectations
G.1.O Student Discipline
G.1.O-EX1 Student Discipline Action Plan Ex1
G.1.O-EX2 Student Expectations Contract Ex2
G.1.O-EX3 Loss of Priviliage Ex3
G.1.P Student Sign out
G.1.P.EX1 Unsupervised Leave without parental consent-Waivers

 

G.2 RECORDS AND PROCEDURES
This subsection provides policies related to student records, informed consent and student complaints and grievances.

G.2.A Student Records
G.2.A-P Student Records Procedure
G.2.B Student Complaints and Grievances
G.2.B-P Student Complaints and Grievances Procedure
G.2.C Educational Trips, Excursions and Cultural Activities
G.2.C-P Educational Trips, Excursions and Cultural Activities-Procedure
G.2.C-EX1 Educational Trips, Excursions, and Cultural Activities Waiver
G.2.D Transfers
G.2.E Excess Baggage Policy
G.2.F Student Selection for Admission
G.2.F-P Student Selection for Admissions Procedure